Exhibit A - Records Retention Schedules — Union City City Council, April 14, 2026 (part 1 of 2)

CITY-WIDE RECORDS RETENTION SCHEDULES
Adopted [DATE] – Resolution #[NUMBER]
Amended [DATE] – Resolution #[NUMBER]
Amended [DATE] – Resolution #[NUMBER]
Amended [DATE] – Resolution #[NUMBER]
The City of Union City
Records Retention Schedules and UFIRST™ Index

TABLE OF CONTENTS

SERIES CODE RECORD CATEGORIES PAGE
01-00-00 CITY-WIDE ADMINISTRATION 2
02-00-00 CITY MANAGER, CITY ATTORNEY, PIO 6
03-00-00 SOLID WASTE 8
04-00-00 CLERK & LEGISLATIVE BODIES 9
05-00-00 HUMAN RESOURCES 16
06-00-00 FINANCIAL SERVICES 23
07-00-00 INFORMATION TECHNOLOGY 32
08-00-00 COMMUNITY & RECREATION SERVICES 34
09-00-00 ECONOMIC & COMMUNITY DEVELOPMENT 39
10-00-00 REDEVELOPMENT AGENCY 48
11-00-00 PUBLIC WORKS 57
12-00-00 POLICE DEPARTMENT 69
13-00-00 YOUTH & FAMILY SERVICES 90
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

The City of Union City
Records Retention Schedules and UFIRST™ Index

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01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
01-01-00 Administrative Materials
01-01-01 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.

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.
01-01-02 Correspondence & Reports - External Includes correspondence and reports not related to projects or other areas within the retention schedules.

All Depts CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal Includes correspondence and reports not related to projects or other areas within the retention schedules.

All Depts CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives All Depts S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.
01-01-05 Policies & Procedures All Depts V S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff & Interdepartmental Meetings Includes informal meeting agendas. All Depts EY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-07 Surveys & Studies - General City All Depts AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Supervisor Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

All Depts C ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.
01-01-09 Budget Workpapers, Departmental All Depts S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
Administrative Policy: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.
01-02-00 Reference Materials
01-02-01 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.
01-02-02 Professional Associations/Organizations All Depts CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
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

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01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
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
01-02-03 Community Organizations/Foundations All Depts CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Complaint Files General complaints to City departments. Does not include claims against the City.

All Depts AC+7 42 USC 1983; Settlement of complaint plus 7 years 01-02-05 Historical Information/Events All Depts H P GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Administrative Policy: Retain permanently for historical value
01-02-06 Technical Reference All Depts ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum requirement.
01-03-00 Records & Information Management Program
01-03-01 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.
01-03-02 Electronic Document Management System Repository for official electronic records. City-wide ACT Transitory Record; Databases are maintained while actively in use.
01-03-03 Administration Program planning and policy development research and reference materials. (Reference library of manuals,
catalogs, magazines, books, pamphlets, etc. Training
materials). Purged/updated as needed.

City-wide CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
01-03-04 Records Retention Schedules Includes history of schedule updates and the current schedules.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Policy: Permanent for destruction
tracking purposes.
01-03-05 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Policy: Permanent for destruction
approvals for tracking purposes.
01-03-06 Records Inventories Index to all permanent and inactive records maintained in offsite storage.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 01-03-07 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will maintain one copy permanently. Departments to maintain
current edition only.

Clerk S+5 GC 34090; 2 year minimum requirement
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-04-00 Materials from Agencies & Other Cities
™ 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

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
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
01-04-01 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.

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.
01-04-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-04-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-04-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-04-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-04-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-04-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

All Depts CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
01-05-00 Purchasing & Material Acquisition
01-05-01 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.
01-05-02 RFPs / RFIs / All Depts AC+5 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Policy: 5 years after completion of project associated with the bid.
01-05-03 Bids - Successful All Depts AC+5 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Policy: 5 years after completion of project associated with the bid.
™ 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 5 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
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
01-05-04 Bids - Unsuccessful All Depts AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 for unsuccessful bids
01-06-00 Grants
01-06-01 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.
01-06-02 Federal / State Grants - Not Identified Elsewhere Acct AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-06-03 Community Development Brock Grants, CDBG Acct AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
™ 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

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02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
02-01-00 General City Management
02-01-01 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.

CM 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.
02-01-02 Emergency Operations Plan Includes Community Emergency Response Team (CERT)
CM V S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-01-03 Vicious Dog Hearings Historical information for trending on animal abuse.

Audio recording of the hearing kept on the network drive.

See Animal Control for the original report / hearing
information.

CM AC+3 F&A 32003(e), 3 years after animal is release from custody
PC 597.1(d); 3 years after disposition of the animal.

GC 34090; 2 year minimum requirement
02-01-04 State of the City Annual Reports CM P GC 34090; 2 year minimum requirement Administrative Policy: Maintain State of the City reports permanently for historical purposes.
02-01-05 Sister Cities Mostly reference materials from sister cities, neighboring cities, and Sister Cities, Int'l.

CM H CY+2, AR GC 34090; 2 year minimum requirement
Administrative Policy: Maintain for the current year plus 2 years, review annually for historical content.
02-01-06 Community Permits Includes sound amplification, bingo, Council chamber rental, exotic animals, non-profit and other non-facility or park related temporary use permits.

CM AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
02-02-00 City Attorney
02-02-01 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.

CM 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.
02-02-02 Legal Opinions CM C P or S+2 GC 34090; 2 year minimum requirement GC 6254; Disclosure of records
Administrative Policy: Maintain Permanently or, if
superseded, for 2 years after superseded.
02-02-03 Litigation Duplicate of originals on file with Alameda County. CM AC+5 GC 34090; 2 year minimum requirement CA Rules of Professional Conduct 1.15; Retain client
files for 5 years after case is settled, including financial records.

State of California Guidelines; Retain high profile cases permanently.

Administrative Policy: Recommended best practice by
the City Attorney.

CITY MANAGER / CITY ATTORNEY / PUBLIC INFORMATION OFFICER 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

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY MANAGER / CITY ATTORNEY / PUBLIC INFORMATION OFFICER 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
02-03-00 Public Information Officer
02-03-01 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.

CM 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.
02-03-02 News Releases CM H CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for media relations
Administrative Policy: Maintain for the current year plus 2 years, review annually for historical or current content. 02-03-03 Videos / Photographs Videos maintained on Youtube with a copy retained separately on Box.com and with the videographer.

CM H ACT GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for media relations
Administrative Policy: Maintain while actively used by the City.
02-03-04 Newsletters Retained electronically on the City website. 1 copy retained in physical format.

CM H CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for media relations
Administrative Policy: Maintain for the current year plus 2 years, review annually for historical content.
02-03-05 Social Media Includes online social community comments, posts and information.

CM ACT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for media relations
Administrative Policy: Maintain while actively used or for 2 years after the platform is abandoned.
02-03-06 Public Relations Information / Handouts /
Speeches / Biographies
All Depts H EY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years Administrative Policy: Review before destruction for
potential historical content and reclassification to
Historical Information / Events as a permanent record.
™ 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

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
03-01-00 Franchise Haulers & Facilities
03-01-01 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.

CM 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.
03-01-02 Franchise Hauler & Processors Administration Workpapers for franchise hauler contracts and amendments.

Potential confidentiality for customer information from haulers.

CM P CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
14 CCR 18995.2; 5 years for organic waste recycling
records
State of California Guidelines; Permanent
03-01-03 Rates CM CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.
03-01-04 Hauler Reports Annual and monthly reports of tonnage, accounting, etc. CM CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
State of California Guidelines; 2 years plus the current year for tonnage reports.
03-02-00 Programs
03-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

CM 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.
03-02-02 CalRecycle Reports Includes annual reporting on programs. CM CY+10 GC 34090; 2 year minimum requirement 14 CCR 18995.2; 5 years for organic waste recycling
records
State of California Guidelines; 2 years after completion Administrative Policy: Maintain for the current year plus 10 years for trending and reference.
03-02-03 Stopwaste.org Reports County based reporting agency CM CY+10 GC 34090; 2 year minimum requirement 14 CCR 18995.2; 5 years for organic waste recycling
records
State of California Guidelines; 2 years after completion Administrative Policy: Maintain for the current year plus 10 years for trending and reference.

SOLID WASTE MANAGEMENT & RECYCLING
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

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
04-01-00 City Council / Redevelopment Agency / Public Financing Authority / Legislative Decisions 04-01-01 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.

CC 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.
04-01-02 Agendas/Agenda Packets Agenda, staff reports, certificates of posting and all other supporting documentation generate pre- and postmeeting. Meetings include City Council, Redevelopment Agency, Public Financing Authority, Planning
Commission and other legislative / advisory bodies.

CC P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Policy: Permanent for reference
purposes.
04-01-03 Minutes City Council, Redevelopment Agency, Public Financing Authority, Planning Commission and other legislative /
advisory bodies.

CC V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
04-01-04 Ordinances Includes the proof of publication CC V P GC 34090(e); Permanent for decisions of the City GC 40801-14; Maintain
State of California Guidelines; Permanent
04-01-05 Resolutions - Legislative Bodies CC V P GC 34090(e); Permanent for decisions of the City GC 40801-14; Maintain
State of California Guidelines; Permanent
04-01-06 Municipal Code Maintained electronically online by the codifier (Quality Code Publisher). Minimal paper copies maintained for
reference.

CC V P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
04-01-07 Ceremonial Items Copies of ceremonial proclamations presented off agenda.

CC H * CY+2 GC 34090; 2 year minimum requirement
* Potential historical content. Review for permanent
retention.
04-01-08 City Council Meeting Video Recordings Stored by Granicus. CC P GC 34090.7; Video recordings may be destroyed after 90 days.

State of California Guidelines; Current month plus 3
months.

Administrative Policy: Maintain recordings permanently
for historical purposes.
04-01-09 Petitions to Council CC CY+1 GC 50115; Current year plus 1 year State of California Guidelines; Current Year plus 1 year for petitions to Council.
04-02-00 Union City Station District Economic Development Corporation

CITY CLERK / LEGISLATIVE BODIES
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

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK / LEGISLATIVE BODIES
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
04-02-01 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.

CC 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.
04-02-02 By-laws & Articles of Incorporation CC V P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent for articles of incorporation.
04-02-03 Agendas/Agenda Packets CC CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Policy: Current Year plus 10 years for
reference purposes.
04-02-04 Minutes CC V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
04-02-05 Resolutions CC V P GC 34090(e); Permanent
State of California Guidelines; Permanent
04-03-00 Boards, Commissions & Committees - Membership
04-03-01 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.

CC 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.
04-03-02 Administrative Files Communications to staff liaisons, training and resource materials, appointment, termination and leave of
absence correspondence, programmatic rules review,
research and analysis.

Clerk CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
04-03-03 Appointment History Spreadsheet Excel database includes appointment, service and termination history and contact information.

Clerk ACT Transitory Record; Databases are maintained while active
04-03-04 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacancy information.

Clerk CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
04-03-05 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet.

Clerk AT+5 GC 34090; 2 year minimum requirement
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
04-03-06 Applications, Unsuccessful Clerk AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
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CITY CLERK / LEGISLATIVE BODIES
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
04-04-00 Agreements / Contracts / MOUs / Recordations
04-04-01 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.

CC 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.
04-04-02 General City Service & Consulting Contracts /
Agreements
CC AC+5 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
04-04-03 Infrastructure & CIP Contracts / Agreements CC P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; Statutes of limitations
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
04-04-04 Non-CIP Construction Contracts & Agreements CC AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
04-05-00 Fair Political Practices Commission
04-05-01 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.

CC 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.
04-05-02 Statement of Economic Interest (Form 700) - GC 87200 Filers
Mayor, city council members, planning commissioners,
city manager, city attorney and administrative services director.

FPPC / CC AC+7 GC 81009(f); 4 year requirement for copies Administrative Policy: Maintain all forms for 7 years per GC 81009(e) for consistency
04-05-03 Statement of Economic Interest (Form 700) - All Others
Designated Positions CC AC+7 GC 81009(e); 7 year requirement GC 81009(f); 4 year requirement for copies
04-05-04 Campaign Statements – Elected (Form 400s) FPPC Campaign Financial Disclosure Statements for Elected officials and candidate controlled and/or
committees primarily formed to support them. Filing
obligation exists until committee is terminated.

CC P GC 81009(b); maintain elected indefinitely
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CITY CLERK / LEGISLATIVE BODIES
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
04-05-05 Campaign Statements – Unsuccessful (Form
400s)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including committees primarily formed to directly support them. Filing
obligation exists until committee is terminated.

CC AC+5 GC 81009(b); 5 years for unsuccessful candidates. 04-05-06 Campaign Statements – Committees (Form 400s) FPPC Campaign Financial Disclosure Statements for general purpose and ballot measure committees. Filing
obligation exists until committee is terminated.

CC AC+5 GC 81009(b); 5 years for unsuccessful candidates 04-05-07 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Council Members, Planning
Commissioners, City Manager/Treasurer, and City
Attorney.

CC AC+7 GC 81009(f); 4 year requirement for copies
Department Preference: Maintain all forms for 7 years
per GC 81009(e) for consistency
04-05-08 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

CC AC+7 GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for copies
04-05-09 Form 800s Gift to Agency Reports (Form 801) and Public Official Appointments (Form 806) as applicable and necessary.

CC AC+7 GC 82015; 7 years for form 803
2 CCR 18944 et. seq.; 7 years for forms 801 and 802
04-05-10 Ethics & Harassment Training CC AC+5 GC 53235(b); 5 years 04-05-11 Oaths of Office CC AT+6 GC 34090; 2 year minimum requirement State of California Guidelines; 6 years after term for
elected officials.
04-06-00 Elections
04-06-01 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.

CC 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.
04-06-02 Nomination Papers/Candidates Statements Folder contains candidate files and the candidate binder. Nomination papers and candidates statements
for successful candidates:

Unsuccessful nominations:

CC
AT+4
AC+2
EC 17100; 4 years after expiration of term, nomination
documents and signatures.

State of California Guidelines; 2 years after election
closes for unsuccessful nominations.
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CITY CLERK / LEGISLATIVE BODIES
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
04-06-03 Municipal Elections (General & Special) Working files, including proofs of publication, official canvas of election, correspondence, candidate binders,
and materials related to ballot measures and initiatives.

Original canvass information including records used to
compile final election results, tally sheets, voting
machine tabulation, detailed breakdown of results and
special election results are kept at the County Registrar of Voters Office.

CC AC+5 EC 17000-1; Affidavits 5 years
EC 17100; 4 years after expiration of term, nomination
documents and signatures
EC 17200; 8 months after election closes for initiative and referendum petitions
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicates may be destroyed within the 2
year minimum requirement period. For all election
documents where the State's requirement is permanent,
but for which the County maintains the original
documents.
04-06-04 Referendum/Recall/Citizens Initiative Petitions CC AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
04-07-00 Specialty Permits
04-07-01 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.

CC 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.
04-07-02 Amplification Permits CC AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
04-07-03 Animal Fanciers Permit CC AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
04-07-04 Bingo Permits CC AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
04-07-05 Exotic Animal Permits CC AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
04-07-06 Non-profit Solicitation Permits CC AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
04-08-00 City Clerk Administration
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CITY CLERK / LEGISLATIVE BODIES
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
04-08-01 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.

CC 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.
04-08-02 Claims Against the City CC AC+6 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

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

State of California Guidelines; 5 years after settlement or closure
04-08-03 Public Records Requests CC AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after denial of request
04-08-04 Subpoenas CC CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for copies of subpoenas.
04-09-00 Property Related Records
04-09-01 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.

CC 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.
04-09-02 Abandonments/Vacations/Easements CC P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
04-09-03 Annexations Reports, agreements and public notices CC P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
04-09-04 Deeds CC P GC 34090(a); Permanent for land and property related documents
24 CFR 570.502; 4 years after final report submission
for CDBG
24 CFR 1710; Permanent
04-09-05 Lot Line Adjustments CC P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
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CITY CLERK / LEGISLATIVE BODIES
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
04-09-06 Property Acquisition CC AC+10 GC 34090; 2 year minimum requirement GC 6254; Record disclosure
CCP 337.1; 4 years after completion of construction or
improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Completion expiration + 10 years for acquisitions.
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05-01-00 Personnel Data
05-01-01 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.

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.
05-01-02 Personnel Files - Full Time/Part Time Benefit paperwork, Personnel Action Forms, performance evaluations, employment
contracts/agreements (not including union negotiations
and resulting contracts/agreements), disciplinary actions and miscellaneous communications.

HR C AT+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
2 CCR 26; 5 years for various employment records
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 05-01-03 Personnel Medical Files FMLA, exposure, doctor's notes, fingerprints, preemployment physicals, benefit plan claims, EDD claim forms and other medical information.

HR AT+30 8 CCR 15400; Maintain reports
LC 110 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee termination
State of California Guidelines; 30 after completion /
closure
05-01-04 I-9 Forms Maintained in a binder alphabetically by employee. HR C Varies * GC 12946; 4 years after completion/position filled GC 7920.000; Public Records Act, release of
confidential information
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain
29 CFR 1627.3(b)(1); 1 year from action
29 USC 211c; Maintain, no retention period stated
USCIS Form I-9; * Maintain for 3 years after completion or 1 year after employment is terminated, whichever is
longer.
05-02-00 Personnel Management
05-02-01 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.
05-02-02 Employment Forms Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred
compensation, employee assistance program and other
benefit plans.

HR S+4 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
05-02-03 Administrative Policy Memos HR S+5 GC 34090; 2 year minimum requirement State Recommendation; 5 years after superseded

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Hired employees, sworn:

Applicants who filed a complaint:

HR AT+4
AT+5
AC+4
GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
05-02-05 Employment Verification HR CY+4 GC 34090; 2 year minimum requirement retention GC 12946; 4 years after completion
05-02-06 Employee Handbook HR S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
05-03-00 Personnel Recruitment
05-03-01 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.
05-03-02 Position Recruitment Includes job flyers and announcements, practical test and assessment centers, oral board, eligibility lists,
applications, recruitment response letters and general
correspondence relating to the recruitment. Managed in
CalOPS and in paper format.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain EEOC demographic information
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
05-03-03 Background Check Information Includes DOJ fingerprinting and other background checks for hired and non-hired candidates.

Hired general employees
Hired safety employees
Not hired applicants
HR C
AT+3
P
AC+2
GC 34090; 2 year minimum requirement
State of California Guidelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.
05-04-00 Safety & Training
05-04-01 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.

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.
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HUMAN RESOURCES
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
05-04-02 Injury & Illness Prevention Plan HR S+5 GC 34090; 2 year minimum requirement, 8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
05-04-03 Random Drug Pulls - DOT Includes records of inspection, maintenance, and calibration of EBTs, negative and cancelled drug test
results and alcohol test results with a concentration of less than 0.02, alcohol test results indicating an alcohol concentration of 0.02 or greater; verified positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or
adulterated drug test results); SAP reports; and all followup tests and schedules for follow-up tests, alcohol and controlled substance collection process documents.

All filed by year completed.

HR C CY+5 49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured area. 05-04-04 DMV Pull Notice Program HR C S VC 1808.1; must pull record at least every 12 months Administrative Policy: Retain pulled records until
superseded to meet the vehicle code timeline shown
above.
05-04-05 Safety Inspections Performed by the safety consultant and required by OSHA.

HR AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation
due; when audit findings are final.

State of California Guideline: 5 years after completed
Administrative Policy: Maintain safety inspections for 5 years after completion to support OSHA reports.
05-05-00 Safety Committee
05-05-01 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.
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Administrative Policy: Maintain for 7 years after the
matrix is superseded.
05-05-03 Training Schedule HR CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000 PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
05-05-04 Injury Reports Compiled by HR and submitted as a summary report to the Safety Committee. Does not include individual
incident or accident reports.

HR CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
05-06-00 Workers’ Compensation
05-06-01 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.
05-06-02 Workers Compensation Claims HR C P 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
LC 6410; OSHA, maintain
State of California Guidelines; Permanent for workers'
compensation working files. Third party administrator
maintains most of the information.
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HUMAN RESOURCES
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
05-06-03 OSHA 300 Forms & Logs HR CY+5 29 CFR 1904.33; maintain OSHA reports for 5 years from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation
due; when audit findings are final.

State of California Guideline: 5 years after completed
05-06-04 Workers Compensation Reports - ICS Monthly loss run reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
LC 6410; OSHA, maintain
State of California Guidelines; Permanent, but Risk
Management Reports (including Loss Analysis Reports)
are 5 years after completion/closure.
05-07-00 CalPERS
05-07-01 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.
05-07-02 Plans & Plan Amendments HR P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent
05-08-00 Salary / Wages / Benefits
05-08-01 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.
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Administrative Policy: Maintain permanently for historical tracking and reference.
05-08-03 Deferred Compensation Plan information. Does not include individual contributions.

HR S+4 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
05-08-04 ICMA Loans & Communications Personal loans by employees from their own accounts. HR AFP+6 GC 34090; 2 year minimum requirement LC 1174; 2 years for payroll records
LC 1197.5(d); 2 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
Administrative Policy: After final payment of loan plus 6 years to match payroll deductions in Finance.
05-08-05 Employee Benefit Information Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred
compensation, employee assistance program and other
benefit plans.

HR S+4 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
05-09-00 Labor Relations
05-09-01 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.
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© Citations & Legal Basis

HR CY+2, AR GC 34090; 2 year minimum requirement
Administrative Policy: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.
05-09-03 Memorandums of Understanding HR P 29 USC 211c; Maintain, indefinite 29 CFR 516.5(b); 3 years
State of California Guidelines; Permanent
05-09-04 Negotiations Includes salary surveys and other negotiation documents.

HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-09-05 Grievances Related to labor relations and MOUs.

General Employees
Safety Employees
HR AT+4
AT+5
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
05-10-00 Risk Management
05-10-01 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.
05-10-02 Bay Cities Joint Powers Insurance Authority
(BCJPIA) Administration
Maintained on the website, including agendas, minutes,
certificates of insurance, etc. Includes general liability, workers' compensation, employment law, auto/physical
damage, and PEPID. Available to the city from the
website at www.bcjpia.org.

HR C CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record
05-10-03 Claims Against the City Includes general liability, employment law, auto / property damage. Claims scanned in by City Clerk's
Office and distributed to other departments for resolve.

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

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

State of California Guidelines; 5 years after settlement or closure
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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.
06-01-02 Journal Entries ASD AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
Administrative Policy: Maintain for 4 years after audit to support the entry.
06-01-03 Financial Management System Munis ASD ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.
06-01-04 GFOA Award Applications ASD CY+2 GC 34090; 2 year minimum requirement 06-02-00 Accounts Payable
06-02-01 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.

AP AA+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
06-02-03 Credit Card Statements Includes PCard statements. AP AA+4 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
06-02-04 W-9 / 1099 Reporting Also includes 1096 summary forms, which are now submitted electronically.

AP AA+5 GC 34090 & 60201; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-02-05 IRS Inquiries Inquiries by the IRS on contractors / vendors for garnishments or other levies.

AP AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
06-03-00 Financial Planning
06-03-01 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.
06-03-02 Biennual Budget Includes the Budget in Brief, which is a summary highlevel overview of the budget, the fiscal model and the final CIP and operations budgets.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget. Working copies can be destroyed after use.
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Finance C AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
06-03-04 Budget Adjustments Includes the City and RDA budget. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
06-03-05 Cost Allocation Plan Internal management report. Finance CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
06-04-00 Accounts Receivable
06-04-01 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.

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.
06-04-02 Miscellaneous Receivables Records are vital until paid. All Depts V AC+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
06-04-03 Collections Includes the collection and any write-offs. Collections currently handled by both Accounting and, in some
cases, the individual departments.

All Depts AC+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Policy: Maintain for 4 years after closure or collection.
06-04-04 Liens Recorded business license non-payment liens. Acct AC+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Policy: Maintain for 4 years after closure or collection.
06-04-05 1098 Reporting Issued to employees for interest paid on loans from the City.

Acct AA+6 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-05-00 Debt Financing
06-05-01 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.
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Acct P GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years after
expiration
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues.
06-05-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond
covenants and cash/surety bonds.

Acct AE+10 GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 10 years after
expiration
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
06-05-04 Capital Lease Payable For equipment leases. Acct AE+5 CCP 337; Statute of limitations of 4 years after termination
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

State of California Guidelines; 5 years after
completion/expiration of the lease
06-05-05 Private Loans Acct AFP+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
06-06-00 Audits
06-06-01 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.
06-06-02 ACFR Annual Financial Statement Acct P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-06-03 Single Audit Acct P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-06-04 Audits Performed by Outside Agencies Acct P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-06-05 Measure B / BB / F Audit Acct P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-06-06 Transportation Development Act Audit Acct P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-07-00 Special District Maintenance
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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.
06-07-02 Community Facility Districts Includes documents, annual continuing disclosure reports and AB2109 reports for taxes related to the
districts.

Acct P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
06-07-03 Property-owner Business Improvement Districts Examples include police substations approved by the business owners. Self imposed assessment by the
business owners requested by the business owners and
voted on every year. Does not include permanent landrelated improvements.

Acct AA+3 GC 34090; 2 year minimum requirement
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent for
assessment district collection information based on GC
34090(a), and 3 years after audit for receivable taxes.

Administrative Policy: Maintain for 3 years after the
annual audit since the districts do not include
permanent land-related improvements.
06-08-00 Payroll
06-08-01 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.
06-08-02 Time Sheets / Cards Payroll AA+6 29 CFR 516.2; Maintain 29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
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Payroll C AA+6 GC 20164(b); 3 year statute of limitations for PERS errors
GC 20133; 4 year statute of limitations for actuarial
investigations
LC 1174; 2 years for payroll records
LC 1197.5(c); 3 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
29 USC 207(o); 3 years for compensatory time off
State of California Guidelines; 6 years after audit
06-08-04 Payroll Benefit & Deduction Disbursements Includes IRS, EDD, PERS, ICMA, garnishments, union dues and any other deductions remitted to an outside
agency or provider.

Payroll C AA+6 GC 20164(b); 3 year statute of limitations for PERS errors
GC 20133; 4 year statute of limitations for actuarial
investigations
LC 1174; 2 years for payroll records
LC 1197.5(c); 3 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
29 USC 207(o); 3 years for compensatory time off
State of California Guidelines; 6 years after audit
06-08-05 Quarterly Returns Includes Form 941, DE9, BCJPIA Wages Paid Report and other quarterly returns. Currently in Paper form,
with the intent of scanning to electronic.

Payroll C AA+6 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
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FINANCIAL SERVICES
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
06-08-06 W-4 / DE-4 Forms Payroll C AA+6 29 USC 436; 5 years 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Administrative Policy: Maintain for 6 years after audit to align with the retention for other payroll records since documents are attached together.
06-08-07 W-2 & 1099 Reporting Payroll C AA+6 29 USC 436; 5 years 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-08-08 Withholding Orders Includes garnishments, child support, IRS liens, FTB liens, vehicle registration liens, etc.

Payroll C AFP+6 GC 34090; 2 year minimum requirement
R&T 19704; 6 year statute of limitations
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 3 years after termination Administrative Policy: Maintain withholding orders for 6 years after final payment following longest citation
above.
06-08-09 Valuation Reports & Rate Changes Supplied by PERS for rate changes. Payroll P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent
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FINANCIAL SERVICES
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
06-08-10 ICMA Loans & Communications Personal loans by employees from their own accounts. Payroll AFP+6 GC 34090; 2 year minimum requirement LC 1174; 2 years for payroll records
LC 1197.5(d); 2 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
Administrative Policy: After final payment of loan plus 6 years to match payroll deductions in Finance.
06-08-11 OPEB Actuarial Reviews Includes OPEB (Other Post Employment Benefits) aka Retiree Medical. Occurs every third year. Projections of what needs to be set aside for the future.

Payroll CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 5 years after completion for risk management actuarial studies
Administrative Policy: Maintain actuarial review for the current year plus 10 years for trending purposes.
06-09-00 Banking & Investing
06-09-01 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.
06-09-02 Bank Statements & Reconciliations Statements are stored electronically since 2009. Older versions will be maintained in paper format until
retention expires. Also includes LAIF statements
(maintained by LAIF).

Finance AA+5 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
06-09-03 Investments Broker notices, transaction confirmations and monthly reports.

Finance P GC34090; 2 year minimum requirement
CCP 337; Statutes of limitations, 4 years for action
GC 53607; Maintain
State of California Guidelines; Permanent
06-09-04 Treasurer's Report to Council Information report only. Finance CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
06-10-00 Financial Reporting
06-10-01 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.
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Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
06-10-03 ROPS Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-10-04 AB 1600 Development Impact Reports Not submitted to any outside agency, but the State requires posting report on the City website.

Finance AA+7 GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after audit for annual financial reports, stating GC 34090.7
06-10-05 Use Tax Reports Reported to the CDTFA. Includes sales, use and fuel tax reporting.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-10-06 Annual Street Reports Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-10-07 Maintenance of Effort for Public Safety Report Relates to an assembly bill. Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-10-08 Transit & Paratransit Reports Includes reports on fuel and depreciation for fleet vehicles. Goes to the State Controller, MPC and the
federal government.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
06-10-09 Garage / CDTFA Report Internal report, maintained by vehicle, that includes miles per month, fuel consumption, outside fuel
consumption invoices and receipts, maintenance and
repairs, and monthly depreciation costs. Prepared
monthly and entered into the General Ledger.

Finance AA+7 GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after audit for annual financial reports, stating GC 34090.7
06-11-00 Business Licensing
06-11-01 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.

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.
06-11-02 Customer Account Information Includes the applications, renewals, customer correspondence and the license. Older documents are
in paper form.

Finance CY+3 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination Administrative Policy: Maintain customer account
information for the current year plus 3 years per the
City's municipal code.
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Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.
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Special
Attributes
Total
Retention
© Citations & Legal Basis
07-01-00 General Information Technologies
07-01-01 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.

IT ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.
07-01-03 Whats Up Database Used for diagnostic monitoring of systems IT ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.
07-01-04 Technical Network Diagrams & Configuration
Parameters
Documents related to network configuration. Stored in
Sharepoint.

IT C CY+4 CCP 343; SOL of 4 years
State of California Guidelines; Current year plus 4 years for network configuration and diagrams
07-01-05 Administrative & Operational Policies Including AI usage, incident response, patching, enduser training, email, digital signatures, disposal of property, cyber security, PII data, user ID and other
policies.

IT S+5 GC 34090; 2 year minimum requirement
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
07-01-06 System & Equipment Logs IT CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
07-01-07 Compliance Check Reports Information sent to payment entities for City payment counters.

IT CY+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
07-02-00 Projects & Licensing
07-02-01 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.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
07-02-03 Hardware / Software / Service Acquisition Projects Projects generated from service requests/incidents that turn into technology assets.

IT AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
Administrative Policy: Maintain for 2 years after
termination of the system
07-02-04 Application Documentation & Manuals Manuals and procedures for maintaining and operating software applications. Provided by the software
developer or vendor, and occasionally modified /
enhanced by IT.

IT ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period
Administrative Record: Reference materials

INFORMATION TECHNOLOGIES
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
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INFORMATION TECHNOLOGIES
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
07-03-00 Backup and Recovery Plans
07-03-01 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.
07-03-02 Backup System System backs up hourly or daily and retained for 14 days locally, and on the cloud for another 14 days on Wasabi, then overwritten.

IT 1M GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period
07-04-00 Cable TV
07-04-01 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.

CM 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.
07-04-02 City Programming & Content CM H CY+2, AR GC 34090; 2 year minimum requirement Administrative Policy: Maintain for the current year plus 2 years, review annually for historical content.
07-04-03 Citizen Programming & Content CM H CY+2, AR GC 34090; 2 year minimum requirement Administrative Policy: Maintain for the current year plus 2 years, review annually for historical content.
07-04-04 Community Bulletin Board Series of PowerPoint slide shows pertaining to City and community activities and events.

CM CY+2 GC 34090; 2 year minimum requirement
07-04-05 Comcast Franchise Agreement Documentation Backup documentation for the franchise agreement. CM P * CCP 337.2; Statutes of limitations CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.

State of California Guidelines; Permanent for franchise agreement documents
Administrative Policy: * Review before inactive storage to purge general administrative records and general
information relating to the franchise agreement
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08-00-00 COMMUNITY & RECREATION SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
08-01-00 Community & Recreation Services Administration 08-01-01 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.

Denied grant applications:

CRS AFP+5 *
AC+2
GC 34090: 2 year minimum requirement
29 CFR 97.36(i)(11); 3 years after final payment
29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
08-01-03 Incident/Accident Reports Includes property damage, theft, loss and other incidents or accidents.

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

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

State of California; 7 years after closure for
accident/incident reports
08-01-04 Volunteers May include the application, contact information, TB and fingerprint verification, correspondence and any general information about the volunteer.

Accepted applications:

Denied applications:

CRS C
AT+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 3 years after
completion/position filled. Denied applications
maintained for 4 years after the position is filled to follow GC 12946.
08-01-05 Facility & Park Use Applications Includes park, amplification and facility and equipment use applications, drivers licenses, contact information, insurance, waivers and other rental documents.

CRS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for facility use permits and insurance binders
08-02-00 Program Records
08-02-01 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.
08-02-02 Class/Active Program Database Manages all programs offered by the City. CRS ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.

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
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08-00-00 COMMUNITY & RECREATION SERVICES
Legend:

CRS AC+4 CCP 337(b); Statute of limitations of 4 years
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.
08-02-04 Activity Guides Brochure listing events and schedules for programs. CRS CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years Administrative Policy: Retain activity guides for the
current year plus 10 years for historical reference.
08-02-05 Program Registration Includes contact information, emergency contacts, credit card authorizations, payment plan forms and
information, and liability waivers filed by program.

CRS C 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.
08-02-06 Sign In Sheets Does not include sign-in sheets for preschool. CRS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-02-07 Special Needs Participants Filed by child. May include special needs forms, aid contact information, scholarship information and
agreements with outside agencies. May contain IEP and
HIPAA information.

CRS C AT+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.

Administrative Policy: Maintain while child is actively participating in programs plus 2 years.
08-02-08 Evaluation Forms Links sent through SurveyMonkey. CRS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-02-09 Joint Facility & Service Use Agreements For joint use of facilities, lunch program, farmer's market and other programs. Includes MOU copies, invoices and
other administrative documents from New Haven Unified
School District, Spectrum and Pacific Coast Farmer's
Market. Term may be between 1 and 3 years. Originals
are housed by the City Clerk.

CRS AC+4 CCP 337.2; Statutes of limitations of 4 years
CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.
08-03-00 Preschool
08-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-03-02 Parent Handbooks CRS S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
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08-00-00 COMMUNITY & RECREATION SERVICES
Legend:

State of California Guidelines; 2 years plus the current year.
08-03-04 Children's Files Contains emergency cards and family contact information.

CRS C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
08-03-05 Subsidized Care Programs Preschool program and includes parent / agency / city contracts and children's files, financial assistance and scholarships. Confidential information part of the
program registration.

CRS C Varies * CCP 340.1; * 8 years after child turns 18, or 3 years after discovery of psychological illness due to sexual abuse, whichever expires later.

CCP 335.1; 2 years for action on injuries caused by
neglect.
08-04-00 Aquatics
08-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-04-02 Drop-in Waivers For fitness center / pool. Paper format with signatures. CRS 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.
08-04-03 SDS Information Maintained in a binder at the facility. CRS CY+30 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a
chemical was used is maintained.
08-04-04 Pool Maintenance Checklist Checklists by staff and lifeguards for pool conditions.

Includes daily chemical and water testing logs.

CRS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
08-04-05 Pool Rentals Rental applications, payment receipts, signed waivers CRS AC+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.
08-04-06 Daily Opening / Closing Checklist Checklists by lifeguards for pool and facility conditions. CRS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.
08-04-07 Swim Center Staff Log Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between lifeguards.

CRS CY+2 GC 34090; 2 year minimum requirement
08-04-08 Skill Checks Periodic assessment of life guard skills. CRS CY+2 GC 34090; 2 year minimum requirement ™ 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
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08-00-00 COMMUNITY & RECREATION 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
08-04-09 Training Week-long initial pre-season training and weekly halfday training sessions.CRS CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000 PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
08-04-10 Lifeguard Certifications CRS AS+4 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 2 years for certificates and designations training.
08-05-00 Senior Center
08-05-01 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.

Includes qualification questions and guidance to
programs.

CRS C CY+2 GC 34090; 2 year minimum requirement
08-05-03 Senior Programs Includes program rules, attendance sheets, code of conduct, curriculum, City contact information filed by City and co-sponsored programs.

CRS 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.
08-05-04 Registration Packets Includes waivers, schedule change forms, names, address, emergency contacts, IEPs, field trip forms and other registration related information.

CRS C AS+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.

Administrative Policy: Maintain while applicant is actively participating in programs plus 2.
08-05-05 Senior Nutrition Program Registration Includes registration for the program. Services provided by Spectrum.

CRS C AT+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.

Administrative Policy: Maintain while applicant is actively participating in programs plus 2 years.
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08-00-00 COMMUNITY & RECREATION SERVICES
Legend:

CRS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-05-07 Safe Serve Certifications For food distribution. CRS CY+2 GC 34090; 2 year minimum requirement ™ 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
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
09-01-00 Planning Division
09-01-01 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.

Review becomes part of the formal application unless
the project is abandoned.

PLNG AC+2 GC 34090; 2 year minimum requirement
Administrative Policy: Maintain abandoned preliminary
reviews for 2 years after abandonment of the project.
09-01-03 Formal Application Files All planning applications and supporting documents for planning submissions. Includes use permits, variances,
site development review, administrative site
development review, administrative use permits,
supporting CEQA documentation and legal notices.

PLNG P GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
09-01-04 Zoning Map Includes supporting CEQA documentation PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
09-01-05 Zoning Map/Text Amendment Application Files PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
09-01-06 General Plan & Amendments All elements including the housing element. Includes supporting CEQA documentation.

PLNG P GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent
09-01-07 Specific/Area Plans & Amendments Includes the Hillside Area Plan, DIPSA, and the 511 Plan. Includes supporting CEQA documentation.

PLNG P GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
09-01-08 Long Range Plans Includes pedestrian and bicycle plan, climate action plan, design guidelines and other long range plans.

Includes supporting CEQA documentation.

PLNG P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for 2 years after superseded for long range plans.

Administrative Policy: Maintain permanently for historical tracking and reference.

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

PLNG P GC 34090(a); Real property records, maintain
Administrative Policy: Maintained in paper format for the current year plus 2 years, then scanned to electronic
format.
09-02-00 Planning Commission
09-02-01 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.

PLNG P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Policy: Retain staff reports permanently for historical reference. Maintain in paper format for the current year, then scan to electronic format.
09-03-00 Building
09-03-01 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.
09-03-02 Building Permits BLDG P GC 34090(a); Real property records, maintain permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
09-03-03 Building Permit Construction Plans, Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Floodplain Documents for
commercial building projects.

Includes Site Plan, Floor Plan, Structural Plans,
Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Floodplain Documents for
commercial building projects.

BLDG AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
Administrative Policy: Maintain tenant improvements for 10 years after completion.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

BLDG CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after project
completion
California Building Code 107.5; 180 days for approved
final plans.

Administrative Policy: Maintain residential blueprints and plans for the Current Year plus 10 years to meet
residential home warranty periods.
09-03-06 Building Permit Project Documents Special Inspection Reports, PG&E Releases, Plan Check Comments / Responses, Notice of Intent to
Rough Frame, Request for Use of an Alternate Material,
Manufactured Homes, Fire related permits and
associated documentation, Hydraulic Calculations,
Request for Waiver for Accessibility Requirements.

BLDG P GC 34090(a); Permanent for real property records H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent for building
permits and applications
09-03-07 Tract Development Construction Plans Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Floodplain Documents for
commercial building projects.

BLDG P GC 34090(a); Real property records, maintain
permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
09-03-08 Residential Construction Plans BLDG AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
09-03-09 Tract Development Project Documents Includes Special Inspection Reports, PG&E Releases, Plan Check Comments/Responses, Notice of Intent to
Rough Frame, Request for Use of an Alternate Material,
Request for Waiver for Accessibility Requirements.

BLDG AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
09-03-10 Monthly Building Reports BLDG CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 5 years for building activity logs
09-03-11 New Address / Address Change Letters Includes electronic copies BLDG P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
09-03-12 Affidavits from Architects - Permission to Duplicate BLDG CY+2 GC 34090; 2 year minimum requirement 09-04-00 Neighborhood Preservation Program (Code Enforcement) 09-04-01 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.

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.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

Confidential documents are separated from public
information within the case file as needed by the City
Attorney.

NPP C AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion
09-04-03 Complaint Log Perpetual log in Excel for trending purposes NPP ACT Transitory Record; Databases are maintained while active or until data is transferred to a new tracking
system.
09-05-00 Environmental Programs & CUPA Division
09-05-01 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.
09-05-02 Site/Facility Permit Documents Hazardous materials storage, hazardous waste, hazardous materials business plans, underground
storage tanks, Aboveground Petroleum Storage Act
(APSA) tanks and CalARP program documents.

Documents include operating permits, one time and
annual permits, tiered permit forms, current monitoring plans, plot plans, annual certification reports, secondary containment testing results, upgrade/repair/replacement permits and records, removal/closure permits,
installation drawings and documents, reportable
unauthorized release form, return-to-compliance
documents and photographs.

CUPA AC+5 Compliance related documents:

H&S 25200.3; Generator must maintain records for 5
years onsite
H&S 25123.3; Generator must maintain records for
remediation waste staging
H&S 25160; 3 years for receipts from transporters to
generators
27 CCR 15185(c); 5 years for hazardous waste
enforcement documents
09-05-03 CUPA to State Reports Includes annual surcharge summary report. CUPA P GC 34090; 2 year minimum requirement 27 CCR 15185(b); maintain indefinitely
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for
environmentally sensitive documents.
09-05-04 State Unified Program Consolidated Forms
(UPCF)
California Electronic Reporting System will mandate
electronic status as of 1/1/2013
CUPA AC+5 27 CCR 15185(c); 5 years for unified program
consolidation forms
09-05-05 Annual Self Audits CUPA AC+5 27 CCR 15185(c); 5 years for self audits 09-05-06 State Audit CUPA P GC 34090; 2 year minimum requirement 27 CCR 15185(b); maintain indefinitely
Certified Unified Program Authority (CUPA) performs
audits every 1 to 3 years
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for
environmentally sensitive documents.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

ECONOMIC & COMMUNITY DEVELOPMENT
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
09-05-07 Annual CleanWater Report CUPA P GC 34090; 2 year minimum requirement 27 CCR 15185(b); maintain indefinitely
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for
environmentally sensitive documents.
09-05-08 Agency Correspondence Correspondence between federal, state and regional agencies.

CUPA CY+2 GC 34090; 2 year minimum requirement
09-05-09 Cleanwater Program Files Including but not limited to Stormwater Pollution Prevention and Control Plans, inspection reports,
photos, return-to-compliance documents,
correspondence to/from the facility, and site closure
documents.

CUPA P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for
environmentally sensitive documents.
09-05-10 Environmental Clean Up & Remediation Projects Records documenting clean up and remediation efforts on sites identified as environmental hazards, including but not limited to correspondence, memos, reports,
regulatory records, consultant records, design records, stipulations, order of consent, legal records, confirming investigation, environmental site assessment (ESA),
remedial investigation feasibility study (RIFS),
remediation action plan (RA), maintenance and
monitoring plan, project closure notice (notice of
remedial action or no further action (NFA) and other
related records.

CUPA P Compliance related documents:
27 CCR 15185(c); 5 years after correction
State of California Guidelines; State recommends
permanent for environmentally sensitive documents.
09-05-11 Spill & Cleanup CUPA AC+5 27 CCR 15185(c); 5 years after correction 09-05-12 Groundwater & Soil Monitoring Reports CUPA AC+5 27 CCR 15185(c); 5 years after correction State of California Guidelines; State recommends
permanent for environmentally sensitive documents.
09-05-13 Standard Operating Procedures CUPA S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
09-05-14 Grants CUPA AC+5* GC 34090; 2 year minimum requirement 24 CFR 84.85, 84.53; 3 years after last funding report is submitted.

State of California Guidelines; 5 years after grant
closure. State recommends referring to grant application close-out procedures, if any.
* Refer to grant application close-out procedure for
potential extensions in retention period.
09-05-15 Hazardous Materials Area Plan Annex to the emergency response plan for the City to respond to an incident specifically related to hazardous materials.

CUPA P S+5 GC 34090; 2 year minimum requirement
CCP 343; 4 years to commence action
State of California Guidelines recommends retaining for 5 years after superseded.
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09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

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.
09-06-02 Site Correspondence & Miscellaneous FIRE CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Policy: Maintain for 5 years after
completion to coincide with the annual inspections.
09-06-03 Annual Inspection FIRE LOB+5 CFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
Administrative Policy: Maintain inspections for the life of building for history of the facility.
09-06-04 Operational Fire Permits Annual permit also includes the conditions on the building.

FIRE LOB+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after closure or completion for California Fire Code Permits
Administrative Policy: Maintain for 5 years after
completion to coincide with the annual inspections.
09-06-05 One Time Permits Seasonal / temporary permit for Christmas tree farms, fireworks booths, pumpkin lots and other temporary
permits.

FIRE AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after closure or completion for California Fire Code Permits
09-06-06 Plan Reviews For tenant improvements and new or existing buildings. FIRE P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after closure or completion for California Fire Code Permits
Administrative Policy: Maintain plan reviews permanently for history of the property.
09-07-00 Economic Development Advisory Team
09-07-01 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.
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ECONOMIC & COMMUNITY DEVELOPMENT
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
09-07-02 Agendas PLNG CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Policy: Maintain for the current year plus 10 years for reference. Maintain in paper format for the current year, then scan to electronic format.
09-07-03 Minutes Includes desk items and written public comments received at hearings.

PLNG P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
Administrative Policy: Maintain in paper format for the current year, then scan to electronic format.
09-07-04 Written Communications PLNG CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
09-07-05 Agenda Packets PLNG CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
09-08-00 CDBG Grants
09-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-08-02 Annual Action Plans ED S+3 GC 34090; 2 year minimum requirement 24 CFR 570.490; 3 years for reports
State of California Guidelines; 2 years after strategic plan is superseded.
09-08-03 CAPER ED AC+3 24 CFR 570.490; 3 years for reports 09-08-04 Consolidated 5 Year Plan ED S+3 GC 34090; 2 year minimum requirement 24 CFR 982.158(f); 3 years for HUD reports under
Section 8
State of California Guidelines; 2 years after strategic plan is superseded.
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ECONOMIC & COMMUNITY DEVELOPMENT
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
09-08-05 Grant Project Files ED AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 4 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-09-00 General Fund Grants
09-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-09-02 Grant Project Files Annual federal grant cycled every 2 years. ED AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-09-03 Annual Action Plans ED S+3 GC 34090; 2 year minimum requirement 24 CFR 570.490; 3 years for reports
State of California Guidelines; 2 years after strategic plan is superseded.
09-09-04 CAPER ED AC+3 24 CFR 570.490; 3 years for reports 09-10-00 Housing Programs
09-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
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ED AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 4 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-10-03 Affordable Housing Loans ED AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 4 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-10-04
First Time Homebuyer Program
Program with older loans. Program not currently active. ED AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 4 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-10-05 Residential Rehabilitation Coordinated with the County. ED AFP+5 24 CFR 92.508; 5 years 24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report State of California Guidelines; Closure of loan plus 3 years.
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Attributes
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Retention
© Citations & Legal Basis
10-01-00 General Redevelopment Agency/Successor Agency Materials 10-01-01 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.

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.
10-01-02 Agency Litigation Duplicate of county maintained documents ECD AC+1, AR GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement
State of California Guidelines; Closure plus 1 year,
since final verdict is recorded at the courts.
10-01-03 California Redevelopment Association ECD CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
10-01-04 Land Negotiations ECD AC+10 GC 34090; 2 year minimum requirement GC 6254; Record disclosure
State of California Guidelines; Completion or expiration + 10 years
10-01-05 General Surveys & Studies ECD AC+10 GC34090(d); 2 year minimum requirement State of California Guidelines; Completion of study plus 2 years
Administrative Policy: Maintain for 10 years after
completion for historical tracking and project reference. 10-01-06 Feasibility & Technical Studies Attorney work product. Includes potential parking use, potential recreation use, engineering studies, proposed retail use and all other feasibility studies and reports.

ECD C AC+5, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record, 5 years for feasibility studies. No citation given for
retention period.

Administrative Policy: Maintain for 5 years after
completion, review annually for historical tracking and project reference.
10-01-07 City Appraisals Attorney work product ECD C AC+5, AR GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.

State of California Guidelines; 2 years after completion Administrative Policy: Maintain for 5 years after
completion, review annually for historical tracking and project reference.
10-01-08 Relocation Records ECD AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion or closure
10-02-00 Station District Project

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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.
10-02-02 Performance Obligation Grants Includes HCD and Economic Development Administration
ECD AC+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-02-03 BART Phase 1 Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
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ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

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Retention
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ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-03-00 East West Connector Project
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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.
10-03-02 City Owned Parcels Cooperative agreement with Alameda County Transit District, Union City, Fremont and CalTrans. Includes
technical material and financing for the connector.

ECD C AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Supporting documents and negotiations by ACTC for
the City for land owned by the City.

ECD AC+2 GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-03-04 2C Detention Basin Link to PSSC Group. Includes correspondence and supporting documents. All disposition agreements,
contracts, construction contracts, future agreements
and deeds are maintained by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-03-05 City Owned Detention Basin Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

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Retention
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REDEVELOPMENT AGENCY/SUCCESSOR AGENCY
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
10-04-00 Pacific State Steel Corporation
10-04-01 General Information Includes owner participation agreements and all federal court documents
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.
10-04-02 Waste Consolidation Area Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD C AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-05-00 Mission Blvd Project
10-05-01 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.
10-05-02 Mission Gateway Housing Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-05-03 Mission Blvd Utility Undergrounding Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

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Retention
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ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-05-05 Soils Reports Agency sponsored soils reports ECD P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils
reports.
10-06-00 Tropics Mobile Home Park Project
10-06-01 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.

ECD Year 2059 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-06-03 Grant Agreement & Amendments ECD Year 2060 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-06-04 Monthly & Quarterly Disbursement Reports Affordable housing repair and replacement, and other reports.

ECD CY GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement
10-07-00 Horner Veasy Area Project
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Special
Attributes
Total
Retention
© Citations & Legal Basis

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.
10-07-02 City Owned Parcels Includes correspondence and supporting documents. All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

ECD AC+2, AR GC 34090(a); Permanent for land related documents State of California Guidelines; 10 years after
completion/closure for documents supporting property
acquisition/disposition.

Administrative Policy: Maintain supporting documents
for 2 years after completion/closure, reviewing annually for relevance to current projects. Core supporting
documents, such as agreements and deeds, are
maintained by the City Clerk.
10-08-00 Union Landing Project
10-08-01 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.
10-08-02 Property Owners Business Improvement District Supporting documents and correspondence for the PBID, including meeting notes and general information.

ECD CY+2 GC 34090; 2 year minimum requirement
10-08-03 Owner Participation Agreement Supporting
Documents
Supporting repayment documents for Linnard Lane.

Original OPA maintained by the City Clerk.

ECD AFP+4 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
OMB Cir. A-110, (C)(53); 3 years after submission of
final expenditure report or final disposition
State of California Guidelines; 3 years after
completion/closure for housing programs
10-09-00 Contempo Project
10-09-01 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.
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Attributes
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Retention
© Citations & Legal Basis

REDEVELOPMENT AGENCY/SUCCESSOR AGENCY
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
10-09-02 Grants Public safety improvements for lighting and cameras ECD AC+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
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11-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
11-01-00 General Public Works Materials
11-01-01 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.

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.
11-01-02 Requests / Complaints Work orders for trees, pothole repairs, lighting, and any other requests for repairs from the public or internal
customers. May come in the form of paper, electronic / email or via voice mail.

O&M CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance.
11-01-03 Reports & Studies - General Admin CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for general studies and reports.

Administrative Policy: Current year plus 2 years, review annually for relevance to projects.
11-02-00 Capital Improvement Projects
11-02-01 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.
11-02-02 Administrative Includes Council approval, legal issues, project budget, project schedule, special issues and supporting
documentation.

Eng AC+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Policy: Maintain for administrative records for 2 years after the project is completed to support the project tasks.
11-02-03 Correspondence Includes agencies, construction, design and internal correspondence.

Eng AC+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Policy: Maintain for administrative records for 2 years after the project is completed to support the project tasks.
11-02-04 Contracts Includes change orders, contracts, utility reimbursements, design construction and supporting
documentation.

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
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
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11-00-00 PUBLIC WORKS
Legend:

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
11-02-06 Design Includes architectural prints, consultant selection, permits, requests for proposals, specifications, design submittals and supporting documentation.

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
11-02-07 Bidding & Award Includes bid award, bid addenda, contractor bids, pre-bid meetings and supporting documentation.

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
11-02-08 Construction Testing & Inspection Includes field observation notes, materials testing, special inspection testing and supporting documentation.

Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for certain capital improvement project documents.
11-02-09 Construction Labor Compliance Includes certified payroll, daily diaries, equal employment opportunity records, labor compliance,
employee interviews, progress payments, weekly record
of working days and supporting documentation.

Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for certain capital improvement project documents.
11-02-10 Construction Progress Documentation Includes extra work reports, photos, preliminary stop work notices, requests for information, stop work
notices, submittals and supporting documentation.

Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for certain capital improvement project documents.
11-02-11 Construction Close-out Includes acceptances, notices of completion, as-built / record drawings, punch lists, warranty, final reports and supporting documentation.

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
11-02-12 Environmental Includes operations and maintenance manuals, stormwater pollution prevention plans and supporting
documentation.

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for certain
capital improvement project documents
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GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
11-03-00 Engineering
11-03-01 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.
11-03-02 Maps & Plans Tract maps, improvement maps, outside projects, parcel maps, right of way, annexations, infrastructure as-builts and all other permanent record maps and plans.

Eng P GC 34090(a); Permanent for land related documents GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent for maps and
plans.
11-03-03 Encroachment Permits - Temporary Use Includes utility repairs, tree permits, street closures, block party permits, transportation permits and other
temporary use permits.

Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for non-construction encroachment permits
11-03-04 Encroachment Permits - Construction Construction related permits Eng P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
11-03-05 Grading Permits Eng P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
11-03-06 Speed Surveys Radar surveys Eng AC+5 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey plus 2 years
Administrative Policy: Maintain for 5 years after
completion to meet residential street speed
requirements.
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Eng P GC 34090; 2 year minimum requirement
GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent for flood
maps.
11-03-09 Geotechnical Reports Eng P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent for soil reports (environmental)
11-03-10 Street Lights Retention for street light installation and layouts, plans and maps. Retention for City-installed lighting systems.

Developer installed systems are maintained with the
development project file.

Eng LOS+3 GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
11-03-11 Traffic Signals Retention for logs, drawings, wiring diagrams, codes, circuit numbers, installation records and testing.

Eng LOS+3 GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system
11-04-00 Alameda Countywide Clean Water Program
11-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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.
11-04-02 Industrial & Illicit Discharge Control Information gathered from meetings on the subject. Clean Water CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
11-04-03 New Development Subcommittee Information gathered from meetings on the subject. Clean Water CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
11-04-04 Policy/Management Information gathered from meetings on the subject. Clean Water CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
11-04-05 Public Information & Participation Information gathered from meetings on the subject. Clean Water CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
11-04-06 Annual Reporting Compilation of information from C.2 - C.6 subsections for County reporting
Clean Water CY+3 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-05-00 C.2 Program - Corp Yard
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Clean Water CY+3 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-05-03 Annual Report Data Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-06-00 C.3 Program - New Development
11-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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.
11-06-02 Development Projects Clean Water P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Policy: Maintain development projects
permanently to coincide with CEQA guidelines and
environmental recommendations.
11-06-03 HM Standards Hydrological Modification. Includes 6 - 7 forms completed by the developer for projects.

Clean Water S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for policies and procedures.
11-06-04 Standards & Technology Includes site design Clean Water S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for policies and procedures.
11-06-05 Inspections & Enforcement Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-06-06 Annual Report Data Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-07-00 C.4 Program - Industrial
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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.
11-07-02 Inspections Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-07-03 Annual Report Data Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-08-00 C.5 Program - Industrial & Illicit Discharge
11-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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.
11-08-02 Inspections Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-08-03 Annual Report Data Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-09-00 C.6 Program - Construction
11-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

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.
11-09-02 Inspections Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-09-03 Annual Report Data Clean Water CY+3 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
11-10-00 Building Maintenance
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O&M AC+4 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.

Administrative Policy: Follow retention life of the
associated contract for the maintenance services to
meet statutes of limitations.
11-10-03 City Facility / Equipment Permits Includes elevator, vehicle, underground storage tank and other permits required for operation of City property.

O&M AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
11-11-00 Streets
11-11-01 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.

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.
11-11-02 Signage Maintenance of signage. O&M P GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
Administrative Policy: Maintain all signage installation in a database permanently.
11-11-03 Striping Maintenance of striping. Does not include engineering drawings of traffic control plans.

O&M P GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.

Administrative Policy: Maintain all striping in a database permanently.
11-11-04 Graffiti Removal Work orders for maintenance. Format may be oral, phone call, e-mail or paper requests.

O&M CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for graffiti abatement on municipal buildings.
11-11-05 Parking Lots & Meters Maintenance projects completed by the City. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years parking lots, 2 years after completion for maintenance
projects
11-11-06 Work Furlough Program O&M CY+2 GC 34090; 2 year minimum requirement ™ 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
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O&M CY+10 GC 34090; 2 year minimum requirement
40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.
11-12-00 Grounds
11-12-01 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.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-12-03 Urban Trees Program Maintenance projects on City trees on street landscape and residential trees in the City easement.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-12-04 Play Structure Inspections & Maintenance O&M AC+3 GC 34090; 2 year minimum requirement CCP 338; 3 years for action
State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories.
11-12-05 Trails Maintenance projects completed by the City. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-12-06 Backflow Testing Maintenance projects completed by the City. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-12-07 Pesticides State form for Dept of Agriculture. O&M CY+3 GC 34090; 2 year minimum requirement F&AC 14011.5 - 12, maintain and submit Pesticide Use
Reports
F&AC 14007, Restricted Materials Permits issued for 1
to 3 years.
11-13-00 Fleet Maintenance
11-13-01 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.
11-13-02 Maintenance Database Vehicle and fuel consumption tracking system. Includes procurement information for new vehicles and
equipment. Dossier and EKOS.

O&M ACT Transitory Record: Databases are maintained while active or until data is transferred to a new tracking
system.
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Maintenance records maintained in Dossier.

O&M LOV+3 GC 34090; 2 year minimum requirement
CCP 338; 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.
11-13-04 Fuel Reports Downloaded from EKOS. O&M AA+3 GC 34090; 2 year minimum requirement CCP 337(2) & (3); SOL of 4 years
State of California Guidelines; 3 years after audit
11-13-05 CNG Facility Equipment Maintained in binders on an annual basis. O&M AA+3 GC 34090; 2 year minimum requirement CCP 337(2) & (3); SOL of 4 years
State of California Guidelines; 3 years after audit
11-14-00 Transit Division
11-14-01 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.

Transit AC+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
11-14-03 Return to Source Funding Annual claim form inclusive of state, regional and local sources. Not related to grants. (PUC 99313 & 99314 -
STA, 99240 or 99260 - TDA)
Transit CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Policy: Retain funding reports for the
current year plus 4 years to support receipt of the
funding.
11-14-04 Short Range Transit Planning Guiding document for Transit. Completed for a 10 year period and superseded every 3 years.

Transit S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for master plans.
11-14-05 Monthly Transit Reports Reports received from the service provider. Includes ridership, service performance, projected cash revenue, accidents, vehicle maintenance, year-to-date
compilations and other operations information.

Transit AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for management reports.
11-14-06 Routes & Route Guides Transit S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for bus & truck routes
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Legend:

Contains HIPAA information.

Transit C AT+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 for liability waivers.
11-14-08 External Audits & Reviews Requested by federal and state funding agencies for triennial reviews.

Transit AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit for internal or external audit reports.
11-14-09 Procurement Workpapers for procurement of buses, vans and other transit equipment. Includes successful bids for
purchases.

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

Administrative Policy: 5 years after completion of project associated with the bid.

GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 for unsuccessful bids
11-14-10 Title VI & Language Assistance Plan Completed every 3 years. Transit S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
11-14-11 Public Transportation Safety Action Plan - PTASP Completed every 3 years with annual updates. Transit S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
11-14-12 Transit Asset Management - TAM Completed by the MTC with updates provided by Transit. Updated every 3 years.

Transit S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan is superseded.
11-15-00 Property & Subdivisions
11-15-01 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.
11-15-02 Final Tract Maps Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
11-15-03 Final Parcel Maps Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
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State of California Guidelines; Permanent
11-15-06 Deeds, Quitclaim Deeds & Easements All originals should be sent to the City Clerk for maintenance and storage.

Eng P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
11-15-07 Soil Reports Eng P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
11-16-00 Assessment Districts
11-16-01 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.
11-16-02 Landscape & Lighting Districts Includes annual engineer's report for the districts. Eng P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-16-03 Local Improvement Districts Includes annual engineer's report for the districts. Eng P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-17-00 Maintenance Projects
11-17-01 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.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-17-03 Streets Maintenance Curb and gutter repair, faded street signs and other maintenance projects.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
11-17-04 Facility Maintenance O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
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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
12-01-00 Administration / Chief of Police
12-01-01 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.

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.
12-01-02 Tiburon Records Management System Includes Automated Reporting System and Records Management Systems, with PropRoom property
management.

Admin ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
12-01-03 Citation Log Book - Movers Issued to any officer by their supervisor. Currently maintained by Personnel & Training.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.
12-01-04 Citation Log Book - Parkers Issued to any officer by their supervisor. Currently maintained by Personnel & Training.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.
12-01-05 Administrative Citations Issued for code enforcement issues. Written by PD or Code Enforcement, then sent to third party processing
service.

Admin AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion
12-01-06 Grants Applications and Programs Includes approved applications, submissions, submission reports, progress reports based on grant
guidelines, invoices from grant purchases.

Admin AC+5* 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
12-01-07 Property Audits Performed by a division on the Property division. Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for property control documents and logs.
12-01-08 Policy Manual Lexipol Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
12-01-09 Procedural Manuals Kept and maintained by individual units/divisions. Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
12-01-10 Internal Affairs Includes complaints by citizens, comment and compliment forms, officer involved shootings, and copies of personnel files/information for both retired, separated and active employees.

Admin AC+5* PC 832.5(b) Statutory minimum is 5 years.

EVC 1045; 5 years for conduct
PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2547; SOL of 3 years for officer fraud
GC 12946; 4 years after completion/position filled
* City Manager policy is follow statute unless the
complaint is regarding discrimination or sexual
harassment, which shall be retained indefinitely
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
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12-00-00 POLICE DEPARTMENT
Legend:

Used for special projects such as attorney requests,
pending litigation and general division/unit requests.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.
12-01-12 Police Annual Reports Maintained by Cassie in COP. Admin P GC 34090; 2 year minimum requirement Administrative Policy: Maintain permanently to follow
other municipal retention guidelines for departmental
preference.
12-01-13 City Crime Maps Maintained by Crimereports.com. See Kelly Mussgrove about these maps.

Admin ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
12-01-14 Search Warrants Previously maintained separately from the associated case, currently a copy is maintained with case. Sealed
search warrants booked into evidence. May contain
confidential and/or informant information.

Admin C IND Retention period depends upon the associated case. 12-01-15 Surveillance Recordings - Police/City Facilities Includes in-building and parking lot surveillance. Admin CM+13 GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.

State of California Guidelines; Current Month plus 13
months for surveillance recordings
12-01-16 Surveillance Recordings - Skate Park Maintained for litigation purposes. Follow general SOL. Admin CM+13 GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.

State of California Guidelines; Current Month plus 13
months for surveillance recordings
12-01-17 Automated Vehicle Locator System - AVL Used to track police vehicles Admin IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-01-18 UCR Reports - Copies Completed monthly for the DOJ. Uniform Crime Reporting.

Admin CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports, including UCR reports.

Administrative Policy: Maintain copies of UCR Reports
for the Current Year plus 10 years for historical trending. 12-01-19 Equitable Sharing (Asset Seizure) Includes agreement and status report. Maintained by the Chief's secretary.

Admin AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Closure of the case plus 2 years.
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Legend:

GC 911.2; 1 year after accrual of cause of action
State of California Guidelines; Closure plus 1 year, since final verdict is recorded at the courts.
12-01-21 Pitchess Motions Admin CY+2 GC 34090; 2 year minimum requirement 12-01-22 Subpoenas Duces Tecum Subpoenas for records or property. Admin CY+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period
State of California Guidelines; Current year plus 2 years.

Courts/County maintain the original record.
12-01-23 City Attorney Reports (Use of Force) Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for use of force files
12-01-24 Incident Review Board Reports (IRB) Report used to review incidents and identify training, procedural issues and equipment issues. Also includes
City-owned vehicle accident reports and vehicle collision logs. Electronic file kept by the patrol lieutenants.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for incident history reports
12-01-25 CHP 187 For vehicle pursuits. Maintained by the Chief's secretary. Admin IND VC 17004.7; Maintain vehicle pursuit records, no retention.
12-01-26 Paid Overtime Signup Sheet Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for timekeeping records.
12-01-27 Watch Schedules Admin S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded stating GC 34090
12-01-28 Locker & Riot Locker Logs Includes combinations and assigned lockers Admin S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
12-01-29 Emergency Contact Cards Separate from employee personnel files. Accessed by supervisors when needed.

Admin C ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period
12-01-30 Supervisor's Evaluation Notes Notes and observations on performance related issues for the deployment period. Cycle is a complete 6 months plus the remaining current deployment period.

Maintained by the Patrol Lieutenant. Related to training.

Admin AC+6M GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period.

Administrative Policy: Maintain for 6 months after
completion to assist in the evaluation process. No need to retain beyond completion of the evaluation.
12-01-31 Administrative Staff Notes General status updates on current projects and items of interest.

Admin CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
12-01-32 Supervisor Staff Notes General status updates on current projects and items of interest. Pertains mainly to operational issues.

Admin CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
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12-00-00 POLICE DEPARTMENT
Legend:

Admin AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 12-01-34 Holding Cell Logs Log of persons maintained in holding cells, including name, charges, time checks, and other information.

Admin CY+6 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 6 years for jail logs
12-01-35 Holding Cell Health Inspections Annual inspection performed by the County. Admin CY+6 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 6 years for inspection files
12-01-36 Monthly Cell Inspections Internal inspection of cells for repairs, maintenance and restocking.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations records
12-01-37 Explorer Scout Program Includes application, ride-along waiver, background authorization, supplemental background information
form, criminal history and records checks, LiveScan
fingerprinting, background letters to neighboring
agencies, and ID cards. Exit the program when they turn 21 or sooner.

Does not include performance evaluations, but does
include correspondence, suspension information and
reason for exiting the program.

Admin C AT+10 CCP 335.1; 2 years for action on injuries caused by neglect.
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 5 years after termination Administrative Policy: Maintain for 10 years after the
applicant leaves the program.
12-01-38 Community Service Event Log Community service activities, events attended, and who worked the event for Explorer Scout Program.

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 1 year for case assignment logs.
12-02-00 Personnel
12-02-01 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.
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12-00-00 POLICE DEPARTMENT
Legend:

Candidates maintained in separate folders, including
drivers licenses, certificates of completion, oral interview scores and comments, and other personal information.

Personnel C AC+4 * GC 12946; 4 years after completion/position filled GC 7920.000 Public Records Act, release of confidential information
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain EEOC demographic information
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled.

Administrative Policy: Maintain individual recruitment
files for 4 years after disqualification, or 4 years after expiration of the associated eligibility list.
12-02-03 Personnel Records AT+5. Maintained by Administrative Secretary to the Chief of Police.

Personnel C AT+6 GC 60201d(12); 7 years after payment for employees 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 5 years after termination 12-02-04 Background Checks Hired personnel are maintained by the Administrative Secretary.

Unsuccessful candidates maintained in Personnel for 5
years after completion of recruitment, then purged.

Personnel C P
AC+4
GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion/position filled
PC 832.5; 5 years for officer complaints
State of California Guidelines; Permanent for hired
Safety Personnel; 2 years after position closes for Safety Personnel not hired.

Administrative Policy: Maintain non-hired background
checks for 4 years after position is filled to follow
recruitment files.
12-02-05 SB90 Statistics Statistical information generated from Tiburon/RMS for the state. Reimbursements for responding to certain
types of incidents.

Personnel CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for statistical reports
12-02-06 Alarm Permits Hardcopy maintained for 3 years, data entered into database.

Personnel AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for alarm records.
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12-00-00 POLICE DEPARTMENT
Legend:

Administrative Policy: Maintain individual recruitment
files for 4 years after disqualification, or 4 years after expiration of the associated eligibility list.
12-02-08 Concealed Weapons Permits - CCW National permits require qualification annually.

Qualification may occur in City or at outside locations.

Includes renewal notification and copies of the current policy which are sent to the applicant. Maintained
indefinitely for trending.

Denied permit applications
Personnel AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
12-03-00 Training
12-03-01 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.
12-03-02 Training Management System Database Lesson plans, location, subject, safety plan, class costs, attendance etc. are maintained electronically in TMS.

Paper destroyed after entry into the database.

Training IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-03-03 CRU Operations/Training - SWAT Scanned into TMS. Paper destroyed after scanning. Training ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period.

Administrative Policy: Destroy paper after scanning and quality check of the image.
12-03-04 CRU Operations/Training - Sniper Scanned into TMS. Paper destroyed after scanning. Training ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period.

Administrative Policy: Destroy paper after scanning and quality check of the image.
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12-00-00 POLICE DEPARTMENT
Legend:

Administrative Policy: Destroy paper after scanning and quality check of the image.
12-03-06 CRU Operations/Training - Peer Support Team Scanned into TMS. Paper destroyed after scanning. Training ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period.

Administrative Policy: Destroy paper after scanning and quality check of the image.
12-03-07 Crisis Intervention Training (CIT) Includes intervention training for mentally unstable individuals. Scanned into TMS. Paper destroyed after
scanning.

Training ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period.

Administrative Policy: Destroy paper after scanning and quality check of the image.
12-03-08 Defensive Tactics Includes impact weapons Training AC+15 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
12-03-09 Weapons Program Includes range lesson plans, firearms safety plan, weapon maintenance, after action reviews, firearm
training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Qualifications combined with the training session.

Training AC+15 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
12-03-10 K-9 Records Includes monthly training records, veterinary records and care and maintenance records.

Training AT+7 GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after termination, no specific citation given.
12-03-11 Emergency Vehicle Operations Includes yearly update on pursuit policy. Training P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
12-03-12 Video Training Includes tactical communications, CPR/First Aid (part hands on), racial profiling, domestic violence.

Training AC+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
12-03-13 POST Training Reimbursement Forms Reimbursements from POST for outside training.

Finance only gets the check from POST, not the form.

Training CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Policy: Maintain for the same retention
period as Accounts Receivable under Finance/ASD.
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12-00-00 POLICE DEPARTMENT
Legend:

Training AT+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.
12-03-15 Instructor Resumes Also maintained with POST, but created in PD. Training AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain information on speakers for the current year plus 2 years.
12-03-16 Department Master Training Plan Until superseded. Suggestion for annual review. Training S+2 GC 34090; 2 year minimum requirement 12-03-17 Training Bulletins Notification of new training procedures or matters.

Maintain indefinitely.

Training P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
12-03-18 Respiratory Protection Program Includes yearly fit testing and medical examinations. Training CY+3 CCP 340.5; Statute of limitations of 3 years after incident CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203; IIPP program, 1 year for corrective action
and training records
State of California Guidelines; Current year plus 2 years for equipment maintenance
12-03-19 Field, Civilian & Public Service Officer Training Programs - FTO/CTO/PSO
Filed by employee. Includes daily observation reports,
schedules and supporting documents, orientation and
other initial training records.

Training AC+15 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
12-04-00 COPPS
12-04-01 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.

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.
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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
12-04-02 Tobacco Grant County funded program for tobacco stings. COPPS AFP+5 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. State recommends referring to grant application close-out procedures, if any. * Refer to grant application close-out procedure for potential extensions in retention period.
12-04-03 Second Hand Dealer Licenses COPPS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers.
12-04-04 ABC Applications Processed at ABC and the City is notified. COPPS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of the license plus 2 years.
12-04-05 YFS Referrals Form used to recommend individuals to YFS. COPPS CY+2 GC 34090; 2 year minimum requirement 12-04-06 COPPS Projects Log Log used to track and trend ongoing problems and resolutions to problems. May come from any officer.

Includes Community Health Action Team (CHAT)
inspections.

COPPS AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion for code enforcement
12-04-07 COPPS Projects Filed sequentially by assigned number. COPPS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion for code enforcement
12-04-08 Property Business Improvement District Program Businesses within the district will fund officers. Statistical reports are generated and maintained.

COPPS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for statistical reports
12-04-09 Law Enforcement Grants Grants offered through outside companies and applied for by PD.

COPPS AFP+5 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(16); extends to 4 years
State of California Guidelines; 5 years after grant
closure. State recommends referring to grant application close-out procedures, if any. * Refer to grant application close-out procedure for potential extensions in retention period.
12-04-10 Firearm Qualification Log Binder contains a record of each qualification and results. Should be maintained by Personnel & Training.

P&T CY+2 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training programs
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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
12-04-11 Crime Free Program Includes base line statistics on calls for services, monthly property reports (not maintained, only reviewed for
trending) and arrest reports for specific apartment
properties requesting the service. Documents include
program management training records/certifications
(every 2 years), CPTED (Crime Prevention Through
Environmental Design), Property Social Event records,
Trespass Admonishment Warning forms (entered into
RMS) and Confirmation of Arrest forms. An addendum
to the lease agreement is created and required to
accommodate the program. Simplifies the removal of
criminal elements from the complex. Potential for
litigation.

COPPS AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports, and for citizen patrol requests. 2 years after completion or closure for research project files.
12-04-12 Abatement Letters Used to notify landlords of criminal activities and prompt action.

COPPS AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion for code enforcement
12-04-13 Ride-along Program Applications for program. Records CY+2 GC 34090; 2 year minimum requirement 12-05-00 Traffic Section
12-05-01 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.
12-05-02 DataTicket Citation Services / Database Hosted system for parking citations. Electronic tickets are generated at scene and electronically submitted for processing.

Traffic ACT Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-05-03 Parking Ticket Appeals Hardcopy of documents submitted by responsible violator maintained in Traffic. Appeal also tracked on
DataTicket website.

Traffic AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.
12-05-04 Collisions Includes tow sheets, driver evaluations, lab requests, medical records requests; All documents go to Records
as part of the case file.

Records ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
12-05-05 Traffic Complaints Trickle down from Administration. General traffic related e-mails and other complaints and requests.

Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.

Administrative Policy: Maintain traffic complaints for 2 years after receipt.
12-05-06 Towing Service Provider Includes general information and correspondence with tow contract provider.

Traffic CY+2 GC 34090; 2 year minimum requirement
12-05-07 Vehicle Check Points Includes an after action plan on vehicle check points. 1 file kept per check point.

Traffic CY+2 GC 34090; 2 year minimum requirement
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12-00-00 POLICE DEPARTMENT
Legend:

Traffic AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination for radar calibration records
12-06-00 Investigations
12-06-01 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.
12-06-02 Informant Files Invest AT+10 GC 34090; 2 year minimum requirement State of California Guidelines; 10 years after termination for informant files, no citation stated
12-06-03 290 PC Registration For sex offenders. Activity based on ORI status.

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

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-06-04 290 PC Registration Log Excel file listing offender, birth day, last registration event and other remarks and/or compliance issues.

Invest IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
12-06-05 11590 H&S Registration For drug registrants. Invest L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-06-06 Arson Registration Arson - Adults
Arson - Juveniles
Invest L+2
* Varies
GC 34090; 2 year minimum requirement
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-06-07 Pawn Slips Invest CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers.
12-06-08 Intelligence Reports/Graphs/Statistics May include a snapshot of information from Tiburon relating to a person, property or incident.

Invest CY+2 GC 34090; 2 year minimum requirement
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12-00-00 POLICE DEPARTMENT
Legend:

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.
12-07-02 Transfer Sheets Includes chain of custody evidence/property transfer for inhouse and outside agencies. Maintained in Property
until case is resolved, then transferred to records.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for property control logs recording items coming into and going out of property rooms.
12-07-03 Case Disposition Reports Copy of original, which is maintained by Records. Records ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
12-07-04 Property Disposition Receipts Generated by Property to go to case investigation asking for permission to dispose of evidence. Created by
Property or by Investigations, approved by
Investigations, then returned to Property.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for property control logs recording items coming into and going out of property rooms.

Administrative Policy: Retain receipts for 2 years after the case is closed.
12-07-05 Weapons Destruction Log Includes court order to destroy. Created by Property, sent to Investigations for approval, then returned to
Property.

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for gun
destruction. No citation given.
12-07-06 Drug Destruction Log Includes court order to destroy. Created by Property, sent to Investigations for approval, then returned to
Property.

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for gun
destruction. No citation given.
12-07-07 Deposit Receipts For disposition of found or unclaimed monies, or distributions per court order. Copy from ASD maintained with the case record.

ASD AC+2 GC 34090; 2 year minimum requirement
12-07-08 Bicycle Requisition Forms Releases possession of bicycles to the City's Teen Workshop for repairs and resale. Electronic version
maintained within Tiburon, but does not show
release/acceptance signatures
Property AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for property control logs recording items coming into and going out of property rooms.
12-07-09 Auction Reports Lists sent to the auction house for sale. Property AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property.
12-07-10 Asset Seizure Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately sent to
Records with the case file.

Records ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
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12-00-00 POLICE DEPARTMENT
Legend:

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.
12-08-00 Records - Case Files *** Maintain all case files confidential while active.

California Public Records Act to be consulted.
12-08-01 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.
12-08-02 187 - Murders Records C *** P PC 187; Definitions PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
12-08-03 Officer Involved Cases Includes shootings Records C *** AC+25 EVC 1045; Public access to information on Internal Affairs cases. 5 year access limit.

PC 801.5; 4 year statute of limitations
PC 832.5; 5 years after case closure, confidential
document not for public exposure.

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

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of
incident has been placed with the case file.
12-08-04 Child Molestation Records C *** AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
12-08-05 City Employee Cases Records C *** AC+7 GC 34090, 2 year minimum requirement 29 CFR 1904; OSHA reports, maintain
29 CFR 1904.33; OSHA reports maintained for the
current year plus 5 years.

State of California Guidelines; 7 years after closure
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12-00-00 POLICE DEPARTMENT
Legend:

Department of Justice recommends 25 years.

Administrative Policy: Based on registration
requirements, maintain sex crime cases Permanently for
adult offenders.
12-08-07 Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has
occurred.

Records C *** AC+10 GC 34090; 2 year minimum requirement Administrative Policy: Retain weapon crime information
for 10 years to track potentially violent individuals.
12-08-08 Crimes with Death Records C ***, V, H P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

CCP 335.1; Must commence action within 2 years
State of California Guidelines; Permanent
12-08-09 Child Abuse Abuse cases:

Referrals:

Records C ***, V AC+10
AC+2
PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
12-08-10 Missing Persons Records C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.
12-08-11 Unattended Death / Suicide Suspicious
No suspicious circumstances
Records C ***, V, H
C ***, V
P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
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12-00-00 POLICE DEPARTMENT
Legend:

Collisions involving fatalities:

Collisions involving City vehicles:

Records
C ***, V
C ***, V, H
AC+3
P
AC+10
GC 34090; 2 year minimum requirement
CA Law Enforcement Warrant Officers Association
recommends keeping for an additional 3 years, and
permanently for collisions involving fatalities.

Administrative Policy: Retain City vehicle traffic reports for 10 years after closure of the case for vehicle damage tracking purposes.
12-08-13 Robberies / Burglary Records C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.
12-08-14 Stolen Vehicles Records C *** AC+10 GC 34090; 2 year minimum requirement CA Law Enforcement Warrant Officers Association
recommends keeping for 10 years.
12-08-15 Misdemeanors / Petty Theft Records C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.
12-08-16 Record Sealings Adults
Juveniles
Records C *** AC+3 *
AC+5 **
PC 851.8(a); Factually innocent records, 3 years after
arrest, * with district attorney approval.

Date of court ordered destruction
W&IC 781; 5 years after sealed by court order for at-risk youth;
** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occurring on
or after the child reaches age 14, DO NOT DESTROY.
12-08-17 Animal Bite Reports Records C *** AC+3 F&AC 32003(e); 3 years after animal disposition PC 597.1(d); 3 years after animal disposition
GC 34090; 2 year minimum requirement
NOTE: Animal Disposition includes death of the animal,
euthanasia or release of the animal back to the owner or caretaker.
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12-00-00 POLICE DEPARTMENT
Legend:

Records C *** AE GC 34090; 2 year minimum requirement
GC 68152; Duration of the restraining or other order and renewals, then retain orders as a judgement.

State of California Guidelines; Destroy after law
enforcement actions described in Penal Codes 273.5,
273.6, 646.9, 12028.5, 13700 and Family Codes 6380 -
6383 are fulfilled and effective date of restraining order has expired.
12-09-00 Records - Administration
12-09-01 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.

Routine cards are maintained onsite. Gang identification information is sent offsite to gang task force. DA likes physical card for gang related evidence.

Records AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for field interview cards.

Administrative Policy: Maintain field interview cards for 5 years after completion to support the Alameda County
District Attorney's Office.
12-09-03 Citations - Movers Paper copy kept in Records; one copy goes to the courts.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.
12-09-04 Citations - Parkers Paper copy kept in the City and copy sent to DataTicket for processing.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.
12-09-05 Citations - Misdemeanor Cases Most are filed with the case, except for City Municipal Code violations which go to Code Enforcement or to
court. Entered into the CAD system.

Records AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.

Administrative Policy: Maintain citations copies for 5
years after closure for historical purposes.
12-09-06 Officer Subpoenas Originals maintained by the courts. Records ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement.
12-09-07 NCIC Audits National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates,
stolen weapons, warrants, missing persons and
restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports.
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12-00-00 POLICE DEPARTMENT
Legend:

Individual files on guns.

Records AC+2 GC 34090; 2 year minimum requirement
PC 33875; 180 days after firearm found and owner
notified
Administrative Policy: Maintain for 2 years after the
weapon is found.
12-09-09 Visitor Logs Logs of contractors and other visitors to the Station. Records CY+2 GC 34090; 2 year minimum requirement 12-09-10 Citation Logs Logs of citations paid at the Station. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates.

Administrative Policy: Maintain logs for Current Year plus 2 years to support the citations.
12-09-11 Court Logs Listing of court packets sent directly to the courts. Records CY+2 GC 34090; 2 year minimum requirement 12-09-12 Teletype Logs Log of any communication sent via teletype to a requesting agency.

Records CY+2 GC 34090; 2 year minimum requirement
12-09-13 Case Audit Log Daily log of case numbers issued. Inhouse reference check for cases.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 1 year for case assignment logs.
12-09-14 Online Crime Reporting Reports created online by the public for lost items or other misdemeanor crimes with no suspects.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.
12-09-15 Redacted Traffic Reports Redacted reports scanned to TrafficReports.com for public purchase. Includes all traffic reports. Transitory record since it's a copy of the original for public request needs.

Records ACT AC+3 GC 34090; 2 year minimum requirement
CA Law Enforcement Warrant Officers Association
recommends keeping for an additional 3 years, and
permanently for collisions involving fatalities.

Administrative Policy: Retain City vehicle traffic reports for 10 years after closure of the case for vehicle damage tracking purposes.
12-09-16 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation, and will approve destruction of recordings on a monthly basis. The City of Fremont
retains the recordings.

City of
Fremont
2Y GC 34090.6; 100 days. If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
Administrative Policy: Maintain audio recordings for 2
years at the request of the Alameda County District
Attorney's Office.
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Union City City CouncilApril 14, 2026

Union City City Council
April 14, 2026