Exhibit A - Records Retention Schedules — Union City City Council, April 14, 2026 (part 2 of 2)

12-00-00 POLICE DEPARTMENT
Legend:

Recordings determined by the City Attorney for litigation or the District Attorney for crime prosecution. The City of Fremont retains the recordings.

City of
Fremont
AC * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
12-09-18 Local Records Checks Citizen requests their own personal information for completing student/work visas or for adoption
applications.

Records CY+2 GC 34090; 2 year minimum requirement
12-09-19 Criminal Background Checks Third party requests from outside agencies. Includes a waiver for release of personal information.

Records CY+3 GC 34090; 2 year minimum requirement
CCP 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
12-09-20 Medical Screening Forms Used to evaluate prisoner's medical status prior to incarceration. Information is not confidential since it is used for classification and for making custody personnel aware of conditions of the prisoner.

Records AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after
discharge.
15 CCR 1205; Maintain separately from inmate files, no
retention listed
15 CCR 1207; Maintain, no retention listed
California "Minimum Guidelines for Local Detention
Facilities" state "There is no Title 15 regulation related to records retention" for these records.
12-10-00 Vehicle & Equipment Maintenance
12-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
12-10-02 Vehicle Accountability Reports Used for vehicles and all other equipment related to vehicles or radio handpacks. Maintained by vehicle for
the life of vehicle.

Traffic LOV+3 GC 34090; 2 year minimum requirement
CCP 338; 3 years for action
CCP 340.5; 3 years for action
8 CCR 3203; IIPP equipment inspections, 1 year
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. 2 years after termination for communication equipment.
12-10-03 DMV Registration Maintained separately from vehicle maintenance files, by year.

Traffic LOV+3 GC 34090; 2 year minimum requirement
CCP 338; 3 years for action
CCP 340.5; 3 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 87 ends

12-00-00 POLICE DEPARTMENT
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS - Life of Board, Building, Vehicle, Improvement or System, M - Month(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
12-10-04 Speedometer Calibration Records Traffic AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for radar calibration records
Administrative Policy: Follow retention guidelines for
radar calibration for all equipment calibrations
12-10-05 Minor Vehicle Damage Log Book Maintained in the Watch Commander's office. For damage that does not require immediate repairs.

Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance and repairs
12-10-06 Surveillance Van Vehicle Log Maintained in the Watch Commander's office. Traffic CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for daily activity logs.
12-10-07 Vehicle Maintenance Record Includes Vehicle Accountability Reports, County Repair Sheets, city repair sheets, private vendor repair sheets and general maintenance records for vehicles.

Traffic LOV+3 GC 34090; 2 year minimum requirement
CCP 338; 3 years for action
CCP 340.5; 3 years for action
8 CCR 3203; IIPP equipment inspections, 1 year
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
12-10-08 Asset Tracking Tags/Logs Metal tags assigned to equipment and recorded in a tracking log.

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for equipment logs and inventories.

Administrative Policy: Maintain permanently due to
creation and maintenance of the log.
12-10-09 Monthly Mileage Log Compilation of mileage for each vehicle in service. Traffic CY+7 GC 34090; 2 year minimum requirement CCP 338(k); SOL of 3 years for action, air quality
State of California Guidelines; 7 years plus the current year for total daily mileage surveys and logs, referencing CCP 338.
12-11-00 Animal Control
12-11-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

F&A 32003; 3 years for animal disposition records.
12-11-03 Monthly County Rabies Report Copies of submissions to county vector control AC CY+3 PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 88 ends

12-00-00 POLICE DEPARTMENT
Legend:

AC AC+3 PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
12-11-05 Vicious Dog Incidents Copies of case files for Animal Control. The hearings are handled by the Assistant City Manager. Original case
maintained by Police Records.

Assist CM ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
12-11-06 Vaccination Certificates Forwarded by vets and/or City of Fremont Animal Shelter. Copy maintained by Animal Control, original not maintained by Fremont.

AC CY+3 PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
12-11-07 Animal Bite Reports Copies of case files for Animal Control. Original case maintained by Police Records, and a copy is sent to
County Vector Control.

Records ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
12-11-08 Animal Bite Reports Rolling Log Lists case number for animal bite reports. No requirement to maintain this log.

AC CY+3 GC 34090; 2 year minimum requirement
PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
12-11-09 Owner Surrenders Surrender profile of owner surrenders. May be either an original or a copy from Fremont.

AC AC+3 PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
12-11-10 Kennel Cards Copies of cards for when animals are received. Used as a reference for owners searching for their animals.

AC AC+3 PC 597.1(d); 3 years after animal's impoundment ends.

F&A 32003; 3 years for animal disposition records.
12-12-00 Professional Standards Unit
12-12-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 89 ends

12-00-00 POLICE DEPARTMENT
Legend:

Non-evidence, Police Report with No Arrest, Detention / Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

PSU
C
2Y
5Y or 15Y *
P
PC 832.18(5)(a)&(b); 60 days for non-evidentiary data, 2 years for evidentiary data.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.

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

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

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

PC 799; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 90 ends

13-00-00 YOUTH AND FAMILY SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
13-01-00 YFS Administration
13-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Include referrals, intakes, consent to services,
permission slips, telehealth consents, assessments,
treatment plans, consents to release and obtain
confidential information, authorization to contact,
grievance forms, service deliveries, case contact logs, resumes, applications, skill sets and screening tools,
safety plans, tracking logs, completion information,
goals, outcomes and meeting notes, case closing
forms, and any documents required by the grant source.

Information on individuals within the Homeless Program
CAREavan safe parking program: CAREavan safe
parking enrollment forms, applications, service
assessments, and any documents required by the grant
source.

YFS AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after
discharge
45 CFR 164.530(j)(2); 6 years
13-01-03 Resource Lists Resources in the community or referrals to outside agencies.

YFS ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.
13-02-00 Outreach
13-02-01 General Information All Depts AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
13-02-02 Outreach Events Includes event flyers, applications, liability waivers, emergency contact information, consent forms, facility
and park user permits.

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

State of California Guidelines; 2 years plus the current year event records.
13-03-00 Intern Program
13-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current.
13-03-02 Resumes - Not Interviewed Includes applications and interview notes for interns. YFS C CY+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS - Life of Board, Building, Vehicle, Improvement or System, M - Month(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV: 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 91 ends

13-00-00 YOUTH AND FAMILY SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS - Life of Board, Building, Vehicle, Improvement or System, M - Month(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-03-03 Intern Applications - Not Selected Includes applications and interview notes for interns. YFS C CY+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
13-03-04 Individual Intern Files Includes intern application, supervision records, human resources information, Board of Behavioral Sciences
hours for Marriage & Family Therapist interns obtaining license, check off sheets, evaluations, letters of
recommendation, client load data and other program
documents.

YFS C AT+6 29 CFR 1627.3(b); 1 year for training records 29 CFR 1602.21; 2 years after completion for apprentice records
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination, Current year plus 7 years for non-safety training
records. Current year plus 2 years for certificates and designations training.
13-04-00 Parent Project Program
13-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Comprehensive information on specific families
recommended for classes.

YFS C AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after
discharge
45 CFR 164.530(j)(2); 6 years
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
22 CCR 101221; 3 years after termination
13-04-03 Parent Project Program Class Binders Includes participation agreements, registration forms, release of information, fee agreements, roll sheets, child care agreements, class evaluations, pre and post
surveys relating to a specific class.

YFS C AC+7 H&S 123145; Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after
discharge
45 CFR 164.530(j)(2); 6 years
5 CCR 18067; Maintain all child care accounting and
reporting records for 5 years
22 CCR 101221; 3 years after termination
Administrative Policy: Maintain parent project program
class binders for 7 years after completion of the class to meet minimum requirement for the parent case
information.
13-04-04 Registration Forms - Non-attendees YFS C AC+7 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

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

Administrative Policy: Maintain for 7 years after
completion for credit towards other programs.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV: 3/20/2026 The City of Union City
Records Retention Schedules and UFIRST™ Index

Page 92 ends

13-00-00 YOUTH AND FAMILY SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS - Life of Board, Building, Vehicle, Improvement or System, M - Month(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-04-05 Class Flyers YFS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved. REV: 3/20/2026

Union City City CouncilApril 14, 2026

Union City City Council
April 14, 2026