Sunnyvale City Council
July 1, 2025

DRAFT 6/19/2025 ____
T-OCM-180138/82141 1
Council Agenda:

Item No.:

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SUNNYVALE APPROVING REVISIONS TO THE

CITYWIDE RECORDS RETENTION AND DESTRUCTION

SCHEDULE
WHEREAS, pursuant to Government Code Section 12236 and Government Code Section 34090, et seq., the City Council adopted Resolution No. 420-10 on February 23, 2010, approving a City of Sunnyvale Records Retention Schedule to ensure that proper retention periods have been applied and that an adequate paper trail exists for all City materials and records prior to destruction; and
WHEREAS, to ensure a sound records management program, the Citywide Records Retention Policy shall be reviewed, amended and updated from time to time due to changes in the organization; and
WHEREAS, the Citywide Records Retention Schedule was last amended by Resolution 1275-24 on December 10, 2024; and
WHEREAS, the City desires to amend the Records Retention and Destruction Program Policy and Schedule as outlined in the attached Exhibit A.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SUNNYVALE THAT:

1. The City of Sunnyvale Records Retention and Destruction Program Policy and Schedule is hereby amended in its entirety, and attached hereto by Exhibit A.

2. This revised Records Retention and Destruction Program Policy and Schedule supersedes the Records Retention and Destruction Program Policy and Schedule approved on December 10, 2024, under Resolution No. 1275-24.

ATTACHMENT 1

T-OCM-180138/82141 2
Council Agenda:

Item No.:

Adopted by the City Council at a regular meeting held on ___________, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

RECUSAL:

ATTEST: APPROVED:
__________________________________ _________________________________ City Clerk Mayor
(SEAL)
APPROVED AS TO FORM:
___________________________________
City Attorney
ATTACHMENT 1

HC - Hard Copy
E - Electronic/Image File
D - Database
M - Microfilm
S - Samples
AC = Active E = Election
AD = Adoption M = Maturity
AU = Audit P = Permanent or Indefinite
CL = Closed/CompletioL = Life
CU = Current Use S = Supersede
DOB = Date of Birth T = Termination
B&P =
CA = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC = Elections Code
FMLA = Family and Medical Leave Act of 1993
GC = Government Code
H&S = Healthy & Safety Code
HUD = Housing and Urban Development Code
SMC = Sunnyvale Municipal Code
OSHA = Occupational Safety and Health Act
PC = Penal Code
POST = Police Officers Standards and Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare and Institutions Code
P - requires a record to be retained permanently (generally assumed to be 500 years) or indefinitely (until the record medium deteriorates beyond use).

S - requires a record to be retained until it is superseded by an updated version. For example: S+2 requires the record to be retained for two years beyond the date the document was superseded by an updated version.

T - requires a record to be retained for a period beyond the term of termination date. For example: T+8 requires the record to be retained for eight years beyond the end of a term.

L - requires a record to be retained for the life of the software, application, equipment or infrastructure. Additional terminology is included in Record Series that utilize “Life” retention.

NOVA - NOVA Workforce Services
OCA - Office of the City Attorney CU - requires a record to be retained for a period beyond its current use. Discretion should be used to determine the useful life of a particular record(s). For example: CU+2 requires the record to be retained until it is no longer needed, plus two years. If a record dated June 23, 2019 is needed during the 2019 calendar year, it would be retained for the remainder of 2019, and through 2020 and 2021.

OCM - Office of the City Manager

RETENTION PERIOD CODES
CL - requires a record to be retained for a period beyond its date of completion or closure. For example: CL+3 requires the record to be retained for three years beyond the date of completion. Records identified as "Logs" with a retention of "CL" indicate the date the log ends, such as the end of the fiscal or calendar year.

LEGAL AND OTHER AUTHORITY CITATION CODES
Business & Professions Code
DPS - Department of Public Safety
ESD - Environmental Services Dept. DESCRIPTION OF RETENTION PERIOD CODES FIN - Finance Department AU - requires a record to be retained for a period beyond the most recent audit involving the materials noted. For example: AU+5 requires the record to be retained until the audit of that record is complete, plus 5 years.

HRD - Human Resources Dept.

ITD - Information Technology Dept.

LRS - Library and Recreation Services Dept.

LEGEND - RECORDS RETENTION SCHEDULE

FORMAT CODES DEPARTMENT OF RECORD (DOR) VITAL RECORDS
CDD - Community Development Dept. A vital record is required for daily operations and to resume those operations after a catastrophic disaster.DPW - Department of Public Works

EXHIBIT A
ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGEND
100 GENERAL ADMINISTRATION
101 OFFICE ADMINISTRATION AND

MANAGEMENT
101 -01 COPIES or DUPLICATES of documents
for which a department is not the office
of record.

C All Departments Copies distributed for informational/meeting purposes and drafts, notes, memoranda that are not retained in the ordinary course of business may be destroyed by the departments when they are no longer useful for reference.

GOV 6254(a) (drafts); GOV 34090.7
(copies)
N/A
101 -02.1 Agendas: Misc CU+4 Originating
Department
Agendas for Child Care Advisory Board (CCAB) agenda and packets; Community Advisory Committee (CAC); Staff Advisory Committees; ELT strategic planning; School Districts; updates with City Manager; ad hoc committees; staff meetings.

GC 34090 ADMIN087.1
101 -02.2 Agendas: Staff Meetings CU+2 Originating
Department
City staff meetings. GC 34090 N/A
101 -03 Brochures, Publications, Newsletter,
Bulletins - Miscellaneous
S+2 Originating
Department
Miscellaneous publications from departments. GC 34090 ADMIN120 101 -04 Citywide Employee Events or Special
Programs
CU+2 HR, Originating
Department
Example: Years of Service Awards, Employee Giving Campaign (except pledge forms).

GC 34090;GC12946 FIN030
101 -05 Correspondence, Originating
Department
CU+2 Originating
Department
If not attached to agreement or project file. Examples:

Correspondence not retained in a subject file; general internal or external correspondence; memos (internal); individual customer files kept as back‐up for frequent customers; etc.

GC 34090(d) ADMIN042
101 -06 Goals & Objectives, Departmental CU+2 Originating Department
Goals & objectives. GC 34090 ADMIN043
101 -07 General Administrative Policies and
Procedures
S+2 OCM, Origination
Department
All city policies and procedures (does not include Administrative Policy Manual).

GC34090(d) ADMIN115
101 -08.1 Minutes: Misc CU+4 Originating
Department
Minutes of miscellaneous committees, Staff Advisory
Committees, staff meetings
, etc.

GC 34090 ADMIN101.1
101 -08.2 Minutes: Staff Meetings CU+2 Originating
Department
City staff meetings. GC 34090 N/A
101 -09 Policies and Procedures, Departmental S+2 All Departments Department and/or program polices and procedures; examples:

Standard operating procedures; disaster recovery plan; policy manuals; board and commission handbook; procedure
descriptions.

GC 34090(d) ADMIN044
101 -10 Promotional Marketing: External CU+5 Originating Department
Marketing copy for external publicity or advertising. Examples:
business retention marketing and recreational marketing for programs, classes, activities and events (reports, studies, original copies of pictures/art).

GC 34090 ADMIN045
101 -11 Promotional Marketing: Internal CU+2 Originating Department
Marketing copy for internal publicity or advertising. GC 34090 ADMIN046 101 -12 Reports: Departmental CU+2 Originating
Department
Special/or final summary, review or evaluation.

Examples: Accounting period reports (i.e.
actual to budget); City quarterly reports, etc.

GC 34090; GASB ADMIN047
101 -13 Reports: Staff CU+2 Originating
Department
Non‐agenda related, includes supporting documentation.

Examples: project reports; weekly ELT meetings; executive reports; etc.

GC 34090 ADMIN048
101 -14 Special Projects Documentation CU+2 Originating Department
GC 34090 ADMIN049

SEE LEGEND

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
101 -15 Video Surveillance (High-Definition Video)
CU+60 days Originating
Department
HD Live-feed Video surveillance to protect our business interests, securing facilities, and maintaining appropriate public access (applies to systems installed after 05/28/2020).

GC 34090.6 N/A
101 -16 Video Surveillance (Low-Definition Video)
CU+1 Originating
Department
Video surveillance storage to protect our business interests, securing facilities, and maintaining appropriate public access (applies to systems installed after 05/28/2020).

GC 34090.6 N/A
101 -17 Americans with Disabilities Act (ADA)
Complaints and Requests for
Accommodation
CU+3 All Departments
Correspondence and documentation related to ADA complaints and requests for accommodation
Americans with Disabilities Act of
1990 (ADA) and Section 504 of the
Rehabilitation Act of 1973
N/A
101 -18 Delegation of Authority S+2 Originating
Department
Delegation of authority to sign agreements, order of
succession, etc.

GC 34090 N/A
102 INFORMATION AND TECHNOLOGY

SYSTEMS
102 -01 Service Tickets and Project Portfolio
Management (ITSM / PPM) system
CU+2 All Applicable Depts Service requests and tickets related to technology issues or needs, project requests and tracking information. Includes notes, correspondence, approvals and resolution information.

GC 34090 ADMIN049
102 -02 Inventory, Information Systems S+2;
License
agreements:T+
4 ITD Hardware/Software Inventory logs; systems manuals. Examples:
hardware/software inventory logs; system
manuals; warranties, specifications, maintenance records; software licenses; including License agreements.

GC 34090; CCP 337 ADMIN080
102 -03 Software Setup/Install Programs (ITSM) L+1 ITD Retain until the version is superseded by vendor.

OS, desktop software or other vendor software.

GC 34090 ADMIN150
102 -04 Application Source Code, including
database code
S+1 or L+1 ITD Retain until superseded by ITD modifiations to the software or decommissioning of the application from use.

Software/ Application code for some of the City software.

Maintained in Visual Sourcesafe.

GC 34090 ADMIN151
102 -05 Network Information Systems (LAN/WAN)
Documentation
CU+2 ITD Configuration maps and plans. GC 34090 ADMIN081 102 -06 List of Enterprise Applications CU+2 ITD List of Enterprise systems that are used by mulitple departments and contain public data.

GC 7922.700 N/A
200 COMMUNITY DEVELOPMENT
201 DEVELOPMENT ADMINISTRATION
201 -01 General Information CU+2 CDD Correspondence: Community Development Administration, working documentation, internal working files including correspondence and inergovernmental review of bills, policies, and projects.

GC 34090(d) DEV007,
DEV013

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
201 -02 Conveyances to or from City (Deeds,
Promissory Notes)
P DPW, OCA, OCM Includes Deeds, Grant Deeds, Deeds of Trust and Assignment of Rents, Quitclaim Deeds, Deed Restrictions, Subordination Agreement with Deeds, Promissory notes secured by property, Substitution of Trustee, Trust Transfer Deeds, Installment Note, Easements, Full or Partial (re) conveyances, Covenant of Easement, Public Access Easements, Grant of Storm Drain Easements, Sanitary Sewer Connection Permit Agreements
(Check originals for historic value), Covenant Restrictions on Property, Notices of Default.

GC 34090(a); 24 CFR 570.502; 24
CFR 85.42
DEV076
202 BUILDING
202 -01 Seismic Retrofit Program P CDD Includes Certificates of Compliance. GC 34090(a), SMC DEV026 202 -02 Code Books 15 Years Originating
Department
National Electrical Code, International Building, Fire, Mechanical, Plumbing & Supplements.

GC 34090e, SMC DEV005
202 -03 Contractors CU+2 Y FIN, DPW,
ESD Contractor listing, Current listing. GC 34090(d) DEV006 202 -04 Building Permits and Plans P Y CDD, DPW Permits and Permits Construction: Plans, building, signs, grading, encroachment, including blueprints and specifications; and Permits, other: Alterations, encroachment, excavations, road, street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, asbestos documents, abatement projects, public buildings, soil analysis, construction recommendations, and final reports etc.: Compliance, elevation, occupancy which affect real property; Construction Approved:
new commercial/residential construction, tenant improvements romm additions, spa, signs, block wall, remodel incl. security bonds.

GC 34090(a), GC 34909, GC
34909(d); H&S19850, 19853; GC
4003; GC 4004
DEV021,
DEV022,
DEV031,
DEV 032,
DEV034,
DEV051,
DEV056,
DEV057
202 -05 Blueprints and Specifications CL+2
P
CDD Submitted by contractors with applications for building permits and for Certificates of Occupancy.

GC 34090(d) DEV030
202 -06 Street Names and House Numbers
Designation and Status
P Y CDD Street dedications, closings, address assignment/changes. GC 34090a, Sunnyvale Municipal Code
DEV027
202 -07 Certificates: Building L CDD Retain during life of structure. GC 34090 DEV066

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
202 -08 Inspection Logs P CDD Documentation: correspondence, fees, appeal requests, reports, construction tracking, daily logs and reports.

GC 34090(d) DEV033
203 PLANNING
203 -03.1 Project Files, Planning and Zoning P CDD, DPW Planning Permit applications (plan versions with Planning) Pertains to real property. May include blueprints, drawings, maps, plans, sample materials boards, reports, evaluations, permits,uses, correspondence, variances, studies, appeals, compliance certificates, lot line adjustments, asbestos documents, abatement projects, public buildings, soil analysis, construction recommendations, and final reports, or other planning-related matters brought before decision-making body.

GC 34909(a), GC 34090 (d); H&S
19850; GC 4003; GC 4004
DEV065,
DEV051,
DEV056,
DEV057
203 -03.2 Maps (except Tentative and Final Parcel
and Subdivision Maps)
P CDD Various maps created for general information such as zoning maps, general plan maps, maps of specified uses, parcel size, building age, aerials, etc.

N/A
203 -05 Broad Policies or Topics (not tied to
specific address)
S+2 CDD Regulations: Includes rules, codes, policy; Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, blueprints, drawings, maps, etc.

GC 34090(d) DEV040
203 -06.1 Sureties (Bonds, Cash Deposits)
Housing; Commercial Development
CL+10 CDD, FIN Housing CCP 337.5, CCP 337 DEV003,
DEV058
203 -06.2 Sureties (Bonds, Cash Deposits):

Revenue Bond documentation
CL+4 CDD, FIN Revenue Bond documentation. CCP 337.5, CCP 337 DEV003, DEV058
203 -07 Conditions of Approval L CDD Mitigation measures: filed with case files.

Retain during life of the building or use.

GC 34090 DEV008
203 -08 Development Agreements and Franchises P OCM, CDD, DPW, ESD
Agreements adopted by ordinance or resolution. GC 34090 DEV009 203 -09 Development Standards AD+20 CDD, DPW Landscape medians, parkway land scape development, public works construction.

GC 34090(a) DEV010
203 -10 Land Uses, Nonconf orming P CDD, DPW Building or site us age which does not conform to current standards.

GC 34090(a) DEV017

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
203 -11 Studies, Special Projects & Areas CL+2 CDD, DPW, OCM, ESD
Engineering, joint powers, noise, transportation
Policy studies, area plans, background information.

GC 34090(d) DEV028
203 -12 Plans - Regulatory P Y CDD General Plan and Elements - Includes sphere of influence; Interpretations: Zoning code interpretations residing on City's intranet site; Maps, Plans, Drawings, Exhibits, Photos: Zoning, tentative subdivision, parcel, land use map, aerial photos, specific plans.

GC 34090 DEV068,
DEV070,
DEV071
203 -13.1 General Plan Amendments P CDD Approved and denied. GC 34090 GC 65103; GC 50110 DEV069 203 -13.2 General Plan Amendments Intiations P CDD Approved and denied. GC 34090 GC 65103; GC 50110 N/A 203 -14 Annexation / Deannexations P CDD, OCM Case files: Reports, agreements, public notices. Official signed resolutions with OCA or City Clerk.

GC 34090(a) DEV074
203 -15 Historic Resources P CDD Historic preservation inventory, Historic structures & landmarks, also called Heritage Resources and Heritage Landmarks.

GC 34090(d) DEV015
203 -16 California Environmental Quality Act
(CEQA)
P CDD, DPW, ESD Exemptions, Envir onmental Impact Report, Mitigation monitoring, negative declaration, notices of completion determination, comments, statements of overriding
considerations.

GC 34090(a) + CEQA Guidelines DEV052
203 -17 Estoppel Certificates CL+15 CDD, DPW, ESD,
OCM
Estoppel certificates. GC 34090 N/A
204 HOUSING
204 -01 Grants: Community/Urban Development
(includes CDBG)
CL+5 CDD, FIN Project files, contracts, proposals, statements, reports, sub- recipient dockets, Environmental review, grant documents, applications, inventory, consolidated plan, etc. Includes Section 108 loan guarantee *OMB Cir. A-102 & 128, HUD regulations. 24 CFR 570.502(b) (3); 241 CFR

85.42; 2 CFR 215.53
DEV014
204 -02 Grants: Community Development Block
Grant and Urban Development
documentation
T+5 CDD, FIN Applications, r eports, contracts, supporting documents. GC 34090; 24 CFR 570.502 24 CFR85.42* (*OMB Cir. A-102, A-
110, A-128)
ADMIN052

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
204 -03 CDBG Grants, Federal and State CL+5 CDD, FIN, Originating Deparatment
Refer to grant application close-out procedure. Examples: Grant applications, supporting documents.

GC 34090 ADMIN053
204 -04 Programs CL+5 CDD, FIN Includes comprehens ive Housing Authority Strategy, Meeting Credit Certificate, Housing bond advisory, HOME, In-Lieu Housing Mitigation, Low/Moderate Housing, Rental Housing Assistance.
24 CFR 570.502; 24 CFR 85.42 DEV059
204 -05 Bond Issues P CDD, FIN Related to Housing Program. GC 43900 et seq. DEV061 300 LIBRARY AND RECREATION

SERVICES
301 LIBRARY AND RECREATION

ADMINISTRATION
301 -01 State Records, Reports CU+3 LRS Reimbursements, stat e records, grants, state library report. GC 34090 ADMIN 139 301 -02 Reports: Circulation CU+3 LRS Fees, circulation reports. GC 34090 ADMIN140 301 -03 Donations CU+3 LRS Donation receipts, donation letters. 26 CFR 301.6501(a) ADMIN141 301 -06 Neighborhood Associations CL+5 LRS Applicati ons, grants, reimbursements. GC 34090 ADMIN180 301 -07 Photographs - LRS CU+3 LRS Photographs (marketing). GC 34090(d) N/A 301 -08 Photographs - LRS P LRS Photographs (historical). GC 34090(d) N/A 301 -09 Schedules, Classes, Events CU+3 LRS Recreation activities/classes/events registration. Ex: Surveys, rosters, recreation scholorships; and, General use permits (ex:
amplified sound, bounce house).

GC 34090 PW017
301 -10 Permits: Special Events CU+3 LRS Temporary use permits. Ex: State of the City, Art and Wine Festival, Pet Parade, etc.

GC 34090 PW053
301 -11 Facility Rental/Use; facility maintenance
and operations
CU+2 LRS Contracts, insurance binders, liability releases and receipts. GC34090;GC 34090(d) DEV063, DEV064
400 FINANCIAL AND FISCAL
401 ACCOUNTING
401 -01 Accounts Payable AU+4 Y FIN Invoices, check copies, payment documentation that includes checks with backup, one-time and blanket orders with payments logged, service agreements; ACH records, supporting
documents. Effective from February 2021, invoices and
supporting documents are attached and stored within the financial system and hard copies are no longer retained.

GC 34090; CCP 337 FIN001
401 -02 Accounts Receivable AU+4 FIN Documentation of Accounts Receivable accounts. GC 34090; CCP 337 FIN002 401 -03 Bank Reconciliation AU+5 Y FIN Statements, summaries for receipts, disbursements & reconciliation (includes all of the City bank accounts, including checking, payroll and trust accounts and reconciliation workpapers).

GC 34090; 26 CFR 16001-1 FIN005
401 -04 Checks AU+6 FIN Includes payroll, c anceled & voided checks (only those issued from the General and Payroll accounts). Bank no longer sends out images of cleared checks on file. Up to last ten years of images of checks are avaialble to download from the Bank portal.

GC 34090; CCP 337 FIN009

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
401 -05 Deposits, Receipts AU+5 FIN Checks, coin s, currency. Daily Cash Receipt Vouchers submitted by departments that receive and deposit payments on behalf of the City. Payment stubs, batch reports, and check 10 key tapes.

GC 34090; CCP 337 FIN010
401 -06 Invoices AU+2 FIN Copies sent for fees owed, billing, related documents. Backup for outsource bill print vendor payments, specialty garbage payments, etc.

GC 34090 FIN011
401 -07 General Ledger P Y FIN City financial accounts and the record of transactions posted to them. Effective from February 2021, journal entries and supporting documents are attached and stored within the financial system and hard copies of journal entries are no longer retained.

GC 34090; CCP 337 FIN013
401 -08 Financial, Annual P FIN Comprehensive A nnual Financial Report (CAFR). GC 34090.7 FIN039 401 -09 Investment Transactions T+7 Y FIN Summary of transactions, inventory & earnings report.

Investment transaction files.

GC 34090; CCP 337; GC 53607 FIN040
401 -10 Bank Statements AU+5 Y FIN Workpapers and documentation for miscellaneous bank adjustments; band redemption, credit card merchant fee
statements, and credit card chargeback. Documentation for all city bank accounts.

FC 3368, 30210; GC 43900 et seq. FIN045
401 -11 Bonds: Account Statements CL+10 FIN Monthly st atement of transactions. GC 34090; CCP 337.5 FIN047 401 -12 Bonds: Administration, Policies and
Procedures
CL+10 FIN Supporting documents. GC 34090; CCP 337.5 FIN048 401 -13 Bonds: Bonds and Coupons Paid or
Canceled
CL+10 FIN Bonds and coupons paid are held in the custody of Bond Trustee bank.

GC 34090; 53921; CCP 337.5 FIN049
401 -14 Miscellaneous Returned Items AU+5 FIN All documentati on related to checks bounced to the City that are processed by the cashier.

GC 34090 FIN050
401 -15 Investment Reports P FIN Monthly reports of Investment Portfolio performance. GC 34090 FIN053 401 -16 Statement of Indebtedness CU+3;
P for electronic
FIN Annually required regulatory report to the State and County reporting the City's RDA debt and cumulative tax increment.

GC 34090 FIN054
402 ADMINISTRATION / REPORTING
402 -01 Contracts and Agreements Excluding
Capital Improvement
T+5 FIN, Originating
Department
Includes agreements, leases, equipment, services or supplies.

Examples: school district agreements; benefit contracts; service and service maintenance agreements with service providers; franchise agreements; tower lease agreements; instructor agreements; vendor agreements; community service
organization agreements, purchase orders and associated attachments (FIN); memorandum of understanding (MOU);
Friendship City agreements.

CCP 337.2, 343; GC 34090 ADMIN096
402 -02 Contracts and Agreements Including
Capital Improvement
P FIN, OCM Construction. Examples: capital impr ovement project contracts. H&S 19850; GC 34090 ADMIN097 402 -03 Assessment Districts Documentation P FIN, Originating Department
Original documentation - Ex: engineer's report for Downtown Parking District Assesment.

GC 34090 ADMIN108
402 -04 Public Financing Authority Documentation
and Management Reports
CL+10 FIN All records and documents associated with Public Financing Authority.

GC 34090, CCP337.5 ADMIN117,
ADMIN119
402 -05 Public Financing Authority: Financial
Records
P FIN Bond issuance documents and disclosure documents. GC 34090, 40802, 53901 ADMIN118 402 -06 Audits P FIN Single Audit Report, TDA Report, SMART Station, Asset Forfeiture, Prop 172, Library Certification, SLESF.

GC 34090 FIN036

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
402 -07 Federal and State Tax Forms AU+4 FIN Forms 1096, 1099, W-4’s, W-2's, W9's, City Sales & Use tax return, Form 941, DE6 with backup payroll reports and pay register.

GC 34090; 29USC 436 * (*26 CFR

31.6001.1-4; IRS REG 31.6001-
1(e)(2) ;R&T 19530;29 CFR 516.5-
516.6 )
FIN038
402 -08 State Controller CU+2 FIN Annual regulatory repor ts required to be submitted to the State.

Reports include The State Controller's Report (documents the annual financial transactions for the City, RDA, and Financing Authority), The Street Report (documents use of Gas Tax funds and street expenditures).

GC 34090 FIN043
403 AUDIT
403 -01 Annual Financial Report CL+2 FIN Records related to or needed for an Independent auditor analysis.

GC 34090 ADMIN001
403 -02 Audit Hearing or Review Documents AU+2 FIN Doc umentation created and/or received in connection with an audit hearing or review. Logs and notes from administrative appeals.

GC 34090; OMB A-128 ADMIN005
403 -03 Audit Reports AU+6 FIN Internal and/or external; including back-up documentation.

Examples: payroll audit reports; audit reports for golf course restaurants; budget audit reports; etc.

GC 34090; OMB A-128 ADMIN006
404 PAYROLL
404 -01 Adjustments, Payroll AU+4 FIN Payroll adjustments from previous payrolls. GC 34090 29 CFR 516.5 – 516.6; CCP 337; 22 CCR 1085-2
FIN026
404 -03 Employee Time Sheets AU+6 FIN Signed by employee for audit & FEMA Reports. Examples:

Overtime reports; time cards.

GC 34090; 29 CFR 516.2* (*20 CFR
516.6(1); IRS Reg. 31.6001-1(e)(z);
R&T 19530; LC 1174(d))
FIN027
404 -05 Register, Payroll
CU+7
FIN Bi-weekly payroll audit reports, check register, pay register, empdist report, leave reports, employee contributions to PERS; ACH records.

GC 34090; GC 37207 , 22 CCR
1085-2
FIN029
404 -06 City Employee Reimbursements CU+2 FIN Reimbursement includes travel advances and expenses, training expenses for staff and City Council, retiree medical reimbursement. (Excluding Tuition reimbrusement - see
Personnel).

GC 34090 ADMIN078
404 -07 Salary Records T+3 HR, FIN Deduction authorization, garnishments (Includes Independent Contractor forms submitted to EDD reporting wages paid and address) (maintained by FIN); employee giving campaign pledge forms (maintained by HRD).

GC 34090; 29 CFR 516.2; 29 CFR
516.6
FIN030
404 -08 Travel Records CU+2 FIN, Originating
Department
Travel authorization requests, travel expense
reimbursements, itineraries, supporting documentation, etc.

GC 34090 ADMIN051
404 -09 W-4 Statements, Wage Attachments Taxes+4 FIN W-4 Statements (10+ exemptions). 26 CFR 301.6501(a)-1 ADMIN161, ADMIN162
405 PURCHASING
405 -01 Inventory of Fixed Assets AU+4 FIN, Originating Department
Reflects purchase date, cost, account number. All
documentation related to fixed asset acquisition and disposal that are entered into the fixed assets database.

GC 34090; 26 CFR 301 6501(a) FIN020

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CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
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CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
405 -02 Bids & Proposals (Successful and
Unsuccessful)
CL+2 FIN Competitive submittals that were submitted for the identified services. Unsuccessful proposals are considered closed at the time of award for the successful proposal.

GC 34090(d) DEV002
405 -03 IFB's, RFQ’s, RFP’s AU+5 FIN, Originating
Department
Invitation to Bid, Requests for Qualifications; Requests for Proposals or other formal solicitation documents regarding goods and services generated by the City (both successful and unsuccessful).

GC 34090; CCP 337 FIN031
405 -04 Central Stores Inventory Reports CU+5 FIN Peri od end reports and all back up documentation; items received and checked out; daily issued logs, receipts,
requisitions; fuel reports.

GC 34090 FIN052
405 -05 Contractor Listing CU+2 FIN, CDD, DP W, ESD Current listing. GC 34090(d) DEV006 405 -06 Purchasing cardholder documents T+4 FIN Folder for eac h cardholder containing user agreement. GC 34090; CCP 337 FIN051 405 -07 Requisitions and related Purchase
Orders, Blanket Purchase Orders or
Agreements issued
AU+4 FIN, Originating
Department
Related original documents. GC 34090; CCP 337 FIN033
405 -08 Reproduction Support Services (printing,
postage)
CU+2 FIN Reproduction; printing; postal/mailing services, other internal resources related to request. Examples: reproduction, printing requests; postal/mailing services, other internal resources.

GC 34090 ADMIN050
405 -09 Surplus Property: Auction AU+2 FIN, Originating Department
Listing of property. GC 34090 FIN022
405 -10 Surplus Property: Disposal AU+4 FIN, Originating Department
Sealed bid sales of equipment; Back up related to disposal including deposit receipts, sales transaction.

GC 34090; CCP 337 FIN023
405 -11 Vendor Register CU+7 FIN Alpha vendor listi ng of purchase orders, invoices, account numbers and check date. Backup for customers we regularly correspond with.

GC 34090 FIN035
406 BUDGET
406 -01 Budget Development AU+2 FIN Reports and related papers used during City Manager reviews; various staff notes, analyses and supporting docs generated during budget reviews; budget development reports with
historical spending, position allocations, department build-ups, requests for operating/project budget baseline adjustments and SLA, performance indicators.

GC 34090 FIN007
406 -02.1 Budget Adjustments AU+4 FIN Budget mods, including administrative budget modifications and re-appropriations, changes to budgeted position
allocations/approved FTE Change Requests.

GC 34090 FIN008
406 -02.2 Budget: Adopted P FIN Adopted budget, and all records pertaining to the adopted budget; including any items adopted with annual budget, such as Fee Schedule, Sunnyvale Financing Authority Budget,
Redevelopment.

GC 34090 FIN019

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
406 -03 Financial Plans AU+4 FIN Working files for 20 year financial plans. Examples: final versions of budgetary inflation factors, ACFR Reconsiliation, operating and capital budgets, including project operating impacts from budget system; IT
rental rate schedules and
allocations; equipment schedules, in-lieu/indirect calculations, project administration allocations, debt service/interfund loan schedules, revenue reports/schedules (e.g., sales tax, property tax, etc.), employee benefit calculations/actuarial reports, transfer schedule.

GC 34090.7 ADMIN004
406 -06 Proposed Budget CU+2 FIN Recommended B udget presented to Council. GC 34090.7 N/A 407 REVENUE
407 -01 Bond documentation CL+10 FIN, DPW, CDD Assessment district files, City Directors Mortgage Files, Account Statements, Bonds/Coupons paid or cancelled, final bond documentation.

GC 34090; CCP 337.5 ADMIN002
407 -02 Business License T+4 FIN Paid & reports. Also includes Bingo license paperwork. GC 34090; CCP 337 FIN025 407 -03 Liens & Releases: Recorded Liens &
Releases
P FIN, CDD Utilities, abatement, licenses. Record of information and correspondence for properties which receive a tax roll lien.

GC 34090 DEV038.1
407 -04 Liens & Releases: Supporting Recorded
Documentation
CL+2 FIN, CDD Utilities, abatement, licenses. Record of information and correspondence for properties which receive a tax roll lien.

GC 34090 DEV038
407 -05 Returned Mail 7 Years Originating
Department
Backup for mail that has come back to the division
undeliverable.

GC 34090 ADMIN171
407 -06 Taxes, Receivable AU+3 FIN Includes all revenue remittances received from electric, gas, other utilities and phone
telecom service providers, including
franchise and PEG fees. Remittance documentation from other agencies. Monthly TOT remittances and other hotel and short term rental documentation. Business Tax License
documentation.

CCP338 FIN015
408 UTILITIES
408 -01 Applications, Utility CL+7 FIN, DPW Utility connections, disconnects, registers, service. Backup for RY service provided to disabled residents.

GC 34090 FIN003
408 -02 Billing Records AU+2 FIN Customer name, service address, meter reading, usage, payments, applications/cancellations. Folder contains Access spreadsheets, billing, and journal vouchers. Includes
abandoned vehicle abatement, SB90 state mandates, green certificates, sale of electricity, renewable energy, ABAG lease billing, alternative fuel tax credit; backup for billing adjustments.

Utility shut off, noticing, and delinquency cycle system reports.

Records of correspondence with customers.

GC 34090 FIN006
408 -03 Journals, Utility Billing CU+7 FIN Billing including monthly activity. Record of utility billing activity from system; back up for revenue and trial balance posted to system; back up for write offs.

GC 34090 FIN012
408 -04 Meter Reading CU+2 FIN Service on and off work orders, re-reads, lock offs, etc. GC 34090 FIN042 408 -05 Utility Rebates CU+2 FIN GC 34090 FIN044
409 GRANTS - DONATIONS
409 -01 Grants, Federal and State CL+5 FIN, Originating Department
Refer to grant application close-out procedure. Examples: Grant applications, supporting documents.

GC 34090 ADMIN053
409 -02 Grant Financial Records CL+5 FIN Complete file for each grant that includes back up documentation. Examples: grant document, expenditures, reimbursements, and grantee reports.

GC 34090 ADMIN054

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
409 -03 Grants, Unsuccessful CL+2 FIN Applications not entitled. Examples: grant documents. GC 34090 ADMIN055 410 REDEVELOPMENT
410 -01 Redevelopment Agency Budgets P FIN, CDD Includes annual audit. GC 34090, 40802, 53901 DEV060 410 -02 Redevelopment Relocation Files CL+2 FIN, CDD-RDA e.g., Redevelopment. Applies to acquisition activities and displacement.

GC 34090 DEV079
410 -03 Redevelopment Bond Issues PF IN GC 34090
500 PERSONNEL
501 PERSONNEL DATA
501 -01 Applicant Fingerprint Records- Livescan
Application- BCII-8016 Form
12 Months DPS, HR Applicant Fingerprint Re cords- Livescan Application- BCII-8016 Form.

California DOJ Guidelines for
Submitting Applicant Live Scan
Transactions, Section M - Proper
Handling and Storage of Applicant
Information (May 2007)
ADMIN169
501 -02 Federally Required Reporting CU+3 HR Includes EEO-4 Reports, VETS-4212 Report. 29 CFR 1602.30; 29 CFR 1602.31 ADMIN070.01 501 -03 Personnel Records T+5 Y HR Personnel records for each employee. Documentation may include: Certifications; Reassignments; outside employment; disciplinary actions; terminations; Oaths of Office; identification cards (ID's) performance evaluations; personnel actions; benefit elections/changes; beneficiary designations; policy
acknowledgements, etc.
29 CFR 1627.3; CCR Sec 1174; 29
CFR 1602.30.32; GC 6250 et seq;
29 CFR; GC 12946, 34090* 1607.4;
29 CFR 655.202; 29 CFR 516.6 et
seq; 45 CFR 1068.6(a)
ADMIN068
501 -04 Reports: Human Resources CU+2 HR Employee statistics, liability loss. Examples: disability leave reports; liability loss reporting.

GC 34090 ADMIN072
501 -05 Personnel Records (copies) CU All Applicable Depts C opies may be destroyed by departments once no longer useful for reference. Ex: attendance; evaluations; drafts; worksheets; postings; Departmental copies of leave request forms; disability leave requests; job postings; manager achievement plans; manager performance evaluations; SEIU/SEA/Confidential employees performance evaluations; department maintained personnel rosters.

GC 34090; GC 6250 ADMIN069
502 PERSONNEL MANAGEMENT
502 -01 Bond, Personnel Fidelity T+2 Y HR Employee fidelity bonds. GOV 34090, City Charter ADMIN058 502 -02 Classification and Compensation surveys CU+2 HR Includes classification, wage rates. Examples: job analysis; review of work; interviews of staff; job classifications and salaries from other agencies, union group, date established, EEOC code, etc.

GC 12946, 34090; 29 CFR 516.6(2);
29 CFR 1602.14
ADMIN074
502 -03 Federal I-9s T+3 HR Form I-9 and copies of i dentification document. Immigration Reform/Control Act 1986 Pub. L 99-603, LC 1174,
8 USC 1324a(b)(3)
ADMIN064
502 -04 Leave - Medical (Non-Industrial) T+5 HR May incl ude FMLA/CFRA/PDL; Medical certifications; Paid Medical Leave; employee emergency relief fund; long term disability claims/applications' interactive processes/reasonable accommodations; State Disability Insurace claims, etc.

FMLA 1993 US OSHA; 29 CFR
1910.1020; 29 CFR 1602.30-
1602.32; OSHA
8CCR5100(d)(2)OSHA
8CCR5100(d)(2)
ADMIN065
502 -05 Pre-Employment Medical CU+5 Y HR Pre-employment Medi cal files- Hired and Not Hired. CA222-0010-00; 22 CCR 1085-2; GC 12946
ADMIN163

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
502 -06 Recruitment Documentation CL+3 HR Applications, resumes, ethnicity disclosures; examination materials; examination answer sheets, job bulletins; eligibility lists; electronic database. Recruitment records including: hiring requisition, advertising costs, exam results, referral lists, interview questions, test materials, candidate correspondence; reference checks; selection appeals.

Reference: GC 12946; GC 6250 et
seq; 29 CFR 1602 et seq 29 CFR
1607; 29CFR 1627.3
ADMIN071
502 -07 Salary Information AD+10 Y HR Salary schedule, Salary Resolutions. GC 34090; GC 12946; 29 CFR 516.6(2); 22 CCR 570.5
ADMIN041
502 -08 Unemployment Insurance CU+3 HR EDD unemployment insurance claim, determinations/rulings, benefit charges statements, benefit audits, any other
correspondence related to unemployment insurance claims or program.

GC 34090 ADMIN068.04
503 RISK MANAGEMENT
503 -01 Bonds, Insurance Policies CL+10 Y HR, FIN Insurance policies for General Obligation Bonds, Certificates of Participation (COPS), Lease-Revenue Bonds, Fidelity Bonds, Surety Bonds, and other financial instruments.

CCP 337.2; 343 ADMIN124
503 -02 Incident Reports CL+7 Y HR Theft, arson, vandalism, property damage or similar occurrence (excluding fire/law enforcement), including photos, negatives, films, videos, etc.

CCP 338, GC 34090, CCP 335.1 ADMIN126
503 -03 Insurance P Y HR, Various Insurance certificates filed separately from contracts, includes insurance filed by licensees; May include liability, property, Certificates of Participation Examples: Bonds or Insurance for vendors who do business with the City. HR risk and insurance documents.

GC 34090 ADMIN128,
ADMIN129
503 -04 Infectious Disease & Occupation
Exposure Files
P Y HR Employee exposure records. 29 CFR 1910.1030(h); 29 CFR 1910.1020; 8CCR3204(d)(1)(B)
ADMIN166
503 -05 Liability Claims CL+7 Y HR Claims against the City - General, Automobile, Property and Employment Liability Claims (does not include Sexual Abuse and Molestation claims), including photos, negatives, films, videos, etc. Paid/Denied. Examples: claims against the City; liability claims.

CCP 335.1; GC 34090; GC 25105.5 ADMIN167,
ADMIN125
503 -06 Liability Claims - Sexual Abuse and
Molestation
CL+20 Y HR Special liability claims against the City. CCP 340.1, CCP 1002, CG Section 905
ADMIN068.02
503 -07 Occupational Medical Test T+5 Y HR May include Hearing Conser vation Test; respirator test; etc. FMLA 1993 US OSHA; 29 CFR 1910.1020; 29 CFR 1602.30-
1602.32; OSHA;
8CCR5100(d)(2)OSHA
8CCR5100(d)(2)
ADMIN065
503 -08 Leave - Disability (Industrial) T+5 HR May include medical certifications; Paid Medical Leave; employee emergency reflief fund; long term disability
claims/applications; ADA; interactive processes/reasonable accommodations; State Disability Insurance claims, etc.

FMLA 1993 US OSHA; 29 CFR
1910.1020; 29 CFR 1602.30-
1602.32; OSHA
8CCR5100(d)(2)OSHA
8CCR5100(d)(2)
ADMIN065
503 -10 Risk Management Reports CL+5 Y HR Federal OSHA Forms; Loss Analysis Report; Safety Reports; Actuarial Studies.
29 CFR1904.4; GC 34090 ADMIN132
503 -11 Accident Reports - City Assets CL+7 Y HR, Various Reports and related records, including photos, negatives, films, videos, etc. Examples: workplace accident reports; accident reports for accidents involving City vehicles; reports related to accidents on City property.
29 CFR 1904.2; 29;* ( * CFR 1904.6)
CCP 338, GC 34090, CCP 335.1
ADMIN123

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
503 -13 Safety Program CU+2 Y HR Workplace inspections, training records, annual training in the contents of fire safety and evacuation plans, safety committee meeting records, and exposure control reports.
8 CCR 3203(b)(1)-(2), 8 CCR
3203(c)(2),
CFC 406.2
ADMIN168
504 VOLUNTEERS
504 -01.1 Volunteer Records - Placed T+3 HR Volunteer recruitment, applications, records, volunteer agreements to serve (signed original), and volunteer
timecards/timesheets.

GC 34090 ADMIN173
504 -01.2 Volunteer Records - Not Placed CU+2 HR Volunteer recruitment, applications, records. GC 34090 ADMIN 174 504 -02 Volunteer Reports CU+2 HR Mid-Year Repor t, End of Year Report. GC 34090 ADMIN184 504 -03 Volunteer Fingerprint Records- Livescan
Application- BCII-8016 Form
12 Months DPS,HR Volunteer Fingerprint Re cords- Livescan Application- BCII-8016 Form.

California DOJ Guidelines for
Submitting Applicant Live Scan
Transactions, Section M - Proper
Handling and Storage of Applicant
Information (May 2007)
ADMIN169
504 -04 Volunteer Volgistics User Agreements T+5 HR Volgistics User Agreement. GC 34090 ADMIN186 505 BENEFITS
505 -01 General Employee Benefits Information S+2 HR Benef its guide, benefits summary and DPS FLSA. GC 34090 ADMIN059 505 -02 Irrevocable Election Forms Taxes+4 HR Employee election of paid leave cash-out submitted in prior calendar year.

GC 34090; 26 CFR 301.6501(a)-1 ADMIN068.01
505 -03 Benefits Plan Document CL+4 HR Summary plan description or plan document. Examples:

Deferred Compensation Wrap Around, Cafeteria/FSA/TSA SPD, HIPPA Privacy and Policies and Procedures, etc.
26 CFR 301.6501(a)-1 ADMIN155
506 WORKERS COMPENSATION
506 -01 Workers Compensation Insurance &
Documentation
P Y HR Indemnity; PERS -working files - originals with Administrator, claims files.

LC 6410
29 CFR 1910.1020
ADMIN130
507 EDUCATION AND TRAINING
507 -01 Citywide Training Records CU+5 Y
HR Class/training/workshop descriptions and schedules,
attendance, program information. Harassment training materials including sign-in sheets, copies of certificates of attendance, written or recorded training materials (including webinars), and any written questions employees submit.

GC 34090; GC 12950.1 ADMIN075
507 -02 Tuition Reimbursement CU+2 HR Tuition Reimbursement documents. GC 34090 ADMIN078 508 LABOR RELATIONS
508 -01 Civil Service Rules P HR Civil Service Rules. GC 34090 ADMIN153 508 -02 Equal Employment Opportunity
Commission (EEOC)/Civil Rights
Department (CRD)
P HR EEOC/CRD Examples: EEOC/CRD complaints and City
response.
29 CFR 1627.3(2); GC 12946, 34090 ADMIN070
508 -03.1 Employee Rights: Sworn
Employees T+5 HR May include Arbitration, grievances or complaints (initiated by an individual employee), union requests, sexual harassment and Civil Rights, disciplinary actions.

GC 12946; 29 CFR 1602.12 ADMIN062,
ADMIN062.1
508 -03.2 Employee Rights: Non-Sworn Employees T+3 HR May include Arbitration, grievances or complaints (initiated by an individual employee), union requests, sexual harassment and Civil Rights, disciplinary actions.

GC 12946; 29 CFR 1602.12 ADMIN062,
ADMIN062.1

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
508 -04 Personnel Drug Testing CU+5 Y HR Records of em ployees randomly selected for drug and/or alcohol tests, random test results, Substance Abuse Professional (SAP) reports, follow-up test results, inspection records and information obtained by previous employers concerning drug and alcohol test results.

DOT 49 CFR Part 40 Subpart P Sect

40.333; 49 CFR 40.333 and Sect

40.25 ADMIN154
508 -05 Negotiation Documentation CL+15 HR Notes, notebooks, correspondence, contracts, and Memorandums of Agreements. Examples:
negotiations notes,
notebooks correspondence, contracts and Memorandum of
Understandings; side letters.
29 USC Sections 211(c), 203(m),
207(g)
ADMIN067
508 -06 Group Grievance CL+15 HR Grievences or complaints (initiated by a bargaining unit or union), and Public Employement Relations Board (PERB) cases (initiated by an individual or bargaining unit).

GC 12946; 29 CFR 1602.12 ADMIN062,
ADMIN062.1
600 CITY MANAGER ADMINISTRATION,

LEGISLATIVE AND LEGAL
601 CITY MANAGER ADMINISTRATION
601 -01 Reports: City Manager CU+5
CU+2
OCM City Manager Bi-Weekly Reports (Update Sunnyvale). GC 34090 ADMIN048.1 601 -02 Brochures, Publications, Newsletter,
Bulletins
CU+2 OCM Examples: Harbinger/Sun Times, Quarterly Report/Horizon, Council One Sheet, Insights, etc.

GC 34090 ADMIN120.1,
ADMIN120.2
601 -03 City Calendar CU+2 OCM Calendar entries maintained on the City's website. GC 34090 ADMIN121 601 -04 Media Relations CU+2 OCM Content provided to media outlets, e.g., written replies, press releases and associated photos/photo releases, video or b-roll, etc.

GC 34090 ADMIN122,
ADMIN122.2
601 -05 Media Contact Log CU+2 OCM Tracking for Perfor mance Measures on replies. GC 34090 ADMIN122.3 601 -06 News Release Log CU+2 OCM Index of news releases. GC 34090 ADMIN122.4 601 -07 Correspondence: City Council T+4 OCM Outgoing corres pondence on behalf of City Council or Mayor. GC 34090 ADMIN176 601 -08 Intergovernmental Relations (IGR):

Subject files
CU+3 OCM IGR Subject files, tracking legislative issues. GC 34090 ADMIN175, ADMIN172
601 -09 Policy, Administrative Policies S+2 OCM, Originating Department
Administrative Policy Manual: Final, signed and posted to intranet.

GC 34090 ADMIN087.2
601 -10 Policy, Council Policies S+2 OCM, OCA Polic ies, directives, amendments rendered by Council not assigned a resolution or ordinance number. Examples: Council Policy Manual; Legislative Advocacy Positions.

GC 34090 ADMIN116
601 -11 Biographies T+4 OCM Biographies, bios, or vitae for City Council, Mayor, City Manager.

GC 34090 ADMIN040
601 -12 Petitions: Not election-related CU+2 OCM Submitted to legislative bodies. Examples: Neighborhood or special-interest group petitions; not election-related.

GC 34090; GC 50115 ADMIN105
601 -13 Delegation visits CU+2 OCM Records of visiting delegations. GC 34090 ADMIN182

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
601 -14 Special Orders of the Day (SOD) CU+2 OCM Special Or ders of the Day presented by the Mayor or Council; includes proclamations, certificates of appreciation /
achievement / recognition, commendations, letters of
recognition.

GC 34090 ADMIN181
601 -15 State of the City CU+3 OCM Includes prepared State of the City Address by the Mayor, Awards, etc.

GC 34090 ADMIN186
601 -18 Inventory, City Records S+4 OCM Inventory of non-current or inactive records holdings and location, indices. Examples: inventory from GRM offsite storage, department logs of records storage.

GC 34090; 80 OPS Atty. Gen. 106 ADMIN109
602 PUBLIC RECORDS REQUEST
602 -01 Public Records Request CL+2 OCM, Originating
Department
Public Records Requests. Examples: Written requests for public records; subpoena form and any attachments; request forms, logs or documentation.

GC 34090 ADMIN111
602 -02 Records Management Documents CL+2 OCM Document incl udes retrieval, transfers - inactive. GC 34090 ADMIN112 602 -03 Records Management Disposition
Certification
P OCM Documentation of final disposition or records. Examples:
records destruction certificate or resolution.

GC 34090 ADMIN113
602 -04 Records Retention Schedules P OCM Resolution adopting records retention and destruction schedule and policies.

CCP 343 ADMIN114
603 CITY ATTORNEY
603 -01 Case Records - General CL+7, CU+3 OCA Records of claims and litigation (actual or prospective) including claim forms, complaints, police reports, investigations, correspondence, evidence, pleadings, briefs, orders, judgments, settlements. If case involves injury to a minor, records should be retained for 3 years after minor turns 18 or permanently for cases involving sexual abuse/assault.

CCP 583.320(a)( 3); GC 34090; 42
USC s1983
ADMIN089,
ADMIN093,
ADMIN095
603 -02 Case Records - Sexual abuse and assault P OCA Records related to sexual assault of a minor or adult within the meaning of CCP 340.1 or 340.16.

CCP 340.1, 340.16 N/A
603 -03 Case Records (Significant) P OCA Records that, within the judgment of the City Attorney, should be retained permanently due to historical importance or legal precedent.

GOV 6254 ADMIN094
603 -04 Opinions/ Memoranda S+2 OCA GC 34090 ADMIN103 604 LEGISLATIVE AND/OR LEGAL

DOCUMENTS
604 -01 Articles of Incorporation P OCM Example: Documents of formation for a public entity or non- profit.

GC 34090; CCP 337.2 ADMIN092
604 -02 Agendas: City Council, Boards, and
Commissions
P OCM, Originating
Department
Original agendas and special meeting notices: City Council, City Boards and Commissions, Ad Hoc Committees, Council
Subcomittees, Redevelopment Agency (RDA), Local
Redevelopment Authority (LRA) and Public Financing Authority; Redevelopment Successor Agency Oversight Board.

GC 34090 ADMIN087
604 -03 Agenda Reports - Report to Council (RTC) P OCM Repor ts to Council (RTC) for public hearing and consent calendar items; Study Issues/Budget Issues Workshop
binders/materials, Reports to Boards/Commissions, Information Only Reports to Council and Boards/Commissions.

GC3409(d) ADMIN088.01
604 -05 Advertising of Legal Notifications CU+4 OCM Includes public notices, legal publications. Examples: ad copy, invoice, finance-(proofs of legal publications, ordinances, resolutions, etc.); public notices, Affidavit of publication, etc.

CCP 343, 349 et seq.; GC 911.2; GC
34090
ADMIN099
604 -06 Applications for Boards, Commissions:

Not appointed
CL+2 OCM, Originating
Department
Not selected. Examples: applications; rejection letters; etc. GC 34090 ADMIN090

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
604 -07 Applications for Boards, Commissions:

Appointed
T+4 OCM, Originating
Department
Selected GC 34090; GC 40801 ADMIN091
604 -08 Minutes: Council, Boards and
Commissions
P Y OCM, Originating
Department
Official minutes and hearing proceedings of governing body or board, commission or committee. Examples: Minutes of the City Council, City Boards and Commissions, Ad Hoc Committees, Council Subcomittees, Redevelopment Agency (RDA), Local Redevelopment Authority (LRA) and Financing Authority;
Redevelopment Successor Agency and Redevelopment
Successor Agency Oversight Board.

GC 34090(d); GC 36814; GC 40801 ADMIN101
604 -09 Ordinances P OCM, OCA Legislative actions. Examples: original signed Ordinances; Charter amendments.

GC 34090(d) 40806 ADMIN104
604 -10 Resolutions P OCM, OCA Legislative actions. Examples: original signed resolutions. GC 34090(d) 40801 ADMIN106 604 -11 Municipal Code P OCM, OCA Supplements included. GOV 34090 ADMIN110 604 -12 Public Comments for City Council, Board
and Commissions Meetings
CU+2 OCM, Originating
Department
Comments submitted by members of the public for
Councilmembers, Board and Commissioner Members review.

GC 34090 N/A
604 -14 Recordings: tapes, audio, video: City
Council Meetings
CU+10 OCM Audio or video tapes, CDs, DVDs or other electronic media for historical purposes. Example: Council meeting recordings.

GC 34090.7 ADMIN107.1
605 ELECTIONS
605 -01 Affidavit Index CL+5 OCM Includes Statement of Registration Certification provided by the Registrar of Voters.

EC 17001 ADMIN011
605 -02 Ballots, Prop. 218 (Assessment Districts) P OCM Property related fees (Assessment Ballot proceeding). California Constitut ion Art. XIII ADMIN015 605 -03 Candidate Statements, Elected P OCM Written statement of candidates, elected. GC 34090; GC 81009 ADMIN024 605 -04 Candidate Statements, Not Elected E+8 OCM Example: Written statement of candidates, not elected (E= Election).

GC 34090; GC 81009 ADMIN024.01,
ADMIN122.5
605 -05 Canvass of Returns P OCM Records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results; special election results Examples: ROV certification of results; resolution certifying canvass of returns and results.

GC 22932; EC 17130; EC 2653 ADMIN017
605 -06 Certificates of Election T+4 OCM Certificates of electi on; Original reports and statements. GC 81009(a) (d) ADMIN018 605 -07 Charter, Amendments / Measures P Y OCM, OCA Charter; Charter Amendments; Charter Revisions; Chapter designations by Secretary of State following adoption of voters.

GC 34458-60; GC 34090 ADMIN019
605 -08 Lobbyist Registration P OCM S tatements EC 81009(b) ADMIN028 605 -09 Maps, Precincts/Voter Information E+2 OCM (E= Election) GC 34090; EC 17503; EC 17302 ADMIN029 605 -10 Nomination Papers: Successful T+4 OCM Nomination documents, in-lieu petitions (T= completion of Council term).

EC 17100 ADMIN030
605 -11 Nomination Papers: Not Elected or
Unsuccessful
E+8 OCM Nomination documents, in-lieu petitions (E= Election). EC 17100 ADMIN031 OCM, Originating
Department
Audio or video tapes, CDs, DVDs or other electronic media used for minutes preparation. Examples: recordings of City Council iP l i Ci i ib d d
GC 34090.7; GC 54953.5.(b) ADMIN107604 -13 Recordings: tapes, audio, video for Minutes Preparation
45 Days

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
605 -12 Notifications and Publications: Elections E+2 OCM Proof of publication or posting, certification and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election, Affidavit of publication, notice of election, notice of nominees, Election Guide.

GC 34090 ADMIN032
605 -13 Oaths of Office T+6 OCM Elected Officials (T = completion of Council term). GC 34090; 29 USC 1113 ADMIN033 605 -14 Petitions E+8 months OCM Inititive, referendum, recall, Charter Amendments. Examples:
initiative and referendum petitions; recall petitions; etc. (E= Election).

EC 17200, EC 17400 ADMIN034
605 -15 Petition Administration Records P OCM Initative petition materials. Notice of Intention, written text of the imitative, written statement setting for the reasons for the proposed petition.

EC 9202.5 ADMIN034.01
605 -16 Precinct Records E+5 OCM Precinct official material; 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 (E= Election).

EC 17503 ADMIN035
605 -17 Voter Roster E+5 OCM From date of election; Initiative, referendum recall, general municipal election, Charter Amendments (E= Election).

EC 17300 ADMIN036
606 FAIR POLITICAL PRACTICES

COMMISSION (FPPC)
606 -01 FPPC: Conflict of Interest Code P OCM Conflic t of Interest Code Resolution. GC 34090 ADMIN020 606 -02 FPPC: Administration / Campaign
Statements and Conflict of Interest
materials
CU+5 OCM FPPC Opinions. Examples: Conflict of Interest Code biennial review; reporting forms and working documents.

GC 34090 ADMIN020.1
606 -03 FPPC: Campaign disclosure, Elected P OCM FPPC Filings. Examples: Form 460, 410, 501 etc. GC 81009(b) (g) ADMIN021 606 -04 FPPC: Campaign disclosure, Not Elected E+8 OCM FPPC Fili ngs. Examples: Form 460, 410, 501 etc. (E= Election). GC 81009(b) ADMIN022 606 -05 FPPC: Campaign disclosure - (all other
committees)
E+8 OCM FPPC Filings. Examples: Form 460, 410 etc.(E= Election). GC 81009(c ) ADMIN023 606 -06 FPPC: History P OCM History of elections, certificates of destruction, other resolutions re: elections.

GC 34090 ADMIN025
606 -07 FPPC: Statement of Economic Interests -
Elected Officials
P OCM Includes elected officials and GC 87200 filers. FPPC Filings.

Examples: Form 700.

GC 81009(e) ADMIN026
606 -08 FPPC: Statement of Economic Interests -
Conflict of Interest Code filers
CU+7 OCM FPPC Filings: includes Conflict of Interest Code Designated Positions or Employees, commissioners, consultants. Examples:

Form 700.

GC 81009(e) ADMIN027
700 PUBLIC SAFETY
701 FIRE SAFETY ADMINISTRATION
701 -01 Books, Fire Code S+3 DPS Include OPS manual. GC 340907.7CCP340.5 PS002 701 -02 General Orders, Policies/Procedures CL+20 Y DPS GC 34090 PS003 701 -03 Inspections, Fire Prevention L Y DPS
Retain for life of structure or activity. Activity refers to permittable activity.

Inspection reports, correspondence, violation correction.

CA Fire Code 104.6.2 PS004
701 -04 Investigation, Evidence of Arson P DPS Suppor t prosecution resulting in homicide. PC799 PS005 701 -05 Investigation, Evidence of Arson CL+6 DPS Great bodily harm, inhabited structure or property. PC800 PS006 701 -06 Journals, Fire Station CU+2 DPS Activities, personnel, engine company. GC 34090 PS007

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
701 -07 Permits, California Fire Code CL+5 DPS Fire C ode Opertaional Permits (annual or temporary), PS200- new business info.

GC 34090, CA Fire Code 104.6 PS008
701 -08 Facility Fire Administrative/Technical
Errata
L DPS Retain for life of building/structure or activity.

Broad documents or topics not tied to Operational Permit but typically affiliated with a building/set of buildings or address (Alternate Means & Methods; ERRCS Baselines/Native
Coverage test reports; High Piled Storage assessments/non- permitted; Residential or Commerical complex maps).

GC 34090, CA Fire Code 104.6 N/A
702 FIRE PREVENTION/PUBLIC

EDUCATION
702 -01 Inventory Equipment &Supplies CU+2 DPS Fire Inventory Equipment & Supplies. GC 34090 PS015 702 -02 Logs of fire Equipment/Gear CU+2 DPS Logs of fire Equipment/Gear; Managed through Sharepoint and through paper logs in each apparatus.

GC 34090 PS016
703 FIRE OPERATIONS
703 -01 Exposure collection of samplings T+30 DPS Sampling Resulting, collection methodology. 29 CFR 1910.1020 PS009 703 -02 Exposure sampling results T+1 DPS Laboratory reports and worksheets. 29 CFR1910.1020 PS010 703 -03 Access to Employee Exposure and
Medical Records
T+30 DPS Medical record for each employee must be preserved and maintained for at least the duration of employment plus 30 years, unless a specific occupational safety and health standard provides a different period of time.
29 CFR 1910.1020 PS011
703 -04 Access to Employee Exposure and
Medical Records for employees less than
one year
T+2 DPS Medical record for employees less than one year. 29 CFR 1910.1020; *GC 34090 PS012 703 -05 Training T+2 Y DPS Certification/designations. GC34090; POST PS013 703 -06 Incident Logs CL+3 DPS Dispatch and daily Logs. GC34090; CCP338*(*CCP) PS017 703 -07 Fire, Non-arson and logs CU+2 DPS Non-arson fire cases - if related to criminal case, must be retained until case is adjudicated.

GC 34090 PS019
703 -08 Investigations, Evidence of Arson CL+5 DPS Structure. PC801;CA Fire Code 104.6.3 AND 104.10
PS020
704 HAZARDOUS MATERIALS
704 -01 Hazardous Waste Disposal
Documentation
CU+10 DPS, DPW Documentation re: handling and disposal of hazardous waste. CAL OSHA;40 CER 122 21 PS022 704 -02 Permits, CUPA Consolidated CL+5 DPS CUPA Operat ional Permits (annual or temporary); PS200 - new business information.

GC 34090 PS023,
P023.01
704 -03 Inspections, Hazardous Materials P Y DPS Inspection reports; Correspondence; Violation correction; Closure application; Post closure report.

GC 34090 PS023.02,
PS023.03,
PS023.05,
PS023.06,
PS023.07,
PS023.08,
PS023.09

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
704 -04 General Orders, Policies/Procedurese CU+5 DPS CUPA Policies/Procedures; St ate Reports including 1-Surcharge Transmittal, 2-Annual Single Fee, Reports 6; support
documentation/billing and collection records.

GC34090 New, but info.

May overlap
704-7/PS025
704 -05 Spill Reports or Complaints CU+10 DPS Miscellaneous - Notification of contamination or environment impact release. Locations may or may not have operation permits/permitted facility in jurisdiction.

GC 34090 PS023.11
704 -06 Programs, Household Hazardous Waste S+2 DPS GC 34090 PS024 704 -07 Training Materials S+2 DPS, DPW, ESD Standard and Administration. 8CCR3204(d) PS025 704 -08 California Accidental Release Prevention
Program (CalARP)
PY D PS Risk Management Plans; Closure/Deregistration Received; Miscellaneous, support documentation for Completeness
review (including checklist, notification letters, public notice) Documents re: storage.

GC34090(a) PS026
704 -11 Underground Storage tank CU+10 DPS Additional info requi red by state and federal law, testing reports - secondary containment, tank line Integrity, monitoring system cert, spill bucket test report, line leak detector report, SIR annual report, Compliance statement, designated operator designation, employee training approval for unstaffed sites. Miscellaneous - groundwater monitoring reports, gas sampling reports, proposed cleanup plan.

GC 34090 PS026.08,
PS026.11,
PS026.12
704 -12 Underground Storage tank L DPS Retain records until closure of tank.

ELD; Records to show structural soundness of tank ; Tank lining evaluations - structural support certification, coatings expert/special inspector certification 10/5 year ; Bladder systems material standards approval documents - independent testing org (etc) certification;
GC 34090 PS026.13,
PS026.16,
PS026.17,
PS026.18
705 LAW ENFORCEMENT

ADMINISTRATION
705 -01 Accounting Cash Reconciliation CU+2 DPS GC 34090 PS028 705 -02 Alarm Records CU+2 DPS Alarm permit and false alarm records, police and fire service. GC 34090 PS029

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
705 -03 Case Files - Code Enforcement P DPS Complaints, case history, inspection notes, photographs, compliance letters, staff report.

GC 34090(d) DEV037
705 -04 Logs - Code Enforcement CU+5 DPS Citation, abatement. GC 34090(d) DEV039 705 -05 Department Manual S+2 Y DPS Changes to manual are recorded in the General Orders (permanent).

GC 34090 PS031
705 -06 Licenses and Permits issued pursuant to
SMC
T+4 DPS Licenses/permits for massage businesses, adult entertainment peddler, solicitor, firearms dealer, explosive handling, and taxicab driver permits.

GC 34090 PS058.01
705 -07 Licenses and Permits: Denied /Revoked
Massage Establishment permits
CL+5 DPS Licenses/permits for enforcement of massage ordinance, notices and hearing documents.

GC 34090 PS058.02
705 -08 Employee Grievance Files CL+2 DPS Grievance filed by employees, supporting documentation. GC 34090 PS128 705 -09.1 Internal Affairs Administrative Investigative Files
CL+15
CL+6
Y DPS PC832.5, EVC1040, GC12946,
PC801.5; 803(c)VC2547
PS037
705 -09.2 Internal Affairs Administrative Investigative Files - involve a sustained finding of
misconduct
CL+15 Y DPS
705 -10 Internal Affairs: Administrative
Investigative Files of Officer-involved
Shooting Where a DPS Member is a
Subject of a Criminal Investigation - Not
Resulting in a Criminal Conviction.

CL+15 Y DPS PC832.5, EVC1040, GC12946,
PC801.5; 803(c)VC2547
N/A
705 -11 Internal Affairs: Administrative
Investigative Files Where a DPS Member
is a Subject of a Criminal Investigation -
Not Resulting in a Criminal Conviction
CL+15 Y DPS PC832.5, EVC1040, GC12946,
PC801.5; 803(c)VC2547
N/A
705 -12 Internal Affairs: Administrative
Investigative Files Where a DPS Member
is a Subject of a Criminal Investigation or
Officer Involved Shooting - Resulting in a
Criminal Conviction
CL+15 Y DPS PC832.5, EVC1040, GC12946,
PC801.5; 803(c)VC2547
N/A
705 -13 Investigations: Background for Non-Hired
Personnel
CL+5 DPS Non hired. GC 34090 PS129
705 -14 Investigations: Background for Hired
Personnel
T+5 Y DPS Include original reports re : PC832.5 investigations. PC832.5 PS130 705 -15 Parades & Special Events Files CL+2 DPS Reports, memos, correspondence, scripts, supplier information, assignments, deployments, supporting documentation.

GC 34090 PS131
705 -16 Personnel Rosters (Divisional) S+2 Y DPS Personnel assigned division. GC 34090 PS143 705 -17 Schedules: Officers' Daily Schedule,
Watch Assignment/Time Keeping Records
CU+2 DPS Schedules of Officers on duty. GC 34090 PS144, PS145
705 -18 Training Bulletins CU+10 DPS Notice of upcoming training for sworn personnel including date/time, location, and topic.

GC 34090 PS148
705 -19 Training: Event Files T+7 Y DPS Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents.

GC 34090 PS149
705 -20 Training Lesson Plans, Firing Range CL+15 Y DPS Scope, content, time period of courses. GC 34090 PS150

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
705 -21 Training Personnel (by name) T+7 Y DPS Paperwork documenting officers internal and external training. GC 34090; Post PS151 705 -22 Training Schedules, Firing Range CU+2 DPS Daily, week ly, monthly schedules of training events at range. PS152 706 POLICE INVESTIGATIONS
706 -01 PUBLIC SAFETY RECORD NOTE 1: Any
line item that references to Note 1
needs to meet all criteria mentioned in
the descriptor prior to destruction of a
record.

N/A -- DPS NOTE 1: The destruction of felony, misdemeanor and infraction crime /supplemental reports is permitted providing They do not:
1) relate to an unadjudicated arrest except for H&S 11360 violations;
2) relate to unserved warrants;
3) involve identifiable items which have not been recovered; 4) related to PC290, PC457.1, or H&S 11590 registrants; 5) relate to violations listed in PC Sections.

N/A PS155
706 -02 Asset Forfeiture:

Investigations/Proceedings Case File
CL+2 DPS GC 34090 PS038
706 -03 Asset Forfeiture: Property Owner
Notifications
CU+2 DPS To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, notification becomes part of forfeiture case file.

GC 34090 PS039
706 -04 Case Files: Investigators (Homicide) P DPS PC799 PS041 706 -05 Case Files:( No arrest, Narcotics Cases) CL+2 DPS Retained by division until no longer useful for investigative purposes.

GC 34090 PS042
706 -06 Criminal Investigation of Officer Involved
Shooting
CL+25 DPS GC 34090 PS043
706 -07 Fingerprint: Applicants Files T+2 DPS All records related to applicant fingerprinting. GC 34090 PS048 706 -08 Criminal Fingerprint Records P DPS Persons booked into detention facility (copies distributed to county, state, federal agencies) offense punishable by death or life imprisonment, or embezzlement of public funds under PC799.
799PC PS049
706 -09 Criminal Fingerprint Records AC+20 DPS Personal booked into detention facility (copies distributed to county, state, federal agencies) for offenses prosecuted under PC800 and PC801.

PC800; PC801 PS049.1
706 -10 Fingerprint: Records Latent P DPS 1) Retain for applicable case statute of limitation; 2) or until evidence in case is destroyed; Hard copy and digitized; for offenses prosecuted under PC799.

GC 34090; PC799 PS050
706 -11 Fingerprint: Records Latent CU+6 DPS 1) Retain for applicable case statute of limitation; 2) or until evidence in case is destroyed; Hard copy and digitized; for offenses prosecuted under PC800.

GC 34090; PC800 PS050.1
706 -12 Fingerprint: Records Latent CU+3 DPS 1) Retain for applicable case statute of limitation; 2) or until evidence in case is destroyed; Hard copy and digitized; for offenses prosecuted under PC801.

GC 34090; PC801 PS050.2
706 -13 Fingerprint: Suspect Adult/Juvenile CL DPS Adults/Juveniles suspected of a crime, taken for comparison.

Destroy after original purpose achieved.

Law Enforcement Management
Guide by Post
PS051
706 -14 Informant Files T+10 DPS Legal notifications, identification information, payment information, activities information.

GC 34090 PS053
706 -15 Jail: Daily Logs CU+6 DPS Daily report of staffing, bookings/releases, transfers, transportation.

GC 34090 PS054

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
706 -16 Jail: Inmate Record CU+6 DPS Dependent on facility's classification; see laws and guidelines for local detention facilities by Board of Corrections (State of California).
15 CCR 1041; GC 34090; Minimum
Standards suggested by guidelines
for local detention facilities by Board
of Corrections
PS055
706 -17 Jail: Inspection files CU+6 DPS Inspections by various agencies. GC 34090 PS056 706 -18 Jail: Surveys CL+2 DPS Prepared quarterly, forwarded to state board of corrections. GC 34090 PS057 706 -19 Licenses: Secondhand Dealers, Pawn
Brokers (Duplicate/Pink)
CU+2 DPS Original to licensee, blue duplicate to DOJ; pink duplicate retained by agency; renewals issued annually by local agency.

GC 34090 PS061
706 -20 Logs: Rap Sheet CL+3 DPS Requests for criminal history. GC 34090; 11 CCR 702; 11 CCR 707 (c)
PS070
706 -21 Logs: Subpoena CU+2 DPS Subpoenas received/served daily; officer appearance, criminal case - witness appearance or civil subpoena documents.

GC 34090 PS071
706 -22 Pawn Slips/Tickets CU+3 DPS B&P 21633 PS072
706 -23 Photographs - DPS CL DPS Crime scene, photo file, accident, digital photos and other electronic media associated to a case. Retain according to practical and functional association. Retain as form of evidence, destroyed at same time evidence for associated case.

GC 34090 PS073
706 -24 Photographs-booking photos P DPS Photographs - booking photos for offenses prosecuted under PC799.

GC34090; PC799 PS075
706 -25 Photographs-Booking photos CU+20 DPS Photographs - booking photos for offenses prosecuted under PC800 and PC801.

GC34090; PC800; PC801 PS075.1
706 -26 Registration files, Arson, Sex and
Narcotics
L; Life of
registrant within
jurisdiction
DPS Fingerprint card, photos, information also forwarded to DOJ. GC 34090 PS076 706 -27 Arrest/Conviction H&S Section
11357(b),(c),(d),(e) or H&S Section
11360(b) violations (Occurring after
January 1,1996)
CL DPS Applicable to convictions occurring after January 1,1996 or arrests not followed by a conviction occurring after January 1,1996; Exception: H&S11357(e), the record shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to HS11361.5. (Mandatory destruction from date of conviction or date of arrest with no conviction).

H&S11361 PS077
706 -28 Arrest/Conviction H&S Section
11357(b),(c),(d),(e) or H&S Section
11360(b) violations (Occurring after
January 1,1996)
CL DPS Applicable to convictions occurring prior to January 1,1996 or arrests not followed by a conviction occurring prior to January 1,1996 for violations of H&S Code 11357,11364,11365 and 11550.

H&S11361.5(c) PS078
706 -29 Crimes: Felony with or without Arrests CU+6 DPS Prosecution for an Offense punishable imprisonment in state prison for eight years or more must commence within 6 years after offense commission. Commencement of prosecution
defined in PC 804.Exception:see PC803-Trolling /Extension of time periods; Appeals process and Three Strikes also
considerations in assigning retention. Mandatory destruction (upon notice from DOJ).

PC800 PS079
706 -30 Crimes: Felony with or without Arrests CU+3 DPS Prosecution for an offense punishable by imprisonment in state prison for less than eight years, with a retention of 3 years, unless tolling under PC803.

PC801 PS079.1

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
706 -31 Crimes: Misdemeanor/Infractions CL+2 DPS No arrests, identifiable property or missing persons (see: Note 1).

GC 34090 PS080
706 -32 Crimes: Supplemental Felony Capital
Crimes, Crimes Punishable by Death Life
Imprisonment
P DPS No statutory limitation for prosecution - includes 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 causing death (see: Note 1).

PC799 PS081
706 -33 Destruction: Guns P DPS Listing of firear ms that were destroyed. 12030PC,12028PC,12032PC, Post Property & Evidence Manual
PS082
706 -34 Destruction: Narcotics P DPS Listing of narcotics that were destroyed. 11473.5;11479HS;Post Property & Evidence Manual
PS083
706 -35 Public Safety General File Records-Non-
Criminal Occurrences
CU+2 DPS Injured or sick persons wher e person has been returned; traffic collision reports not used as the basis for criminal charges.

GC 34090 PS086
706 -36 Range (Firing) Inventory S+2 DPS Quarterly r eports of inventories of weapons and ammunition held by Department Range.

GC 34090 PS088
706 -37 DOJ statistical Reports, Crime and
Incident
CU+2 DPS Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic Violence; FBI Include Return A/SUPP; Hate Crime Incidents; Homicide
Reports, Supp; Officers Killed or Assaulted; Original to FBI - DOJ; Uniform Crime Reports; DOJ Statistical Reports.

GC 34090 PS089
706 -38 Statistical Information(Crime Analysis) CU+2 DPS Interna lly generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records; citations, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity; officer workload deployment, time usage.

GC 34090 PS090
706 -39 Statistical (UCR), Uniform Crime Reports
Mandatory to DOJ (LEIC)
CU+2 DPS Originals sent to FBI, DOJ, FBI Include Return A/Supplement; Supplementary Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses know to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic violence Related calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death Custody Reporting.

GC 34090 PS091
706 -40 Sealed Files: Adult Found Factually
Innocent
Mandatory
Destruction
Upon and
Pursuant to
Court Order
DPS General Provision: Upon petition, records of agency must be sealed and destroyed in accordance with the provisions set by court record; exceptions.

PC851.8 PS093
706 -41 Sealed Files: Juvenile Mandatory
Destruction
Upon and
Pursuant to
Court Order
DPS Upon petition, Local laws enforcement records within W&I 826(b)may be destroyed as ordered by the court, if related probation and Juvenile court records have been destroyed by the probation officer. Records involving arrests, detention and/or petitioning juvenile before juvenile court.

W&I 826(a) & (b); W&I 781(a) PS094

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
706 -42 Tapes: Audio, Telephone and Radio
Communications
CU+180 Days DPS Exception: recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action.

GC34090.6 PS096
706 -43 Tapes: Surveillance/Security video CU+13 mos DPS Surveillance / security video: jail, MVAR. GC34090.6 PS097 706 -44 Use of Force Supervisory Review Files CU+2 DPS Includes review forms, arrest report copies, logs. GC 34090 PS098 706 -45 Warrants: Felony Until served or
recall after 10
yrs. Exception:

Murder/escape
Y DPS Recommended by the California Law Enforcement Warrant Officer's Association.

GC 34090 PS099
706 -46 Warrants: Misdemeanor Criminal Until served or
recall after 5
yrs.

DPS Recommended by the California Law Enforcement Warrant Officer's Association.

GC 34090 PS100
706 -47 Crimes: Misdemeanor /Infractions CL+2 DPS With arrests, identifiable property or missing persons; Retain until case is adjudicated and criteria reference under Note 1 are met.

GC 34090 PS154
707 POLICE SERVICES
707 -01 Cards: Field Interview CL+2 DPS Information on subject, not arrested, encountered by officer. GC 34090 PS104 707 -02 Citations: HS11357(e), Juvenile /
HS11357(b), HS11357(c), HS11360(b)
violations
CL+2 DPS Health & Safety violations involving HS11357(e), Juvenile / HS11357(b), HS11357(c), HS11360(b) violations; Retain until case is adjudicated.
11361.5H&S PS105,
PS106
707 -03 Citations: Cite and Release CL+2 DPS Cite and Release cases; Retrain until case is adjudicated. GC 34090 PS107 707 -04 Citations: California Vehicle Code
Infractions (duplicates)
CU+90 days DPS Original is forwarded to court. GC34090.5 PS108 707 -05 Citations: Parking/Traffic, Duplicates CU+2 DPS Originals are forwarded to court after agency processing; includes citations electronically created.

GC34090.7 PS109
707 -06 Citations: Transmittals CU+2 DPS Listing of citations forwarded to court, filed for reference. GC 34090 PS110 707 -08 Radar Calibration Records T+2 DPS Documentation of radar instruments retained during use/ownership.

GC 34090 PS114
707 -09 Reports: Traffic Accident CL+10 DPS Traffic accident reports. GC 34090 PS115 707 -10 Reports: Traffic Collision Fatalities P DPS Traffic Collision Fatalities. GC 34090 PS116 707 -11 Vehicle Assignment Reports S+2 DPS Record of assignments. GC 34090 PS117 707 -12 Reports: Repossession/Private Impounds CU+2 DPS Record of v ehicle respossession or private property impounds. GC 34090 PS119 707 -13 Vests, Bulletproof Letters/Authorization CU+2 DPS Authorization to purchase. GC 34090 PS121 707 -14 Warrants: Traffic Recall after
5 Years
DPS Recommended by the California Law Enforcement Warrant Officer's Association.

GC34090; Recommended by the
California Law Enforcement Warrant
Officer's Association
PS123
707 -15 Weapons Database P DPS Departmentally-owned weapons, personal weapons, alternate weapons, secondary handguns; produces inventory reports.

GC 34090 PS124
708 LOCAL/NATIONAL

EMERGENCIES/DISASTERS
708 -01 Mutual Aid, Strategic Plans S+2 DPS GC 34090 PS001 800 PUBLIC WORKS

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
801 GENERAL, ADMINISTRATION AND

INFORMATION
801 -01 Meetings: Tailgate and Safety CU+1 DPW, ESD, FIN Safety Meet ing/Tailgate Logs, Agendas, Training Material. 8CCR3203(b)(2) PW123 801 -02 Application Special Events CU+2 DPW, OCM Permits, correspondence, related documents regarding use of rights of way .

GC 34090 TRAN003
801 -03 Maps and Plans P Y DPW Parcel Maps and subdivision maps, city boundaries, record drawing plans showing substantial new improvements in the ROW, franchise utility work for fiber optics, recorded maps, surveys, monuments, temporary traffic control, contains records regarding planning, design, construction, conversion or modification of local government-owned facilities, structures and systems, streets, curbs, gutters, sidewalks, storm drains.

GC 34090(a) , H&S19850; GC 4003;
GC 4004
DEV019,
DEV021,
DEV045,
DEV062,
PW055
801 -04 Flood Control: Water Drainage Facilities P DPW, ESD Includes dams, lakes, basins, creeks. GC 34090 PW078 801 -05 Flood Control: Flood Zones P Y DPW Includes flood maps. GC 34090 PW079 801 -06 Flood Control: Insurance Programs S+2 Y DPW Includes copies of policies, rules, programs. GC 34090 PW080 801 -07 Flood Control: Policies and Procedures S+2 Y DPW Rules and Regulations. GC 34090 PW081 801 -08 Flood Control: Reports/ Studies CL+2 Y DPW Reports from FEMA. GC 34090 PW082 801 -09 Inventory: Equipment CU +2 Y DPW Examples: Includes hand tools, heavy equipment, tool truck and trailer.

GC 34090 PW084
801 -10 Maintenance and Operations Documents P Y DPW, ESD Examples include drawings, contracts, specifications, photos, reports, work orders, inspections, repairs, cleaning, complaints, signals, striping, street trees, facilities, swim pools, custodial service, vandalim, hazards, drainage plan, park lightning, golf hazard log book, future plans, new sites, expansions, site studies,streets, street lights, parking lots and concrete maintenance.

GC 34090 PW004,
PW005,
PW009,
PW038,
PW039,
PW040,
PW044,
DEV064
801 -11 Photographs - Aerial S+2 CDD, DPW Example: Aerial photographs, Real Estate. GC 34090(d) DEV023 801 -12 Special Districts P Y DPW, ESD Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction, annual engineer's report of assessment for downtown parking district.

GC 34090(a) DEV047
802 ENGINEERING - LAND DEVELOPMENT
802 -01 Lot Line Adjustments, Lot Mergers P CDD, DPW CDD: Buildings, Condemnation, Demolition.

DPW: Lot split and lot merger documentation not recorded via map.

GC 34090, GC 34090(a) DEV072,
DEV078
802 -02 Benchmark Data P DPW Horizontal, vertical & control. GC 8771 DEV001 802 -04 Franchises and Encroachment
Agreements
S+2 Y DPW Franchise Agreements with utility companies. Encroachment Agreements for private facilities in public right of way. Includes Small Cells Network Facilities.

GC 65864, GC 65869.5, GC
34090*(CCP 337.2, 343)
DEV012

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
802 -05 Agreements for Public Improvements CL+2 DPW Improvement Agreements not associated with development projects. Includes maintenance agreements and agreements with other agencies.

GC 65864, GC 65869.5, GC
34090*(CCP 337.2, 343)?
N/A
802 -06 Easement Documents,
Abandonments/Vacations
P Y DPW Easements accepted by the City (not via map), Relinquishment of public streets.

GC 65864, GC 65869.5, GC 34090*
( *CCP 337.2, 343)
DEV012,
PW031,
PW048
802 -07 Encroachment Permits CL+2 Y DPW Documentation for minor improvements to the public right of way including associated bond documents.

GC 34090(a); H&S19850; GC 4003;
GC 4004
DEV021,
DEV022
802 -08 Land Development Project Documentation CL+7 DPW Information and correspondence related to engineering conditions of approval for land development projects, indudling back up documentation for offsite improvements and associated bond documents.

GC 8771 N/A
803 CAPITAL IMPROVEMENT PROJECTS
803 -01 Reports: Bridges, Overpasses, City-owned
Faciltiies
L Y DPW Retain for the life of the facility or structure. Caltrans bridge assessment reports.

GC 34090 PW063
803 -02 Project Documentation CL+10 Y DPW Consultant Contracts, correspondance, Federal Aid documentation, construction documentation.

CC337.15 DEV043
803 -03 Studies: Masterplans and Condition
Assessments
S+2 DPW Special or long range program pl an for facilities – coordination of services; strategic planning.

GC 34090(d) DEV028,
DEV020
803 -04 Project Design and Construction
Documentation
P Y DPW Contains records regarding planning, design, construction, conversion or modification of local government-owned facilities, structures and systems.

GC 34090; GC 4004; H&S 19850 DEV062
803 -05 California Environmental Quality Act
(CEQA) Information
P Y CDD, DPW, ESD Exemptions, Environmental Impact Report, Mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding
considerations.

GC 34090(a) + CEQA Guidelines DEV052
803 -06 Environmental Review Information CU+6 CDD, DPW, ESD Correspondence, consultants, issues, water and energy conservation records.

GC 34090(d) DEV054
804 PROPERTY MANAGEMENT
804 -01 Real Property Acquisitions/Dispostions CL+10 Y DPW Land acquisitions, correspondence, improvements, statutory records, supporting documents re: sale, purchase, exchange, lease or rental of property by City.

GC 34090(a); GC 6254 PW011,
DEV073
804 -02 Agreements T+4 Y DPW Including concessionaire, slip rental, facility storage. CCP 337 TRAN001 804 -03 Appraisals CL+2 CDD, DPW Exempt until final acquisition or contract agreement obtained. GC 34090; GC 6254(h) DEV075 804 -04 Deeds: City-Owned Properties P Y DPW Property deeds, title insurance, environmental reports and all supporting documents related to the property.

GC 34090(a); 24 CFR 570.502; 24
CFR 85.42
DEV076
805 PARKS, GOLF AND TREES
805 -01 Inventory, Equipment CU+10 Y DPW Equipment records covering purchase orders, inventory, replacement schedules, warranties, repairs, general file for each park.

GC 34090 PW003
805 -02 Irrigation Maps P Y DPW, ESD Irrigation, plot plans. GC 34090 PW006 805 -03 Policies and Procedures - Parks,Golf,
Trees
S+2 Y DPW Includes rules and regulations. GC 34090 PW010 805 -04 Vending Machines, Golf Course
Restaurants
AU+4 DPW Vendor agreements, monthly income reports, record of payments, closeout reports, yearly financial statements and audit reports.

GC 34090 PW127

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
805 -05 Schedules, Class & Events - DPW CU+2 DPW Documents pertaining to recreation activities/classes/events registration. Examples: Records covering instructor agreements, registration, attendance, tournaments, fee waivers, membership cards, memberhip roster.

GC 34090 PW017
806 TRANSPORTATION, TRAFFIC,

STREETS, STREETLIGHTS AND

CONCRETE
806 -01 Traffic Signal Logs CL+2 DPW, DPS Counts, collisions, accidents. GC 34090(d) DEV049 806 -02 Roadway Closures P Y DPW Roadway closures, easements, Rights-of-way. GC 34090 PW032, PW033
806 -03 Roadway Naming and numbering P Y DPW Roadway Field Books, Naming and Numbering. GC 34090 PW034, PW057
806 -04 Roadway Intersection Records and
Parking Lots
CU+2 DPW Includes correspondence, volume counts, accident history. GC 34090 PW036 806 -05 Traffic Control Devices P Y DPW Warrant studies for installation of Regulatory, Warning, and Guide signs, Traffic signals including inventory of all.

GC 34090 PW037
806 -06 Permits: Improvements, Parking and
Paving
CL+2 DPW May include curb, sidewalks; Applications for evacuation, fill, alterations and residential parking permits, oversize loads.

GC 34090 PW049,
PW050,
PW051,
PW052
806 -07 Roadway Photographs S+2 DPW Include aerials. GC 34090 PW054 806 -08 Streets-Traffic Policies, Procedures and
Ordinances
S+2 Y DPW, OCM Includes Ordinances, rules, regulations, standards, aerial photographs, parking regulations, Routes.

GC 34090 PW056,
PW045
806 -09 Policies and Procedures: Speed Limits S+2 Y DPW Engineering & Traffic Surveys - speed limit enforcement. GC 34090 PW058 806 -10 Roadway Programs: Traffic Safety
Reports and Studies
S+2 Y DPW Drivers Education, Pedestrians and Bicyclist Safety, Safe Routes to School Bicycle Lanes, traffic claming, parking restrictions.

GC 34090 PW061,
PW064
806 -11 Reports:Traffic Studies and Traffic
Counts, Routes and Data Collection
CL+2 Y DPW Traffic volume, collision history, statistics, turning movement counts (TMC), Evaluation of traffic volume, truck routes, streets, alleys.

GC 34090 PW065,
PW066,
PW046
806 -12 Traffic Signal and Signage Documentation L+2 Y DPW Retain for the life of the equipment.

Log books, index register cards, inventory lists, records/studies of traffic signs, signal drawings, wiring diagrams, codes, traffic signal equipment, poles and standards, timing sheets, circuit numbers, installation records, and testing and maintenance.

GC 34090 PW069,
PW070
806 -13 Congestion Management Programs CU+2 DPW Ride sharing, trip reduction. GC 34090(d) DEV053 807 FLEET MAINTENANCE
807 -01 Hazardous Waste Disposal
Documentation
CU+10 DPS, DPW Documentation re handling and disposal of hazardous waste. CAL OSHA; 40 CFR 122.21 TRAN005 807 -02 Fueling AU+4 DPW Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations.

CCP 337 TRAN004

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
807 -03 Inventory, Equipment & Supplies L+2 Y DPW Retain for the life of the equipment (Note: for fleet this means when vehicle is auctioned off).

Includes vehicles, aircraft, vessels and related documents re repairs, Owners manual, warranty documents, Department of Motor Vehicle title and registration, and related documents, Includes vehicles, aircraft, vessels and related documents re repairs, Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs.

CG 34090 TRAN006,
TRAN007,
TRAN009
807 -04 Licenses and Permits CU+2 Y DPW Forms,related documentation re:licenses and permits required by federal and state agencies, Permits, correspondence, related documents re use of rights of way, Applications Special Events, lists, reports, memos and working documents, Log books, request forms.

GC 34090, GC 34090.5 TRAN008,
TRAN010,
TRAN011
807 -05 Vehicle Ownership & Title L Y FIN, DPW Title tr ansfers when vehicle sold. VC 9900 et seq. FIN024 807 -06 Inventory: Equipment CU+2 Y DPW GC 34090 PW084
900 ENVIRONMENTAL SERVICES
901 COMPLIANCE/TESTING
901 -01 Underground Utility Locating AU+6 ESD USA Daily Ticket Recaps, Locator Logs, and Tickets. Title 1 Division 5 Chapter 3.1 Article 2 Section 4216
PW074.01
901 -02 SSMP and Supporting Documents L+10 Y ESD Retain for the life of the equipment, asset or entity the documents relate to.

SSMP, Annual Questionainaire, Bi-Annual Audit, Flushing Reports, Repair Reports, SSO Reports, Surcharge Reports, Daily Work Reports.

SWRCB Order #2006-0003 & WQ
2013-0058 EXEC
PW074.02
901 -03 Regulatory Compliance Records: NPDES
Stormwater Permit; Annual/Semi-Annual
Reports for NPDES,
Stormwater/SCVURRP and Recycled
Water
L+10 Y ESD Retain for the life of the equipment, asset or entity the documents relate to.

Yard SWPPP, Annual Corp Yard Stormwater Inspection Report, Annual Catch Basin Cleaning Logs, Annual Small trash capture device cleaning logs, HDS cleaning logs, Bio-retention
Maintenance Reports, Outfall Inspection logs.
40 CFR 122.41 PW130,
PW180
901 -04 Reclamation Documentation Reports;
Pollution Discharge Monitoring
Documentation
CU+5 Y ESD Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc.
40 CFR 122.41 PW097,
PW102
901 -05 Reports: Drinking Water Corrections &
Sanitary Surveys/Surveys: Water System
Sanitary.

CU+10 Y ESD Statistics, reports, correspondence/Sanitary Survey and supporting documentation.
40 CFR 141.33, PW103,
PW108,
PW115,
PW111
901 -06 Reports: Lead Service Line; Public
Education; Water Quality Parameters;
Water Source Information; State
Certifications
CU+12 Y ESD Compliance documentation. 40 CFR 141.91 PW105, PW106,
PW107,
PW109,
PW110.
901 -07 Violations, Drinking Water CU+3 Y ESD Retention applies to each violation. 40 CFR 141.33 PW121 901 -08 Training Materials S+2 Y ESD Training Materials (Internal & External). GC 34090 PS025 901 -09 Meetings: Tailgate and Safety CU+1 Y ESD Tailgate and Safety Meetings/Materials. 8 CCR 3203(b)(2) PW123 901 -10 Training Certificates and Records CU+7 Y ESD Training Certificates and Records. GC 34090 PW144

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
901 -11 WPCP Regulatory Compliance Records:

Confined Space
CU+10 ESD Confined Space Entry Permits. 40 CFR 122.41, 40 CFR 141.33 PW171 902 OPERATIONS/MAINTENANCE

CONSERVATION
902 -01 Infrastructure Condition Assessment Data S Y ESD Examples include:CCTV Inspection Videos & Condition Assessment Database & Reports, Repair Priority Lists.

SWRCB Order #2006-0003 & WQ
2013-0058 EXEC
PW074.03
902 -02 Maintenance and Operations
Documentation Water/Inventory:

Equipment/Water Meter Operations/Water
Well & Pumping/Reports: Water
Conservation, Water Consumption
CU+3 Y ESD Includes work orders, inspection, repairs, cleaning, reports, complaints/Times operational, power used and quantity/Reader reports, orders, tests, Maintenance Reports/Backflow Test, repair, installation reports and permits/Work orders/Daily work reports/Stand by documentation and logs/call back logs, OT documentatio /CCR /RW annual site inspections.

GC 34090, CCR Title 17 & Titile 22 PW086,
PW088,
PW091,
PW099,
PW100,
PW084,
PW005
902 -03 Valve Maintenance Records P Y ESD Valve maintenance program/valve information and asset number.

GC 34090 PW120
903 REPORTS, STUDIES - SOURCE

INFORMATION
903 -01 Master Plans, Annual/Master
Plans/Reports: Well Level
Information/Water Sources/Permits,
Others
S+2 Y ESD Special or long range program plan for municipalities- coordination of services; strategic planning UWMP, ERP, PWCPD, WQ Monitoring Plan/Nitrification Plan/SOP's/Fire Flow info/RW applications, engineer reports, cross-connection test reports/Misc Permits Not Covered Elsewhere.

GC 34090, CCR Title 22 DEV020,
PW090,
PW112,
PW11,
PW094
903 -02 Master Plans (Copies) CU+2 ESD, DPW Master Plan Copies. GC34090 PW042 903 -03 Reports: Studies CL+2 ESD Miscellaneous studies. GC 34090 PW029 904 MAP, INFRASTRUCTURE, CONTRACTS
904 -01 Maps & Plats P Y ESD, DPW Engineering & field notes and profiles; cross-section of roads, streets, right-of-way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, Block maps, septic tank maps, etc.

GC 34090(a) DEV019
904 -02 Underground Utilities P ESD Water and sewer. GC 34090; GC 4003, GC 4004; H&S 19850
PW074
904 -03 Water Connection Records, Device
Locations and Water Maps
P Y ESD Maps, water line connection, 50 scale black maps/mains, valves, hydrants, wells, etc.

GC 34090 PW076,
PW085,
PW089
904 -04 Reports: Corrosion Control CU+12 ESD Compliance documentation. 40 CFR 141.91 PW101 904 -05 Surveyor Field Notes CL+10 Y ESD Notes preparatory to maps of water installations. GC 34090 PW114 904 -06 Infrastructure Plan Related CU+2 ESD Long range infrastructure plan and supporting documentation. GC 34090 PW122 904 -07 Water/Sewer Infrastructure Data in GIS S Y ESD Geographic Information System (GIS) Database. GC 34090 N/A 904 -08 GIS Asset Record Change Documentation P ESD Documentation for changes to the City's GIS asset database. GC 34090 N/A 905 WPCP OPERATIONS, MAINTENANCE

RECORDS AND REPORTS
905 -01 Underground Utility Locating AU+6 ESD Examples in clude: USA Daily Ticket Recaps, Locator Logs, and Tickets.

CAGC Title 1 Division 5 Chapter 3.1
Article 2 Section 4216
PW074.01
905 -02 Exception Collection Reviews, Waste
Logs
CU+2 ESD (exception Collection Reviews, Waste Logs). GC 34090 PW125

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
905 -03 Biosolids CU+5 Y ESD Record keeping. 40 CFR 503.17 PW126 905 -04 Data-Operations and Maintenance (Paper) CU+10 Y ESD WPCP Operations, Stormwater, Pretreatment, CMMS (Maximo), Title V Permit, Ops / Scada, Equipment Manufacturer's
Specifications, Drinking water well monitoring; Groundwater well monitoring.

GC 34090 PW146
905 -05 Special Studies & System History L Y ESD Retain for life of the facility.

Project files, contracts, grant documents, applications, inventory, Well Logs, As- Builts, Operator Designations, Significant Events.

BMP - Department Policy, GC 34090 PW166
906 REGULATORY - ENVIRONMENTAL

LABORATORY
906 -01 State Monthly Reports: Wastewater CU+5 Y ESD SMR & DMR NPDES Reports. 40 CFR 122.41 PW129 906 -02 State Monthly Reports: Water CU+10 Y ESD Drinking Water Compliance Reports. 40 CRF 141.33 N/A 906 -03 Laboratory Data Documentation CU+5 Y ESD Lab Worksheets, Instrument Response Data, Calibration Data, QC Data, Chain of Custody (COCs), PT Sample Data (WP &
WS), IDOC data, MDL Data.
2016 TNI Std. Vol 1, Module 1 & 2;
40 CFR 141.33
PW145
906 -04 Laboratory Data Documentation - Drinking
Water
CU+10 Y ESD Lab Worksheets, Instrument Response Data, Calibration Data, QC Data, Chain of Custody (COCs), PT Sample Data (WP &
WS), IDOC data, MDL Data.
40CFR 141.33; 40CFR 141.91 PW117,
PW118,
PW119
906 -05 Laboratory Data Results P Y ESD Electronic database or equivalent, e.g., LIMS. GC 34090, BMP N/A 906 -06 Laboratory Certification Documents CU+5 Y ESD PT St udy Reports, Quality Assurance Manuals, SOPs, Training Records, ELAP Application, 3rd Party Audit Reports, Corrective Action Reports, ELAP Certificates and Chemical Hygiene Plan. 2016 TNI Standard Volume 1 PW147,
PW149,
PW150,
PW151,
PW152
906 -07 Laboratory State Certificates P Y ESD Analytical Li cense issued by State. 40CFR 141.33; 40CFR 141.91 PW148 906 -08 Laboratory Documents CU+30 ESD MSDS; Current c hemical products in use and those used in the past.
29 CFR 1910.1200 PW153
906 -09 Lead & Copper Rule Records CU+12 Y ESD Lab reports, COCs, and data for Lead & Copper Rule implementation.
40 CFR 141.91 PW179
907 WPCP AND REGULATORY PROGRAM

COMPLIANCE
907 -01 Regulations S+2 Y ESD, CDD, OCM I ncludes legislation. GC 34090 PW027 907 -02 Permits L+10 Y ESD Retain for the life of the entity being permitted (permits issued TO
the City and are specific to building, equipment, other asset).

Title V Air Permits
Bay Area Air Quality Management District: Permit to Operate NPDES (WPCP, Municipal Stormwater)
Hazardous Waste Generator
401 Certifications
Biosolids Landfill
COE and BCDC Maintenance Dredging
Pressure Vessel Permit to Operate
City of Sunnyvale: Fire and Environmental Services.
40 CFR 63.10(b)
PTO
40 CFR 122.41
22 CCR
66262.40
GC 34090
GC 34090
8 CCR 461; LC 7680; GC 34090
SMC 16.53; SMC 20.32; GC 34090
PW132,
PW133,
PW134,
PW135,
PW136,
PW137,
PW138,
PW139,
PW140,
PW141

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
907 -03 Permits Issued by WPCP L+3 Y ESD Retain for the life of the entity being permitted (permits issued BY the City and specific to business, building or other asset).

Pretreatment Discharge Permits, applications, approvals (including groundwater).
40 CFR 403.8 (f) (2) PW142,
PW143
907 -04 Special Study Reports L+10 Y ESD Retain for the life of the asset or facility being studied.

Studies conducted to address regulatory requirements or operational needs.
40 CFR 122.41 PW131,
PW151
907 -05 Reports to Regulatory Agencies L+10 Y ESD Retain for the life of the entity being permitted.

Reports to regulators demonstrating compliance, e.g., Annual NPDES, Annual and Semiannual Pretreatment, Stormwater,
Title V annual certificaiton and semi-annual monitoring reports, BCDC dredging, hazwaste generator and biennial).
40CFR 122.41
GC 34090
PW154,
PW155,
PW156,
PW157,
PW158,
PW159
PW160,
PW161,
PW162,
PW163,
PW164,
PW165,
PW130
907 -06 Correspondence with Regulatory
Agencies
L+10 Y ESD Retain for the life of the entity being permitted.

Correspondence regarding permitting, compliance, and
regulatory development.

CGC 30490, BMP, Department
Policy
PW167,
PW168
907 -07 Regulatory Inspections and Audits L Y ESD Retain for the life of the entity being permitted.

Examples: NPDES, Title V, Haz-mat, Safety, Risk Management Plan, OSHA. Includes reports, findings, and documentation of corrective actions.

BMP Department Policy, GC 34090,
CFR 122.41, 40 CFR 141.33, 40
CFR 141.91, 19 CCR 2760.8
PW169
907 -08 Regulatory Compliance Records CU+10 Y ESD OSHA - Respiratory protection Confined Space Entry Permits
Community Right to Know
Spill Prevention Control and Countermeasures Plan
AB-32 - Green House Gas Reporting
Title V Permit
Sanitary Sewer System WDR
Stormwater Permit
WPCP NPDES Permit
40 CFR 122.41
8 CCR 5157.d.14 & e.6
19 CCR 2651
40 CFR 112
17 CCR 95105
40 CFR 63.10(b)
WQ 2022-0103-DWQ
Order R2-2022-0018
R2-2020-0002
PW170,
PW171,
PW172,
PW174,
PW175,
PW176,
PW178,
PW180,
PW181
907 -09 WPCP Hazardous Waste Manifest s CU+3 Y ESD Hazardous Waste Manife sts & Inspections. 22 CCR 66262.40401(a) PW177 908 SUSTAINABILITY
908 -01 Climate Action Plan Reporting CU+25 ESD CAPs, GH G Inventories, annual progress reports, program performance reports.

GC 34090, BMP N/A
908 -02 Sustainability Project Documentation CU+10 ESD Administrative and operating information for implementation of climate programs.

GC 34090, BMP N/A
909 SOLID WASTE
909 -01 Collections CU+2 Y ESD Daily Records, Usage, Operations, Franchise. GC 34090 PW018 909 -02 Exception Collection Reviews, Waste
Logs
CU+2 Y ESD (exception Collection Reviews, Waste Logs). GC 34090 PW125

ATTACHMENT 1

CITY OF SUNNYVALE RECORDS RETENTION SCHEDULE
DRAFT Updates: July 1, 2025

CATEGORIES / RECORD SERIES RETENTION

PERIOD(S)
VITAL
(Y=Yes)
DoR
(Owner) DESCRIPTOR / EXAMPLE CITATION
FORMER
RECORD
SERIES #

SEE LEGENDSEE LEGEND
909 -03 Facilities Information CU+2 Y ESD Correspondence, Patron List. GC 34090 PW019 909 -04 History, Sanitation P ESD Where City-owned. GC 34090 PW020 909 -05 Landfill P Y ESD Sunnyvale Landfill closure, administration, inspections, gas collection system, slope stabillity, water quality, miscellaneous projects, permits.

GC 34090 PW018
909 -06 Maintenance and Operations CU+2 Y ESD Includes work orders, inspections, repairs, reports and audits. GC 34090 PW018 909 -07 Maps P Y ESD Location maps. GC 34090 PW020
909 -08 Public Education CU+2 Y ESD Compliance documentation. AB 32, AB 341, AB 1826, SB 1383 PW095 909 -09 Rates & Services CU+2 ESD Rate setting. GC 34090 PW025 909 -10 Recycling Programs S+2 Y ESD AB 939, SRRE, Sub-element. GC 34090 PW026 909 -11 Studies CL+2 N ESD Includes consultants. GC 34090 PW029 909 -12 Tonnage Reports CU+2 Y ESD Franchise, haulers. GC 34090 PW030 909 -13 Agreements T+5 Y ESD Franchise agreements, Kirby Canyon Landfill agreement and fee.

N/A
910 SMART STATION
910 -01 Tonnage Reports CU+3 ESD SMaRT Scale records Inbound/outbound; SMaRT Logs. Title 14, CCR Article 6.3, Section 17414
PW030,
PW124
910 -02 Permits CU+3 ESD CalRecycle SWFP 43-AA-0009, 43-AA-0040 (LOSO,Complaints,Approvals), Hazardous Materials Storage CSV Permit (Manifests) UST inspections/testing.

GC 34090 PW094
910 -03 Agreements T+5 ESD SMaRT Operating Agreement, change in scope, disposal agreements, organics processing agreements, partner city disposal agreements, MOU with partner cities.

CCP 343 PW030
910 -04 Permits CU+5 ESD TV BAAQMD - Source dat a pertaining to Permit Conditions (E- Gen Maint, tonnage data, abatement device maint and ops records).

TV 5905 -Permit Conditions PW133
910 -05 Environmental Review Information P ESD Studies and reports related to SMaRT Station operations, sea level rise impact.

N/A
1000 NOVA WORKFORCE SERVICES - (NEW
Category)
1000 -01 Workforce Innovation and Opportunity Act
Grants
CL+3 Y NOVA Includes Grant, grant agreements, interagency agreements, contracts or any other award, including financial, statistical, participant, monitoring, and property records including supporting documentation.
2 CFR 200.333 N/A
1000 -02 Non-WIOA programs not otherwise
specified
CL+3 Y NOVA Includes Grant, grant agreements, interagency agreements, contracts or any other award, including financial, statistical, participant, monitoring, and property records including supporting documentation.
2 CFR 200.333, GC 34090 N/A

ATTACHMENT 1