Exhibit C - SSF Records Retention Schedule — South San Francisco City Council, September 24, 2025 (part 1 of 2)

CITY-WIDE RECORDS RETENTION SCHEDULES
Adopted by Reso #74-2003, August 13, 2003
Amended February 23, 2005 – Resolution 21-2005
Amended September 14, 2011 – Resolution 115 -2011
Amended January 25, 2012 – Resolution 5-2012
Amended May 22, 2013 – Resolution 45-2013
Amended February 17, 2016 – Resolution 19-2016
Amended April 27, 2016 – Resolution 50-2016
Amended July 13, 2016 – Resolution 91-2016
Amended (Date) – Resolution (Number)
City of South San Francisco
Record Retention Schedules and UFIRST™ Index

TABLE OF CONTENTS
Department / Record Series Title Series Code Page
Legend 19
City-wide Administration 01-00-00 21
City Attorney 02-00-00 25
City Clerk 03-00-00 26
City Manager 04-00-00 35
Economic & Community Development 05-00-00 37
Finance 06-00-00 43
Fire Department 07-00-00 50
Human Resources 08-00-00 56
Information Technology 09-00-00 66
Library 10-00-00 68
Parks & Recreation 11-00-00 69
Police Department 12-00-00 77
Public Works 13-00-00 87
CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) 01-00-00 21 Accounts Payable 01-01-09 21
Adjacent Cities 01-03-06 23
Administrative Materials 01-01-00 21
Administrative Policies & Procedures 01-01-04 21
Bid Summaries 01-05-02 24
Bids - Successful 01-05-03 24
Bids - Unsuccessful 01-05-04 24
Budget Workpapers, Departmental 01-01-08 21
CDBG Grant Applications & Agreements Working Files 01-04-03 24 City-sponsored Event Planning 01-02-06 22
Community Information/Events 01-02-05 22
Community Organizations/Foundations 01-02-03 22
Complaint Files 01-02-04 22
Correspondence & Reports - External 01-01-02 21
File series not addressed in the retention schedule should be considered routine in nature and should be identified as “General Information & Administration”, and should be reviewed annually for relevance to current projects or subjects unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a “permanent” document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes. ™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Correspondence & Reports - Internal 01-01-03 21
County Agencies 01-03-05 23
Federal Agencies 01-03-02 22
Grant Administration 01-04-00 23
Grant Applications & Agreements Working Files 01-04-02 23 Historical Information/Events 01-02-07 22
Materials from Agencies & Other Cities - Non-project Related 01-03-00 22 Professional Associations/Organizations 01-02-02 22
Purchasing & Material Acquisition 01-05-00 24
Records Inventories & Indices 01-01-10 21
Reference Materials 01-02-00 22
Regional/National Agencies 01-03-04 23
Special Districts 01-03-07 23
Staff, Interdepartmental & Internal Committee Meetings 01-01-05 21 State Agencies 01-03-03 23
Supervisor's Personnel Files 01-01-07 21
Surveys, Studies & Questionnaires - General City 01-01-06 21 Technical Reference 01-02-08 22
CITY ATTORNEY 02-00-00 25
City Attorney Records 02-01-00 25
Departmental Projects 02-01-02 25
Litigation 02-01-03 25
CITY CLERK 03-00-00 26
Administrative Files 03-03-02 28
Agenda Packets 03-02-03 27
Agenda Packets 03-03-10 29
Agreements / Contracts / MOUs 03-04-00 29
Animal Permits 03-01-11 26
Annexations 03-05-07 30
Appeals, Civil 03-01-13 27
Applications, Appointed 03-03-05 28
Applications, Submitted 03-03-04 28
Appointment History Database (EScribe) 03-03-06 28
Articles of Incorporation 03-01-14 27
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Assessment District Ballots & Protest Letters 03-05-03 30 Assessment Districts 03-05-02 30
Audio Meeting Recordings 03-02-07 27
Boards, Commissions & Committees 03-03-00 28
Campaign and Form 700 Tracking Database 03-07-02 33
Campaign Statements – Committees (Forms 460, 470, 497) 03-07-05 33 Campaign Statements – Elected (Forms 460, 470, 501, 497) 03-07-03 33 Campaign Statements – Unsuccessful (Forms 460, 470, 501, 497) 03-07-04 33 Candidate Filing Forms and Nomination Documents, Elected Officials 03-06-03 31 Candidate Filing Forms and Nomination Documents, Unsuccessful Candidates 03-06-04 32 Certificates of Election 03-06-08 32
Certificates of Insurance, Not Related to a Contract 03-01-05 26 City Council & Governing Bodies 03-02-00 27
City History Materials 03-01-12 26
City-owned Property 03-05-09 31
Clerk Administration 03-01-00 26
Commissioner's Manual 03-03-08 28
Council Actions Taken 03-02-05 27
Council Orientation Materials 03-06-07 32
Council Sponsored Measures 03-06-05 32
Destruction Certificates, Destruction Documentation and Department Destruction Logs 03-08-04 34 Easements, Deeds, Quitclaim Deeds & Grant Deeds 03-05-04 30 Elections Materials 03-06-00 31
Electronic Document Management Repository 03-08-02 33
Ethics Training Certifications 03-07-07 33
Fair Political Practices Commission 03-07-00 33
Form 800s 03-07-08 33
Grand Jury 03-01-06 26
Grant Agreements 03-04-04 30
Infrastructure Agreements 03-04-03 29
Initiative Measures, Referendums & Recall Petitions 03-06-06 32 Internal Information Requests 03-01-04 26
Legal Noticing 03-02-02 27
Meeting Notices 03-03-09 28
Meeting Recordings 03-03-13 29
Minutes 03-02-04 27
Minutes 03-03-11 29
Municipal Code 03-02-10 28
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Municipal Elections (General & Special) 03-06-02 31
Oaths of Office 03-01-08 26
Ordinances 03-02-08 27
Passport Application Transmittals 03-01-09 26
Precinct Records 03-06-09 32
Proof of Life 03-01-10 26
Property Related Records 03-05-00 30
Public Records Act and Information Requests, Hardcopy 03-01-03 26 Public Records Act Database 03-01-02 26
Real Property Acquisitions/Dispositions 03-05-08 31
Records Management 03-08-00 33
Records Management Manual & Policy 03-08-05 34
Records Retention Schedules 03-08-03 34
Recruitment Materials 03-03-03 28
Redistricting 03-06-10 32
Resolutions 03-02-09 28
Resolutions 03-03-12 29
Right of Way 03-05-05 30
Rosters 03-03-07 28
Service, Equipment & Supply Agreements 03-04-02 29
Settlement Agreements 03-04-05 30
Statement of Economic Interests (Form 700) – Designated Filers 03-07-06 33 Summons & Subpoenas 03-01-07 26
Vacations/Abandonments 03-05-06 30
Video Meeting Recordings 03-02-06 27
CITY MANAGER 04-00-00 35
Biographies 04-01-12 35
Ceremonial Items 04-01-06 35
City Manager Records 04-01-00 35
Council Events 04-01-04 35
Council Goals & Objectives 04-01-05 35
Emergency Operations Plan 04-01-13 36
Mayor & Councilmember Correspondence 04-01-07 35
Newsletters 04-01-09 35
Press Releases 04-01-08 35
Public Relations Information / Handouts / Speeches / Biographies 04-01-15 36 ™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Social Media Content 04-01-14 36
State & Federal Legislation 04-01-10 35
State of the City Presentations 04-01-03 35
Warn Notices 04-01-11 35
Weekly Reports to Council 04-01-02 35
ECONOMIC & COMMUNITY DEVELOPMENT 05-00-00 37
Acquisitions/ Dispositions 05-04-03 38
Affordable Housing Developments 05-08-03 40
Affordable Housing Grants / Loans (City Funds) 05-04-00 38 Annual Action Plans 05-07-05 39
Annual Reports 05-05-04 39
Annual Reports 05-13-03 42
Anti-Displacement Community Advisory Committee (CAC) 05-09-04 41 Anti-Displacement Program 05-09-00 40
Applications & Permits 05-12-02 41
Building 05-14-00 42
Building Improvement Projects 05-10-04 41
Building Permits - Residential & Commercial 05-14-03 42 CAPER 05-07-04 39
Certificates of Occupancy 05-14-04 42
Community Development Block Grants 05-07-00 39
Community Outreach 05-03-02 38
Consolidated 5 Year Plan 05-07-03 39
Deeds 05-10-02 41
Economic Advancement Center 05-02-00 37
Economic Development 05-01-00 37
Federal Grands 05-02-02 37
First Time Home Buyer Loans 05-08-05 40
For-Sale Below Market Rate Program 05-08-00 40
General Plan & Plan Amendments 05-13-02 42
Grant Project Files 05-07-02 39
Grant Reimbursement & Draw Requests 05-07-06 39
Housing 05-03-00 38
Loans 05-05-03 39
Loans 05-06-02 39
Loans 05-07-07 40
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Long Range Planning 05-13-00 42
Marketing Materials 05-01-04 37
Master Plans 05-13-05 42
Permit Management System 05-11-02 41
Permit Management System 05-14-02 42
Planning 05-11-00 41
Project Files 05-01-03 37
Project Files 05-04-02 38
Project Files 05-05-02 38
Project Files 05-08-02 40
Projects & Planning 05-12-00 41
Property Management 05-10-00 41
Property Management Documents 05-10-03 41
Relocation Assistance - Red Tag Ordinance 05-09-02 40
Rental Assistance 05-06-00 39
Resale Restriction Agreements 05-08-04 40
Small Business Assistance 05-09-03 40
Specific Plans 05-13-04 42
SRO Mobile Home Conversion 05-09-05 41
State Grants 05-02-03 37
State Grants 05-04-04 38
Strategic Plans 05-01-02 37
Successor Housing Agency 05-05-00 38
Workshops & Community Events 05-01-05 37
FINANCE 06-00-00 43
Accounts Payable 06-02-00 43
Accounts Receivable 06-03-00 44
ACFR Annual Financial Statement 06-04-02 44
Annual Budget 06-06-02 45
Annual Governmental Accounting Research System (GASB) Reports 06-09-02 46 Annual Individual Audits 06-04-04 44
AR Adjustments & Accruals 06-03-06 44
AR Billing 06-03-03 44
Assembly / Senate Bill Reports 06-06-06 45
Auditing 06-04-00 44
Bank Statements & Reconciliations 06-05-02 45
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Banking & Investing 06-05-00 45
Bond Issues & Loan Agreements 06-08-02 46
Bond Statements & Reports 06-08-03 46
Budget Adjustments 06-06-04 45
Budget Workpapers, Finance 06-06-03 45
Budgeting 06-06-00 45
Business License Files 06-07-02 46
Business Licensing 06-07-00 46
Capital Assets 06-10-02 47
Cash Receipts & Deposits 06-03-04 44
Certificates of Insurance 06-12-04 49
Claims Against the City 06-12-02 49
Collection Activities 06-03-05 44
Credit Card Statements 06-02-05 43
Debt Financing 06-08-00 46
Eden Financial Management System 06-01-02 43
Employee Payroll Files 06-11-03 48
Employee Time Sheets 06-11-02 47
Finance Administrative Insurance Policies 06-12-05 49
Financial Reporting 06-09-00 46
Fixed Asset Inventory 06-10-03 47
Fixed Assets 06-10-00 47
Gann Limit Reports 06-06-07 45
General Accounting Group 06-01-00 43
Investment Policy 06-05-05 45
Investments 06-05-03 45
Invoices 06-02-02 43
Journal Entries 06-01-03 43
Loss Run Reports 06-12-06 49
Master Fee Schedule 06-06-05 45
Measure W Reports 06-09-03 46
MOU's/ PERS 06-04-05 44
Other reports 06-08-04 46
Payroll 06-11-00 47
Payroll Accounts Payable/Garnishments 06-11-05 48
Payroll Registers 06-11-04 48
PERS Retirement Reports 06-11-06 48
Petty Cash 06-02-03 43
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Purchase Orders / Requisitions 06-02-07 43
Quarterly Returns 06-11-07 48
Requisition Invoices 06-12-03 49
Risk Management Records 06-12-00 49
Single Audit 06-04-03 44
State Controllers Reports 06-11-09 49
Surplus Property Disposition 06-10-04 47
Tax Billing, TOT 06-03-02 44
Tax Payments 06-02-04 43
Treasurer's Report to Council 06-05-04 45
Use Tax Reports 06-02-08 44
W-2s / W-2 Reporting 06-11-08 49
W-9 / 1099 Reporting 06-02-06 43
Year End Journal Entry Reports 06-01-04 43
FIRE DEPARTMENT 07-00-00 50
Annual Inspections 07-02-06 51
Business Emergency Response Team 07-07-04 55
Business Inspections 07-02-05 51
CentralSquare 07-02-02 50
Certifications & Course Completion 07-05-03 54
Community Emergency Response Team / LISTOS 07-07-03 55
Community Risk Reduction 07-07-00 55
Daily Small Equipment Logs 07-03-09 53
Daily Vehicle Inspection Log 07-03-08 53
Disaster Preparedness/Emergency Operations (EOC) 07-07-02 55 Emergency Medical Services 07-04-00 53
EMT-I/EMT-Basic Certification & Paramedic License Cards 07-04-05 53 ESO Fire RMS Software 07-01-02 50
False Alarm Reports 07-02-09 51
Fire Administration 07-01-00 50
Fire Code Operational Permits 07-02-08 51
Fire Investigations 07-02-03 50
Fire Prevention 07-02-00 50
Fire Protection System Plan Reviews 07-02-04 51
Fire Suppression & Equipment 07-03-00 52
Fresh Air Compressor / SCBA Fill Station Inspections 07-03-06 52 ™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Hazardous Materials 07-06-00 55
Hazardous Materials Business Plans 07-02-10 51
Hazmat Training 07-06-02 55
Hose Testing Records 07-03-04 52
Incident Response Qualifications 07-05-05 54
Ladder Testing 07-03-05 52
Narcotic Administration Log 07-04-03 53
OSHA / Cal-OSHA Required Safety Training 07-05-04 54
Paramedic Check Sheets 07-04-04 53
Patient Care Reports 07-04-02 53
Permit Inspections 07-06-03 55
Personal Protective Equipment Inspections 07-03-02 52
Policies & Procedures 07-01-04 50
Property Damage Reports 07-03-07 53
Ride Alongs 07-01-06 50
SCBA Fit & Flow Test 07-03-03 52
Shift Rosters 07-01-03 50
Special Event Permits 07-02-07 51
Strike Team Activities 07-01-05 50
Training 07-05-00 54
Training Materials & Schedules 07-05-02 54
HUMAN RESOURCES 08-00-00 56
ADA Requests & Accommodations 08-10-05 64
Administration 08-01-00 56
Agenda Packets 08-06-03 61
Appeals 08-07-07 62
Background Checks - Hired Candidates 08-08-03 63
Background Checks - Non-hired Candidates 08-08-04 63
Benefit Billing / Invoices 08-03-03 58
Benefit Plan Reporting & Disclosure Records 08-03-02 58 Benefits 08-03-00 58
CalOSHA Logs 08-10-08 64
CalPERS Records 08-04-00 59
Classification & Compensation 08-05-00 60
Classification & Compensation 08-05-02 60
Classifications and Appointments 08-05-06 61
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Deferred Compensation Committee 08-06-00 61
DOT Random Drug Testing Program 08-10-04 64
EEO-4 Reports 08-01-04 56
Employee / Personnel Files 08-02-02 57
Employee Accident Reports / First Aid Only 08-10-07 64
Employee Benefit & Medical File 08-02-04 57
Employee Disciplinary Actions 08-02-08 58
Employee Files 08-02-00 57
Employee Programs 08-01-03 56
Employee Workers Compensation & Exposure Records 08-02-06 58 Employment Complaints (EEO/DFEH) and/or Investigation Files 08-07-06 62 Ergonomic Requests & Accommodations 08-10-06 64
Grievances 08-07-05 62
Hourly Employee / Personnel File 08-02-03 57
Human Resources Procedures and Policies 08-01-02 56
I-9 Forms - Full Time Employees 08-02-09 58
Injury & Illness Prevention Program (IIPP) Plan 08-10-02 63 Job Classifications 08-05-03 60
Labor Negotiations 08-07-03 61
Labor Relations 08-07-02 61
Labor Relations Records 08-07-00 61
Memorandum of Understanding 08-07-04 61
Minutes 08-06-04 61
Motor Vehicle Pulls (DMV) 08-10-03 63
Plan Contracts & Plan Amendments 08-04-02 59
Plan Governance Records 08-06-02 61
Rate Changes 08-04-03 59
Reasonable Accommodation Records 08-02-07 58
Recruitment 08-08-00 62
Recruitment File 08-08-02 62
Retiree Medical Benefits 08-03-04 59
Retiree Medicare Rebates 08-03-05 59
Safety & Workers Compensation 08-10-00 63
Safety Committee 08-09-00 63
Safety Inspections 08-09-02 63
Salary Schedule 08-05-04 60
Salary Surveys & Studies 08-05-05 60
Training 08-11-00 65
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Training Programs 08-11-02 65
Unemployment Claim Records 08-01-05 56
Union Representatives / Organizations 08-07-08 62
USERRA Leave Records 08-02-05 57
Valuation Reports 08-04-04 59
Volunteer workers 08-01-06 56
Workers' Compensation Excess Insurance 08-10-10 65
Workers' Compensation Loss Run Reports 08-10-11 65
Workers' Compensation Third Party Administrator Communications 08-10-09 64 INFORMATION TECHNOLOGY 09-00-00 66
Backup and Recovery Plans 09-03-00 66
Drive Backup System 09-03-02 67
E-mail Archive System 09-03-03 67
General Information & Administration Technologies 09-01-00 66 IT Help Desk 09-01-02 66
IT Initiated Projects 09-02-03 66
IT Projects & Licensing Records 09-02-00 66
Licenses 09-02-02 66
Network Logs 09-01-05 66
Routine Building Surveillance 09-01-03 66
Social Media Posts 09-01-04 66
Transitory Electronic Communications 09-01-06 66
LIBRARY 10-00-00 68
Administration 10-01-00 68
California Library Statistical Report 10-01-02 68
Grants 10-01-03 68
Homework Program Attendance 10-02-03 68
Homework Program Registration 10-02-02 68
Incident Reports 10-01-04 68
Literacy Services 10-02-00 68
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
PARKS & RECREATION 11-00-00 69
10 Year Assessment Reports 11-02-07 70
Accident / Incident Reports 11-04-12 72
Activity Guide 11-04-03 71
Adult Day Care Program/State Licensing 11-08-02 74
Adult Protective Services Mandated Reporting 11-08-07 75 Annual Trainings 11-01-04 69
Aquatics 11-06-00 73
Attendance Records 11-04-06 72
Attendance Tally Sheet 11-06-02 73
Capital Projects 11-02-03 70
Cash Drawer Base Amounts & Petty Cash 11-01-06 69
Childcare - Early Learning & YES 11-07-00 74
Children's Files 11-07-04 74
City Tree Inventory 11-03-06 71
Community Gardens 11-03-08 71
Contracted Instructors 11-04-09 72
Co-sponsorship 11-04-10 72
County Provided Training Program 11-08-05 75
Court Orders 11-07-07 74
CPS Mandated Reporting 11-07-05 74
Cultural Arts 11-09-00 76
Daily Cash Balances 11-01-03 69
Daily Opening / Closing Checklist 11-06-03 73
Emergency Action Plans 11-02-09 70
Emergency Action Plans 11-04-13 72
Facilities 11-02-00 69
Facility Inspections 11-02-05 70
Facility Inventories & Facility Assessment Reports 11-02-06 70 Facility Maintenance Projects 11-02-02 69
Facility Permits 11-02-04 70
Form C-1 Congregate Nutrition 11-08-08 75
Form C-2 Home Delivery Meals 11-08-09 75
Grant Applications & Agreements 11-01-02 69
Inspections 11-06-06 73
Maintenance Projects 11-03-04 71
Park History 11-03-02 70
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Parks 11-03-00 70
Parks & Recreation Administration 11-01-00 69
Parks Capital Projects 11-03-03 70
Participant Files 11-08-03 74
Pesticide Permits 11-03-09 71
Pesticide Specifications & Safety 11-03-11 71
Pesticide Usage Reports 11-03-10 71
Play Structure Inspection & Maintenance 11-03-05 71
Pool Maintenance Checklist 11-06-05 73
Protected Tree Permits 11-03-07 71
Public Art Loans 11-09-04 76
Public Art Purchases 11-09-05 76
Quarterly Art Shows 11-09-02 76
Recreation Management Software 11-04-02 71
Recreation Programs & Classes 11-04-00 71
Recreation Programs & Classes 11-04-04 72
Registration Forms 11-04-05 72
Registration Packets 11-07-06 74
Rental Permits 11-05-02 73
Rentals 11-05-00 73
S2-Security Access 11-02-08 70
Safety Trainings 11-01-05 69
Schedules/Daily Logs 11-05-03 73
Scholarships 11-04-07 72
SDS Information 11-06-07 73
Senior Nutrition Program Registration 11-08-04 75
Senior Services 11-08-00 74
Shift Reports 11-06-04 73
Sign-In/Out Forms 11-07-08 74
Site Inspections 11-08-06 75
Special Event Administration 11-04-11 72
Staff/Caregivers 11-07-03 74
State Licensing 11-07-02 74
Temporary Art Installations 11-09-03 76
Volunteers 11-04-08 72
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
POLICE DEPARTMENT 12-00-00 77
187 - Murders 12-06-03 82
Accident/Incident Reports, Non-criminal 12-06-03 82
Accident/Incidents Reports, Fatality Collisions 12-06-03 82 Administration / Chief of Police 12-01-00 77
Administrative Staff Memos 12-01-03 77
Alcoholic Beverage Control (ABC) Applications 12-06-04 85 Alcoholic Beverage Control (ABC) Permits 12-01-02 77
Asset Seizure / Forfeiture Form 12-05-02 80
Auction Reports 12-05-03 81
Audio Recordings - Routine 12-05-06 81
Background Checks - Unsuccessful Candidates 12-04-03 80 Body Worn Cameras 12-05-07 81
Case Reports - All Other 12-06-03 82
Cash Receipt Books 12-06-05 85
Child Abuse 12-06-03 82
Child Molestation 12-06-03 83
Citizen Complaints 12-01-04 77
Civil Subpoenas 12-06-06 85
Clearance Letters 12-06-07 85
Criminal Background Checks 12-06-08 85
Criminal Investigations Bureau (CIB) 12-02-00 78
Daily Inspections 12-03-06 79
Drug / Sex Crime Registration 12-06-03 83
Equipment Calibrations 12-07-02 86
Evidence Purge / Disposition 12-05-04 81
Felony Cases, Non-permanent 12-06-03 83
Felony Cases, Permanent 12-06-03 83
Field Training 12-04-04 80
General Orders 12-01-05 77
Grant Applications & Agreements 12-01-06 77
Holding Facility 12-03-00 79
Informant Files 12-02-02 78
Inspections 12-03-05 79
Internal Affairs / Investigations 12-01-07 77
InTime 12-01-08 77
Jail Video Recordings 12-03-02 79
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Juvenile Commission Reports 12-03-04 79
Livescan Fingerprinting 12-06-09 85
Marijuana Related Crimes 12-06-03 83
Misdemeanors / Infractions 12-06-03 83
Missing Persons 12-06-03 84
Monthly DOJ/UCR/BACS (MACR) Report 12-06-10 85
NCIC Validations 12-06-11 85
Officer Involved Shootings 12-01-09 78
Officer Involved Shootings 12-06-03 84
Paid Overtime Sheets 12-01-10 78
Personnel & Training Records 12-04-00 80
Personnel Records 12-04-02 80
POST Reimbursements 12-04-07 80
Property & Evidence 12-05-00 80
Property Record / Receipts 12-05-05 81
Record Sealings, Adults 12-06-12 85
Record Sealings, Juveniles 12-06-13 86
Records 12-06-00 82
Registration Files - 11590 HS 12-02-03 78
Registration Files - 290 12-02-04 79
Registration Files - 457.1 12-02-05 79
Retiree Qualification Permits 12-01-11 78
Ride Along / Sit Along Requests 12-01-12 78
Robberies / Burglary 12-06-03 84
Sex Crimes 12-06-03 84
Stolen Vehicles 12-06-03 84
Subpoenas Duces Tecum 12-06-15 86
Sunridge Systems RIMS 12-06-02 82
Taxi Permits & Inspections 12-06-14 86
Temporary Holding Facility Questionnaire 12-03-03 79
Traffic & Parking Citations 12-07-03 86
Traffic Unit 12-07-00 86
Training Information Management System Database (TIMS) 12-04-05 80 Training Reimbursement Forms 12-04-06 80
Unattended Death / Suicide 12-06-03 84
Weapon Crimes 12-06-03 85
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
PUBLIC WORKS 13-00-00 87
Adopt-A-Storm Drain 13-06-03 91
Agency Reporting 13-14-03 96
Agency Reports 13-01-06 87
Agendas/Agenda Packets 13-12-02 94
Bacteriological & Chemical Analysis, Raw Data and Testing 13-17-03 97 BAR Inspections 13-03-07 88
Benchmarking & Surveying 13-11-02 93
Biennial Inspection of Terminals (BIT) Audits 13-03-06 88 Biennial Inspection of Terminals (BIT) Records 13-03-05 88 Calibration 13-17-09 98
Capital Improvement Program 13-10-00 93
Capital Improvement Projects 13-10-02 93
Chain of Custody 13-17-06 97
Chemical Records 13-17-02 97
Chemicals 13-16-02 96
Citizen Requests 13-07-04 91
Code Enforcement 13-02-00 88
Code Enforcement Cases 13-02-02 88
Collections 13-04-02 90
Compost Pail Distribution Program 13-08-06 92
Contract Laboratories 13-17-11 98
Daily Operations Checklist 13-16-05 97
Daily Sample Logs 13-17-07 98
Daily Vehicle Inspection Log 13-03-10 89
Diesel & Gas Smog Inspections 13-03-09 89
Easements & Right-of-Way 13-11-03 94
Encroachment Permits 13-09-02 92
Engineering Division Permits 13-09-00 92
Environmental Compliance (Water Quality Control Plant) 13-14-00 95 Equipment Inventory 13-15-06 96
Facilities Permits 13-13-05 95
Fleet 13-03-00 88
Free Shuttle Program 13-08-05 92
Fuel Usage & Tax Reports 13-03-12 89
Grading Permits 13-09-03 92
Hauling Permits 13-09-04 92
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Hazardous Waste Manifests 13-03-13 89
Hazardous Waste Manifests 13-17-12 98
Infrastructure Inspections 13-01-07 87
Infrastructure Plans & Maps 13-01-05 87
Inspections & Assessments 13-05-04 90
Inspections & Assessments 13-06-04 91
Inspections & Assessments 13-07-06 91
Lab Certification 13-17-04 97
Lab Equipment Inventory 13-17-05 97
Lab Reports 13-17-10 98
Laboratory (Water Quality Control Plant) 13-17-00 97
Lead Operator Reports 13-16-04 97
Lift Stations 13-15-03 96
Lot Splits & Lot Line Adjustments 13-11-04 94
Maintenance (Water Quality Control Plant) 13-15-00 96
Maintenance Contracts 13-03-02 88
Maintenance Service Contracts 13-15-04 96
Material Procurement 13-08-03 92
Meter Reports 13-04-03 90
Minutes 13-12-03 94
Non-compliance Letters 13-08-04 92
NPDES Permits & Applications 13-14-02 95
On-call Agreements 13-09-08 93
Operations & Maintenance Manuals 13-16-03 97
Operations (Water Quality Control Plant) 13-16-00 96
Outreach, Education & Notifications 13-01-03 87
Oversize Transportation Permits 13-09-05 93
Parcel Map Working Files 13-11-05 94
Parking 13-04-00 90
Parking Permits 13-04-04 90
Plan Check Logs, Encroachments 13-09-06 93
Plan Reviews - Planning 13-11-06 94
Plant Walkthrough 13-15-05 96
Portable Diesel Equipment 13-03-08 89
Pretreatment Permits 13-14-05 96
Private Developments 13-11-00 93
Process Maintenance 13-15-02 96
Project Management System 13-01-02 87
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index
Department / Record Series Title Series Code Page
Public Works Administration 13-01-00 87
Safety Programs & Procedures 13-01-04 87
Sanitary Sewer Master Plan 13-05-03 90
SB 1383 Reporting 13-08-02 91
SCADA Reports 13-16-07 97
Service Contracts 13-13-02 95
Sewer Basin Cleaning 13-05-02 90
Sewer Spills 13-13-06 95
Sewers 13-05-00 90
Sidewalk & Outdoor Dining Permits 13-09-07 93
Standard Operating Procedure Manuals 13-17-08 98
Standard Operating Procedures 13-01-08 87
Storm Drains 13-06-00 90
Storm Lines & Catch Basin Cleaning 13-06-02 90
Street Cleanup Program 13-07-05 91
Street Lighting & Traffic Signals 13-07-03 91
Street Maintenance Projects 13-07-02 91
Streets 13-07-00 91
Subdivision Working Files 13-11-07 94
Sustainability 13-08-00 91
Time Cards 13-13-04 95
Tire Disposal Records 13-03-14 89
Tonnage Reports & Waste Hauling 13-16-06 97
Traffic Advisory Committee 13-12-00 94
Traffic Change Requests 13-12-04 94
Traffic Studies & Traffic Surveys 13-12-05 94
Utility Bills 13-13-03 95
Vehicle & Equipment Maintenance Records 13-03-03 88
Vehicle Pink Slips 13-03-04 88
Violation Notifications 13-14-04 96
Waste Water Administration (Water Quality Control Plant) 13-13-00 95 Weekly Fuel Island Inspections & Logs 13-03-11 89
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 19 ends

REV: 9/12/2025

RETENTION PERIOD ACRONYM LEGEND
ACT While actively used or needed, such as software systems or duplicated records.

AD Adoption date.

AE After expiration of permit, license, etc.

AFP After final payment of loan, grant, bond, etc.

AP After approval
AR After review of documents for relevance to current projects or subjects AS After separation from the City
AT After termination of program, project, etc.

AU After audit
C Current calendar year
CL After completion or closure of project, program, report, study, etc.

CM Current month
CON Confidential
CR Creation date.

Dbase Database. Retention period is While Active, such as while system, program, etc. is in use.

E Election date
ELECTR Electronic record
EY Year event occurred
H Historical
HC Hard copy record
L Life of board, building, business, registrant, improvement, system, vehicle, etc.

M Number of months.

P Permanent retention
Record
Rotating Electronic system limitations for retaining video, audio, electronic communications, etc.

S After policy, manual, item, etc. is superseded.

V Vital record to the operations and disaster recover for the City.

Y Number of Years
+[Number] Number of years/months
* Refer to Citations & Legal Basis for further instructions. ** Refer to Description of Documents for further instructions.

Information maintained by the City in the form of a hard copy document, an image of a hard copy document, information contained in a database, or an Electronic Record maintained pursuant to the Electronics Records Policy.
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 20 ends

REV: 9/12/2025

CITATION AND RETENTION RESEARCH ACRONYM LEGEND
BPC California Business & Professional Code
CCP California Code of Civil Procedure
CCR California Code of Regulations
CFC California Fire Code
CFR Code of Federal Regulations
DOJ Department of Justice
EC California Election Code
EVC California Evidence Code
FC California Financial Code
FMLA Family & Medical Leave Act, 1993
GC California Government Code
HSC California Health & Safety Code
IFC International Fire Code
LC California Labor Code
NPDES National Pollution Discharge Elimination System
PC California Penal Code
RTC California Revenue & Taxation Code
UFC Uniform Fire Code
USC United State Code
VC California Vehicle Code
WIC California Welfare & Institutions Code
™ UFIRST trademarked by Records Control Services, Inc. 1999. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 21 ends

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
01-01-02 Correspondence & Reports - External Not related to a specific project. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Preference: Retain for the current year plus 2 years and review annually for reference to current
projects or subjects.

City-wide C+2, AR
01-01-03 Correspondence & Reports - Internal Not related to a specific project. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Preference: Retain for the current year plus 2 years and review annually for reference to current
projects or subjects.

City-wide C+2, AR
01-01-04 Administrative Policies & Procedures Includes personnel rules and regulations, department policies and general administrative polices and
procedures.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.

City-wide S+2
01-01-05 Staff, Interdepartmental & Internal Committee
Meetings
Includes informal meeting agendas. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
City-wide EY+2
01-01-06 Surveys, Studies & Questionnaires - General City Includes surveys through Survey Monkey, Connect Us, OpenForms, and other general surveys, studies and
questionnaires.

GC 34090; 2 year minimum
State of California Guidelines; 2 years after completion for general studies and surveys
City-wide CL+2
01-01-07 Supervisor's Personnel Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

Transitory Record; Maintain as long as necessary for
current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.

City-wide ACT
01-01-08 Budget Workpapers, Departmental Workpapers used by the departments to request budget funds. Compiled into the annual budget by Finance.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
Department Preference: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.

City-wide S+2
01-01-09 Accounts Payable Includes credit card transaction receipts, proof of life receipts, Council expense reimbursement forms (forms
1 - 5), employee statements of expense, invoices and
other accounts payable related documents maintained
by the departments in original format.

Duplicate records; Maintain accounts payable records
for the current year plus 2 years to support the official records in Finance. Duplicate records must not be
retained longer than the retention life of the official record.

City-wide C+2
01-01-10 Records Inventories & Indices Index to all permanent and inactive records maintained for departments in onsite and offsite storage locations .

Includes reports from Corodata.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded City-wide S+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 22 ends

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
01-02-02 Professional Associations/Organizations Professional associations and organizations where City staff are members. Includes correspondence,
newsletters, event notifications and other related
documents.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
City-wide C+2
01-02-03 Community Organizations/Foundations Community organizations and foundations within the City or neighboring agencies. Includes correspondence,
newsletters, event notifications and other related
documents.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
City-wide C+2
01-02-04 Complaint Files General complaints to City departments. Does not include claims against the City or formal complaints with the Police Department.
42 USC 1983; Settlement/resolution of complaint plus 7
years
City-wide CL+7
01-02-05 Community Information/Events Community events and information within the City or neighboring agencies. Includes correspondence,
newsletters, event notifications and other related
documents.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
City-wide C+2
01-02-06 City-sponsored Event Planning For events sponsored and put on by the departments. GC 34090; 2 year minimum requirement 21 CFR 1403.42; 3 years after last payment, * unless
litigation, then 3 years after claim is filed/settled.

Administrative Record, State of California Guidelines
C+3 *
01-02-07 Historical Information/Events Plaques, scrapbooks, flags, photographs, street maps, significant sister city records.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: Retain permanently for
historical value.

City-wide H P
01-02-08 Technical Reference Includes manuals, how-to guides, instructions and other technical reference materials.

GC 34090.7; Duplicates and reference materials may
be destroyed within the 2 year minimum requirement.

Duplicates must not be kept longer than the retention
life of the original record.

City-wide ACT
01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Department Preference: Retain for the current year plus 2 years and review annually for reference to current
projects or subjects.

City-wide C+2, AR
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 23 ends

City-wide C+2, AR
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide C+2, AR
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide C+2, AR
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide C+2, AR
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide C+2, AR
01-04-00 Grant Administration
01-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
01-04-02 Grant Applications & Agreements Working Files Departments are responsible for maintaining Chiefies of invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement. All original grant
agreements must be sent to the City Clerk's Office.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any. Retention may be longer as stated in the agreement.

City-wide AFP+5 *
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 24 ends

REV: 9/12/2025
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
01-04-03 CDBG Grant Applications & Agreements Working
Files
Departments are responsible for maintaining Chiefies of invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement. All original grant
agreements must be sent to the City Clerk's Office.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 4 years after grant
closure for CDBG. * State recommends referring to
grant application close-out procedures, if any. Retention may be longer as stated in the agreement.

City-wide AFP+4 *
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
01-05-02 Bid Summaries Summary listing all project bid results for a particular project. Used for announcing lowest apparent bidder.

Primarily public works and capital projects.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 2 years for unsuccessful bids.

City-wide C+4
01-05-03 Bids - Successful Includes competitive bid quotes, associated RFPs, RFIs or RFQs, and project related documents. Capital
improvement agreements are maintained separately
and permanently by the City Clerk's Office.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 5 years after audit for successful bids.

Department Preference: 5 years after completion of
project associated with the bid.

City-wide CL+5
01-05-04 Bids - Unsuccessful Includes competitive bid quotes, RFPs, RFIs or RFQs. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 for unsuccessful bids
City-wide C+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 25 ends

REV: 9/12/2025
02-00-00 CITY ATTORNEY
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
02-01-00 City Attorney Records
02-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
02-01-02 Departmental Projects Includes legal opinions and review of documents for the departments.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Department Preference: Maintain legal opinions for 2
years after the matter is closed. The State's guideline is inconsistent with the type of documents.

City
Attorney
CL+2
02-01-03 Litigation Duplicate of originals on file with the County.

General cases:

High profile cases:

GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.

City
Attorney
CL+7
P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 26 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-01-00 Clerk Administration
03-01-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-01-02 Public Records Act Database Includes requests processed through GovQA. Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

City Clerk DBase
03-01-03 Public Records Act and Information Requests,
Hardcopy
Hardcopy log and requests, correspondence,
documentation and responses that require city-wide
coordination across departments by the City Clerk.

GC 34090; 2 year minimum requirement City Clerk CL+2
03-01-04 Internal Information Requests Routine requests from staff for General Information & Administration and city operations. Transitory in nature.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.

Duplicates must not be kept longer than the retention
life of the original record.

City Clerk 30 Days
03-01-05 Certificates of Insurance, Not Related to a
Contract
Certificates provided by vendors for liability coverage not related to a contract.

GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for liability and property insurance
Department Preference: Maintain vendor certificates of
insurance for the current year plus 2 years since the
certificates expire annually.

City Clerk C+2
03-01-06 Grand Jury Responses to routine Grand Jury requests that are sent City-wide.

GC 34090; 2 year minimum requirement
Department Preference: Maintain grand jury responses
permanently for reference purposes.

City Clerk ELECTR - P
03-01-07 Summons & Subpoenas For records or property. (Excludes Police Department Summons & Subpoenas)
GC 34090; 2 year minimum requirement City Clerk C+2
03-01-08 Oaths of Office Oaths for employees, elected officials, advisory bodies are maintained by the City Clerk's Office.

GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials.

City Clerk AT+6
03-01-09 Passport Application Transmittals Transmittals for passport applications received from the public. No sensitive information maintained.

GC 34090; 2 year minimum
Passport Agent's Reference Guide; Maintain transmittal
Chiefies for 24 months.

City Clerk C+2
03-01-10 Proof of Life Chiefies. Similar to a notary service typically for foreign residents. Validation of life for the person.

GC 34090; 2 year minimum requirement City Clerk C+2
03-01-11 Animal Permits Includes annual permits for farm animals. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
City Clerk AE+2
03-01-12 City History Materials Includes plaques, flags, photographs, street maps, sister city records and other significant historical
records.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: Retain permanently for
historical value.

City Clerk H P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 27 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-01-13 Appeals, Civil Appeals for Planning Commission. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.

City Clerk C+2
03-01-14 Articles of Incorporation Legal documents filed with CA secretary state to formally establish a corporation.

GC 34090(e); Permanent for decisions of the City
GC 40806; Maintain
State of California Guidelines; Permanent
City Clerk V, H P
03-02-00 City Council & Governing Bodies
03-02-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-02-02 Legal Noticing Affidavits of Posting, Mailing and/or Publication Declarations, Proof of Publication, Ordinances, and
Legal Publication indicating agendas and other notices
are completed in compliance with state law and City
Clerk department guidelines.

GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
City Clerk C+4
03-02-03 Agenda Packets Agenda, staff reports, supplemental communications and all other supporting documentation for City Council, Redevelopment Agency, Successor Agency, Public
Financing Authority and Oversight Board regular and
special meetings. Also includes digital speaker card
registration. Packet finalized after the meeting is
completed to include all materials.

GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets for
the current year plus 20 years for significant reference value. Hardcopy kept for 2 years and digitally for 20
years.

City Clerk HC - C+1

ELECTR -
C+20
03-02-04 Minutes Includes City Council, Redevelopment Agency, Successor Agency, Public Financing Authority and
Oversight Board regular and special meetings. Action
minutes started in 2023 with summary minutes prior to
that year. Includes all standing committees.

GC 34090e; Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
City Clerk V, H HC - P

ELECTR - P
03-02-05 Council Actions Taken Summary record of council actions taken prepared after meetings for production of resolutions and ordinances.

Helps with resolution and ordinance number
assignment.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
City Clerk ELECTR -
C+2
03-02-06 Video Meeting Recordings Video streams through Granicus, local cable network and Zoom. Maintained to support the action minutes.

GC 54953.5; 30 days after recording
Department Preference: Maintain meeting recordings
for the current year plus 2 years for reference value.

City Clerk C+2
03-02-07 Audio Meeting Recordings Audio recordings maintained only for special Council meetings.

GC 54953.5; 30 days after recording
Department Preference: Maintain meeting recordings
for the current year plus 2 years for reference value.

City Clerk C+2
03-02-08 Ordinances Law, statute or regulation enacted by the City Council. GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
City Clerk V, H HC - P

ELECTR - P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 28 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-02-09 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

GC 34090(e); Permanent for decisions of the City
GC 40806; Maintain
State of California Guidelines; Permanent
City Clerk V, H HC - P

ELECTR - P
03-02-10 Municipal Code Codification and Supplementation of the City’s Municipal Code. Maintained in paper form by the City
Clerk, and electronically on the City’s website and on a USB drive for emergency purposes. Includes retention
of one hard copy of previous Municipal Code.

GC 34090(e); Permanent for decisions of the City
State of California Guidelines; Permanent
City Clerk V, H P
03-03-00 Boards, Commissions & Committees
03-03-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-03-02 Administrative Files Attendance reports, web page development, meeting calendars, communications to staff liaisons, training and resource materials, appointment, termination and leave
of absence correspondence, programmatic rules review,
research and analysis.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
City Clerk C+2
03-03-03 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacancy information.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
City Clerk C+2
03-03-04 Applications, Submitted Includes applications for all boards and commissions applicants successful/unsuccessful valid from time of
submittal.

GC 34090; 2 year minimum requirement
State of California Guidelines; maintain not selected
applications for 2 years after completion
City Clerk CL+2
03-03-05 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet. Includes back-up material, resumes, and letters.

GC 34090; 2 year minimum requirement
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
City Clerk AT+5
03-03-06 Appointment History Database (EScribe) Excel spreadsheet includes appointments, service and termination history and contact information.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

City Clerk DBase
03-03-07 Rosters Reflects current membership. Maintained electronically.

Transitory in nature.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: Maintain rosters permanently
for historical tracking of appointments.

City Clerk P
03-03-08 Commissioner's Manual City Boards, Commissions, and Committees’ Handbook. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
City Clerk S+2
03-03-09 Meeting Notices For all advisory bodies. GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
City Clerk C+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 29 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-03-10 Agenda Packets Agenda, staff reports, supplemental communications, speaker cards, items received at the meeting and all
other supporting documentation. Packet finalized after
the meeting is completed to include all materials.

Maintained by the secretary of the board, commission
or committee.

City Clerk HC - C+1

ELECTR -
C+20
03-03-11 Minutes Maintained by the secretary of the board, commission or committee. Includes hard copy/digital.

GC 34090e; Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
City Clerk V, H HC - P

ELECTR - P
03-03-12 Resolutions For all board and commission related matters. GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
City Clerk V, H P
03-03-13 Meeting Recordings Audio and/or video recordings maintained for boards, commissions and committees.

Maintained by the secretary of the board, commission
or committee.

GC 54953.5; 30 days after recording
Department Preference: Maintain meeting recordings
for the current year plus 2 years for reference value.

City Clerk C+2
03-04-00 Agreements / Contracts / MOUs
03-04-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-04-02 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, licenses and all other general City agreements.

Includes Contractual Agreements from date entered to
and presenter services agreements.

CCP 337; Statutes of limitations of 4 years
CCP 337.2; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

City Clerk V CL+4
03-04-03 Infrastructure Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid and other
infrastructure related agreements. Labor MOUs are
managed by HR.

GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations of 10 years maximum
CCP 337; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

HSC 19850; Life of Building, with exceptions.
29 USC 211(c); Maintain, indefinite
29 USC 203(m); Definitions
29 USC 207(g); Definitions
State of California Guidelines; Permanent
City Clerk V ELECTR - P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 30 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-04-04 Grant Agreements 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

City Clerk V AFP+5 *
03-04-05 Settlement Agreements CCP 337; Statutes of limitations of 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Department Preference: Maintain settlement
agreements permanently to support the matter of
settlement.

City Clerk V ELECTR - P
03-05-00 Property Related Records
03-05-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-05-02 Assessment Districts Prop. 218 proceedings, election materials and engineers reports from the Public Works department.

GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
City Clerk ELECTR - P
03-05-03 Assessment District Ballots & Protest Letters Prop 218 proceedings. GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
City Clerk CL+2
03-05-04 Easements, Deeds, Quitclaim Deeds & Grant
Deeds
All original recorded documents must be maintained by
the City Clerk.

GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.

City Clerk HC - C+2

ELECTR - P
03-05-05 Right of Way Final right of way once recorded maintained by the City Clerk as a deed.

GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
City Clerk HC - P

ELECTR - P
03-05-06 Vacations/Abandonments Final vacations and abandonments once recorded maintained by the City Clerk as a deed.

GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
City Clerk HC - P

ELECTR - P
03-05-07 Annexations All city annexation related matters; municipal annexation.

GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
City Clerk HC - P

ELECTR - P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 31 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-05-08 Real Property Acquisitions/Dispositions City-wide acquisitions / dispositions of City property. GC 34090(a); Permanent for real property documents GC 6254; Record disclosure
CCP 337.1; 5 years maximum after completion of
construction or improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Completion expiration
plus 10 years for acquisitions.

City Clerk P
03-05-09 City-owned Property Includes the deeds and other backup information on acquisition of City-owned property.

GC 34090(a); Permanent for land and property records
State of California Guidelines; 10 years after completion for property acquisition and disposition supporting
documents.

City Clerk HC - CL+10

ELECTR - P
03-06-00 Elections Materials
03-06-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-06-02 Municipal Elections (General & Special) Includes ballot material Chiefies, voter database (spreadsheet), correspondence, and election notices
and legal publications. Maintained electronically for
historical purposes. Paper scanned and destroyed after
2 years.

Original canvass information and statement of votes
from the County Registrar of Voters are approved and
incorporated by reference by City Council resolution.

Certification of votes maintained permanently with the
approved resolution.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate Chiefies may be destroyed at
any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Nonrecords may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.

City Clerk H HC &

ELECTR - P
Dbase
03-06-03 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for
candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices
declaration, filing checklists and candidate statement
receipt. Nomination petitions may be viewed by the
public but not Chiefied or distributed. Includes Oaths of Office. Maintained on CampaignDocs hosted system.

GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
State of California Guidelines; 6 years after termination for elected officials.

City Clerk HC &

ELECTR -
CL+5 DBase
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 32 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-06-04 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Includes Oaths of Office. GC 34460; Indefinite. Maintain copy of charter related documents in archives.

ELECTR -
CL+7 DBase
03-06-05 Council Sponsored Measures For both successful and unsuccessful measures. Ballot question is approved by Council resolution. Direct
arguments for and against measures, and argument
rebuttal filer and author are filed with the City Clerk.

Includes impartial analysis from City Attorney.

GC 34460; Indefinite. Maintain copy of charter related
documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
Department Preference: Maintain council sponsored
measures for 5 years after closure of the election to
match retention for Municipal Election materials.

City Clerk HC &

ELECTR -
CL+7 DBase
03-06-06 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.

City Clerk CON HC &

ELECTR -
CL+5 DBase
03-06-07 Council Orientation Materials Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

GC 34090; 2 year minimum requirement
Department Preference: Maintain for 2 years after
superseded for relevance to subsequent elections.

City Clerk HC &

ELECTR -
CL+7 DBase
03-06-08 Certificates of Election Received from San Mateo County. Includes original reports and statements. copy attached to a resolution.

GC 81009(d); Maintain statements of elected officials
indefinitely
City Clerk ELECTR - P
03-06-09 Precinct Records Precinct official material from date of election; declaration of intention, precinct board member
applications, orders appointing members of precinct
boards and designating polling places. Includes notice
of appointment of office and record of service.

EC 17501; Maintain precinct maps for 12 years after
superseded
Department Preference: Maintain precinct records for
12 years after the precinct map is updated to match
retention for redistricting.

City Clerk S+12
03-06-10 Redistricting At conclusion of every 10 years, census data EC 17501; Maintain precinct maps for 12 years after superseded
S+12
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 33 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-07-00 Fair Political Practices Commission
03-07-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-07-02 Campaign and Form 700 Tracking Database Tracks noticing, correspondence and filing dates. Transitory Record; Databases are maintained while active
City Clerk DBase
03-07-03 Campaign Statements – Elected (Forms 460,
470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

GC 81009(b); maintain elected indefinitely City Clerk HC &

ELECTR - P
Dbase
03-07-04 Campaign Statements – Unsuccessful (Forms
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

GC 81009(b); 5 years for unsuccessful candidates City Clerk HC &

ELECTR -
CL+5 DBase
03-07-05 Campaign Statements – Committees (Forms
460, 470, 497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence.

GC 81009(e); 7 year requirement for originals City Clerk HC &

ELECTR -
CL+7 DBase
03-07-06 Statement of Economic Interests (Form 700) –
Designated Filers
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for Chiefies
City Clerk HC &

ELECTR -
CL+7 DBase
03-07-07 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. Also sent to
committee and commission members.

GC 53235(b); 5 years City Clerk HC &

ELECTR -
CL+5 DBase
03-07-08 Form 800s Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802), Behested Payment
Reports (Form 803), Agency Report of New Positions
(Form 804) and Public Official Appointments (Form 806)
as applicable and necessary.

GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for Chiefies per AB
1170
City Clerk HC &

ELECTR -
CL+7 DBase
03-08-00 Records Management
03-08-01 General Information & Administration Includes internal and external general subject information, correspondence, reports and reference
documents relating to the record group, but not
associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
03-08-02 Electronic Document Management Repository Repository for official electronic records. Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

City Clerk DBase
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 34 ends

REV: 9/12/2025
03-00-00 CITY CLERK
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
03-08-03 Records Retention Schedules Includes current schedules and revisions. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Department Preference: Permanent for destruction
tracking purposes.

City Clerk ELECTR - P
03-08-04 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Each Department / Division will also maintain a
permanent file of destruction certificates and logs
subject to annual audits by City Clerk staff.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded RCS Suggestion: Permanent for destruction approvals
for tracking purposes.

City Clerk HC - C+2

ELECTR - P
03-08-05 Records Management Manual & Policy Manual of Records Management procedures and policy including instructions and forms. City Clerk will maintain one copy permanently. Departments to maintain
current edition only.

GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.

City Clerk ELECTR -
S+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 35 ends

REV: 9/12/2025
04-00-00 CITY MANAGER
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
04-01-00 City Manager Records
04-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
04-01-02 Weekly Reports to Council Periodic operational news and off-agenda reports to Council from the City Manager. Maintained
electronically.

GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
CMO C+2
04-01-03 State of the City Presentations Includes presentations from the Mayor or City Manager on the state of the City.

GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
Department Preference: Current year plus 2 years, *
review annually for historical content
CMO H * C+2
04-01-04 Council Events Events that councilmembers and/or the mayor may attend or host – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Department Preference: Current year plus 2 years, *
review annually for historical content
CMO H * C+2, AR
04-01-05 Council Goals & Objectives Includes goals and planning with department directors. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded for
departmental goals and objectives
CMO C+2
04-01-06 Ceremonial Items Includes certificates and proclamations for business, individuals, retirements, sister cities, gifts and other special requests and events.

GC 34090; 2 year minimum requirement
Department Preference: Retain for the current year plus 2 years. * Potential historical content. Review annually for permanent retention.

CMO H * C+2, AR
04-01-07 Mayor & Councilmember Correspondence General correspondence to or from outside sources. GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
CMO C+2
04-01-08 Press Releases Press releases sent out by the City Manager. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.

CMO C+2
04-01-09 Newsletters Electronic newsletter produced weekly. Maintained in PDF for retention purposes.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: * Review annually for historical content and maintain permanently, as determined.

CMO H * C+2, AR
04-01-10 State & Federal Legislation Correspondence from the City Manager relating to legislation.

GC 34090; 2 year minimum requirement CMO C+2
04-01-11 Warn Notices Notices from business about layoffs. Sent to Council.

Required by the State.

GC 34090; 2 year minimum requirement CMO C+2
04-01-12 Biographies Bios on Council city officials. GC 34090; 2 year minimum requirement Department Preference: Keep Council Member
biographies for 2 years after end of term.

CMO AT+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 36 ends

REV: 9/12/2025
04-00-00 CITY MANAGER
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
04-01-13 Emergency Operations Plan Created by communications director and collaborating with Emergency Services Captain; Fire Dept.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.

CMO S+2
04-01-14 Social Media Content Includes City-wide social media, newsletters, "Did You Know" column, calendars and other transitory
communications via electronic sources.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CMO C+2
04-01-15 Public Relations Information / Handouts /
Speeches / Biographies
Public outreach. GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
Department Preference: * Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.

CMO H * C+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 37 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-01-00 Economic Development
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-01-02 Strategic Plans Includes strategic planning for new and current business in the City.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.

ECD S+2
05-01-03 Project Files May include feasibility studies.

Includes renderings, correspondence and legal
documents, any other project related documents. May
include feasibility studies.

State of California Guidelines; 5 years for feasibility studies
ECD CON CL+5
05-01-04 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7 for external marketing materials, no citation listed
ECD C+7
05-01-05 Workshops & Community Events Community outreach. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for outreach
ECD C+2
05-02-00 Economic Advancement Center
05-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-02-02 Federal Grands 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

ECD AFP+5 *
05-02-03 State Grants 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

ECD AFP+5 *
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 38 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-03-00 Housing
05-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-03-02 Community Outreach GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for outreach
Housing C+2
05-04-00 Affordable Housing Grants / Loans (City Funds) 05-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-04-02 Project Files Includes loan agreements, standard PLHA agreements and other project documents.

CCP 337.2; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

Housing CON CL+4
05-04-03 Acquisitions/ Dispositions CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.

Housing CL+10
05-04-04 State Grants 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

Housing AFP+5 *
05-05-00 Successor Housing Agency
05-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-05-02 Project Files Includes all project information from the former Redevelopment Agency, and associated documents.

Includes renderings, correspondence and legal
documents, any other project related documents.
* Project files may include feasibility studies, which are confidential documents.

State of California Guidelines; 5 years for feasibility studies
Housing CON CL+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 39 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-05-03 Loans 24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-05-04 Annual Reports Compliance reports to the State. 24 CFR 570.490(d); 3 years for reports Housing CL+3 05-06-00 Rental Assistance
05-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-06-02 Loans 24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-07-00 Community Development Block Grants
05-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-07-02 Grant Project Files Includes applications and agreements and other financial documents and correspondence for monies
provided by the City for First Time Homebuyers,
Affordable Housing, Down Payment Assistance and
Rehabilitation projects.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
24 CFR 982.158(f); 3 years
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+4
05-07-03 Consolidated 5 Year Plan Required by HUD GC 34090; 2 year minimum requirement 24 CFR 982.158(f); 3 years for HUD reports under
Section 8
State of California Guidelines; 2 years after strategic plan is superseded.

Housing S+3
05-07-04 CAPER Includes program and financial information and produced by H&CD.
24 CFR 570.490; 3 years for reports Housing CL+3
05-07-05 Annual Action Plans Required submission to HUD for entitled grant monies. GC 34090; 2 year minimum requirement 24 CFR 570.490; 3 years for reports
State of California Guidelines; 2 years after strategic plan is superseded.

Housing S+3
05-07-06 Grant Reimbursement & Draw Requests Departments are responsible for maintaining Chiefies of invoices paid toward grants and longer retention term
records series, as needed.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report.

Housing AFP+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 40 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-07-07 Loans 24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-08-00 For-Sale Below Market Rate Program
05-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-08-02 Project Files Includes agreements, invoicing, payments, reports and other documents from subrecipients. Promissory notes,
deeds, resale restriction agreements and other project
records:

Denied requests:

GC 34090; 2 year minimum requirement
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

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

Housing
AFP+5 *
CL+2
05-08-03 Affordable Housing Developments Funding comes directly from HUD for distribution by the City.
24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-08-04 Resale Restriction Agreements Restrictions on property. CCP 337; Statutes of limitations of 4 years CCP 337.2; Statutes of limitations of 4 years
Housing CL+4
05-08-05 First Time Home Buyer Loans 24 CFR 92.508; 5 years 24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-09-00 Anti-Displacement Program
05-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-09-02 Relocation Assistance - Red Tag Ordinance Advocation services for assisting tenants at risk of displacement. May include payment assistance.
24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
05-09-03 Small Business Assistance Includes grants for small businesses to assist in maintaining business locations.
24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years.

Housing AFP+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 41 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-09-04 Anti-Displacement Community Advisory
Committee (CAC)
Contains agenda packets and minutes. GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
Housing P
05-09-05 SRO Mobile Home Conversion Includes conversion applications and relocation plans. CCP 337; Statutes of limitations of 4 years CCP 337.1; Statutes of limitation of 4 years for
improvements
CCP 337.2; Statutes of limitations of 4 years
Housing CL+4
05-10-00 Property Management
05-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-10-02 Deeds GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
Housing P
05-10-03 Property Management Documents Reimbursements, financial expenditures, rent receipts, general maintenance, improvements, Chiefies of
leases, Chiefies of audits and other property operations.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Housing C+4
05-10-04 Building Improvement Projects Includes construction documents for building improvements.

CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.

Housing CL+10
05-11-00 Planning
05-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-11-02 Permit Management System Used to manage permits. CentralSquare. Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

Planning DBase
05-12-00 Projects & Planning
05-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-12-02 Applications & Permits Includes land use and temporary permits. Images stored in the permit management system.

GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain costs, records and plans
HSC 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
Planning P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 42 ends

REV: 9/12/2025
05-00-00 ECONOMIC & COMMUNITY DEVELOPMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
05-13-00 Long Range Planning
05-13-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-13-02 General Plan & Plan Amendments Includes elements and any amendments. GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
Planning V P
05-13-03 Annual Reports Required reports for compliance with state and county policies on reporting regarding the General Plan and
Housing Element.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for periodic reports
Planning C+2
05-13-04 Specific Plans Includes specific plans, active transportation plans and associated amendments.

GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain costs, records and plans
HSC 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
Planning P
05-13-05 Master Plans GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.

Planning S+2
05-14-00 Building
05-14-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
05-14-02 Permit Management System Building permit management software system. Includes a public portal for documents 2021 forward.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

Building DBase
05-14-03 Building Permits - Residential & Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys,
Pad Elevations, Special Inspection Reports, Plan Check
Comments / Responses, Request for Waiver for
Accessibility Requirements, Inspection Reports and
Cards with wet signatures, and other documents for
building projects. Attachments in the digital system.

HSC 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
Building P
05-14-04 Certificates of Occupancy Stored on the shared drive, attached to the permit and the APN number.

GC 34090(a); Real property records, maintain
State of California Guidelines; Life of business
Building L
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 43 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-01-00 General Accounting Group
06-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-01-02 Eden Financial Management System Transitory Record: Maintain while active or until data is transferred to a new tracking system.

Finance DBase
06-01-03 Journal Entries Does not include year-end journal entries. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
Finance AU+2
06-01-04 Year End Journal Entry Reports GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
Department Preference: Maintain for 5 years after the
annual audit for reference and simplicity in destruction.

Finance AU+5
06-02-00 Accounts Payable
06-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-02-02 Invoices Includes invoices and vendor information. Hardcopy invoices are scanned into Eden and paper maintained
by the department.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-02-03 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by
administrative staff in departments but information is
sent to Finance.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-02-04 Tax Payments Includes payments on sales, gas and other taxes due. GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
RTC 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Finance AU+5
06-02-05 Credit Card Statements Currently in paper format. GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-02-06 W-9 / 1099 Reporting Also includes 1096 summary forms. GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
RTC 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Finance AU+4
06-02-07 Purchase Orders / Requisitions Administrative purchase orders and requisitions for encumbrances.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 44 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-02-08 Use Tax Reports Reported to the BOE electronically and printed for reference. Includes sales & use tax reporting.

GC 34090; 2 year minimum requirement
26 CFR 31.6001; 4 years after tax return is filed
RTC 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Finance AU+4
06-03-00 Accounts Receivable
06-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-03-02 Tax Billing, TOT Cannabis delivery and TOT receipts GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-03-03 AR Billing includes billing and backup GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-03-04 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts, transient occupancy tax receipts and other
miscellaneous revenue.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-03-05 Collection Activities Sent to collections (CBA) GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-03-06 AR Adjustments & Accruals AR related adjustments & accruals GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-04-00 Auditing
06-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-04-02 ACFR Annual Financial Statement GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
Finance P
06-04-03 Single Audit Includes the general audit of City financials. Grant funded specifically for a program or subject. CDBG/TD.

Transportation.

GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
Finance P
06-04-04 Annual Individual Audits Includes sales tax, utility users and other annual audits. GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
Finance P
06-04-05 MOU's/ PERS Based on benefits and payroll information. GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for audits,
Permanent for PERS documents
Finance P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 45 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-05-00 Banking & Investing
06-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-05-02 Bank Statements & Reconciliations Both paper and electronic. Electronic versions uploaded to the shared drive.

GC 34090; 2 year minimum requirement
26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
Finance AU+5
06-05-03 Investments Broker notices, transaction confirmations, LAIF, endowments and other investment related statements.

GC34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; Permanent
Finance P
06-05-04 Treasurer's Report to Council Management report included in the agenda packet. GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
Finance C+2
06-05-05 Investment Policy Presented to Council. GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.

Finance S+5
06-06-00 Budgeting
06-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-06-02 Annual Budget Includes general City and RDA/Successor Agency budgets. Incorporates department goals and objectives.

GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after audit
Department Preference: Maintain annual budgets
permanently for reference.

Finance P
06-06-03 Budget Workpapers, Finance Includes workpapers, forecasts, correspondence and other budget creation related documents maintained by
the departments.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
Finance AU+2
06-06-04 Budget Adjustments Includes workpapers, forecasts, correspondence and other budget related documents for adjustments by
Finance.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
Finance AU+2
06-06-05 Master Fee Schedule GC 34090; 2 year minimum requirement Finance S+2 06-06-06 Assembly / Senate Bill Reports AB1600/Developer Impact Fees. SB90 Police Reports GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
Department Preference: Maintain submitted reports for
the current year plus 7 to follow the State's retention period for submitted reports.

Finance C+7
06-06-07 Gann Limit Reports Reporting for State appropriation limits. GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
Finance AU+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 46 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-07-00 Business Licensing
06-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-07-02 Business License Files Includes the applications, renewals, customer correspondence, articles of incorporation and the
license. Maintained in Central Square. Electronic
versions also maintained on the shared drive and in
paper format for reference.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination of business
Finance AT+4
06-08-00 Debt Financing
06-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-08-02 Bond Issues & Loan Agreements Includes water and wastewater loans, lease revenue bonds, special tax and other bonds.

Finance P
06-08-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond
covenants and cash/surety bonds.

GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
Finance AFP+10
06-08-04 Other reports Arbitrary field report, CDIAC report. Continuing disclosure reports.

GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
AFP+10
06-09-00 Financial Reporting
06-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-09-02 Annual Governmental Accounting Research
System (GASB) Reports
Reporting to the agency charged with setting accounting and financial reporting standards for state and local
governments.

GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
Finance P
06-09-03 Measure W Reports Measure W tax fund balancing and expentidure reporting to the public.

GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
Finance P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 47 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-10-00 Fixed Assets
06-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-10-02 Capital Assets Includes the depreciation schedule spreadsheet, backup documentation, ownership slips, auctions for
disposition and other asset information.

GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
Department Preference: Maintain depreciation
schedules for 4 years after the annual audit to follow
retention of asset inventories.

Finance AU+4
06-10-03 Fixed Asset Inventory Includes census of the fixed assets present in the City and the recorded fixed assets to track significant
discrepancies and to trace the history of fixed assets.

Legal obligation that must be done once a year.

GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.

Finance AU+4
06-10-04 Surplus Property Disposition Disposition reporting for surplus equipment, vehicles and other property.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Finance AU+4
06-11-00 Payroll
06-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-11-02 Employee Time Sheets Maintained and signed electronically in the PDS tracking system.

GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
RTC 19530; 3 years after tax return due
RTC 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
Finance AU+6
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 48 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-11-03 Employee Payroll Files Includes withholding orders, enrollments, retirement system, banking information, requests, one-off payroll
items, W-4s, DE-4s, café forms and other payroll
related documents for the individual employee.

GC 34090; 2 year minimum requirement
LC 1174; 3 years for payroll records
LC 1197.5(d); 2 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2(a)(10); Maintain
29 CFR 516.6; 2 years
LC 1174; 2 years after pay period
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages
29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit
plans for employees
State of California Guidelines; 4 years after termination Finance CON AS+6
06-11-04 Payroll Registers Includes the register, workers compensation payments, check registers, paystubs for manual checks, leave
accruals, journal entries, wire transfers, contractual
increases by bargaining unit, time sheet summaries,
health insurance and benefit changes, tax tables and
other payroll processing documents.

GC 34090; 2 year minimum requirement
GC 12946; 4 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
Finance CON P
06-11-05 Payroll Accounts Payable/Garnishments Support the payroll process and benefit payments. GC 34090; 2 year minimum requirement RTC 19704; 6 year statute of limitations
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 3 years after termination Finance AS+6
06-11-06 PERS Retirement Reports Employer contribution reports and circulars. GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
working documents, 4 years after termination for
employee deduction reports.

Finance P
06-11-07 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
RTC 19530; 3 years after tax return is filed
RTC 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Finance AU+6
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 49 ends

REV: 9/12/2025
06-00-00 FINANCE
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
06-11-08 W-2s / W-2 Reporting GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
RTC 19530; 3 years after tax return is filed
RTC 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Finance CON AU+6
06-11-09 State Controllers Reports GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
Finance P
06-12-00 Risk Management Records
06-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
06-12-02 Claims Against the City Transferred to the City Clerk's office after the claim is closed or denied.

GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
Finance CL+6
06-12-03 Requisition Invoices Recover claims by the City for damage to City property. GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
Finance CL+6
06-12-04 Certificates of Insurance Maintained electronically for department reference to contracts and agreements for vendors:

Not related to a contract or agreement:

GC 34090; 2 year minimum
State of California Guidelines; Permanent for
certificates of insurance from vendors and contractors.

No citation referenced.

Department Preference: Maintain certificates of
insurance not related to a specific project or agreement for the current year plus 2 years to meet the minimum
requirement of GC 34090.* Vendor related certificates
follow the retention life of the contract. Refer to
agreements and contracts under City Clerk section 02-
04 and subsections.

Finance Varies *
C+2
06-12-05 Finance Administrative Insurance Policies City acquired policies. GC 34090; 2 year minimum State of California Guidelines; Permanent for liability and property insurance
Finance P
06-12-06 Loss Run Reports Provided with the invoices for the claim. GC 34090; 2 year minimum requirement State of California Guideline: 2 years after completed
Finance C+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 50 ends

REV: 9/12/2025
07-00-00 FIRE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
07-01-00 Fire Administration
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-01-02 ESO Fire RMS Software Used for incidents, inspection tracking and resident contact information. All training sessions and individuals are tracked through Target Solutions.

Transitory Record: Maintain while active or until data is transferred to a new tracking system.

Fire DBase
07-01-03 Shift Rosters Created and maintained in an Excel spreadsheet. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for schedules of officers on duty
Fire S+2
07-01-04 Policies & Procedures Includes interoffice procedures and directives from the Fire Chief. Maintained in Lexipol.

GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.

Fire P
07-01-05 Strike Team Activities Used to submit forms for reimbursement from the State. GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
Fire C+4
07-01-06 Ride Alongs Includes a waiver form for ride alongs. CCP 340.5 Healthcare providers is 3 years after occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

Fire C+3
07-02-00 Fire Prevention
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-02-02 CentralSquare Used for annual inspections, plan reviews, permits and other activities.

Transitory Record: Maintain while active or until data is transferred to a new tracking system.

Fire DBase
07-02-03 Fire Investigations Non-Arson
Arson with Great Bodily Harm
Arson with Homicide
CCP 338; 3 year statute of limitations for action
PC 800; 6 year statute of limitations after commission of the offense
PC 799; No statutes of limitations on actions for murder.

Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

CFC 104.6; 5 years for fire records
Department Preference: Retain investigations of arson
with great bodily harm permanently to support the
associated case file in Police. Retain non-arson
investigations for 10 years for history of the event.

Fire CL+10
P
P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 51 ends

REV: 9/12/2025
07-00-00 FIRE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
07-02-04 Fire Protection System Plan Reviews Includes plan checks for new building construction or improvements to fire-related systems, such as
sprinklers, fire alarms, underground sprinkler work, etc.

Fire Prevention maintains the plans after approval.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
Department Preference: Retain plan reviews for the life of the structure plus 2 years for historical tracking.

Fire L+2
07-02-05 Business Inspections Includes Fire Life Safety Inspections for new businesses, including Chiefies of the inspection and
approvals.

UFC 104.6; Retain for 5 years after renewal/expiration
of fire permit
State of California Guidelines; 3 years after completion of inspection
Fire CL+5
07-02-06 Annual Inspections Includes inspection documents for schools, hotels & motels, multi-family (R2), apartments, vegetation / brush inspections and other types of business as required by
law and/or fire code.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
Fire CL+5
07-02-07 Special Event Permits Includes Christmas tree lots, temporary tents, hydrant use and other temporary use permits related for Fire.

May include plans for seating, tents and other event
materials.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Fire AE+3
07-02-08 Fire Code Operational Permits Includes alarms, sprinklers, energy storage and other construction related permits.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
Fire AE+5
07-02-09 False Alarm Reports Used for tracking of resetting and checking alarm systems.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for false alarm records.

Fire C+2
07-02-10 Hazardous Materials Business Plans Plans provided by businesses that manage and dispose of hazardous materials.

GC 34090; 2 year minimum
CCP 343; 4 years to commence action
State of California Guidelines recommends retaining for 5 years after superseded.

Fire S+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 52 ends

REV: 9/12/2025
07-00-00 FIRE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
07-03-00 Fire Suppression & Equipment
07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-03-02 Personal Protective Equipment Inspections Annual tests. GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
Fire CL+5
07-03-03 SCBA Fit & Flow Test Annual tests for both person and unit. 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.

Individual training information maintained by employee
is retained for termination/separation plus 2 years, per State of California Guidelines
Department Preference: Permanent for long term
potential medical issues and varying retention periods of the citations.

Fire P
07-03-04 Hose Testing Records GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Fire C+2
07-03-05 Ladder Testing GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Fire C+2
07-03-06 Fresh Air Compressor / SCBA Fill Station
Inspections
Inspection by an outside company with resulting
certificate of compliance.

GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
Fire CL+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 53 ends

Signed document.

GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.

Fire C+2
07-03-08 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights and other aspects.

GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.

Fire C+2
07-03-09 Daily Small Equipment Logs Includes Hurst, SCBA and Fresh Air Compressor forms. GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.

C+2
07-04-00 Emergency Medical Services
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-04-02 Patient Care Reports Includes refusal of care and the patient care report.

Produced and maintained digitally in ImageTrend
software system.

GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
22 CCR 70751; 7 years for patient records for adults, * 2 years after 18th birthday for unemancipated minors.

Fire CON CL+7 *
07-04-03 Narcotic Administration Log Log of administration of narcotics and distribution of remaining narcotics.

GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
Fire CL+5
07-04-04 Paramedic Check Sheets Forms used by paramedics to document equipment checks, narcotics inventories, order supplies. Three
reports: Daily, monthly, medical supply order forms.

GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
Fire CL+5
07-04-05 EMT-I/EMT-Basic Certification & Paramedic
License Cards
Certification records and continued education records to validate requirements. Maintained in Target Solutions.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
termination/separation for certifications and
designations
Fire CON AS+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 54 ends

REV: 9/12/2025
07-00-00 FIRE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
07-05-00 Training
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-05-02 Training Materials & Schedules Includes initial academy classes and other training classes. Filed by employee supervisor and Training
Chief.

GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

Fire AS+7
07-05-03 Certifications & Course Completion Records of certifications and courses completed by safety employees.

GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000 PRA, confidential record status
State of California Guidelines; Current year plus 2 years for certificates and designations training.

Fire AS+4
07-05-04 OSHA / Cal-OSHA Required Safety Training GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

Fire AS+7
07-05-05 Incident Response Qualifications Training for safety employees on incident response. GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

Fire AS+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Records Retention Schedules and UFIRST™ Index

Page 55 ends

REV: 9/12/2025
07-00-00 FIRE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
07-06-00 Hazardous Materials
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-06-02 Hazmat Training GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

Fire AS+7
07-06-03 Permit Inspections Reports submitted to the State by the inspectors. GC 34090; 2 year minimum requirement 40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.

Department Preference: Maintain permit inspections
permanently for potential environmental impact.

Fire P
07-07-00 Community Risk Reduction
07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
07-07-02 Disaster Preparedness/Emergency Operations
(EOC)
Includes maps and emergency planning. Veoci system. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.

Fire V S+2
07-07-03 Community Emergency Response Team /
LISTOS
Includes rosters, volunteers, training materials,
plans/maps, events, training supplies/equipment and
other materials.

Fire V AS+7
07-07-04 Business Emergency Response Team Includes rosters, volunteers, training materials, plans/maps, events, training supplies/equipment and
other materials.

Fire V AS+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 9/12/2025 City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 56 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-01-00 Administration
08-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-01-02 Human Resources Procedures and Policies GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.

Department Preference: Maintain HR policies and
procedures for 20 years after superseded to track the
history.

HR S+20
08-01-03 Employee Programs Recognition/customer service GC 34090; 2 year minimum requirement GC 12946; 4 years after completion
HR C+2
08-01-04 EEO-4 Reports 29 CFR 1602; 2 years after creation of the record HR CL+2 08-01-05 Unemployment Claim Records GC 12946; 4 years after completion 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
State of California Guidelines; 3 years after termination for unemployment claims
HR AS+4
08-01-06 Volunteer workers Includes applications, waivers, placement forms; Information is generally kept by departments.

Accepted applications:

Denied applications:

GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Denied applications maintained for 4 years after the
position is filled to follow GC 12946.

HR / Citywide
AS+4
CL+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 57 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-02-00 Employee Files
08-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-02-02 Employee / Personnel Files Includes employment application, offer letter, employee policy acknowledgements, Personnel Action Forms
(PAFs) and back-up documents, employee
demographic information, licenses and certifications,
performance evaluations, salary and position history,
release authorizations, commendations, identification
cards (ID’s), training records, and other employee
related information.

Department Preference: Maintain personnel files for 30
years after separation due to medical and USERRA
documents historically maintained within the personnel
file.

HR CON AS+30
08-02-03 Hourly Employee / Personnel File Includes employment application, offer letter, employee policy acknowledgements, Personnel Action Forms
(PAFs) and back-up documents, employee
demographic information, licenses and certifications,
performance evaluations, salary and position history,
release authorizations, commendations, identification
cards (ID’s), training records, and other employee
related information.

The following employee information records are
maintained separately:
- pre-employment testing results and background check
information
- I-9 Forms
- benefit and medical records
- Workers' Compensation & exposure records
LC 1174; 3 year minimum for employee records
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination HR CON AS+6
08-02-04 Employee Benefit & Medical File Includes plan participation elections, protected leave requests and documentation, doctor's notes, and other
medical information. Does not include Workers'
Compensation or Exposure records. Does not include
USERRA leave records.
8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee termination
State of California Guidelines; 30 after
completion/closure
HR CON AS+30
08-02-05 USERRA Leave Records Uniform Services Employment and Reemployment Rights Act; Indefinite retention
HR P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 58 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-02-06 Employee Workers Compensation & Exposure
Records
Job-Related Injuries & Illness Records, WC Claim Files, Exposures, Toxic and Bloodborne Pathogens Records
8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee termination
State of California Guidelines; 30 after
completion/closure
HR AS+30
08-02-07 Reasonable Accommodation Records 29 CFR 1602.31; 2 years after separation HR AS+2 08-02-08 Employee Disciplinary Actions Maintained in a separate file folder in the employee's personnel file for confidentiality. For Non-safety and
Safety Employees.

GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees.

HR CL+5
08-02-09 I-9 Forms - Full Time Employees Supporting documents (SSN card, birth certificate, DL, etc.) Maintained electronically.

GC 12946; 2 years after completion/position filled
GC 7920.000; Public Records Act, release of
confidential information
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain
29 CFR 1627.3(b)(1); 1 year from action
29 USC 211c; Maintain, no retention period stated
USCIS Form I-9; Maintain for 3 years after completion
or 1 year after employment is terminated, whichever is
longer.

HR AS+3
08-03-00 Benefits
08-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-03-02 Benefit Plan Reporting & Disclosure Records Employee Benefits Guide and plan documents provided to employees for medical, dental, vision, flexible
benefits, short & long term disability, life/AD&D
insurance, employee assistance program and other
benefit plans. Includes:

Annual benefit renewals from the broker.

Forms filed with government agencies about the plan
(Form 5500 including all required schedules and
attachments)
Actuarial statements and valuations.

IRS determination letters.

Wrap plan documents.

Summary plan descriptions (SPDs), summaries of
material modifications (SMMs); and Forms 1094/1095.

GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
HR S+4
08-03-03 Benefit Billing / Invoices Provider Billing/Invoices GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
HR AU+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 59 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-03-04 Retiree Medical Benefits Includes their retiree healthcare election form, carrier change forms (e.g., address, add/drop dependents),
Medicare enrollment forms once they become eligible
(these are also kept by the carrier). Retiree file may
become a surviving spouse file as a spouse may remain
on the City’s retiree medical plan when the retiree
passes. Files are moving from paper to electronic. Need for file ends upon death of covered member(s), or upon
the member dropping their coverage (e.g., dual
coverage with another agency, moving out of state and
finding less expensive coverage).
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination HR AT+4
08-03-05 Retiree Medicare Rebates File includes spreadsheets listing retirees rebated their Part B costs each quarter and the back-up documents
can include Medicare statements.
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
HR CON C+4
08-04-00 CalPERS Records
08-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-04-02 Plan Contracts & Plan Amendments Accessible electronically on the myCalPERS website.

Original hardcopy maintained by the City Clerk.

GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
HR P
08-04-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
HR P
08-04-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
HR P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 60 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-05-00 Classification & Compensation
08-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-05-02 Classification & Compensation Includes reclassifications and other compensation related documents.

GC 34090; 2 year minimum
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years.

HR C+5
08-05-03 Job Classifications GC 34090; 2 year minimum
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years.

HR C+5
08-05-04 Salary Schedule Publicly available compensation schedule broken down by classification.

Department Preference: Maintain salary schedules for
the current year plus 20 years to support requests by
CalPERS. Maintained online for reference.

HR C+20
08-05-05 Salary Surveys & Studies Includes classification, wage rates GC 34090; 2 year minimum requirement GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
2 CCR 26; 5 years for various employment records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years.

HR C+5
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 61 ends

GC 34090; 2 year minimum requirement
2 CCR 26; 5 years for various employment records
HR C+5
08-06-00 Deferred Compensation Committee
08-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-06-02 Plan Governance Records Includes committee bylaws, Plan Documents, Adoption Agreements, fund offerings, account management, and
plan review for compliance, best practices and
competitiveness.

GC 34090(e); Permanent for decisions of the City
GC 40806; Maintain
State of California Guidelines; Permanent
HR P
08-06-03 Agenda Packets Full packets of Agenda, minutes, and supporting documents discussed at committee meetings.

GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
HR C+2
08-06-04 Minutes Minutes or other documents that memorialize the fiduciary responsibilities of the plan administrator.

GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent

HR V, H P
08-07-00 Labor Relations Records
08-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-07-02 Labor Relations May include arbitrations, grievances, union requests, sexual harassment and civil rights, complaints,
disciplinary actions.

GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
HR CON AS+5
08-07-03 Labor Negotiations Notes, notebooks, correspondence, contracts 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
HR P
08-07-04 Memorandum of Understanding 29 USC 211c; Maintain, indefinite 29 CFR 516.5(b); 3 years
State of California Guidelines; Recommend Permanent
retention without relevant statutes or regulations cited.

HR P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 62 ends

Hired employees, sworn:

Hired employees, non-sworn:

Hired employees, sworn:

GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
HR CON
AS+4
AS+5
08-07-07 Appeals Includes Skelly hearings and arbitration. GC 12946; Until resolved 29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
HR AS+5
08-07-08 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

GC 34090; 2 year minimum requirement
Department Preference: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.

HR C+2, AR
08-08-00 Recruitment
08-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-08-02 Recruitment File Files include job requisition, job postings, applications, resumes (if hired, retained in employee/personnel file), alternate lists/logs, ethnicity disclosures, examination materials, examination answer sheets, rejection letters, eligibility lists, appointment information.

GC 12946; 4 years after completion/position filled
29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
HR CL+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 63 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-08-03 Background Checks - Hired Candidates Pre-employment testing results and background check information. Includes DOJ fingerprinting, preemployment physicals, reference checks, and other background checks for hired candidates.

Hired employees, non-sworn
Hired employees; sworn
GC 34090; 2 year minimum
PC 832.5; 5 years for officer complaints
State of California Guidelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.

HR
AS+4
P
08-08-04 Background Checks - Non-hired Candidates Pre-employment testing results and background check information. Includes DOJ fingerprinting, preemployment physicals, reference checks, and other background checks for non-hired candidates.

GC 34090; 2 year minimum
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after position
closes for Safety Personnel not hired.

HR CL+4
08-09-00 Safety Committee
08-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-09-02 Safety Inspections Safety inspections such as trip hazards and panic button testing. Includes binders with photos and
comments on construction and other safety inspections
performed by a third party safety consultant. Required
by OSHA.

GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; when audit findings are final.

State of California Guideline: 5 years after completed
HR CL+5
08-10-00 Safety & Workers Compensation
08-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-10-02 Injury & Illness Prevention Program (IIPP) Plan Plan establishing workplace objectives for accident and illness prevention.

GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
HR S+5
08-10-03 Motor Vehicle Pulls (DMV) Authorization forms, reports. VC 1808.1; must pull record at least every 12 months HR CON S ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 64 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-10-04 DOT Random Drug Testing Program Records of inspection, maintenance, and calibration of Evidential Breath Testing devices:

Records of negative and cancelled drug test results and alcohol test results with a concentration of less than

0.02:

Records of alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including
substituted or adulterated drug test results); SAP
reports; and all follow-up tests and schedules for followup tests:

Alcohol and controlled substance collection process
documents:

All filed physically by year completed.
49 CFR 40.333; 1 to 5 years depending upon document
type. All documents must be maintain in a secured
area.

HR CON C+5
C+1
C+5
C+2
08-10-05 ADA Requests & Accommodations Accommodation requests, log, meeting notes, memos.

Maintained electronically by employee.

GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion
29 CFR 1602.14 - 1 year after date created.

HR AS+4
08-10-06 Ergonomic Requests & Accommodations Maintained electronically by employee. GC 34090; 2 year minimum requirement GC 12946; 4 years after completion
29 CFR 1602.14 - 1 year after date created.

HR AS+4
08-10-07 Employee Accident Reports / First Aid Only May be part of employee file and/or Risk Management files.

GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 7 years after settlement or closure
HR CL+7
08-10-08 CalOSHA Logs OSHA 300 Log, 300-A Annual Summary, OSHA 301 Incident Report forms, and the privacy case list (if one exists).

GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
HR CL+5
08-10-09 Workers' Compensation Third Party Administrator Communications
Correspondence, reports and General Information &
Administration from the TPA.

GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record
Department Preference: Retain for the current year plus 2 years. Review annually for relevance to current
subjects or matters.

HR C+2, AR
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 65 ends

REV: 9/12/2025
08-00-00 HUMAN RESOURCES
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
08-10-10 Workers' Compensation Excess Insurance Includes the policy. Insurance pool with self insured retention (SIR).

GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
HR P
08-10-11 Workers' Compensation Loss Run Reports Monthly Reports 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis Reports)
are 5 years after completion/closure.

HR C+5
08-11-00 Training
08-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
08-11-02 Training Programs General Training, Mandated Training including Harassment Prevention and Violence Prevention
Training, Safety Training. Includes sign-in sheets and
training materials. Individual certificates of completion are maintained in employee/personnel files.

GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

HR C+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 66 ends

REV: 9/12/2025
09-00-00 INFORMATION TECHNOLOGY
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
09-01-00 General Information & Administration Technologies 09-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
09-01-02 IT Help Desk Support database that tracks requests for service and support.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

IT DBase
09-01-03 Routine Building Surveillance Does not include Police facilities. GC 34090.6; 1 year for routine video monitoring IT 1 Year Rotating
09-01-04 Social Media Posts Maintained in third party software. GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
IT C+2
09-01-05 Network Logs Includes security logs and incident reports. GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Preference: Retain for the current year plus 1 year to satisfy the minimum 2 year requirement.

IT CON C+1
09-01-06 Transitory Electronic Communications Includes e-mail, Teams meetings and other transitory communications via electronic sources:

Texts manually deleted by each user:

City staff should review Administrative Instruction 08
Electronic Communication Records Retention Policy for
more details.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
* Electronic communications must be reviewed for
content relevant to current projects or subjects.

Communications that contain substantive information
regarding City policies, decision-making, proceedings,
projects, contractors or other contents that may later be important or useful for carrying out City business, or
those that have longstanding, durable value to the City’s functions and operations, should be retained according
to the associated record series in the retention
schedules. Review the email policy for further
instructions and clarification.

City-wide 2 Year
Rotating *
3 Months *
09-02-00 IT Projects & Licensing Records
09-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
09-02-02 Licenses Includes software EULA licenses, and maintenance and support agreements. Also may available on the vendor's
website.

CCP 337; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

IT CL+4
09-02-03 IT Initiated Projects Projects directly associated with IT and infrastructure management. Includes RFPs, agreements, evaluation
scores, and other project related documents.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance.

IT CL+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 67 ends

REV: 9/12/2025
09-00-00 INFORMATION TECHNOLOGY
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
09-03-00 Backup and Recovery Plans
09-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
09-03-02 Drive Backup System Provides daily incremental (synthetic) backups for servers. Older magnetic tapes exist and will be purged
according to the retention period.

GC 34090.7; Duplicate records may be destroyed within
the 2 year minimum period
State of California Guidelines; Current month plus 1
year for monthly backups
Department Preference: Maintain a 12 month rotating
backup set to allow for electronic record retention
compliance.

IT CM+11M
09-03-03 E-mail Archive System See Administrative Instruction 08 Electronic Communication Records Retention Policy for inbox and
archive retention periods.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
IT 2Y Rotating
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 68 ends

REV: 9/12/2025
10-00-00 LIBRARY
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
10-01-00 Administration
10-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
10-01-02 California Library Statistical Report Fiscal year report to State. State of the library, including personnel and salary, collections, programing and
special section for requested information. Digital report kept locally.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.

Library C+2
10-01-03 Grants Incoming grants from the state, county, CDBG and miscellaneous grants. Digital files kept locally.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

Library AFP+5 *
10-01-04 Incident Reports Electronic stored on the shared drive. GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
Library CL+7
10-02-00 Literacy Services
10-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
10-02-02 Homework Program Registration Includes waivers, name, address, emergency contacts, medical information / allergies (children) and other
registration information for children at the Gene Mullin Community Learning Center.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Library CON C+2
10-02-03 Homework Program Attendance For children at the Gene Mullin Community Learning Center.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Library C+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 69 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-01-00 Parks & Recreation Administration
11-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-01-02 Grant Applications & Agreements Grants received from Federal, State, County and other sources.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

Admin AFP+5 *
11-01-03 Daily Cash Balances Track entire departments daily cash balances.

Maintained via excel.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Admin AU+4
11-01-04 Annual Trainings Documentation of non-licensed or non-certified staff who have completed trainings to perform specific job
duties (Example: to apply herbicides).

Admin C+7
11-01-05 Safety Trainings Documentation of staff who have completed safety courses both required by OSHA and optional trainings.

Admin C+7
11-01-06 Cash Drawer Base Amounts & Petty Cash Daily tracking. GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Recreation C+4
11-02-00 Facilities
11-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-02-02 Facility Maintenance Projects Mostly electronic records. One-off projects are maintained in SeeClickFix.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.

Facilities /
IT
CL+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 70 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-02-03 Capital Projects CIP's in Ebuilder and large non-CIP projects in paper format. Includes plans, specifications, submittals, RFPs, and bid documents.

GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
Facilities P
11-02-04 Facility Permits Includes health certificates, elevators and other permits for facility operations.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
Facilities AE+2
11-02-05 Facility Inspections Inspections for facility operations. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years C+2
11-02-06 Facility Inventories & Facility Assessment Reports Periodic reports on facilities. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
Facilities C+2
11-02-07 10 Year Assessment Reports Potentially performed every 10 years for the whole City. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
Department Preference; Maintain for 2 years after
assessment report is superseded.

Facilities S+2
11-02-08 S2-Security Access Key access control maintained by P&R on S2 system.

Excluding: Fire, PD, and Water Quality.

GC 34090; 2 year minimum requirement Facilities C+2
11-02-09 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.

Facilities S+2
11-03-00 Parks
11-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-03-02 Park History Includes location, inventory, systems and other park information.

GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
HSC 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
Parks P
11-03-03 Parks Capital Projects CIP type projects. GC 34090(a); Permanent for real property related documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
Parks P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 71 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-03-04 Maintenance Projects Includes bids and sChiefe of work for right-of-way, landscape, irrigation and general maintenance project
documents.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

Parks CL+2
11-03-05 Play Structure Inspection & Maintenance Done through CityWorks. No paper records are generated.

CCP 338; 3 years for action
State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories.

Parks CL+3
11-03-06 City Tree Inventory Information related to City property trees. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

Department Preference: Maintain tree history files for
the life of the tree plus 2 years for historical trending.

Parks L+2
11-03-07 Protected Tree Permits Includes applications, removal and pruning permits, and other information about residential and commercial
trees.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Parks AE+2
11-03-08 Community Gardens Annual license for garden plots. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Parks AE+2
11-03-09 Pesticide Permits Annual license for use of pesticides. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for hazardous materials storage permits and pesticide
application documents.

Parks C+2
11-03-10 Pesticide Usage Reports Manually tracked monthly and submitted annually to DPR upon facility inspection. Paper records.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for hazardous materials storage permits and pesticide
application documents.

Parks C+2
11-03-11 Pesticide Specifications & Safety Includes pesticide labels and contents, and pesticide safety information.
29 CFR 1910.1020; Retain MSDS records for 30 years
unless another record of what, where and when a
chemical was used is maintained.

Parks C+30
11-04-00 Recreation Programs & Classes
11-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-04-02 Recreation Management Software Software used to manage registration, attendance, payment and all other aspects of recreation programs
and classes.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

Recreation DBase
11-04-03 Activity Guide Annual guide for programs available within the City. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years Department Preference: Maintain activity guides
permanently for historical reference.

Recreation P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 72 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-04-04 Recreation Programs & Classes Includes curriculum, program rules, code of conduct, curriculum, City contact information filed by program.

Kept in a combination of paper and in the Recreation
Management Software system.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Recreation C+2
11-04-05 Registration Forms Includes waivers, names, address, emergency contacts and other registration related information. Some
registration forms kept in the Recreation Management
Software system.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Recreation CON C+2
11-04-06 Attendance Records Sign in sheets and rosters for registered and drop-in classes. Some attendance sheets kept in the
Recreation Management Software system.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Recreation CON C+2
11-04-07 Scholarships Applications include sensitive personal information.

Subsidized discount to eligible students.

GC 34090; 2 year minimum requirement Recreation CON C+2 11-04-08 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any General
Information & Administration about the volunteer.

GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Recreation CON AS+4
11-04-09 Contracted Instructors Includes contracts, Livescan and other instructor information.

CCP 337(b); Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
Department Preference: Maintain instructor files for 4
years after the instructor separates from the City.

Recreation AS+4
11-04-10 Co-sponsorship For approved non-profit groups that are recreational in nature and are designed to bring people of like-minded
interest together.

GC 34090; 2 year minimum requirement Recreation C+2
11-04-11 Special Event Administration Includes contact information, planning, supply acquisition, staffing, vendor applications and
evaluations, outreach, Chiefies of contracts and other
event organization information.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.

Recreation C+2
11-04-12 Accident / Incident Reports Includes minor injury accidents, incidents and other related reports. Major incidents are sent to Human
Resources / Risk Management.

GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
Recreation CL+7
11-04-13 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Recreation V S+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 73 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-05-00 Rentals
11-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-05-02 Rental Permits Includes applications, proof of insurance, special permits (alcohol, music, etc.) and other rental
documents for picnic, sports fields and courts, room
rentals and other facility rentals. Aquatics pool rental permits and carbon Chiefies, along with signed
acknowledgement of policies kept on site in paper and
in CivicRec.

CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

Recreation CL+4
11-05-03 Schedules/Daily Logs Facility schedules, Logs completed by staff for after facility usage.

GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for various logs.

Recreation C+2
11-06-00 Aquatics
11-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-06-02 Attendance Tally Sheet Used to reconcile deposits. Tracked via CivicRec. GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Recreation C+4
11-06-03 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs. Tracked on paper and recorded via DigiQuatics.

GC 34090; 2 year minimum requirement Recreation C+2
11-06-04 Shift Reports Tracks staff attendance and work schedules, daily issues and unusual activities, and other
communications between lifeguards. Tracked in
DigiQuatics.

GC 34090; 2 year minimum requirement Recreation C+2
11-06-05 Pool Maintenance Checklist Checklists by staff and lifeguards for pool conditions.

Includes daily chemical and water testing logs.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.

Recreation C+2
11-06-06 Inspections Pool lift and other permits GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years Recreation C+2
11-06-07 SDS Information Safety Data Sheets - hard copy kept on site. 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a
chemical was used is maintained.

Recreation C+30
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 74 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-07-00 Childcare - Early Learning & YES
11-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-07-02 State Licensing Childcare license and associated documents to maintain the license, including site inspections.
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
Recreation C+5
11-07-03 Staff/Caregivers Includes permits, credentials, Livescan fingerprinting, and other information regarding caregivers. Also for
special needs aides.
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
California Social Services Recommendation: 3 years
after termination for personnel records.

Recreation CON AS+5
11-07-04 Children's Files Includes registration, Individual Education Plans (IEP), field trip forms and licensing for child care.
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
22 CCR 101221; 3 years after termination
Recreation CON AS+5
11-07-05 CPS Mandated Reporting Required reporting for child abuse to CPS. PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Recreation CON CL+10
11-07-06 Registration Packets Includes registration and child information, waivers and release of liability, including for special events and
excursions.
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
22 CCR 101221; 3 years after termination
Recreation CON AS+5
11-07-07 Court Orders Restrictions on access to child, custody schedules 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
Recreation CON AS+5
11-07-08 Sign-In/Out Forms Documents contain the child's name, parent or guardian signature and time checked in and out of program.

GC 34090; 2 year minimum requirement
22 CCR 101229.1; maintain sign-in sheet for 1 month
State of California Guidelines; Current year plus 2 years Recreation CON C+2
11-08-00 Senior Services
11-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-08-02 Adult Day Care Program/State Licensing Adult Daycare license and associated documents to maintain the license.
7 CFR 226.10(d); 3 years for claims against advances
22 CCR 78435; 7 years for all participant records
Recreation C+7
11-08-03 Participant Files Registration, intake forms including doctor evaluations. GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.
7 CFR 226.10(d); 3 years for claims against advances
22 CCR 78435; 7 years for all participant records
Recreation CON C+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 75 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-08-04 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth
date, emergency contact information, nutritional
assessments, and other information on seniors.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.
7 CFR 226.10(d); 3 years for claims against advances
22 CCR 78435; 7 years for all participant records
USDA-CACFP-05-2010; Current year plus 3 years for
nutrition program records
Recreation CON C+7
11-08-05 County Provided Training Program Staff training on the nutrition program by the County.

Staff then trains the volunteers.

Recreation C+7
11-08-06 Site Inspections Performed monthly by the County to check whether the City is following protocol for food service.

GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports County; Current year plus 5 years
Recreation C+5
11-08-07 Adult Protective Services Mandated Reporting Required reporting for child abuse to Adult Protective Services.

PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Department Preference: Maintain senior/elder abuse
reports for the same retention as child abuse reports.

Recreation CON CL+10
11-08-08 Form C-1 Congregate Nutrition County required form for Office of Aging & Adult Services funding. Monthly invoices, Contracts, Annual
budgets, RFP’s, Post-audits, Quarterly Monitoring
reports, annual fiscal closeouts and client rosters.

County required retention based on approval/clearance
for destruction from the State Dept of Aging.
22 CCR 78435; 7 years for all participant records
USDA-CACFP-05-2010; Current year plus 3 years for
nutrition program records
Recreation AP+7
11-08-09 Form C-2 Home Delivery Meals County required form for OAA funding. Monthly invoices, Contracts, Annual budgets, RFP’s, Postaudits, Quarterly Monitoring reports, annual fiscal closeouts, clients rosters, client assessment files and weekly master route list. System in place during the
pandemic and not currently providing the services.

County required retention based on approval/clearance
for destruction from the State Dept of Aging.
22 CCR 78435; 7 years for all participant records
USDA-CACFP-05-2010; Current year plus 3 years for
nutrition program records
Recreation AP+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 76 ends

REV: 9/12/2025
11-00-00 PARKS & RECREATION
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
11-09-00 Cultural Arts
11-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
11-09-02 Quarterly Art Shows Registration applications, including art piece submissions.

GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

Recreation C+2
11-09-03 Temporary Art Installations Proposals and agreements. GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

Recreation C+2
11-09-04 Public Art Loans Proposals, agreements, maintenance care and instructions, site plans, RFQ and RFPS when
applicable.

CCP 337.2; Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

State of California Guidelines; Maintain agreements and contracts for 5 years after closure or completion.

Recreation CL+5
11-09-05 Public Art Purchases Proposals, agreements, maintenance care and instructions, site plans, RFQ and RFPS when
applicable.

State of California Guidelines; Maintain agreements and contracts for 5 years after closure or completion.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 77 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
12-01-00 Administration / Chief of Police
12-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-01-02 Alcoholic Beverage Control (ABC) Permits Includes one day events. ABC form 221. GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits
Chief /
Admin
AE+2
12-01-03 Administrative Staff Memos General status updates on current projects and items of interest.

GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Chief /
Admin
S+2
12-01-04 Citizen Complaints Complaints received by citizens not related to an officer or employee.
42 USC 1983; Settlement/resolution of complaint plus 7
years
Chief /
Admin
CL+7
12-01-05 General Orders Maintained in Lexipol. GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.

Chief /
Admin
CON P
12-01-06 Grant Applications & Agreements Department maintains, requests, grant agreements, project log, invoices and other background documents.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

Chief /
Admin
AFP+5 *
12-01-07 Internal Affairs / Investigations Also includes officer involved deaths.

Member of public complaint with sustained finding:

Member of public complaint with no sustained finding:

Internally generated:

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

GC 12946; Personnel records, 4 years after termination.

PC 832.5(b); 5 years after closure for lack of sustained conduct, 15 years after closure with proof of sustained conduct, confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

CA SB 16; 5 years for no sustained findings, 15 years
for sustained findings
CA SB 1421; Release of certain officer records
Chief /
Admin
CON
CL+15
CL+5
CL+4
12-01-08 InTime Time management system for schedules, paid leave, attendance and other time tracking.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 78 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
12-01-09 Officer Involved Shootings Investigations and cases of officer involved shootings and discharge of weapons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure with no sustained
misconduct, 15 years with sustained misconduct;
confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Department Preference: Maintain officer involved
shootings permanently to track history of the case and
the officer.

Chief /
Admin

V, CON P
12-01-10 Paid Overtime Sheets Entered into PDS payroll system and paper maintained in the department. Part of payroll maintained by
Finance.

GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Chief /
Admin
C+2
12-01-11 Retiree Qualification Permits Identification for police employees and retirees for carrying firearms. Retirees need to qualify for carrying.

GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.

Chief /
Admin
CON AE+2
12-01-12 Ride Along / Sit Along Requests For patrol and dispatch. GC 34090; 2 year minimum requirement Chief / Admin
CON C+2
12-02-00 Criminal Investigations Bureau (CIB)
12-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-02-02 Informant Files Maintained in paper form and entered into RIMS.

Includes vice crimes (gang, narcotics, prostitution,
robbery).

GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after termination for informant files, no citation stated
CIB CON AT+10
12-02-03 Registration Files - 11590 HS Drug registrants GC 34090; 2 year minimum requirement HSC 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 79 ends

Adults
Juvenile
GC 34090; 2 year minimum requirement
PC 290; definitions and references
WIC 781; * 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

CIB V, CON
L+2
* Varies
12-02-05 Registration Files - 457.1 Arson - Adults
Arson - Juveniles
GC 34090; 2 year minimum requirement
PC 290; definitions and references
WIC 781; * 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

CIB V, CON
L+2
* Varies
12-03-00 Holding Facility
12-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.

City-wide AR
12-03-02 Jail Video Recordings Maintained in Avigilon. GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.

State of California Guidelines; Current Month plus 13
months for surveillance recordings
Chief /
Admin
CM+13M
12-03-03 Temporary Holding Facility Questionnaire Maintained in RMS booking table files with the associated case. Used for bi-annual audits and
inspections by the State. Includes medical inmate
screenings, detoxification forms, logs of secure / nonsecure detention including juvenile cell check, visitor, incident and other jail logs.

HSC 123145; * Under 18 - 1 year after 18th birthday or
7 years, whichever is longer. Over 18 - 7 years after
discharge.
15 CCR 1205; Maintain separately from inmate files, no
retention listed
15 CCR 1207; Maintain, no retention listed
California "Minimum Guidelines for Local Detention
Facilities" state "There is no Title 15 regulation related to records retention" for these records.

State of California Guidelines; Current year plus 6 years for jail logs
Chief /
Admin
CL+7 *
12-03-04 Juvenile Commission Reports Monthly and annual reports sent to the Juvenile Commission. Form is downloaded from the County
website.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.

Chief /
Admin
C+2
12-03-05 Inspections Board of Corrections biennial, health department, fire department, etc.

GC 34090; 2 year minimum requirement
State of California Guidelines; After completion plus 6 years for inspections by various agencies
Chief /
Admin
CL+6
12-03-06 Daily Inspections Daily inspections of jail facility performed by desk officer. Hard Chiefies maintained.

GC 34090; 2 year minimum requirement
State of California Guidelines; After completion plus 6 years for inspections by various agencies
Chief /
Admin
C+6
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 80 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
12-04-00 Personnel & Training Records
12-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-04-02 Personnel Records Includes equipment released, background checks, employee transaction forms, step increases, corrective
evaluations and other materials related to the
employee. Similar to the files maintained by HR but
contains other confidential information on officers.

Department Preference: Officers requesting
reinstatement maintained for 2 years before sending to
HR. * Other officers maintained for 6 months after
separation.

Personnel CON AS+2 *
12-04-03 Background Checks - Unsuccessful Candidates GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for hired
Safety Personnel; 2 years after position closes for
Safety Personnel not hired.

Personnel CON CL+2
12-04-04 Field Training All field training materials stored electronically in PowerReady. Also maintain hard Chiefies.

GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.

Personnel AS+7
12-04-05 Training Information Management System
Database (TIMS)
Used to track all training for officers, including inhouse, POST and other training sessions.

Transitory Record: Maintain while actively used by the
department or until data is transferred to a new tracking system.

Personnel DBase
12-04-06 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing.

Maintained for 1 year in PD.

GC 34090.7; Duplicates and reference materials may
be destroyed within the 2 year minimum.

Personnel C
12-04-07 POST Reimbursements Includes school travel authorizations and training.

Separated by schools. POST may audit up to 5 years
after the session.

GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
Department Preference: Maintain POST
reimbursements for the current year plus 5 years to
accommodate POST audits.

Personnel C+5
12-05-00 Property & Evidence
12-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-05-02 Asset Seizure / Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned
to RIMS with the case file.

GC 34090.7; Duplicate records may be destroyed within
the 2 year minimum requirement retention period
Property C+1
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 81 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
12-05-03 Auction Reports Reports of items unable to be returned to owners and that are auctioned off to the public.

GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording
items coming into and going out of property rooms.

Property C+2
12-05-04 Evidence Purge / Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition
memorandums and returns to owners.

State of California Guidelines; Permanent for gun
destruction. No citation given. Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.

Property P
12-05-05 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Separate from
the case and not destroyed with the case file.

Property C+2
12-05-06 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation.

GC 34090.6; 100 days. * If a claim is filed or pending
litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
Department Preference: Maintain communication
recordings for a rotating 2 year period. Kept in the Verint System.

Property 2Y Rotating
*
12-05-07 Body Worn Cameras Includes all recording systems whether body worn, handheld, or integrated into portable equipment.

Non-evidence, Police Report with No Arrest, Detention / Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

PC 832.18(5)(A)&(B); 60 days for nonevidetiary data, 2
years for evidentiary data.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

PC 799; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
Property
CON
2Y
5Y or 15Y *
P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 82 ends

California Public Records Act to be consulted.
12-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-06-02 Sunridge Systems RIMS Electronic case management system. Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

Records V, CON ** DBase
12-06-03 Case Reports - All Other Crime reports, DUI's, incidents, mandatory registrants, bookings/arrests, missing persons, restraining orders,
criminal protective orders, NCIC entries. May include
property, photos, field interview cards, additional
documents and any other elements for the case. All files scanned and stored in the RMS system.

Records
187 - Murders PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Records V, CON ** P
Accident/Incident Reports, Non-criminal All cases maintained in RIMS. No current purge schedule
GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Records V, CON ** CL+2
Accident/Incidents Reports, Fatality Collisions All cases maintained in RIMS. No current purge schedule.

PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
Department Preference: Maintain felony and fatality
accident reports for 25 year after closure to follow other agency practices.

Records V, CON ** CL+25
Child Abuse PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Records V, CON ** CL+10
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 83 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
Child Molestation PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 288; Definitions & punishments
PC 289; Definitions & punishments
WIC 781; Juvenile records, when offender reaches age
38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Department Preference: Maintain sex crime cases for 2
years after proof of offender's death.

Records V, CON ** L+2
Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
GC 34090; 2 year minimum requirement
PC 290; definitions and references
WIC 781; * 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Records V, CON ** L+2
* Varies
Felony Cases, Non-permanent Does not include murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with a deadly weapon by a life-term prisoner,
bombing resulting in death or bodily injury, making
defective war materials that cause death
GC 34090, 2 year minimum requirement
CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense, 6 years for notary public offenses.

State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

Records V, H, CON
**
CL+6
Felony Cases, Permanent Includes murder, kidnapping for ransom, treason, procuring
execution by perjury, train wrecking, sexual assault,
assault with a deadly weapon by a life-term prisoner,
bombing resulting in death or bodily injury, making
defective war materials that cause death.

PC 799, 801.1, 803; No statutes of limitations on
actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
Records V, H, CON
**
P
Marijuana Related Crimes HSC 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants
associated with the case. Destroy Juvenile marijuana
cases after age 18.

HSC 11362.1, Legal adult use of cannabis products
* Combined cases may be retained for the longest
applicable retention period. The District Attorney may
vacate the conviction and the City may destroy the case file sooner than the retention period listed.

Records V, CON ** CL+2 *
Misdemeanors / Infractions GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 84 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
Missing Persons GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.

Records V, CON ** CL+2
Officer Involved Shootings Includes shootings EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure with no sustained
misconduct, 15 years with sustained misconduct;
confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Records V, CON ** CL+25
Robberies / Burglary CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Records V, CON ** CL+3
Sex Crimes PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 288; Definitions & punishments
PC 289; Definitions & punishments
WIC 781; Juvenile records, when offender reaches age
38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Department Preference: Maintain sex crime cases for 2
years after proof of offender's death.

Records V, CON ** L+2
Stolen Vehicles CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Records V, CON ** CL+3
Unattended Death / Suicide Suspicious
No suspicious circumstances
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
Records V, H, CON
**
V, CON **
P
CL+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 85 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has
occurred.

GC 34090; 2 year minimum requirement
Department Preference: Retain weapon crime
information for 5 years to track potentially violent
individuals.

Records V, CON ** CL+5
12-06-04 Alcoholic Beverage Control (ABC) Applications Received from the State for applications for local establishments applying for licenses. Chiefied and sent to Council.

GC 34090; 2 year minimum requirement
State of California Guidelines; Life of the business plus 2 years for alcoholic beverage sales permits
Records L+2
12-06-05 Cash Receipt Books Log of monies receive at the PD counter. GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Records C+4
12-06-06 Civil Subpoenas Subpoenas for officers in civil cases. GC 34090.7; Duplicate records may be destroyed at any point before the total retention period
State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.

Records C+2
12-06-07 Clearance Letters Includes requests from persons residing in the City asking for a cursory records check through our RMS
system to ascertain if the person has any negative
information on file in our RMS system. This request
results in a letter stating the results of the records
check.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history
Records CL+2
12-06-08 Criminal Background Checks Requests for criminal history for employment background checks. Maintained in RIMS person record.

GC 34090; 2 year minimum requirement
CCP 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
Department Preference: Maintain checks permanently
within RIMS.

Records P
12-06-09 Livescan Fingerprinting Includes fingerprinting for job applicants, criminal bookings, registrants and other requests.

GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.

Records CON C+2
12-06-10 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained for future analysis maintained in RIMS
GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.

Records C+2
12-06-11 NCIC Validations National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates,
stolen weapons, warrants, missing persons and
restraining orders. Inhouse audit performed and results send electronically to DOJ for cases still outstanding.

Results also attached to cases in RIMS.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports.

Records AU+2
12-06-12 Record Sealings, Adults Maintained in RIMS. PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 86 ends

REV: 9/12/2025
12-00-00 POLICE DEPARTMENT
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
Record
Special
Attributes
Total
Retention
12-06-13 Record Sealings, Juveniles Maintained in RIMS. Date of court ordered destruction WIC 781; 5 years after sealed by court order for at-risk youth;
* WIC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
* WIC 781; For murder and/or sex crimes occurring on
or after the child reaches age 14, DO NOT DESTROY.

Records V, CON CL+5 *
12-06-14 Taxi Permits & Inspections Includes vehicle inspections for service providers. GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after termination for taxi licenses and permits
Records AT+4
12-06-15 Subpoenas Duces Tecum Subpoenas for records or property. Scanned and maintained with the associated case. Hard Chiefies
maintained for the current year.

GC 34090.7; Duplicate records may be destroyed at
any point before the total retention period
State of California Guidelines; Courts/County maintain
the original record.

Records C
12-07-00 Traffic Unit
12-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
12-07-02 Equipment Calibrations Preliminary Alcohol Screening Device, lidar and radar calibration.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination of use of equipment for radar calibration records
Traffic AT+2
12-07-03 Traffic & Parking Citations Originals are forwarded to the court after agency processing. Includes citations electronically created.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 87 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-01-00 Public Works Administration
13-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-01-02 Project Management System Work order system and citizen requests. SeeClickFix for requests and work orders produced through CityWorks.

Transitory Record: Maintain while active or until data is transferred to a new tracking system.

Admin DBase
13-01-03 Outreach, Education & Notifications For City-sponsored events. May include photos and other historical information.

GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Admin C+2
13-01-04 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events.

GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000 PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.

Admin C+7
13-01-05 Infrastructure Plans & Maps Plans and maps for infrastructure systems throughout the City, such as . Includes historical maps
GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
HSC 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
Admin P
13-01-06 Agency Reports Reports to Regional Water Quality Control Board, California Integrated Water Quality System, California
Air Resources Board, CalRecycle (SB 1383) and other
regular agency reports.

GC 34090; 2 year minimum requirement
CCP338(k); 6 year statute of limitations for air quality records
State of California Guidelines; Current year plus 7 years for AQMD records
Admin CL+7
13-01-07 Infrastructure Inspections Includes inspections of City facilities and infrastructure. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

Admin CL+2
13-01-08 Standard Operating Procedures Procedures for all Public Works divisions. GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 88 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-02-00 Code Enforcement
13-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-02-02 Code Enforcement Cases CentralSquare is used to track cases, violation notices, correspondence and other case related documents.

Some case reports are stored in the shared drive. May
start out through SeeClickFix, Code Enforcement
hotline voicemails, or emails from other departments.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.

Code CL+2
13-03-00 Fleet
13-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-03-02 Maintenance Contracts Includes contracts for vendor activities. Maintained electronically on the shared drive.

Operations &
Maintenance
CL+4
13-03-03 Vehicle & Equipment Maintenance Records Paper history and reports of equipment and vehicles.

Includes registration, purchase, maintenance and other
specific vehicle and equipment related information.

Tracked in Collective Data.

GC 34090; 2 year minimum requirement
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles.

Operations &
Maintenance
L+2
13-03-04 Vehicle Pink Slips Maintained in a safe. Only retain pink slips until the vehicle leaves our possession. Transfer of title to the new owners when the vehicle is sold/donated.

GC 34090; 2 year minimum requirement
State of California Guidelines state life of the vehicle plus 2 years for title records of vehicles. State does not reference any citations.

Operations &
Maintenance
L+2
13-03-05 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the State Department of Transportation.

GC 34090; 2 year minimum requirement
VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.

Operations &
Maintenance
C+2
13-03-06 Biennial Inspection of Terminals (BIT) Audits Annual California Highway Patrol audit of Biennial Inspection of Terminals records. Review drivers
licenses, drug pull records, driver training and medical records for drivers.

GC 34090; 2 year minimum requirement
VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.

Operations &
Maintenance
C+2
13-03-07 BAR Inspections Combined with California Air Resources Board. GC 34090; 2 year minimum requirement.

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

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the California Air Resources Board permit.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 89 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-03-08 Portable Diesel Equipment Bay Area Air Quality Management District inspects these records periodically (if there is a change or
addition to the equipment).

GC 34090; 2 year minimum requirement.

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

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the California Air Resources Board permit.

Operations &
Maintenance
CL+2
13-03-09 Diesel & Gas Smog Inspections Maintained in CFA and in hard copy form. GC 34090; 2 year minimum requirement.

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

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the California Air Resources Board permit.

Operations &
Maintenance
CL+2
13-03-10 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the State Department of Transportation.

Includes safety equipment, liquid levels, tire condition, appearance, operations, lights. Maintain the old and
new books in the vehicle.

GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.

Operations &
Maintenance
C+2
13-03-11 Weekly Fuel Island Inspections & Logs Includes inspections of gas and diesel fuel tanks.

County inspects the tanks monthly and maintains the
records. No records maintain by the City.

GC 34090; 2 year minimum requirement
CCP 337; SOL of 4 years
State of California Guidelines; 3 years after audit
Operations &
Maintenance
CL+3
13-03-12 Fuel Usage & Tax Reports Includes underground storage tank reports and other fuel tax reports. Tanks located at the Fire stations.

GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 3 years after audit
Operations &
Maintenance
CL+3
13-03-13 Hazardous Waste Manifests Used for disposal of oil filters, used oil, sweeping compound and other hazardous waste materials.

Maintained in paper format to report to the
Environmental Protection Agency.

GC 34090; 2 year minimum requirement
40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.

Operations &
Maintenance
C+10
13-03-14 Tire Disposal Records Release slips from the recycler. GC 34090; 2 year minimum requirement 40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 90 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-04-00 Parking
13-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-04-02 Collections Coin collection reports. Maintained in paper format in the front office and the Parking shop.

GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
Operations &
Maintenance
C+4
13-04-03 Meter Reports Includes finance and meter reports maintained in hosted software system.

GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
Operations &
Maintenance
C+4
13-04-04 Parking Permits Permits ordered by Public Works and distribution is provided through the hosted software system. Permits
issued monthly and quarterly for the downtown parking
district.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Operations &
Maintenance
AE+2
13-05-00 Sewers
13-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-05-02 Sewer Basin Cleaning Maintained in a spreadsheet and in CityWorks and See Click Fix
GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-05-03 Sanitary Sewer Master Plan Master plan for the City's sewer system. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.

Operations &
Maintenance
S+2
13-05-04 Inspections & Assessments Includes schedules for inspections and results. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-06-00 Storm Drains
13-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-06-02 Storm Lines & Catch Basin Cleaning Maintained in a spreadsheet and in CityWorks. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 91 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-06-03 Adopt-A-Storm Drain Supplies distribution to volunteers. GC 34090; 2 year minimum requirement State of California Guidelines; Maintain outreach
records for the Current Year plus 2 years
Operations &
Maintenance
C+2
13-06-04 Inspections & Assessments Includes schedules for inspections and results. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-07-00 Streets
13-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-07-02 Street Maintenance Projects Maintained by supervisor to track street maintenance projects. Includes sidewalks, signs, striping/markings, maintenance projects and other street information.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-07-03 Street Lighting & Traffic Signals Includes the street light infrastructure and plans. CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2
years
Operations &
Maintenance
L+3
13-07-04 Citizen Requests Correspondence with residents requesting street lights. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-07-05 Street Cleanup Program Includes cleanup efforts for homeless encampments, 4th of July, illegal dumping and other cleanup.

Communications to coordinate cleanups.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-07-06 Inspections & Assessments Includes schedules for inspections and results. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations.

Operations &
Maintenance
CL+2
13-08-00 Sustainability
13-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-08-02 SB 1383 Reporting Annual reports to CalRecycle. GC 34090; 2 year minimum requirement CCP338(k); 6 year statute of limitations for air quality records
State of California Guidelines; Current year plus 7 years for AQMD records
Operations &
Maintenance
CL+7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 92 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-08-03 Material Procurement Required by SB 1383 to procure compost, mulch and paper products. Currently tracked in a spreadsheet.

Compliance requirement by CalRecycle . Supports the
associated grant.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any. Retention may be longer as stated in the agreement.

Operations &
Maintenance
AFP+5 *
13-08-04 Non-compliance Letters Sent to residences and commercial businesses.

Required by CalRecycle. Saved electronically and on a
tracking spreadsheet.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.

Operations &
Maintenance
CL+2
13-08-05 Free Shuttle Program Contracted service. Ridership, expenditures and performance reports sent to the County. Relates to the
grant.
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any. Retention may be longer as stated in the agreement.

Operations &
Maintenance
AFP+5 *
13-08-06 Compost Pail Distribution Program Submissions automatically sent to admin distribution email group and resident information saved to
distribution list spreadsheet. Required by Cal Recycle.

Spreadsheet to track inventory saved in shared drive.

GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain solid waste
reports for the current year plus 2 years.

Operations &
Maintenance
C+2
13-09-00 Engineering Division Permits
13-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-09-02 Encroachment Permits Includes encroachments like "dig once" trenching, sewer lateral replacements, potholing, street cuts,
storage containers, paving and other temporary
encroachments not related to Capital Improvement
Projects.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.

Engineering AE+2
13-09-03 Grading Permits Includes erosion control compliance and other grading permits.

GC 34090(a) Real property records, maintain
Permanently
GC 4003, 4004; Maintain
HSC 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.

Engineering P
13-09-04 Hauling Permits GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 93 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-09-05 Oversize Transportation Permits Temporary use permit for access of oversized vehicles. GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for temporary use permits.

Engineering AE+2
13-09-06 Plan Check Logs, Encroachments For projects like fiber installation, utilities and other large project encroachments.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for various logs
Engineering C+2
13-09-07 Sidewalk & Outdoor Dining Permits GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for temporary use permits.

Engineering AE+2
13-09-08 On-call Agreements GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Preference: Maintain contract backup
information for 2 years after the contract is closed or project complete.

Engineering CL+2
13-10-00 Capital Improvement Program
13-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-10-02 Capital Improvement Projects Construction of new facilities. Electronic format since 2000.

Construction Records including planning, design,
construction, conversion or modification of local
government- owned facilities, structures & systems;
environmental / California Environmental Quality Act
reports and documents (i.e.. streets, curbs, gutters,
sidewalks, storm drains, etc.):

Engineering Project Records. Supporting documents
including appraisal reports, bidders lists, nonenvironmental reports, work orders, schedules, exhibits, construction staking documentation and
correspondence:

GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.

Engineering
P
CL+10
13-11-00 Private Developments
13-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-11-02 Benchmarking & Surveying GC 34090(a); Permanent for land and property related documents
State of California Guidelines; Permanent for surveys
Engineering V P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 94 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-11-03 Easements & Right-of-Way Includes easements inside the parcel / lot. GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
Engineering V P
13-11-04 Lot Splits & Lot Line Adjustments Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
Engineering V P
13-11-05 Parcel Map Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects. Referenced
through the County.

GC 34090; 2 year minimum requirement
CCP 337.15; 10 years
Engineering CL+10
13-11-06 Plan Reviews - Planning GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.

Duplicates must not be kept longer than the retention
life of the original record.

Engineering ACT
13-11-07 Subdivision Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects. Referenced
through the County.

GC 34090; 2 year minimum requirement
CCP 337.15; 10 years
Engineering CL+10
13-12-00 Traffic Advisory Committee
13-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-12-02 Agendas/Agenda Packets Includes traffic change requests. GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Engineering C+2
13-12-03 Minutes GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
Engineering V, H P
13-12-04 Traffic Change Requests Includes written responses to requests and work orders.

Organized electronically by address or location.

GC 34090; 2 year minimum requirement
Department Preference: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.

Engineering CL+2
13-12-05 Traffic Studies & Traffic Surveys GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
Engineering CL+2
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 95 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-13-00 Waste Water Administration (Water Quality Control Plant) 13-13-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-13-02 Service Contracts Includes maintenance and services of the building.

Maintained on the S Drive.

Admin CL+4
13-13-03 Utility Bills Received from Pacific Gas & Electric and processed through the Plant. Paper format kept onsite.

GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
Admin C+4
13-13-04 Time Cards Time entered into PDS tracking system and paper maintained. Time cards not signed and used for internal audits.

GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
RTC 19530; 3 years after tax return due
RTC 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
Admin C+6
13-13-05 Facilities Permits State Water Resources Control Board, San Mateo County Health & Safety, Bay Area Air Quality
Management District, Environmental Protection Agency,
underground water and other permits. Includes
calculations and data sent to the agency. Does not
include NPDES.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
Admin /
Maintenance
AE+2
13-13-06 Sewer Spills Inspection and remediation of sewer spills. 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.

Admin C+5
13-14-00 Environmental Compliance (Water Quality Control Plant) 13-14-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-14-02 NPDES Permits & Applications For stormwater, water and waste water. Maintained electronically on the S Drive.
40 CFR 122.28; Maintain NPDES general permits
State of California Guidelines; Permanent for NPDES
permits
Environ
Compl
P
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 96 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-14-03 Agency Reporting Includes compliance reports to the State Water Resources Control Board. Maintained electronically on
the S Drive.
40 CFR 122.41; 5 years after completion for sewage
sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.

Environ
Compl
C+5
13-14-04 Violation Notifications Notifications for violations by the City from regional boards. Not for NPDES. Maintained in paper format.

NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.

Environ
Compl
C+3
13-14-05 Pretreatment Permits Includes permits and inspections for restaurants, laundry facilities and all industries operating in the City.

Annual permits include local discharge limits permits,
groundwater permit applications, retail food facility
permit applications and other issued permits.
27 CCR 15185(c); 5 years for hazardous waste
enforcement documents
40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5 years for discharge monitoring reports
Environ
Compl
C+5
13-15-00 Maintenance (Water Quality Control Plant)
13-15-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-15-02 Process Maintenance Includes biofilter, scrubbing system, odor control, and other process maintenance. Documents include work
requests and other documents related to maintenance.

Maintained in Lumin.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.

Maintenance CL+2
13-15-03 Lift Stations Maintenance records. Maintained in Lumin. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.

Maintenance CL+2
13-15-04 Maintenance Service Contracts Includes supporting documents and workpapers.

Originals maintained by the City Clerk's Office.

Maintenance CL+4
13-15-05 Plant Walkthrough Safety checklist performed twice annually. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.

Maintenance CL+2
13-15-06 Equipment Inventory Purchase orders, purchase date and inventories. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records
Maintenance S+2
13-16-00 Operations (Water Quality Control Plant)
13-16-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-16-02 Chemicals Includes invoices, delivery receipts / packing slips and bills of lading for chlorine, ferrous chloride, polymers, sodium bisulfite and other chemicals.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Operations C+4
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 97 ends

REV: 9/12/2025
13-00-00 PUBLIC WORKS
Series
Code
Series Name Description of Documents © State of California Government Code (GC), Citations & Legal Basis
Office of
REnviron
Complord
Special
Attributes
Total
Retention
13-16-03 Operations & Maintenance Manuals Reference documents for equipment maintenance. GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for several kinds of equipment manuals.

Administrative Decisions; Life of the equipment plus 2
years for equipment manuals & specifications.

Operations L+2
13-16-04 Lead Operator Reports Daily activity log book tracking trends for general operations. Scanned and saved on the shared drive.

Originals maintained in a binder.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for operations and maintenance records.

Operations CL+2
13-16-05 Daily Operations Checklist Checklist created by the operators on equipment readings and data.
40 CFR 141.33; 10 years after completion
40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 10
years for chemical analysis Current year plus 12 years
for compliance records.

Operations C+12
13-16-06 Tonnage Reports & Waste Hauling Provided by the sludge disposal service. Tonnage reports and bills of lading.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for tonnage reports.

Operations C+2
13-16-07 SCADA Reports Includes telemetry, as-builts, maintenance and work performed. Signed by staff performing the associated
tasks. Reports discontinued in 2023.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for operations and maintenance records.

Operations CL+2
13-17-00 Laboratory (Water Quality Control Plant)
13-17-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

City-wide AR
13-17-02 Chemical Records Includes invoices, delivery receipts, packing slips and bills of lading for chlorine, ferrous chloride, polymers, sodium bisulfate and other chemicals.

GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Laboratory C+4
13-17-03 Bacteriological & Chemical Analysis, Raw Data
and Testing
Includes BOD, COD, ELAP, ERA, FGL, BSK,
pretreatment, lab and chlorine testing results, beach
sampling, weekly, quarterly and annual sampling, and
other testing results.
40 CFR 141.33(a); 5 years after completion for bacterial testing
State of California Guidelines; Current year plus 5 years for bacteriological analysis.

Laboratory C+5
13-17-04 Lab Certification Includes ELAP audits and accreditation, operator certificates, lab analyst records and other certification documents.
40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 12 for State certification compliance reports
Laboratory C+12
13-17-05 Lab Equipment Inventory Current equipment in use. Includes equipment log books.

GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for equipment inventory records
Laboratory S+2
13-17-06 Chain of Custody Includes chain of custody records and invoices for contract lab work.
40 CFR 141.33; 10 years after completion
40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 10
years for chemical analysis.

City of South San Francisco
Record Retention Schedules and UFIRST™ Index

Page 98 ends

South San Francisco City CouncilSeptember 24, 2025

South San Francisco City Council
September 24, 2025