Agenda packet — Vernon City Council, July 16, 2024 (part 3 of 6)

____________________ ..

Item 9 Page 96 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. GAS-003 Confined Space Entries (Gas
Only) 2 years 2 years Ppr
8 CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6); GC
§34090
City Clerk GAS-005 EasementsPP
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department Preference (copies);
GC §34090.7
Utilities / Gas GAS-006
Employee Certifications (Gas
Operator Qualifications &
Tests, Employee Fusion
Certifications)
Separation +
5 years
Separation +
5 years
Before
Separation Mag, Ppr
City preference; 29 CFR
1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29
USC 1113
Utilities / Gas GAS-007
Environmental / Electrical
Equipment Disposal -
Hazardous Material
2 yearsPP
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department preference; GC
§34090 et seq.

Utilities / Gas GAS-008
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr Department Preference; CCP
§337 et. Seq., GC §34090
Utilities / Gas GAS-009 Facility Histories / Infrastructure Design
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-010 Gas Drawings / As-Builts /
Record Drawings
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities / Gas GAS-011 Gas Emergency Operating PlanPP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-012 Gas Load Forecasts,
Imbalances
Minimum 5
years
Minimum 5
years
Mag, Ppr Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 97 of 122 ends

____________________ ..

Item 9 Page 97 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities / Gas GAS-014
Gas Operating, Inspection &
Maintenance Plans &
Installation Procedures
(DIMP-Distribution Integrity
Management Plan, Public
Awareness Program, Natural
Gas System Operator
Qualification Plan, Gas Integrity
Management Program)
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-015 Gas Pipelines - Cathodic
Protection
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-016 Gas Pipelines - Integrity
Management Program
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-017 Gas Pipelines - Pipeline PatrolPP Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Public Works
/ Engineering GAS-018 Gas Projects - Installation, Transmission, Distribution PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities / Gas GAS-019 Gas Regulator Station
Calibration, Retest & Reset
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 98 of 122 ends

____________________ ..

Item 9 Page 98 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Public Works
/ Engineering GAS-020 Gas System Design, Regulator System Charts PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities / Gas GAS-021
Gas System Reports
(Distribution, Integrity
Management, Leakage, &
Transmission)
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-022 Gas Vaults - Inspections and
Maintenance
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-023
Pipeline Maintenance / Valve
Maintenance / Inspections /
Gas Odorization Tests
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity &
Gas
GAS-025
Regulatory Agency Audits:

CEC, CFTC, CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity &
Gas
GAS-026
Regulatory Agency
Compliance Reports &
Confirmations: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity &
Gas
GAS-027
Regulatory Agency
Correspondence: , CPUC,

EPA, FERC, NERC, NPDES,
WECC, etc..

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 99 of 122 ends

____________________ ..

Item 9 Page 99 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity &
Gas
GAS-028
Regulatory Agency
Inspections: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity &
Gas
GAS-029
Regulatory Agency Licenses:
, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-030
Southern California Gas
Agreement Administration /
Intrastate Transmission Service
Agreements / Firm Access
Rights (FAR)
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference (City
Clerk has originals of all
agreements); GC §34090 et seq.

Utilities / Gas GAS-031 Southern California Gas
Franchise Statements 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference (meets
municipal government auditing
standards); GC §34090 et seq.

Utilities / Gas GAS-032 Underground Service Alerts
(USA's) / Dig Alerts - Gas Only 10 years 10 years Mag, Ppr Department preference;
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Division
Providing
Service /
Work
GAS-033
Work Orders / Service
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
GAS-034
Work Orders / Service
Requests - All Information
Entered in CMMS Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 100 of 122 ends

____________________ ..

Item 9 Page 100 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Division
Providing
Service /
Work
GAS-035
Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service
retains originals; Division
requesting service is
considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 101 of 122 ends

____________________ ..

Item 9 Page 101 of 122
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CUSTOMER SERVICE / UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS, WASTE WATER, WATER ) Utilities /
Customer
Service
CS-001 Accounts Receivable - Customer
Services / Utility Billing 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Utilities /
Customer
Service
CS-002 Adjustments / Abnormal Read
Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
auditing standards; GC §34090
et seq.

City Clerk
OR Utility /
Customer
Service
CS-002.1
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City
Attorney CS-003 Bankruptcies
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Lead Dept. CS-004 Billing Registers, Payment
Registers, Adjustment Registers
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Business License & Permit
Database is the original; reports
are considered drafts or copies);
GC §34090
Lead Dept. CS-005
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Utilities /
Customer
Service
CS-006 Conservation Programs /
Rebates / Incentives
Minimum 5
years
Minimum 5
years
Mag, Ppr Department Preference; GC
§34090
Utilities /
Customer
Service
CS-007 Customer Service / Utility Billing
Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Resolution No. 2024-10

Page 102 of 122 ends

____________________ ..

Item 9 Page 102 of 122
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Customer
Service
CS-009 Hydrant Meters - Rentals /
Temporary (Pools, Construction)
End of
Rental + 2
years
End of
Rental + 2
years
Ppr Department preference; GC
§34090
Utilities /
Customer
Service
CS-010 Lock Box Reports / Payment
Detail Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
auditing standards; GC §34090
et seq.

Utilities /
Customer
Service
CS-010.1
Medical Necessity Customers
(Emergencies / Shut-offs -
Customers who must have
electricity for critical medical
equipment)
When
Superseded
or
Terminated
When
Superseded
or
Terminated
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Confidential; GC §34090
Utilities /
Customer
Service OR
Utilities /
Electricity
CS-011 Reports to DOE (Department of
Energy) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets
auditing standards; GC §34090
et seq.

Utilities /
Customer
Service
CS-011.1
Residential Water Billing:

Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Utilities /
Customer
Service
CS-011.2
Residential Water Billing: Nonpayment Notices / Notice of Payment Delinquency &
Impending Discontinuation
(Initial, Final)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Utilities /
Customer
Service
CS-011.3
Residential Water Billing: NSF
Checks / Adjustments to
Customer accounts
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Utilities /
Customer
Service
CS-011.4
Residential Water Billing:

Payment Plans: Amortization,
Alternative Payment Plans,
Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Resolution No. 2024-10

Page 103 of 122 ends

____________________ ..

Item 9 Page 103 of 122
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Customer
Service
CS-011.5
Residential Water Billing: Policy
on Discontinuation of Residential
Service for Nonpayment
When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Must post to Website; H&S
§116906; GC §34090
Utilities /
Customer
Service
CS-011.6
Residential Water Billing: Report
of Annual Discontinuations of
Residential Service
Minimum 2
years
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Must post to Website; H&S
§116918; GC §34090
Lead Dept. CS-012 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Utilities /
Customer
Service
CS-013
Service Address Files
(Application, Credit Report,
Inspections, Water Liability
Forms, Requests for Power Load
Data, Control Cards, Work
Orders, etc.)
Close of
Account in
Good
Standing + 2
years
Close of
Account in
Good
Standing + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090 et seq.

Utilities /
Customer
Service
CS-014 Stubs / Payment Coupons
(returned with payment)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Utilities /
Customer
Service
CS-015 Turn Ons and Turn Offs
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Utilities /
Customer
Service
CS-016
Utility Adjustment Slips / Meter
Mis-reads, Credits / Debits to
Accounts
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Resolution No. 2024-10

Page 104 of 122 ends

____________________ ..

Item 9 Page 104 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ELECTRICITY
Utilities /
Electricity EL-001 AQMD Fuel Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Lead Dept. EL-002 AQMD Permits (Generators,
etc.)
Expiration +
5 years
Expiration +
5 years Mag, Ppr 40 CFR 70.6; GC §34090
Utilities /
Electricity EL-003
Bulk Power Log Sheets (prior to
2007) / Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
10 years 10 years Mag, Ppr Department Preference; GC
§34090
Utilities /
Electricity EL-004
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned (Electricity)
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project
Schedules, Progress meetings,
Punch Lists, Real Estate
Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily
Inspections, Daily Logs,
Stormwater compliance, etc.

Upon
Completion
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 105 of 122 ends

____________________ ..

Item 9 Page 105 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity EL-005
Capital Improvement Projects
(CIP): Permanent File /
Scanned Records (Electricity)
Specifications / RFP &
Addenda, Agreement /
Contract, Successful Proposal,
Change Orders, Geotechnical
Studies & Reports, Operations
& Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans,
Notice of Completion, Photos,
Soil Reports, Studies,
Submittals, Surveys, etc.

Upon
Completion
PP
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet. +
10 years
Department preference; retained
for disaster preparedness
purposes; GC §34090
Lead Dept. EL-006
Confined Space Entries / Hot
Work Permits / Lock Out-Tag
Out / Lockout-Tagout / LockoutBlockout / Energy Control Procedures (ECP) / Air
Monitoring Calibrations
5 years 5 years Ppr
Department preference; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
Utilities /
Electricity EL-009 Control Center Operator / Dispatcher Check Listing 5 years 5 years Mag, Ppr Department preference; GC §34090 Utilities /
Electricity EL-045
Control Center Switching Order
Logs / System Logs / Manual
Entry Logs / Load Changes
10 years 10 years Mag, Ppr
Department Preference (Load
records are required for 3
years); 18 CFR 125.2, 125.3;
GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 106 of 122 ends

____________________ ..

Item 9 Page 106 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years 2 years Mag, Ppr GC §34090 Utilities /
Electricity EL-007.1 Daily Purchasing 10 years 10 years Ppr 18 CFR 125.2 & 125.3; GC §34090 Utilities /
Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary) 5 years 5 years Ppr 8 CCR 344.80 & 81; GC §34090 Utilities /
Electricity EL-010
Department of Energy (DOE)
Licenses and Regulatory
Correspondence
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity EL-011 Department of Energy (DOE) Reports 5 years 5 years Mag, Ppr Department Preference; GC §34090 City Clerk EL-012 EasementsPP
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department Preference (copies);
GC §34090.7
Utilities /
Electricity EL-013
Electric Utility Service
Equipment Requirements
Committee (EUSERC) - All
Records
When No
Longer
Required
When No
Longer
Required
Mag, OD Not City Records
Utilities /
Electricity EL-014 Electricity Drawings / As-Builts / Record Drawings Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR
125.2 & 125.3; GC §34090
Utilities /
Electricity EL-015
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr
Department Preference; 18 CFR
125.2 & 125.3; CCP §337 et.

Seq., GC §34090
Utilities /
Electricity EL-016 Facility Histories / Infrastructure Design PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 107 of 122 ends

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Item 9 Page 107 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity EL-016.1 Fuel Records (reported to AQMD 5 years 5 years Mag, Ppr AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Utilities /
Electricity EL-017
Generation Reliability Reports /
Run Logs / Generation Reports
/ Generator Operation Logs &
Inspections / Power Production
Operating Data Logs / Diaries
10 years 10 years Mag, Ppr
18 CFR 125.2 & 125.3; AQMD
Rule 1470; Form 400–E–13a
instructions; GC §34090
Utilities /
Electricity EL-021 Joint Pole Agreements
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity EL-022 Joint Pole Committee Industry Committee - All Records When No
Longer
Required
When No
Longer
Required
Mag, Ppr Not City Records
Utilities /
Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference (meets
municipal government auditing
requirements); GC §34090
Utilities /
Electricity EL-024 Joint Pole Locations, History, Maintenance (Card Files) Replacement
of the Pole
Replacement
of the Pole
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity EL-025 Load Records, Load Curves, Temperature Logs, Water Logs 10 years 10 years Mag, Ppr Department Preference
(required for 3 years); 18 CFR
125.2, 125.3; GC §34090
Utilities /
Electricity EL-025.1
Power Outage Reports -
Preliminary Report produced by
the Control Center
5 years 5 years Mag, Ppr
Department Preference
(Engineering produces Final
Report); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 108 of 122 ends

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Item 9 Page 108 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity EL-026
Power Outage Reports - Final
Report produced by
Engineering
10 years 10 years Mag, Ppr Department Preference; GC
§34090
Utilities /
Electricity EL-027
Power Outage Database /
Interruption of Service
Database
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Mag, Ppr Data is interrelated; GC §34090
Utilities /
Electricity EL-029
Power Trading / Power
Scheduling
(Check Out Worksheets)
Completion +
3 years 2 years Completion + 5 years Mag, Ppr
Department Preference (auditing
standards are 5 years); GC
§34090
Utilities /
Electricity EL-030
Power Trading / Power
Scheduling
(Confirmations, Invoices)
3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090
Utilities /
Electricity EL-031
Power Trading / Power
Scheduling
(Generation Worksheets)
3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090
Utilities /
Electricity EL-033
Power Trading / Power
Scheduling
(Voice Recordings)
2 years 2 years Mag, Ppr Department Preference; GC
§34090
Utilities /
Electricity &
Gas
EL-034
Regulatory Agency Audits:

CEC, CFTC, CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc.
10 years 10 years Mag, Ppr Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 109 of 122 ends

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Item 9 Page 109 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity &
Gas
EL-035
Regulatory Agency
Compliance Reports &
Confirmations: CEC, CFTC,

CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years 10 years Mag, Ppr Department Preference; GC
§34090
Utilities /
Electricity &
Gas
EL-036
Regulatory Agency
Correspondence: , CPUC,

EPA, FERC, NERC, NPDES,
WECC, etc..

Minimum 10
years
Minimum 10
years
Mag, Ppr Department Preference; GC
§34090
Utilities /
Electricity &
Gas
EL-037
Regulatory Agency
Inspections: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity &
Gas
EL-038
Regulatory Agency Licenses:
, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities /
Electricity EL-039 Sampling / Circular & Strip Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 Utilities /
Electricity EL-040
SCADA Database (Electricity)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; GC §34090
Utilities /
Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years 5 years Mag, Ppr Preliminary drafts; GC §34090 Utilities /
Electricity EL-042
Stormwater Monitoring /
NPDES Monitoring and
Inspection (from Former
Electricity Generation Plant)
5 years 5 years Mag, Ppr
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 110 of 122 ends

____________________ ..

Item 9 Page 110 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity EL-043
Stormwater: NPDES Annual
Reports (from Former
Electricity Generation Plant)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44
Utilities /
Electricity EL-044
Stormwater: NPDES Permits
(from Former Electricity
Generation Plant)
Expiration +
5 years
Expiration +
5 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Utilities /
Electricity EL-046 Turbine Activity Reports 5 years 5 years Mag, Ppr AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Lead Dept. EL-046.1 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Division
Providing
Service /
Work
EL-047
Work Orders / Service
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
EL-048
Work Orders / Service
Requests - All Information
Entered in CMMS Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 111 of 122 ends

____________________ ..

Item 9 Page 111 of 122
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Division
Providing
Service /
Work
EL-049
Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
information entered into CMMS
Database)
Includes Job Briefing,
Operating Checklist, Safety
Checklist
(Division providing service
retains originals; Division
requesting service is
considered a copy)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference for OSHA
compliance; CCP §§338 et seq.,
340 et seq., 342, GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 112 of 122 ends

____________________ ..

Item 9 Page 112 of 122
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

FIBER OPTICS
Utilities /
Fiber Optics FO-001
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Fiber Optics
Projects
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Upon
Completion
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Utilities /
Fiber Optics FO-002
Capital Improvement Projects
(CIP): Permanent File /
Scanned Records - Fiber
Optics Projects
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Notice of Completion,
Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Upon
Completion
PP
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet. +
10 years
Department preference; retained
for disaster preparedness
purposes; GC §34090
Utilities /
Fiber Optics FO-004 Fiber Optic Customers (Internet & Dark Fiber) Close + 5
years
Close + 5
years
Mag, Ppr Department Preference (meets
auditing standards); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 113 of 122 ends

____________________ ..

Item 9 Page 113 of 122
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Fiber Optics FO-005 Fiber Optic Drawings / As-Builts / Record Drawings PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities /
Fiber Optics FO-006
Fiber Optic Pipelines / Projects -
Installation, Transmission,
Distribution
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities /
Fiber Optics FO-007 Fiber Optic Plans Superseded + 2 years Superseded
+ 2 years Mag, Ppr Department Preference; GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 114 of 122 ends

____________________ ..

Item 9 Page 114 of 122
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

UTILITIES - STORMWATER / NPDES
Utilities /
Stormwater STORM-001.1
Development SWPPP
(Stormwater Pollution Prevention
Plan) / Construction Monitoring
Finalled + 3
years
Finalled + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;GC
§34090 et. seq.

Utilities /
Stormwater STORM-001.2
Environmental Assessments /
Phase 1 Environmental
Assessments
PP
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference; GC
§34090 et. seq.

Utilities /
Stormwater STORM-001.4
Stormwater Monitoring / NPDES
Monitoring and Inspection (by
Address)
Minimum 5
years
Minimum 5
years
Mag, Ppr
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Utilities /
Stormwater STORM-001.4 Stormwater: Business Inspections (by Address) Minimum 5
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
40 CFR §§122.21, 122.41,
122.44; GC §34090
Utilities /
Stormwater STORM-001 Stormwater: MS4 Monitoring Expiration + 5 years Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5
years, audits are required
every 2 years; 40 CFR
§§122.21, 122.41, 122.44;
GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Resolution No. 2024-10

Page 115 of 122 ends

____________________ ..

Item 9 Page 115 of 122
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Stormwater STORM-002 Stormwater: MS4 Permits 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5
years, audits are required
every 2 years; 40 CFR
§§122.21, 122.41, 122.44;
GC §34090
Utilities /
Stormwater STORM-003
Stormwater: NPDES Annual
Reports (Includes Well Site
Discharges)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Department preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44
Utilities /
Stormwater STORM-004 Stormwater: NPDES Permits
(Includes Well Site Discharges)
Expiration + 5
years
Expiration +
5 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Utilities /
Stormwater STORM-005
Stormwater: TMDL Plan (Total
Maximum Daily Load) TMDL
Monitoring Plan
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Resolution No. 2024-10

Page 116 of 122 ends

____________________ ..

Item 9 Page 116 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

WATER DISTRIBUTION (POTABLE WATER)
Utilities
Water Dist. WTR-001
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Water
Projects
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Page 117 of 122 ends

____________________ ..

Item 9 Page 117 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities
Water Dist. WTR-002
Capital Improvement Projects
(CIP): Permanent File /
Scanned Records - Water
Projects
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Hazardous Materials
Plans, Notice of Completion,
Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Upon
Completion
PP
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; GC §34090
Utilities
Water Dist. WTR-003
Chains of Custody / Water
Analysis / Reports & Sampling:

Bacteriological and Organics
5 years 5 years Mag, Ppr 40 CFR 141.33(a)
Utilities
Water Dist. WTR-004
Chains of Custody / Water
Analysis / Reports & Sampling:

Chemical (Includes Chlorine
Residuals)
10 years 10 years Mag, Ppr
State and Federal laws require
10 years; 40 CFR 141.33(a); 22
CCR §64470
Utilities
Water Dist. WTR-005
Chains of Custody / Water
Analysis / Reports & Sampling:

Lead & Copper
12 years 12 years Mag, Ppr
Required for 12 years or 2
compliance cycles; ); 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 118 of 122 ends

____________________ ..

Item 9 Page 118 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. WTR-006 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6); GC
§34090
Utilities
Water Dist. WTR-007
Customer Concerns / Customer
Complaints: Odor / Taste /
Visual Complaints
(Correspondence regarding
Potable Water)
5 years 5 years Mag, Ppr
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64470(a)
Public Works
/ Engineering WTR-008 Development Review Comments
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Utilities
Water Dist. WTR-009
Environmental Agencies /
Regulatory Agencies
(EPA, DHS, etc.)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Utilities
Water Dist. WTR-010
Fire Hydrant Flow / Pressure
Tests (Development or
Maintenance) - Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr Department Preference (data is
interrelated); GC §34090
Utilities
Water Dist. WTR-011
Fire Hydrant Flow / Pressure
Tests (Development or
Maintenance) - Paper
Minimum 2
years
Minimum 2
years
Mag, Ppr
Department Preference (valves
are exercised every year); GC
§34090
Utilities
Water Dist. WTR-012 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090 Utilities
Water Dist.

Or HEALTH?
WTR-013 NPDES Monitoring Reports
(Well Site Discharges) 3 years 3 years Mag, Ppr
Monitoring records required for 3
years in Federal law; 40 CFR
§§122.21, 122.41
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 119 of 122 ends

____________________ ..

Item 9 Page 119 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities
Water Dist.

Or HEALTH?
WTR-014 NPDES Permits (Well Site
Discharges)
Expiration +
3 years
Expiration +
3 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Utilities
Water Dist. WTR-015 Operating Permit (Wells) Expiration + 2 years PP
Mag,
Mfr, OD,
Ppr
S / I No Department preference; GC
§34090
Utilities
Water Dist. WTR-016 Operations & Maintenance Manuals / O & M Manuals Disposal of
Equipment
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
Utilities
Water Dist. WTR-017 Reservoir Maintenance
PP
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department preference; GC
§34090
Utilities
Water Dist. WTR-018
SCADA Database (Water)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Department Preference (data is
interrelated); GC §34090
Lead Dept. WTR-019 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
City Clerk WTR-020 Urban Water Management
Plans (UWMP)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Department Preference (copies)
GC §34090.7
Utilities
Water Dist. WTR-021 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc.

PP Mag Department preference; GC
§34090
Utilities
Water Dist. WTR-022
Vulnerability Assessment /
Emergency Response Plan /
Risk & Resilience Assessment /
Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d);
GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 120 of 122 ends

____________________ ..

Item 9 Page 120 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities
Water Dist. WTR-023 Water Production Reads / Reports (to State DHS & DWR) 5 years 5 years Mag, Ppr Department Preference; Meets
California Department of Health
requirements (3 years); GC
§34090
Utilities
Water Dist. WTR-024 Water Quality Reports / Consumer Confidence Reports 12 years PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference;
Required for 12 years or 2
compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91;
GC §34090
City Clerk WTR-025 Water Supply Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to City Clerk; GC
§34090.7
Utilities
Water Dist. WTR-027
Well Records (includes
Destroyed or Abandoned
Wells)
PP
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department preference; GC
§34090
Division
Providing
Service /
Work
WTR-028
Work Orders / Service
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Department Preference (data is
interrelated); GC §34090
Division
Providing
Service /
Work
WTR-029
Work Orders / Service
Requests - All Information
Entered in CMMS Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 121 of 122 ends

____________________ ..

Item 9 Page 121 of 122
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Division
Providing
Service /
Work
WTR-030
Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service
retains originals; Division
requesting service is
considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Resolution No. 2024-10

Page 122 of 122 ends

____________________ ..

Item 9 Page 122 of 122

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
..

Item 9 Page 1 of 126

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

Records Description: The record series (a group of like records).

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section)
CC: Civil Code (CA)
CFC: California Fire Code
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
EVC: Evidence Code (CA) FC: Family Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
UFC: Uniform Fire Code VC: Vehicle Code (CA)
W&I: Welfare & Institutions Code (CA) ..

Item 9 Page 2 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Media I=Import
Options M=Mfr
S=Scan
Inactive
(Records
Center)
Active
(in office) (OFR) Vital? Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY WIDE (Used by All Departments)
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, Warrant
Requests, etc.

Copies -
When No
Longer
Copies -
When No
Longer
All originals go to Finance
(these are copies); GC
§34090.7
Yes: Before Mag, Finance CW-001 Payment Ppr
Required Required ALL backup is forwarded to
Finance
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
Mag,
Mfr, OD,
Ppr
Lead Dept.

City Clerk
CW-002
CW-003
2 years 2 years
Copies -
When No
Longer
Copies -
When No
Longer
Complete Master Agenda
Yes: After Packets are retained by the
QC &OD Office of the City Clerk
permanently; GC §34090.7
Mag,
Mfr, OD,
Ppr
Agenda Packets / Staff
Reports: City Council
SS
Required Required
Starting in 2020, send ALL
original contracts to the City
Yes: Upon Clerk. 2019 and prior, the City
Completio Clerk retained the originals of
Agreements & Contracts -
ALL (after 2020).
2019 & prior with City Clerk's
Attestation
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
City Clerk CW-004
n any agreement or contract that
the City Clerk attests to; GC
§34090.7
Required Required
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 3 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Covers E&O Statute of
Limitations (insurance
certificates are filed with Agreements & Contracts -
WITHOUT City Clerk's
Attestation (Prior to 2020) agreement); Published Audit Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
Mag,
Mfr, OD,
Ppr
Yes: Upon
Completio n
Completion +
10 years
Completion + Yes: Before Lead Dept. CW-005 Agreement or Contract includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work), etc.)
S/I 10 years Completion
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Mag,
Mfr, OD,
Ppr
Yes: Upon Wrongful Death=comp. + 5
Completio years, Developers=comp. + 10 Yes: Before
Completion Lead Dept. CW-006 S/I (Correspondence, Project Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
n years; Statewide guidelines
propose termination + 5 years;
CCP §337 et. seq., 2 CFR
200.334200.333; 24 CFR

91.105(h), 92.505, &
570.502(b), 29 CFR 97.42;
OMB Circular A-133; GC
§34090; GC §8546.7
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 4 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Covers E&O Statute of
Limitations (insurance
certificates are filed with Agreements & Contracts:

ADMINISTRATIVE FILES agreement); Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
Mag,
Mfr, OD,
Ppr
Yes: Upon
Completio n
Completion +
10 years
Completion + Yes: Before
10 years Completion Lead Dept. CW-007 (Correspondence, Project Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
S/I
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract; GC §34090
Mag,
Ppr Lead Dept. CW-008 2 years 2 years
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR) CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Ppr Finance CW-009
CW-010
Copies; GC §34090.7
Required Required
Bids: See Agreements &
Contracts
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 5 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Boards, Commissions, &
Committees: City Council
Subcommittees All recommendations are
presented to the City Council;
GC §34090 et seq.

Mag,
Ppr Staffing Dept. CW-011
CW-012
2 years 2 years
(Composed solely of less than
a quorum of the City Council)
Boards, Commissions, &
Committees: External
Organizations When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
(e.g. County Board of
Supervisors)
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
Minimum 2
years
Minimum 2
years
Mag,
Ppr Staffing Dept.

Staffing Dept.

CW-013
CW-014
54960.1(c)(1) AGENDAS, AGENDA
PACKETS.

Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Mag,
OD 10 years 10 years
AUDIO RECORDINGS of
Meetings / Audio Tapes
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 6 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Department Preference; Video
Mag,
OD
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
Staffing Dept.

Staffing Dept.

CW-015
CW-016
10 years 10 years
VIDEO RECORDINGS of
Meetings / Audio Tapes
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Mag,
Mfr, OD,
Ppr
Department preference; GC
§34090
PPS No

MINUTES & BYLAWS
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Yes: Current
Fiscal Year
Yes: After
5 years Finance
Finance
CW-017
CW-018
Budgets - Finals S/I
Required Required
Copies -
When No
Longer
Copies -
When No
Longer
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Mag,
Ppr GC §34090.7
Required Required
Copies -
When No
Longer
Required
(Upon
Copies -
When No
Longer
Required
(Upon
Mag,
Mfr, OD,
Ppr
Yes: Before
Settlement
Yes: After
Settlement City Attorney CW-019 Claims S/I GC §§34090.7, 34090.6 Settlement) Settlement)
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 7 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq.,
340 et seq., 342, GC §§911.2,
34090
Lead
(Responding)
Dept.

Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years
Mag,
Ppr CW-020
Send to
Human
Resources
Send to
Human
Resources
Human
Resources
Mag,
Ppr CW-021
CW-022
Complaints Against Employees
Contracts: See Agreements
GC §34090.7
Copies -
When No
Longer
Copies -
When No
Longer
Copies or duplicates of any
record Lead Dept. CW-023 Mag Ppr GC §34090.7
Required Required
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
ONLY IF the Content relates in
a substantive way to the
conduct of the public's
business; City of San Jose v.

Superior Court (Smith).

Mag,
Ppr
(e.g. Administrative, Chronological,
e-mail, General Files, Letters,
Memorandums, Reading File,
Working Files, etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
CW-024 2 years 2 years
S218066. Supreme Court of
California, 2017; GC §34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 8 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Correspondence - Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by placing them in
an electronic or paper (project)
file folder and retained for the
applicable retention period. If
not mentioned here, consult
the City Attorney to determine
if a record is considered
transitory / preliminary draft.

GC §§34090, 7927.500,
7928.705. 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v.

Superior Court (Smith).

Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
Dept. that
Authors
Document
or
Receives the
City's Original
Document
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr CW-025 (e.g. calendars, checklists, e-mail
or social media posting, instant
messaging, inventories,
invitations, logs, mailing lists,
meeting room registrations,
speaker slips, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages. transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.) S218066. Supreme Court of
California, 2017
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 9 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7 City Clerk CW-026
CW-027
Required Required
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC §34090 Lead Dept.

Transitory or source records
not retained in the ordinary
When When course of business; CHP
Lead Dept. CW-028 DMV Pull Notices Superseded or
Separated
Superseded
or Separated
Mag Ppr audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
When No
Longer
Required
When No
Longer
Required
Drafts & Notes: Drafts that are
revised (retain final version)
Mag,
Ppr Lead Dept. CW-029
draft. GC §§34090, 6252,
6254(a) 7927.500, 7928.705
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Item 9 Page 10 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.

GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Lead Dept.

Lead Dept.

CW-030
CW-031
Yes Mag
Grants (UNSUCCESSFUL
Applications, Correspondence)
Mag,
Ppr 2 years 2 years GC §34090
Meets auditing standards;
Grants covered by a
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 2 CFR
200.333 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A110 & A-133; GC §34090 GC § 8546.7
After
Funding
Agency
Audit, if
Required - Minimum 5
Minimum 5
years
After Funding
Agency Audit,
if required - Mag,
Ppr Lead Dept. CW-032 2 years
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
years
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 11 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Send all grievances to Human
Resources; All State and Copies -
When No
Longer
Copies -
When No
Longer
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Human
Resources
Grievances and Informal
Complaints (Employees)
Yes: Before
Disposition
Mag,
Ppr CW-033
Required Required
Copies -
When No
Longer
Required
(Upon
Copies -
When No
Longer
Required
(Upon
Risk Management
Yes: After administrates pre-litigation
Settlement claims; GC §§34090.7,
34090.6
Mag,
Mfr, OD,
Ppr
Lawsuits, Litigation, Pending
Litigation
Yes: Before
Settlement City Attorney
Lead Dept.

CW-034
CW-035
S/I
Settlement) Settlement)
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the Regular Course of
Business GC §34090
Leave Slips / Time Off
Requests
Mag,
Ppr
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
when it was used is
maintained for 30 years;
Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; 8 CCR
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
Mag,
Mfr, OD,
Ppr
Yes - After
QC & OD Lead Dept. CW-036 30 years 30 years S
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC
§34090
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Item 9 Page 12 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-037 Minutes - City Council Yes (all)S No
Required Required
Copies -
When No
Longer
Copies -
When No
Longer
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Mag,
Mfr, OD,
Ppr
Municipal Code (these are
copies)
Yes: Current
Original City Clerk CW-038 I No
Required Required
When No
Longer
Required
When No
Longer
Required
Non-records - may be obtained
from the newspaper company;
GC §34090
Lead Dept. CW-039
CW-040
Newspaper Clippings Ppr
Notices: Public Hearing
Notices and Proofs of
Publications
Mag,
Ppr Staffing Dept. 2 years 2 years GC §34090
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk Permanently; GC §34090 City Clerk CW-041
CW-042
Ordinances - City Council Yes (all)S No
Required Required
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
Lead Dept. OSHA Inspections or Citations 5 years 5 years Ppr VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 13 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Send to
Human
Resources
Upon
Separation or
Transfer
Send to
Human
Resources
Upon
Separation or
Transfer
Personnel Files (Departmentlevel Files)
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
Human
Resources
Before
Separation
Mag,
Ppr CW-043
Except for Fire & Police
Department
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or Evaluation
Documented
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
Before
Annual Personnel Files (Supervisor's
Notes)
Mag,
Ppr Lead Dept. CW-044
CW-045
discipline; GC §34090 et seq.

Discipline
When No
Longer
Required
When No
Longer
Required
Preliminary Drafts; destroy
unnecessary photographs. GC
§34090
Mag,
Ppr Lead Dept.

Lead Dept.

Photographs
Proclamations, Mag,
Ppr CW-045.1 Commendations, Certificates /
Recognitions
2 years 2 years GC §34090
Copies -
When No
Longer
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk; GC §34090.7 City Clerk
Lead Dept.

Lead Dept.

CW-046
CW-047
CW-048
Public Records Requests (ALL) Yes (all)SSNo
Required
Public Relations / Press
Releases
Mag,
Ppr 2 years
2 years
2 years
5 years
GC §34090
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC &OD §34090 Purchase Orders / Requisitions 3 years
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Item 9 Page 14 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.

Mag,
Ppr CW-049
CW-050
CW-051
CW-052
2 years 2 years
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h) 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
Mag,
Mfr, OD,
Ppr
Minimum 3
years
Minimum 5 Yes: Before Yes: After
QC &OD 2 years S
years Purchase
Copies -
When No
Longer
Copies -
When No
Longer
Records Destruction Lists /
Certificate of Records
Destruction
Mag,
Ppr City Clerk GC §34090.7
Non-Records
Required Required
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by YOUR
Department preference;
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Minimum 2
years
Minimum 2
years
Mag,
Ppr Lead Dept. CW-053
Department
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Item 9 Page 15 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Ppr Lead Dept. CW-054 Copies; GC §34090.7
Reference or Working Files:

See Correspondence CW-055
CW-056
Administratively and
Yes: After Historically significant,
10 years therefore retained permanently;
GC §34090
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
Mag,
Mfr, OD,
Ppr
Lead Dept.

Lead Dept.
10 years
10 years
PP S/I
Department preference;
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
Mag,
Ppr CW-057 10 years
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-058
CW-059
Resolutions - City Council Yes (all)S No
Required Required
Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq. Lead Dept.

Item 9 Page 16 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Surveys / Questionnaires (that
the City issues).

If a summary of the data is Mag,
Ppr Lead Dept. CW-060 compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years GC §34090
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; Most Time Cards / Time Sheets /
Time Off Request Forms /
Payroll Certifications / Leave
Requests / Payroll Exception
Forms
Copies -
When No
Longer
Copies -
When No
Longer
Employees provide digital Mag,
Mfr, OD,
Ppr
Finance /
Payroll
Yes: After signatures when they submit
QC & OD their timecards, but some in
Public Works and Community
Services do not (another
CW-061 S / I
Required Required
employee enters their time);
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090
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Item 9 Page 17 of 126
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference; Ethics
& Harassment Prevention
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 4 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
Training - ALL COURSE

RECORDS
Mag,
Mfr, OD,
Ppr
(Attendance Rosters, Outlines
and Materials; includes Ethics
& Safety Training & Tailgates,
Sexual Harassment Prevention
Training)
Yes: When
Inactive Lead Dept. CW-062 2 years 3 years 5 years S
1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Video Recordings - City
Operations / Building
Security
Records "regular and ongoing
operations"; GC §34090.6 Lead Dept.

Lead Dept.

CW-063
CW-064
1 year 1 year Mag
Mag
When No
Longer
Required
When No
Longer
Required
Does not record "regular and
ongoing operations"; GC
§34090.6
Video Recordings - Parking
Lots, Public Areas
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Item 9 Page 18 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Inactive
(Records
Center)
Active
(in office)
Media I=Import Paper after (OFR) Vital? Retention Options M=Mfr S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ADMINISTRATOR
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC &OD §34090 City Admin. CADM-002 City Council Correspondence S / I S / I
Grand Jury Reports and
City Admin. CADM-003 Responses (Regarding City
Operations)
Department Preference (the Mag, Mfr,
OD, Ppr
Yes: After
QC &OD 5 years 5 years Grand Jury keeps their reports 5 years); GC §34090
Copies -
When No
Longer
Copies -
When No
Longer
Independent Reform Monitor
Reports
Included in City Council Agenda
Packets; GC §34090.7 City Clerk CADM-004 Mag, Ppr
Required Required
Projects, Programs, Economic
Development, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC &OD §34090 City Admin. CADM-006
City Admin. CADM-007
S / I
When No
Longer
Required
Copies -
When No
Longer
When No
Longer
Required
Copies -
When No
Longer
Speech Notes / PowerPoint
Presentations
Notes, drafts, or preliminary
documents; GC §34090 et seq. Mag, Ppr
Mag, Ppr Invoices are maintained by
Finance; GC §34090.7 Finance CADM-008 Travel / Conferences Required Required
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 19 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Media I=Import
Options M=Mfr
S=Scan
Inactive
(Records
Center)
Active
(in office) (OFR) Vital? Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ATTORNEY
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department Preference; GC
§34090 City Attorney CA-001 Advice Files / Department Files Mag,
Mfr, OD,
Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Attorney Invoice backup / detail
(confidential)
Yes: Until
Paid
Yes: After
QC & OD City Attorney
City Attorney
City Attorney
City Attorney
City Attorney
CA-001.1
CA-002
CA-003
CA-004
CA-005
2 years 3 years 5 years S / I
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Mag,
Ppr Bankruptcies - NOT pursued
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
Bankruptcies - Where a claim
is filed
Mag,
Ppr 10 years 10 years P
Mag,
Mfr, OD,
Ppr
City Attorney Opinions and
Opinion Index
Yes: After Department Preference; GC
QC & OD §34090
P Yes S / I
Minimum
Final
Resolution +
5 years
Minimum
Final Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
Claim for Damages - Over
$2,501
Yes: Until
Resolution + Settlement
5 years
Mag,
Ppr
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department Preference; GC
§34090 City Attorney CA-006 Closed Session Materials
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 20 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Litigation Files / Lawsuits /
Court Case Files - Real
Property or Historically
Significant
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
Yes: Until
Settlement
Mag,
Ppr City Attorney
City Attorney
CA-007
CA-008
PP
Litigation Files / Lawsuits /
Court Case Files - NOT Real
Property or Historically
Significant
Minimum
Final Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
Yes: Until
Resolution + Settlement
5 years
Mag,
Ppr
Copies -
When No
Longer
Copies -
When No
Longer
Required
Send all final settlement
Yes: After agreements and court
QC & OD settlements to City Clerk; GC
§34090
Mag,
Mfr, OD,
Ppr
Settlement Agreements / Final
Court Settlements City Clerk CA-009
CA-010
S / I
Required
Mag,
Ppr City Attorney Summons 2 years 2 years GC §34090
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Item 9 Page 21 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY CLERK
Agenda Packets: City Council,
Active and Inactive Decision
Making Bodies
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 City Clerk CC-001 P P S / I
Agreements & Contracts
(INFRASTRUCTURE - ALL
Settlement Agreements,
MOUs, etc.)
Starting in 2020, ALL original
contracts are sent to the City
Clerk. 2019 and prior, the
City Clerk retained the
originals of any agreement or
contract that the City Clerk
attested to only.

Agreement or Contract
includes all contractual
obligations (e.g.

Specifications and
Successful Proposal /
Scope of Work), Notice of
Completion
Department Preference; All
infrastructure, JPAs, & Mutual
Yes: After Aid contracts should be Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
City Clerk CC-003 Completion
PPS
Inactive permanent for emergency
preparedness; Statute of
Limitations is 4 years; 10
years for Errors & Omissions;
land records are permanent
by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090,
Contractor has retention
requirements in 48 CFR

4.703(a)
Examples of Infrastructure:

Architects, buildings, bridges,
covenants / CC&Rs, golf course
redesign / construction,
development, park improvements,
property restrictions, reservoirs,
settlement, sewers, sidewalks,
street & alley improvements,
utilities, water.

Item 9 Page 22 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Starting in 2020, ALL original
contracts are sent to the City
Clerk. 2019 and prior, the
City Clerk retained the
originals of any agreement or
contract that the City Clerk
attested to only.

Agreements & Contracts
(NON-INFRASTRUCTURE
ALL)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work) Notice of
Completion
Covers E&O Statute of
Limitations (insurance Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Completion
+ 10 years
Yes: Upon certificates are filed with City Clerk CC-004 Completion 10 years S/I Completion agreement); Published Audit Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Examples of Non-Infrastructure:

Consultants, Franchises,
Landscape Maintenance, Painting,
Slurry Seals (Paving), Tree
Trimming, Leases, Human
Developers=comp. + 10
years; Statewide guidelines
propose termination + 5
years; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Resources, Professional Services
Board & Commission
Applications (Successful and
Unsuccessful)
City Clerk
City Clerk
City Clerk
CC-004.1
CC-005
CC-006
2 years
2 years P
2 years
2 years P
Mag, Ppr
Mag, Ppr
GC §34090
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
GC §34090
Budgets - Adopted / Final
(approved via resolution)
Yes: Current Mag, Mfr,
Fiscal Year OD, Ppr
Yes: After Department preference; GC S / I 90 days §34090 et seq.

Item 9 Page 23 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

City Council, Board &
Commission Historical List of
Members
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC &OD §34090 City Clerk
City Clerk
CC-007
CC-008

PP S / I
S / I
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
City maintains original Mag, Mfr,
OD, Ppr
Yes: After 2
years
7 years 7 years statements; GC
§81009(d)(e)(f)&(g)
Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
Mag, Mfr,
OD, Ppr City Clerk CC-008.1 10 years 10 years S / I Yes:

ELECTRONICALLY-FILED
Economic Interest Filings
(FPPC Form 602 / 635) -
Lobbyist Authorization /
Reporting
Mag, Mfr,
OD, Ppr
Yes: After 2 2 CCR 18615(d), GC
years §81009(e)&(g City Clerk CC-008.2 5 years 5 years S / I FPPC Form 801 (Gift to
Agency Report)
Mag, Mfr,
OD, Ppr
Yes: After 2 Must post on website; GC
years §81009(e) City Clerk
City Clerk
City Clerk
City Clerk
CC-009
CC-010
CC-011
CC-014
7 years
7 years
7 years
7 years
7 years
7 years
7 years
7 years
S / I
S / I
S / I
S / I
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
Mag, Mfr,
OD, Ppr
Yes: After 2 Should post on website for 4
years years; GC §81009(e)
FPPC Form 803 (Behested
Payment Report)
Mag, Mfr,
OD, Ppr
Yes: After 2
years
GC §81009(e)
FPPC Form 806 (Agency
Report of Public Official
Appointments)
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009(e)
Mag, Mfr,
OD, Ppr
Yes: After 2
years
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 24 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Minimum
Term of
Office + 2
years
Minimum
Term of
Office + 2
years
Department preference; GC
§34090 City Clerk CC-015 FPPC Referral Letters Mag, Ppr

ELECTIONS - CONSOLIDATED
City Clerk OR
Utility /
Customer
Service
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
CC-016 2 years 2 years Ppr GC §53753(e)(2)
For Electronic Filings, Data
that has been maintained for
at least 10 years may then be
archived in a secure format;
Paper must be retained for at
least 2 years; GC
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
Mag, Mfr,
OD, Ppr
Yes: After 2
years
City Clerk CC-017 2 yearsPPS
§81009(b)&(g); GC §84615(i)
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL
Candidates without
committees are not required
to file their statements,
CANDIDATES Mag, Mfr,
OD, Ppr
Yes: After 2 reports or copies online or City Clerk CC-018 5 years 5 years S Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
years electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 25 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL Statements filed electronically
City Clerk CC-018 CANDIDATES

ELECTRONICALLY FILED -
WITH or WITHOUT
10 years 10 years Mag, Ppr are required for 10 years; GC §81009(b)&(g); GC §84615
Committees
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk
City Clerk
City Clerk
CC-019
CC-020
CC-021
4 years
7 years
4 years
7 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
CA law states term of office
and 4 years after the
expiration of term and does
not delineate between the
two; EC §17100
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
CA law states term of office
and 4 years after the
expiration of term and does
not delineate between the
two; EC §17100
Election + 4
years
Election + 4
years
City Clerk CC-022 Mag, Ppr
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 26 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
City Clerk CC-023 Services, Candidate 2 years 2 years Mag, Ppr GC §34090 Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
Elections - HISTORICAL
(Sample ballot, copies of
resolutions with the final
results; Certificate of Election)
Mag, Mfr,
OD, Ppr
Retained for Historical Value,
GC §34090 City Clerk
City Clerk
CC-024
CC-025
2 yearsPPS No
Results + 8
months, or
Final
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
Examination
Elections - Petitions (Initiative, if No Election
Recall or Referendum) Ppr + 1 year after
petition
examination
if petition is
insufficient
§§17200(b)(3), 17400
Elections - Petitions (Initiative,
Recall or Referendum) - IF
Insufficient, and IF City Clerk CC-025.1 1 year 1 year Ppr EC §§17200(b)(3), 17400 Proponents Examine Petition
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 27 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Applications to View Voter City Clerk
City Clerk
City Clerk
City Clerk
CC-026
CC-028
CC-029
CC-030
5 years
6 mo.
6 mo.
6 mo.
5 years
6 mo.
6 mo.
6 mo.

Ppr
Ppr
Ppr
Ppr
EC 2188(f) Registration Information
Ballots, Ballot Security
Envelopes - After Election
Ballots, Ballot Security
Envelopes - After Recount
Challenged & Assisted Voters
List
EC §17302
EC §17306
If uncontested, EC §17304
City Clerk
City Clerk
CC-031
CC-032
Inspector Receipts for Ballots
Precinct Officer Appointments
6 mo.
6 mo.
6 mo.
6 mo.

Ppr
Ppr
EC 17302, 17306
EC §17503
Mag, Mfr,
OD, Ppr City Clerk
City Clerk
CC-033
CC-034
Roster of Voters 5 years
6 mo.
5 years
6 mo.

EC §17300
EC §17304 Tally Sheets, Logic & Accuracy
Test Certifications Ppr
Ppr
Ppr
Vote-by-Mail Applications,
Roster of Absentee
Applications
City Clerk
City Clerk
CC-035
CC-036
6 mo.
6 mo.
6 mo.
6 mo.

EC §17505
EC §17302 Vote-by-Mail Identification
Envelopes
Voter Index Copies used as the
Voting Record at Polling
Places
City Clerk
City Clerk
CC-037
CC-038
6 mo. 6 mo. Ppr
Ppr
EC §17304
Voter Index Original 5 years 5 years EC §17001
(End of Elections Section)
City Clerk
City Clerk
CC-039 Ethics Training Certificates
Film Permits (Issued by Film
LA)
5 years
Minimum 2
years
5 years
Minimum 2
years
Mag, Ppr
Mag, Ppr
GC §53235.2(b)
Department Preference; GC §
34090 et seq. CC-039.1
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 28 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

City Clerk determines
historical significance; Historical Records, records can address a variety of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
Mag, Mfr,
OD, Ppr City Clerk CC-040 P P
S No
expectancy; GC §34090
Housing Lottery / Interest
Forms (Public Works conducts
Lottery)
City Clerk
City Clerk
CC-041
CC-042
2 years P2 years PMag, Ppr GC §34090
GC §34090
Minutes: City Council, Active
and Inactive Decision Making
Bodies
Mag, Mfr,
OD, Ppr S / I No
Municipal Code
Administration, Distribution,
etc.

When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
City Clerk
City Clerk
CC-043
CC-044
Mag, Ppr
Mag, Ppr
Statute of Limitations on
Municipal Government
actions is 3 - 6 months;
CCP§337 et seq; GC §34090
Notices: City Council, Active
and Inactive Decision Making
Bodies
2 years 2 years
Department Preference;
Statute of Limitations is 4
Yes: After years after the discovery of
QC'd & OD the offense for misconduct in
office; PC 801.5, 803(c); GC
§34090
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr City Clerk CC-045 S / I
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 29 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Mag, Mfr,
OD, Ppr City Clerk
City Clerk
CC-046
CC-047
OrdinancesPP S / I No GC §34090
Public Records Requests /
Request for Records /
Subpoenas (Records / Duces
Tecum)
Department preference; GC
§34090 2 years 2 years Mag, Ppr
Excludes Police
Department preference;
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.

Real Property: Deeds,
Easements, Liens, Rights of
Way
Mag, Mfr,
OD, Ppr City Clerk
City Clerk
CC-048
CC-049
PP Yes (all)S No
Recordings - AUDIO & VIDEO
RECORDINGS of Meetings /
Audio Tapes
- City Council, Active and Inactive
Decision Making Bodies
Department preference; State
law only requires for 30 days;
Video tapes of meetings are
required for 90 days; GC
2 years 2 years Mag, OD
§34090.6; GC §54953.5(b)
Records Destruction
Authorization Forms
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC'd & OD §34090 City Clerk
City Clerk
CC-050
CC-051
10 years
10 years
10 years PS / I
S / I
Records Retention Schedules /
Amendments to Records
Retention Schedules
Mag, Mfr,
OD, Ppr
P No
No
GC §34090 et. seq.

GC §34090
Resolutions: City Council,
Active and Inactive Decision
Making Bodies
Mag, Mfr,
OD, Ppr City Clerk
City Clerk
CC-053PP S / I
Secretary of State Statement of
Facts / Registry of Public
Agencies
CC-053.1 2 years 2 years Mag, Ppr GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 30 of 126
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Subpoenas for Personal
Appearance (City Hall
Employees, Fire Employees)
Excludes Police
City Clerk CC-054 2 years 2 years Mag, Ppr GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 31 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ACCOUNTING
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090; 29 USC
436
1099's / 1096's / DE542
(California Report of Independent
Contractors)
Finance /
Accounting FIN-001
FIN-002
2 years 3 years 5 years Mag, Ppr
Accounts Payable / Invoices and
Backup
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Accounting
Yes: Until Mag, Mfr, Yes: After
QC & OD (Includes Invoices, Travel 2 years 3 years 5 years S / I Paid OD, Ppr Expense Reimbursements, Check Request, etc. Excludes backup
for Attorney invoices)
Audit Reports / Annual l Copies -
When No
Longer
Copies -
When No
Longer
(Copies - the original is
Yes: After 90 maintained by the City Clerk in Comprehensive Financial Report (ACFR) CAFR - Comprehensive
Annual Financial Reports and
related Audit Opinions
Mag, Mfr,
OD, Ppr City Clerk FIN-003
FIN-004
S / I days the Agenda Packet); GC
Required Required §34090.7
Department Preference; meets
municipal government auditing
standards; Statewide guidelines
propose audit + 4 years;
Finance /
Accounting Audit Work Papers 2 years 3 years 5 years Mag, Ppr Published articles show 3 - 7
years; GC §34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 32 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
Department Preference; meets
auditing standards; GC §34090,
26 CFR 31.6001-1
Finance /
Accounting FIN-005
FIN-006
2 years 3 years 5 years Mag, Ppr
Securities (Performance Bonds,
Letters of Credit, CD's, etc.) are
released after the Notice of
Completion is issued and
replaced with the Warranty
Bond, which is released 1 year
after the Notice of Completion
date. GC §34090
Public
Works /
Developme
nt Services
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Department Preference; Statute
of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
Yes: After 90 issued by local governments are
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Finance /
Accounting
Yes: Until Mag, Mfr, FIN-007
FIN-008
S / I Maturity OD, Ppr days 10 years; There are specific requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

See Bank Statements for
statement retention.

Copies -
When No
Longer
Copies -
When No
Longer
Yes:

Current
Fiscal Year
Budgets - Adopted / Final
(approved via resolution)
Mag, Mfr,
OD, Ppr
Yes: After 90 City Clerk maintains originals;
days GC §34090.7 City Clerk S / I
Required Required
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 33 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

When No
Longer
Required
When No
Longer
Required
Finance /
Accounting
Budgets - Preliminary, Proposed,
Backup Documents FIN-009 Mag, Ppr Preliminary drafts; GC §34090 Department preference; this is
the length of time commercial
banks retain images of the
checks; GC §34090
Finance /
Accounting
Checks / Warrants (Issued by the
City, Cashed / Paid) FIN-010 7 years 7 years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Accounting
Escheat (Unclaimed money /
uncashed checks) FIN-011 5 years
1 year
5 years Mag, Ppr
Finance /
Accounting
FEMA Reimbursement / OES
Reimbursements
Department Preference; GC
§34090 FIN-012
FIN-013
9 years 10 years Mag, Ppr
Mag
Data Fields / Records are
interrelated; FERC requires 10
years for GLs, Subsidiary
Ledgers and Journal Vouchers;
18 CFR 125.2 & 125.3; GC
§34090
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Finance /
Accounting Financial Services Database Yes
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Item 9 Page 34 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be kept
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §34090
Fixed Asset List / Fixed Asset
Evaluation Study / Depreciation
Schedules
Finance /
Accounting FIN-014 2 years
PP Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self-enforcement";
Investments / Arbitrage Report /
Swaps / Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund))
Finance /
Accounting
Yes: Until
Paid FIN-015
FIN-016
FIN-017
5 years
2 years
5 years Mag, Ppr
GC§§ 34090, 43900
Required because of electricity
regulations; 18 CFR 125 et seq.;
GC §34090, CCP § 337
Finance /
Accounting
Journal Entries / Journal
Vouchers
Mag, Mfr,
OD, Ppr 8 years 10 years S / I No
Reports, Finance Reports
created from Database:

Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
When No
Longer
Required
When No
Longer
Required
Finance /
Accounting Mag, Ppr
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 35 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Reports: Annual State or
Federal: State Controller's
Finance /
Accounting
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.

Mag, Mfr,
OD, Ppr
Yes: After Department Preference; Meets
QC & OD auditing standards; GC §34090 FIN-018 2 years 3 years 5 years S / I Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Accounting
Transportation Audits / PERS
Audit, etc. FIN-019
FIN-020
5 years
2 years
5 years
5 years
Mag, Ppr
Mag, Ppr Finance /
Accounting
Department Preference; GC
§34090 Treasurer's Reports & Backup 3 years
Department Preference; meets
municipal government auditing
Yes: After standards; Statewide guidelines
QC & OD propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
Minimum 5
years
Minimum 5 Yes: Until Mag, Mfr, FIN-021
FIN-022
W-9s S / I
years Paid OD, Ppr

BUSINESS LICENSE & REVENUE
Accounts Receivable -
Finance /
Business
License &
Revenue
Miscellaneous - Backup for
Damage to Public Property,
Invoices to Outside Entities, Rent
Billings, etc.

Department preference; Meets
auditing standards; GC §34090
et seq.

Mag, Mfr,
OD, Ppr
Yes: After
QC & OD 5 years 5 years S / I
S / I
Finance /
Business
License &
Revenue
Expiration +
2 years
Expiration +
2 years
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 et seq. FIN-022.1 Alarm Permits
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 36 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Copies -
When No
Longer
Copies -
When No
Longer
City
Attorney FIN-023
FIN-024
FIN-025
FIN-026
FIN-027
FIN-028
FIN-029
Bankruptcies Mag, Ppr
Mag
GC §34090.7
Required Required
Finance /
Business
License &
Revenue
Finance /
Business
License &
Revenue
Finance /
Business
License &
Revenue
Finance /
Business
License &
Revenue
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Business License & Permit
Database Yes
Business License Applications
and Changes
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 et seq. 5 years
5 years
1 year
5 years
5 years
5 years
5 years
5 years
S / I
S / I
S / I
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 et seq. Business License Renewals
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
Department preference; Meets
auditing standards; GC §34090
et seq.

Mag, Mfr,
OD, Ppr
Yes: After
QC & OD 4 years
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
Lead Dept. 5 years
5 years
Mag, Ppr
Mag, Ppr
Finance /
Business
License &
Revenue
Department Preference; Meets
auditing standards; GC §34090 Returned Checks / NSF Checks VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 37 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Finance / Department preference; Meets
auditing standards; GC §34090
et seq.

Business
License &
Revenue
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD FIN-029.1 Utility User Tax Remittance 5 years 5 years S / I

PAYROLL
Finance /
Payroll
Auto Pay Authorization Forms / Department Preference; GC §34090 FIN-033
FIN-034
2 years
2 years
3 years
3 years
5 years Mag, Ppr
Mag, Ppr
Direct Deposit Authorizations
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
Finance /
Payroll
Department Preference; GC
§34090 5 years
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.

Deferred Compensation (457)
Reports, Registers
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Payroll FIN-035 2 years
2 years
3 years
3 years
5 years
5 years
Mag, Ppr
Finance /
Payroll
Department preference; GC
§34090 FIN-036
FIN-037
Mag, Ppr
Mag, Ppr
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in
the Regular Course of Business
GC §34090
Finance /
Payroll Employment Verifications
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 38 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference; IRS
Regulation for W-4s is four years
after the due date of such tax for
Yes: After the return period to which the
QC & OD records relate, or the date such
tax is paid, whichever is the
Payroll Benefit Files /
Administration Forms (W-4s,
Changes, Employee, Computer
Loan Receipts and Payments,
Vacation pay-off requests, etc.)
Finance /
Payroll
Separation +
5 years
Separation +
5 years
Mag, Mfr,
OD, Ppr FIN-038
FIN-039
Yes S / I
later. 26 CFR 31.6001-1; GC
§34090
Finance /
Payroll
Payroll Journals / Payroll
Registers / Pay Day Registers
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 2 years 3 years 5 years S / I
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Most Employees provide
digital signatures when they
submit their timecards, but some
in Public Works and Community
Services do not (another
Time Cards / Time Sheets / Time
Off Request Forms / Payroll
Certifications / Leave Requests /
Payroll Exception Forms
Finance /
Payroll
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD FIN-040 2 years 3 years 5 years S / I
employee enters their time); IRS
Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR
516.5; GC §34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 39 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Payroll FIN-041 W-2's 2 years 3 years 5 years Mag, Ppr

PURCHASING
Department preference (meets
municipal government auditing
standards); GC §34090
Department preference (meets
municipal government auditing
standards); GC §34090
Department preference (meets
municipal government auditing
standards); GC §34090
DMV records retained for
convenience
Finance /
Purchasing
Asset Disposal / Sale / Auction /
Surplus FIN-042
FIN-043
FIN-044
5 years
2 years
5 years Mag, Ppr
Mag, Ppr
Mag, Ppr
Finance /
Purchasing Credit Applications 2 years
Finance /
Purchasing
Purchase Orders / Purchase
Contracts 5 years
2 years
5 years
2 years Finance /
Purchasing
Finance /
Vehicle Titles - Copy of Release
of Liability FIN-045
FIN-046
Mag, Ppr
Mag, Ppr Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal
Department Preference; GC
Purchasing §34090

RISK MANAGEMENT
Finance /
Risk
Manag.

Final
Resolution +
5 years
Final
Resolution +
5 years
Department preference; CCP §§
337 et seq.; GC §§ 911.2, 945.6,
34090, 34090.6; PC §832.5(b)
Claim for Damages - Up to
$2,500 / Damage to City Property
Yes: Until
Settlement FIN-046.1 Mag, Ppr
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Item 9 Page 40 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record
Retention
No. Records Description Retention / Disposition
Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after (OFR) (Records
Center)
Vital? Retention Options M=Mfr
S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Insurance Certificate Renewals
for Vendor Agreements &
Contracts / Certificate of Liability
Insurance
Covers E&O Statute of Finance /
Risk
Manag.

Mag, Mfr,
OD, Ppr
Yes: After Limitations and latent defects;
QC & OD CCP §§337. 337.1(a), 337.15,
343; GC §34090
FIN-046.2 11 years 11 years S/I
Finance /
Risk
Manag.

Finance /
Risk
Insurance Polices (City-owned
policies)
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC & OD §34090 FIN-047
FIN-048

PP S / I
JPA / JPIA Reports / General
Liability Claim Runs
Department Preference; GC
§34090 5 years 5 years Ppr
Manag.

Item 9 Page 41 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

Active
(in office)
Total Media I=Import
Options M=Mfr
S=Scan
(OFR) (Records
Center)
Vital? Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

FIRE ADMINISTRATION
Emergency Operations Plan Superseded
and
Approved
Superseded
and
Approved
Mag,
Mfr, OD,
Ppr
Fire /
Admin.
(includes Office of Emergency
Management & Homeland
Security)
FR-001 Yes S/I No GC §34090
Mag,
Mfr, OD,
Ppr
Fire /
Admin.

Yes:

After QC §34090
Department Preference; GC FR-002
FR-003
FR-004
EOC Activations & Drills 10 years 10 years S / I
Fire Sprinkler Inspections and/or
Certifications (includes Title 19
certifications)
Fire /
Admin.

Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§34090
When No
Longer
Required
Copies -
When No
Longer
When No
Longer
Required
Copies -
When No
Longer
Considered a preliminary draft /
copy (the Fire database is the
original); GC §34090 et seq.

Fire /
Admin.

Monthly Statistical Reports / Run
Statistics
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §34090.7
Mutual Aid Agreements, Joint
Power Authorities
Mag,
Ppr City Clerk FR-005
FR-006
Required Required
Fire /
Admin.

Mag,
Ppr Ride-A-Long Waivers 2 years 2 years GC §34090
Department preference;
Preliminary drafts not made or
retained for the purpose of
After QC preserving the informational
& OD content for future reference; GC
§34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
Mag,
Mfr, OD,
Ppr
Yes: Fire /
Admin.

Minimum 2
years
Minimum 2
years
FR-007
FR-008
Special Events / Ops Plan S / I
Fire /
Admin.

Strike Team Reimbursement (OES
/ FEMA)
Mag,
Ppr
Department Preference; GC
§34090 10 years 10 years

EMERGENCY MEDICAL SERVICES
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 42 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference -
Controlled Substance Logs,
Inventories / Ambulance Inventory
Logs
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Mag,
Ppr Fire / EMS FR-009 3 years 3 years Yes
Data is interrelated; If data
Indefinite -
Minimum 20
years
Indefinite -
Minimum 20
years
includes e-PCRs, Minors retention
is until 1 year after age 18, but not
less than 7 years; 10 years (see
Patient Care Reports) GC §34090
Fire / EMS
and Admin. FR-010 Emergency Medical Database Yes Mag
Statute of Limitations for health
providers is 3 years; 13 CCR
1100.7, UFC §104.3.2, §104.3.4,
GC §34090
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
Mag,
Ppr Fire / EMS
Fire / EMS
FR-011
FR-012
3 years 3 years
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Mag,
Mfr, OD,
Ppr
Yes:

After 1
year
Superseded
+ 6 years
Superseded
+ 6 years
S 45 CFR 164.530(j)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 43 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
CCP §340.5, GC §34090; H&S
§§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS

AND JUVENILES
Fire /
Admin. &
EMS
Mag,
Mfr, OD,
Ppr
Yes:

After 1
year
FR-013 20 years 20 yearsS
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 44 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

FIRE MARSHAL / FIRE PREVENTION
Annual Fire Inspection Notices /
Life of the
Structure or
Activity, or
Minimum 5
years,
Life of the
Structure or
Activity, or
Minimum 5
years,
Department preference; California
Fire Code requires 5 years or Life
of the Structure or Activity, for
Citations / Notice of Violations
(Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials)
Fire / Fire
Prevention
Admin. /
Public
Mag,
Mfr, OD,
Ppr
Yes:

FR-014 S / I After QC Approvals, Inspections, Fires,
& OD Modification / Alternative Methods
Works Whichever is or Materials; CFC §§ 104.6 –
Longer
Whichever is
Longer
Fire Permit(Construction Permits), and
Occupancy inspections are maintained
in Public Works Address Files
104.6.4; GC §34090
Fire / Fire
Marshal
Admin.

Mag,
Mfr, OD,
Ppr
Yes: Department preference (Capital Fire Investigations - Arson & Capital Crimes Only FR-016
FR-017
PP S / I After QC Crimes have no statute of
& OD limitations); GC §34090 et seq.

When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Fire / Fire
Marshal
Admin.

Fire Investigations - OTHER Than
Arson & Capital Crimes
Mag,
Ppr
Department preference; GC
§34090 et seq.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire / Fire
Prevention
Admin.

Public Information / Education
(when produced internally)
Mag,
Ppr
Department Preference; GC
§34090 FR-018
FR-019
Fire / Fire
Prevention
Admin.

Weed Abatement / Vegetation
Abatement
Mag,
Ppr
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 45 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

OPERATIONS / SUPPRESSION
Department Preference to be in
compliance with NFPA Standards
for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 &
Annex C.5, GC §34090
Apparatus, Equipment & Vehicle
Records & Testing
Surplus + 2
years
Surplus + 2
years
Mag,
Ppr Fire / Ops
Fire / Ops
FR-020
FR-021
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Daily Log Books Ppr GC §34090
Department preference; Calif.

Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
Employee Training File (by
employee) Mag,
Mfr, OD,
Ppr
Yes: Separation +
5 years
Separation +
5 years Fire / Ops
Fire / Ops
FR-023
FR-024
S When transfer, selection, or discharge;
Inactive State Law requires 2 -3 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b)
Individual Training Certificates,
Continuing Education for
Paramedics
Fire Hydrant Valve Exercises /
Notice of Deficiency
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 46 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Data is interrelated; If used for
Inspections, California Fire Code
requires 5 years or Life of the
Structure or Activity for Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials;
CFC §§ 104.6 – 104.6.4; GC
§34090
Fire /
Admin. &
Ops
Mag,
Ppr FR-025 Fire Incident RMS Database Yes
Whichever is
Longer
Whichever is
Longer
Mag,
Ppr
Mag,
Ppr
Mag,
Ppr
Fire / Ops
Fire / Ops
Fire / Ops
FR-033
FR-026
FR-027
Fire Incident Reports 3 years
2 years
15 years
3 years
2 years
15 years
GC §34090
GC §34090 Fire Training Center - Waivers of
Liability
Department Preference (rated
every 10 years); GC §34090 ISO Insurance Ratings
Yes:

Before
Event
When
Superseded
When
Superseded
Mag,
Ppr
Preliminary drafts; GC §34090 et
seq.

Fire / Ops FR-028
FR-029
Pre-plan Sheets
Fire /
Admin. &
Ops
Programs and Projects (e.g. Cadet,
CPR Program, Fire Service Day,
etc.)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
34090 et seq.

VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
..

Item 9 Page 47 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Data is interrelated; Ethics &
Harassment Prevention Training is
5 years; Calif. Labor Division is
required to keep their OSHA
records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 4 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Training Database / Log (Target
Solutions)
Mag,
Ppr Fire / Ops FR-030
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks (Fire Vehicles
Only)
Fire / Ops FR-031 Ppr GC §34090
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..

Item 9 Page 48 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health &
Environmental H&EC-001.1
Control
Mag,
Mfr, OD,
Ppr
Address Files: Inspections &
Permits
Yes: After Department Preference; GC
QC & OD §34090
PP Yes S / I
Department Preference;
applies to both Tier I and Tier
II Tanks; (Tier II tanks are
required to have an integrity
test every 20 years); GC
§34090
Aboveground Storage Tanks Health &
Environmental
Control
H&EC-001 20 years 20 years Mag, Ppr Inspections, Integrity Testing, Maintenance, Repairs
Health &
Environmental
Control
Animal Control Notices to Comply,
H&EC-004 Warning Letters / Notices / Citation
Books
2 years
2 years
2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
GC §34090
GC §34090
Health &
Environmental
Control
H&EC-005 Animal Licenses / Dog Licenses
Health & Animals - Record of All Efforts to FA §§31108.3 and 31752.1; GC §34090 Environmental H&EC-005.1 Contact Owner and/or Microchip’s Control Primary Registrant
Department preference;
Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
Meets California Department Backflow: Water System
Backflows / Cross- Connection
Yes (after
2 years) H&EC-006 5 years 5 years S / I of Health requirements (3 years); GC §34090; 17 CCR
7605(f)
Health &
Environmental
Control
CalARP (California Accidental
H&EC-008 Release Prevention) Risk
Management Reviews, Comments
When No
Longer
Required
When No
Longer
Required
City is not lead agency; given
back to facility; Facility Owner
re-certifies every 5 years.

Mag, Ppr
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Item 9 Page 49 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Health &
Environmental
Control
Retail Food Facilities: Catering
H&EC-009 Truck Permits, Inspections,
Citations, Violations
2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr
GC §34090
Health &
Environmental
Control
Free Sale Letters / Food Shipping H&EC-012 GC §34090 Certificates Department Preference; 40
Yes: After CFR 262.40, 8 CCR
QC & OD 3204(d)(1)(A), 22 CCR
66262.40
Health &
Environmental
Control
Hazardous Waste Manifests /
H&EC-015 Certificates of Disposal (In
Address Files)
Mag,
Mfr, OD,
Ppr
5 yearsPPS
Health &
Environmental
Control
Jail Inspections (Temporary
Holding Facility) H&EC-016 2 years 2 years Mag, Ppr
Mag, Ppr
GC §34090
Health &
Environmental H&EC-016.1 Liens and Releases
Control
PPPPGC §34090(a)
Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
Monitoring Well Permits /
Groundwater Quality / Infiltration
Yes: After Department Preference; GC
1 year §34090 et. seq. H&EC-013 S
Data Fields / Records are
interrelated; meets municipal
government auditing
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Finance /
Accounting
Permitted Uses / Health Permit
Inspection Database (Envision) H&EC-017 Yes Mag
standards; GC §34090
Permitted Uses Billing / Invoices
& Reconciliations (Food,
Garment, Hazardous Materials,
Underground Storage Tanks, etc.)
Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
Department Preference
(meets municipal government
records); GC §34090
Yes (after
2 years) H&EC-018 5 years 5 years S / I
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Item 9 Page 50 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference;
Yes (after CUPA Inspections are
2 years) required for 5 years; 27 CCR
15185 & 15280; GC §34090
Health &
Environmental
Control
Permitted Uses / Occupancy
H&EC-019 Inspections: Hazardous Materials /
USTs (Salmon)
Mag,
Mfr, OD,
Ppr

PP S / I
Health &
Environmental
Control
Permitted Uses / Occupancy
H&EC-020 Inspections: Food Processing
Occupancies (Green)
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
2 years) §34090 S / I
S / I
Health &
Environmental
Control
Permitted Uses / Occupancy
H&EC-021 Inspections: Garment Assembly
Occupancies (Gold)
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
2 years) §34090
Permitted Uses / Occupancy
Inspections: Light Use
Occupancies - No Permits
Required (White)
Health &
Environmental
Control
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
2 years) §34090 H&EC-022 S / I
S / I
Health &
Environmental
Control
Permitted Uses / Occupancy
H&EC-023 Inspections: Solid Waste /
Recycling
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
2 years) §34090
Department Preference
(agricultural pesticide records
are required for 2 years); 3
CCR 6623, 40 CFR 171.11 et
seq.; GC §34090
Health &
Environmental
Control
Pest Control / Pesticide Use
Reports H&EC-024
H&EC-025
2 years 2 years Mag, Ppr
Remediation Cases / Studies and
Reports, Contamination Data,
Permits for Soil Boring, Site Safety
Plans, etc.

Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
2 years) §34090

PP S / I
Health &
Environmental
Control
Solid Waste Franchise Hauler
H&EC-026 Permits / Recycling Permits / Truck
Inspections
Expiration + 2
years
Expiration +
2 years
Department Preference; GC
§34090 Mag, Ppr
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Item 9 Page 51 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference
Yes (after (exceeds municipal
2 years) government auditing
standards; GC §34090
Health & Mag,
Mfr, OD,
Ppr
Environmental H&EC-026.1 Solid Waste Franchise Payments Control
10 years 10 years S / I
Department preference; SB
1383 compliance is required
for 5 years; Low-Carbon Fuel
Standard regulations credits
can be received for 10 years,
and are eligible for an
extension; 14 CCR §
18995;.2 H&S §39730.7 GC
§34090
Solid Waste Tonnage Reports / AB Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
939 Compliance / SB 1383
Compliance (Organic Waste
Collection and Recycling)
Yes (after
2 years) H&EC-027 5 years 5 years S / I
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Health &
Environmental
Control
Minimum 5
years
Minimum 5
years
H&EC-028 Stormwater Illicit Discharges Mag, Ppr
Mag, Ppr
Monitoring and Maintenance
records are required on site
for 3 years, 6 ½ years for
cathodic protection
maintenance, 5 years for
calibration & maintenance of
release detection systems;
23 CCR 2712(b); H&S
§25284.2(i)
Health &
Environmental
Control
Underground Storage Tanks
H&EC-030 7 years 7 years
UST Monitoring, Inspections
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Item 9 Page 52 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Underground Storage Tanks (CityOwned and/or Privately Owned)Department Preference Health &
Environmental
Control
Mag,
Mfr, OD,
Ppr
(required for the life of the
tank); 23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et.
seq.

Yes: After
1 year H&EC-031 P P S
Locations, Soil Remediation,
Monitoring Well Records
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 53 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

HUMAN RESOURCES
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS
or have the ability to
reconstruct the data for at
least 3 years, from the due
date of the returns"; GC
§34090
1095-C, 1094-C (EmployerProvided Health Insurance
Offer and Coverage &
Transmittal Form)
Human
Resources HR-001 5 years 5 years Mag, Ppr
Department preference;
State law requires 4 years;
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29
USC 1113; 8 CCR
Background File
(SUCCESSFUL)
Except for Police Dept.

Human
Resources
Separation +
6 years
Separation +
6 years HR-002
HR-003
Mag, Ppr
Mag, Ppr
§11040.7(7)(C)
Department preference;
State law requires 4 years;
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29
USC 1113; 8 CCR
Background File
(UNSUCCESSFUL)
Except for Police Dept.

Human
Resources 4 3 years 4 3 years
§11040.7(7)(C)
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Item 9 Page 54 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946,
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Human
Resources
Minimum 3
years
Minimum 3
years
HR-004 Mag, Ppr
12960, 34090
Department preference;
PERS requires 5 years for
Compensation Earnable
(usually compensation is
adopted via Resolution of the
City Council); Bureau of
National Affairs recommends
2 years for all supplementary
Personnel records; Wage rate
tables are 1 or 2 years; State
requires 2 years; 29 CFR
516.6(2), 29 CFR 1602.14, 2
CCR 270.5; GC §§12946,
12960, 34090
Human
Resources
Compensation Surveys &
Studies
Minimum 3
years
Minimum 3
years
HR-005 Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4 2
years after "fully and finally
disposed"; 2 CCR 1101(c);
GC §§12946, 12960, 34090
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
4 3 years
Final
Disposition +
4 3 years
Human
Resources HR-006 Mag, Ppr
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Item 9 Page 55 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

When
Superseded,
or Upon
When
Superseded,
or Upon
Human
Resources
DMV Pull Notices (All,
Including Fire & PD)
Department Preference; GC
§34090 HR-007 Mag, Ppr
Separation Separation
Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR
655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
Human
Resources
Drug & Alcohol Test Results
(All - Positives and Negatives) HR-008 5 years 5 years Mag Ppr Department Preference; Tuition Reimbursement
Determination Memorandas
(Employee is in Good
Standing)
Employee in
Good
Standing + 5
years
Employee in
Good
Standing + 5
years
Meets Municipal Government
Auditing Standards; Statute of
Limitations is 4 years; CCP
§337 et. seq., GC §34090
Human
Resources HR-009 Mag, Ppr
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Item 9 Page 56 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
Human
Resources
Separation +
6 years
Separation +
6 years
transfer, selection, or HR-010 Grievance Files Mag, Ppr discharge; State Law requires 4 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; 29 USC 1113
Required for 1 year from
termination or 3 years from
hiring, whichever is later;
EEOC / FLSA / ADEA (Age)
requires 3 years for "any
other forms of employment
inquiry"; State Law requires 2 -
3 years; 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC
Human
Resources
Separation +
3 years
Separation +
3 years HR-011 I-9s Mag Ppr
Mag Ppr
§§12946, 12960, 34090
Human
Resources
Completion +
5 years
Completion +
5 years
Department preference; CCP
§337 et. seq., GC §34090 HR-011.1 Investigator Contracts VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 57 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference;
statute of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for Minimum
Superseded
+ 4 3 years
Minimum
Superseded
+ 4 3 years
Human
Resources
Job Descriptions /
Classification Specifications
Mag, Mfr,
OD, Ppr
Yes: After promotion, demotion,
QC & OD transfer, selection, or
discharge; State Law requires
4 2 -3 years; 29 CFR
HR-012 S / I
1602.31 & 1627.3(b)(ii), GC
§§12946, 12960, 34090
Labor Relations Files
Human
Resources
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Department Preference; GC
§34090 HR-013
HR-014
4 3 years 4 3 years Mag, Ppr
Documentation, etc.)
Calif. Labor Division is
required to keep their records
7 years; OSHA requires 5
years; State law requires 2
years; 8 CCR 14300.33; 8
CCR §3203(b)(1), GC
§34090.7; LC §6429c
OSHA Logs & Citations -
OSHA Log 200, 300, 301,
301A, etc.

Human
Resources
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD 5 years 5 years S
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Item 9 Page 58 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
Personnel Files - Employee
File
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
Includes Application,
Evaluations, Policies, Oaths of Separation +
Office, PAFs (Personnel
Action Forms), Harassment
Prevention Training
Human
Resources
Separation +
6 years
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD HR-015 S6 years transfer, selection, or
discharge; State Law requires
4 2-3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53237.2(b), LC 1198.5
Certificates, etc.

Personnel Files - Medical File
(all employees, including
retiree files)
Department preference; Files
maintained separately;
Claims can be made for 30
Separation +
30 years, or
Termination
of Benefits +
5 years,
24 years, or
Termination
Human Separation + of Benefits
Resources
Yes: Until Mag, Mfr,
Separation OD, Ppr
Yes: After years for toxic substance
QC & OD exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 29 CFR
1910.1020(d)(1)(i), GC
HR-016S
Pre-employment Health
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.
6 years + 5 years,
whichever is
longer whichever is
longer §§12946, 12960, 34090
Human
Resources
Public Self-Insurer's Annual
Report
Meets auditing standards; GC
§34090 HR-016.1 5 years 5 years Mag Ppr
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Item 9 Page 59 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
3 years
Hiring
Decision + 4
3 years
Human
Resources HR-017 Mag, Ppr
Department preference; Per
NeoGov Policy; State
Human
Resources
Recruitment Database
(NeoGov)
requires 4 years; 29 CFR
1627.3(b)(1), 29 CFR
1602.14. 2 CCR 11013(c);
GC §§12946, 12960, 34090
HR-017.1 5 years
2 years
5 years
5 years
Mag, Ppr
Department preference; 8
Human Yes: When CCR §3203 et seq., 29 CFR
Resources
Mag, Mfr,
OD, Ppr HR-017.2
HR-018
Safety Committee Meetings 3 yearsS
Inactive 1627.3(b)(1), LC §6429(c);
GC §§12946, 12960, 34090
Studies & Surveys - Informal -
Conducted on Behalf of the
City (Sick Leave, Attrition,
Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Human
Resources Mag, Ppr
Mag Ppr
Not an Agency record /
Content does NOT relate in a
substantive way to the
conduct of the public's
business; GC §34090 et seq
Verifications of Employment,
Child Support, etc. (From
lenders or other outside
companies)
When No
Longer
Required
When No
Longer
Required
Human
Resources HR-018.5
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Item 9 Page 60 of 126
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Human
Resources
Workers Compensation Claim
Runs / Monthly Reports
Meets auditing standards; GC
§34090 HR-019 5 years 5 years Mag Ppr
Department preference; Files
maintained separately;
Claims can be made for 30
Yes: After years for toxic substance
QC & OD exposure; 8 CCR §3204(d)(1)
et seq., 29 CFR
Separation +
30 years, or
Termination
of Benefits +
5 years,
20 years, or
Termination
Separation + of Benefits Workers Compensation Claims
(Includes all Accident, or Injury
Reports from Employees)
Human
Resources
Yes: Until Mag, Mfr,
Separation OD, Ppr HR-020
S
10 years + 5 years,
whichever is
longer whichever is
longer 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
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Item 9 Page 61 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Inactive
(Records
Center)
Active
(in office)
Media I=Import Paper after (OFR) Vital? Retention Options M=Mfr S=Scan
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

INFORMATION TECHNOLOGY
Used for Disaster Recovery
Backups / Computer Backups
(ALL Disaster Recovery Computer
Backups) - DAILY (Monday -
Sunday)
Purposes Only; Considered a
copy and can be destroyed
when no longer required; tapes
are in autochangers and are
overwritten; GC §34090 et seq.

Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value; recycle
tapes; GC §34090 et seq.

When No
Longer
Required
When No
Longer
Required
When No
Longer
Required
Information
Technology IT-001
IT-002
Yes
Yes
Mag.

Mag.

When No
Longer
Required
When No
Longer
Required
Information
Technology Backups - WEEKLY
Information
Technology
Enterprise System Catalogue
(listing of software posted on line) Superseded
When When
Superseded IT-002.1
IT-003
Ppr GC §34090
When No
Longer
Required
When No
Longer
Required
Preliminary documents not
retained in the ordinary course
of business; GC §34090 et seq.

For legal compliance for
Information
Technology
Network Configuration Maps &
Plans Yes Mag.

UNALTERABLE MEDIA / Trustworthy Electronic Records
(when the electronic record
serves as the official record);
must be stored in a "safe and
separate location"; GC 34090,
12168.7, EVC 1550, 2 CCR
22620 et seq.

IMMUTABLE CLOUD BACKUP /
WORM / DVD-r / CD-r / Blue RayR or other unalterable media that does not permit additions,
Information
Technology IT-004
PP OD
deletions, or changes
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Item 9 Page 62 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

I=Import Paper after
M=Mfr
S=Scan
Destroy
Active
(in office)
Total Media (OFR) (Records
Center)
Vital? Retention Options Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

POLICE ADMINISTRATION
Police /
Admin
Animal Control: Bite Reports /
Rabies Control Records
Department Preference; GC
§34090 et seq. PD-001.1 3 years 3 years Mag, Ppr
Mag
Department preference; Meets
municipal government auditing
requirements; GC §34090 et seq.

Police /
Admin
Minimum 5
years
Minimum 5
years
PD-001.2 False Alarm Reports & Billing
Subpoenas - provided by DA in
PD-001.3 DocuPeak (Personal
Appearance or Duces Tecum)
Police /
Admin
Minimum 2
years
Minimum 2
years
Mag, Ppr GC §34090

CAD / DISPATCH
Department Preference
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
(consortium standard); Statewide
guidelines propose 180 days
(legally mandated for 100 days);
(may be discoverable or made
public in some circumstances),
GC §§34090, 34090.6
Police /
Commun.

Minimum
180 days
Minimum
180 days PD-001 Mag

DETECTIVE BUREAU
Final reports and records are
transferred to the case file stored
in Records; GC §34090 et seq.

Police /
Detectives
Investigation Files and Arrest
Files
Transfer to
Records
Transfer to
Records PD-002
PD-003
Mag, Ppr
Mag, Ppr
PATROL
3 years is required for animal
care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

Canine (Police Service Dogs)
Program Files / Training Files:

Animal Files
Police /
Patrol
Separation +
3 years
Separation +
3 years
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Item 9 Page 63 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Canine (Police Service Dogs)
Program Files: Action Reports,
Monthly Reports
Police /
Patrol
Department preference; GC
§34090 et seq. PD-004 5 years 5 years Mag, Ppr
Mag
When No
Longer
Required
When No
Longer
Required
Does not record regular and
ongoing operations; GC
§34090.6 et seq,
Police /
Patrol
Drone (Unmanned Aerial
Vehicle) Recordings PD-004.5
Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Department preference
(Preliminary Drafts entered into
RMS database); GC§ 34090 et
seq.

Department preference; GC
§34090 et seq.

Police /
Patrol PD-005
PD-038
Extra Patrol requests 2 years 2 years
2 years
Mag
Police /
Patrol
Field Investigation Cards (FI's)
After Entry into RMS 2 years
5 years
Mag, Ppr
Police /
Patrol
Police /
Patrol
PD-006
PD-007
PAS Device Calibration Logs
Ride-A-Long Waivers
5 years
2 years
Mag, Ppr
2 years Mag
Indefinite - Indefinite -
Minimum 5
years
Police /
Patrol
Data Fields / Records are
interrelated; GC §34090 PD-008
PD-009
Scheduling / Telestaff Database Minimum 5 Yes Mag
years
Police /
Patrol
Traffic Control: Radar
Calibration Records 2 years
2 years
2 years Mag, Ppr GC §34090 et seq.

Department preference;
Police /
Patrol
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

PD-010 Watch Commander Logs 2 years Mag

PROFESSIONAL STANDARDS UNIT
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Item 9 Page 64 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Policies &
Procedures / Operation
Directives / General Orders /
Lexipol (Department Policies and
Procedures)
Police /
PSU
Minimum 5
years
Minimum 5
years
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC §
superseded 34090 et seq. PD-011 S / I
Consistent with Lexipol Policy;
State requires for at least 5 years
for Civilian complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
Statute of Limitations is 4 years
after the discovery of the offense
for misconduct in office; PC
801.5, 803(c), 832.5 EVC §
1045(b)(1), GC §§12946, 12960,
34090; VC §2547
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
Final
Disposition +
5 years
Final
Disposition +
5 years
Police /
PSU PD-012 Mag, Ppr
(May include criminal acts, moral
turpitude, complaints generated
from a civilian)
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITH
Sustained Finding of
Misconduct as defined in PC
§832.7
Final
Disposition +
15 years
Final
Disposition +
15 years
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
PSU PD-012.1 Mag, Ppr
Police /
PSU
Police /
PSU
Police /
PSU
Department preference; GC
§34090 et seq. PD-013
PD-014
PD-015
Internal Pursuit Critiques
Press Releases
10 years
2 years
5 years
10 years
2 years
5 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
GC §34090
Department preference; GC
§34090 et seq. Range Qualifications
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Item 9 Page 65 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Police /
PSU
Incident + 5
years
Incident + 5
years
Department preference; GC
§§12946, 12960, 34090 PD-016 Use of Force Review Mag, Ppr

PROPERTY & EVIDENCE
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Police /
Property &
Evidence
Mag, Mfr,
OD, Ppr
Yes: After 1 Department Preference; GC PD-017 Crime Report Photos S / I year §34090
Evidence
Police /
Property &
Evidence
Police /
Property &
Evidence
Police /
Gun and Narcotics Destruction
Log (Documents related to)
Department Preference; GC
§34090 PD-018
PD-019
PD-020
PD-021
10 years
2 years
10 years
2 years
10 years
2 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Lost & Found Property
(Documents related to) GC §34090
GC §34090
GC §34090
Property &
Evidence
Property & Evidence Logs
Property Auctions
10 years
Police /
Property &
Evidence
2 years

RECORDS
Administrative Reviews:

Citations / Notice to Appear -
ALL (Parking, Marijuana /
Cannabis, Moving)
Police /
Records
Department Preference; GC
§34090 et seq. PD-022 3 years 3 years Mag, Ppr
Police /
Records
Case Log Books / Proof of cases Minimum 2 Minimum 2
years
Department Preference; GC
§34090 PD-023
PD-024
Mag, Ppr
Mag, Ppr
filed prior to 1999 years
Citations / Notice to Appear -
ALL (Parking, Marijuana /
Cannabis, Moving)
Police /
Records
Department Preference; GC
§34090 et seq. 3 years 3 years
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Item 9 Page 66 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CRIME REPORTS / INCIDENT
REPORTS:

Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
not classified under PC §800 &
290 Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after
age18; H&S §11361.5, GC
§34090, PC §802, PC §§187,
800 et seq.

ALL FELONIES &
MISDEMEANORS, Except
Those Specifically Mentioned
in the Schedule
Police /
Records
Minimum 10
years
Minimum 10
years
Mag, Mfr,
OD, Ppr
Yes: After 3
years
PD-025 Yes S/M/I
e.g., Burglaries, Domestic
Violence, Traffic Collision, 5150,
Detention Reports, etc.

CRIME REPORTS / INCIDENT
REPORTS:

Individual petitions District
Factually Innocent Petition
Accepted Records Sealed
Pending Destruction - Except
those with outstanding stolen
property, including firearms, or
lost firearms
Date of
Arrest + 3
years
Date of
Arrest + 3
years
Yes:

Before
Disposition
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy);
GC §34090; PC §851.8(a)
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 3
years
PD-026
PD-027
S/M/I
S/M/I

CRIME REPORTS / INCIDENT
REPORTS: Firearm
Found or
Recovered
Firearm
Found or
Recovered
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 3
years
Yes PC§ 11108.2(b); GC§ 34090 Firearms entered into CLETS (if not Permanent Retention) -
Found / Recovered Firearms
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Item 9 Page 67 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CRIME REPORTS / INCIDENT
REPORTS: Department Preference; DOJ
retains CACI (Child Abuse
Central Index) information for IF IMAGED, Capital Crimes / Homicides / Major Crimes /
Serious Felonies / Sex Crimes
/ Child Abuse / Fatals / Felony
DNA (Crimes Subject to the
Death Penalty), Sex Crimes (PC
§288, 290, WIC 707(b)), PC
803(h)
adults 100 years; others have no
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 3 limitations on commencement of PD-028 P P Yes S/M/I years action; Courts keep permanently
PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, 290, 799,
803(h), 11169 et seq.; 11170(a);
WIC 707(b)

CRIME REPORTS / INCIDENT
REPORTS:

Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes:

Before
Disposition
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 3 PC §§11169(i); 11170(a); GC
years §34090 PD-029 S/M/I Juvenile Child Abuse or
Severe Neglect

CRIME REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Adult Marijuana / Cannabis -
H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
Yes:

Before
Disposition
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 2 ("Shall" Destroy); H&S §11361.5;
years GC §34090 PD-030 2 years 2 years S/M/I
firearms, serious felonies, or
synthetic cannabis
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Item 9 Page 68 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CRIME REPORTS / INCIDENT
REPORTS:

Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction) Disposition
+ 2 years
Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis
- H&S §11357 - Except those
with outstanding stolen property,
including firearms, or lost
Yes:

Before
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 2
years
PD-031 S/M/I
firearms, serious felonies, or
synthetic cannabis

CRIME REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction
Marijuana / Cannabis
§11357(de) - Juvenile on
School Grounds during
School Hours (with procedure in
H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(de)
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 2
years
PD-032
PD-033
Yes S/M/I
S/M/I
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years

CRIME REPORTS / INCIDENT
REPORTS: Yes:

Before
Disposition
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 2 Department Preference; GC
years §34090
Missing Persons (Returned)
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Item 9 Page 69 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CRIME REPORTS / INCIDENT
REPORTS:

Sealed Adult, Juvenile and
Ward Cases - Except those with
Except Childhood Sexual
Assault Child Abuse or Severe
Neglect, (Substantiated),
outstanding stolen property,
including firearms, or lost
firearms
Sealed records for juveniles and Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order) Disposition
Yes:

Before
wards of the Court must be
destroyed 5 years after sealing
date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After 3
years
PD-034 S/M/I

CRIME REPORTS / SEALED
RECORDS: Age of
Majority + 22
years
Age of
Majority + 22 Before
Yes: Police /
Records
Mag, Mfr,
OD, Ppr PD-034.1 CCP §§340.1, GC §34090 Sealed Juvenile and Ward Cases - Childhood Sexual
Assault
years Disposition

CRIME REPORTS / INCIDENT
REPORTS:

Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Records
Court Order
+ 1 year
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr
Yes: After 3
years
PD-034.5 Vacatur Relief Granted by
Court - Victim of Human
Trafficking (Nonviolent
Crimes)
S/M/I
Crime Statistics / National
Incident-Based Reporting
System (NIBRS) / Uniform
Crime Reports (UCR) -
Summaries (BCS)
Police /
Records
Filed on line with the State; GC
§34090 PD-035
PD-036
2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr Police /
Records
Due Diligence Reports (for
warrants) GC §34090
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Item 9 Page 70 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Logs: CR Log, Front Counter
Police /
Records
Log, Tow Yard Confirmation,
Records Checks for
Backgrounds
PD-036.1
PD-039
PD-040
PD-041
PD-042
2 years
2 years
1 year
2 years
2 years
1 year
Mag, Ppr
Mag, Ppr
Mag
GC §34090
Police /
Records NCIC Validation GC §34090
Those segments of videos that
are determined to be evidence
are retained as evidence; Lexipol
requires 1 year; GC §34090.6 et
seq.

Officer Recordings: Mobile
Audio Video (MAV) Recordings -
that are NOT evidence, includes
"hip recorders"
Police /
Records
Police /
Records Pitchess Motions Notifications 2 years 2 years Mag, Ppr Mag
GC §34090
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Police /
Records
Data Fields / Records are
interrelated; GC §34090 Police RMS Database Yes
Department preference; Pursuant
to PC §457.1 et seq.; required to
Police /
Records
P, or Death P, or Death
of Registrant of Registrant
Mag, Mfr,
OD, Ppr
Yes: After 5 register for life; If released from PD-043 PD-044
Registrants: Arson - Adults 5 years S/M/I
S/M/I
years CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7
Pursuant to PC §457.1 et seq.; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Registrants: Arson - Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Police /
Records
Mag, Mfr,
OD, Ppr
Yes: After

QC & OD
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Item 9 Page 71 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference
(registration pursuant to PC
186.3(a)); GC §34090
Police /
Records
Minimum 5
years
Minimum 5
years
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD PD-044.2 Registrants: Gang Adults S / I
Department Preference
(registration pursuant to PC
186.3(a)); Records are destroyed
pursuant to W&I §781;GC
§34090
Police /
Records
Sealing Date
+ 5 years
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD PD-044.3 Registrants: Gang Juveniles S / I
Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Department Preference; After
2021, Offenders can petition
Police /
Records PD-045
PD-046
Registrants: Narcotic 5 years 5 years Mag, Ppr
Police /
Records
Registrants: Sex Offenders -
Adults
P, or Death
of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr
Yes: After Court for removal 10 or 20 years
QC & OD after offense, provided there are
no subsequent offenses;
S/M/I
S/M/I
Pursuant to PC §290 et seq.

Department Preference; After
2021, Offenders can petition
Court for removal 10 or 20 years
after offense, provided there are
no subsequent offenses;
Pursuant to PC §290 et seq.;
W&I 781(d)
PP
or Sealing
Date + 5
years (or
Court Order)
or Sealing
Date + 5
years (or
Court Order)
Police /
Records
Registrants: Sex Offenders -
Juveniles
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD PD-047
Reports to State or Federal
Agencies: Report to POST
Commission of peace officer
employment, compliant, finding,
disposition, or judgement
pursuant to §PC 13510.9
Police /
Records PD-049.1 2 years 2 years Mag, Ppr GC §34090
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Item 9 Page 72 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

When No
Longer
Required
Expiration of
the Order
When No
Longer
Required
Expiration of
the Order
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Police /
Records PD-048
PD-049
Repossession Notices Mag, Ppr
Mag, Ppr
Mag, Ppr
Police /
Records Restraining Orders Court records
STOP Source Data, Audit Log / Police /
Records
11 CCR 999.228; 11 CCR
999.229; GC §34090 PD-049.1 Racial and Identity Profiling Act (RIPA) Annual Report
3 years 3 years
Department preference (Stored
in Crime Report File); GC
§34090
Department preference;; GC
§34090 et seq.

Police /
Records PD-051
PD-054
Subpoenas (Records) 10 years
2 years
10 years Mag, Ppr
Mag Police /
Records Warrants (Recalled or Served) 2 years

TEMPORARY HOLDING FACILITY
2 years Daily Inspection Log, Juvenile
Log
Monthly Counts, Official Counts
Police / Jail
Police / Jail
PD-055
PD-056
2 years
2 years
Mag, Ppr
Mag, Ppr
GC §34090
2 years GC §34090
Video Recordings (Temporary
Holding Facility) Police / Jail PD-057 1 year 1 year Mag GC §34090.6(a)

TRAINING
City preference; State law
required 4 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29
USC 1113; 8 CCR
Background File / Recruitment
File - Police Employees,
Volunteers, & Police Interns
(SUCCESSFUL)
Police /
Training
Separation +
5 years
Separation +
5 years PD-058 Mag, Ppr
§11040.7(7)(C)
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Item 9 Page 73 of 126
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference; State
Background File / Recruitment
File - Police Employees,
Volunteers, & Police Interns
(UNSUCCESSFUL)
Law requires 4 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29
USC 1113; 8 CCR
Police /
Training PD-059 4 3 years 4 3 years Mag, Ppr
§11040.7(7)(C)
City preference; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29 USC
1113
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Personnel Files - Police
Department Employees /
Training Files (By Employee)
Police /
Training
Separation +
5 years
Separation + Before PD-060 Mag, Ppr
Mag, Ppr
5 years Separation
When No
Longer
Required
Send to
Human
Resources
When No
Longer Police /
Training
Personnel Training Evaluations /
Daily Observation Reports PD-061
PD-062
Required
Send to
Human
Yes: After
Separation
+ 1 year
Police /
Training
Respirator Fit Tests &
Qualifications - Police Personnel
Yes: Until Mag, Mfr,
Separation OD, Ppr
S 34090.7
Resources
City preference; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29 USC
1113
Police /
Training
Separation +
5 years
Separation + Before
5 years Separation PD-063 Training File Mag, Ppr
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Item 9 Page 74 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

BUILDING & SAFETY
Public Works /
Building &
Safety
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC & OD §34090 BL-001
BL-002
Address AssignmentsPPPPSS
Public Works /
Building &
Safety
Mag,
Yes (all) Mfr, OD,
Ppr
Yes: After Address Files / Building Permits GC §34090, H&S §19850 QC & OD Data is interrelated; Building
Permits are required for the
Life of the Building ; GC
§34090; H&S §19850
Public Works /
Building &
Safety
Indefinite -
Permanent
Indefinite -
Permanent BL-003
BL-004
Building Permit Database Yes (all) Mag
Department preference;
Preliminary drafts not
Yes: After retained in the ordinary
QC & OD course of business; CBC
§104.7; H&S§19850, GC
§34090
Upon
Expiration,
Cancellation
or
Upon Public Works /
Building &
Safety
Mag,
Mfr, OD,
Ppr
Building Plans - Cancelled or
Withdrawn
Expiration,
Cancellation
or Withdrawal
S
Withdrawal
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Item 9 Page 75 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
Includes Grading Plans,
Environmental Assessments /
Phase 1 Environmental
Department Preference; Law
requires for the life of the
building for commercial only;
Statewide guidelines propose
2 years for blueprints & Public Works /
Building &
Safety
Mag,
Yes (all) Mfr, OD,
Ppr
Yes: After specifications; CBC and UAC
QC & OD require plans be retained 180
days from completion date for
residential and
BL-005PPS
appurtenances; CBC 104.7 &
107; H&S§19850, GC
§34090
Assessments, Development
SWPPP (Stormwater Pollution
Prevention Plan, v
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and

APPURTENANCES
Department preference; Site
Plans Only for dwellings less
than 2 stories, garages &
Includes Grading Plans,
Environmental Assessments /
Phase 1 Environmental
Assessments, Development
SWPPP (Stormwater Pollution
Prevention Plan, Groundwater
Quality / Infiltration
appurtenances, Public Works /
Building &
Safety
Mag,
Mfr, OD,
Ppr
Yes: After farms/ranches, 1-story with
QC & OD bearing walls less than 25';
CBC requires 180 days from
completion date; CBC 104.7
& 107.5, H&S§19850, GC
§34090
BL-006PPPPYesSS
Public Works /
Building &
Safety
Mag,
Yes (all) Mfr, OD,
Ppr
Yes: After Department Preference; GC
QC & OD §34090 BL-007
BL-008
Certificate of Occupancy (CofO)
Public Works /
Building &
Safety
Certificate of Occupancy (CofO) - Expiration + 2
TEMPORARY years
Expiration + Yes (until
2 years
Department Preference; GC
§34090 Mag, Ppr expired)
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Item 9 Page 76 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
Public Works /
Building &
Safety
Until Cleared
or Project
Completion
Until Cleared
or Project
Completion
The finalled permit is the final
/ official record; Preliminary
Drafts; GC §34090
BL-009 Mag, Ppr
Public Works /
Building &
Safety
Mag,
Yes (all) Mfr, OD,
Ppr
Electrical Service Inspection /
Meter Release
Yes: After
QC & OD BL-010
BL-011
BL-012
BL-013
PPPPS GC §34090
Public Works /
Building &
Safety
Industrial Wastewater - Approval
Letters, Flow Calculations,
Correspondence, County Permits
Mag,
Mfr, OD,
Ppr
Yes: After

QC & OD
Department preference; GC
§34090
S / I
Public Works /
Building &
Safety
When No
Longer
Required
When No
Longer
Required
Preliminary Drafts (the
database is the original); GC
§34090
Reports: Building Activity Mag, Ppr
Public Works /
Building &
Safety
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC & OD §34090 2 years 2 years S
Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is
in Force
Public Works /
Building &
Safety
Uniform Building Codes / California
Building Codes BL-014 Mag, Ppr GC §50022.6
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Item 9 Page 77 of 126
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CODE ENFORCEMENT
Public Works /
Code Enforcement
Mag,
Mfr, OD,
Ppr
Yes: Until
Resolution
Yes: After Department preference; GC
QC & OD §34090 CE-001
CE-002
2-year Vacancy NoticesPPSS
Public Works /
Code Enforcement
Mag,
Mfr, OD,
Ppr
Administrative Citation Hearings /
Hardship Waivers
Resolution +
2 years
Resolution + Yes: Until Yes: After Department preference; GC 2 years Resolution QC & OD §34090
Code Enforcement / Abatement
Case Files / Administrative
Citations / Compliance Orders /
Vehicle Abatement (Includes
appeals and Code Enforcement
Complaint Letters)
Department preference; Case
Yes: After is open until satisfactorily
QC & OD resolved (some cases are not
resolved); GC §34090
Public Works /
Code Enforcement
Minimum
Resolution +
2 years
Minimum
Resolution +
2 years
Mag,
Mfr, OD,
Ppr
Yes: Until
Resolution CE-003
CE-004
S
Excludes Liens (Send to City Clerk)
Code Enforcement Database
Public Works /
Code Enforcement
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Data Fields / Records are
interrelated; GC §34090 Yes Mag
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Item 9 Page 78 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

DEVELOPMENT SERVICES
Assessment Rolls / Lighting and
Public Works /
Development
Services
Landscape Districts / Parcel Tax
Rolls / Special District
Assessment Rolls (to Tax
Assessor for Tax Rolls)
Department preference;
Meets auditing standards; GC
§34090 et seq.

DS-001 5 years
5 years
5 years
5 years
Mag, Ppr
Department preference
(meets municipal government
auditing standards); GC §
34090
Public Works /
Development
Services
Parcel Tax Assessments (Public
Safety Tax)
Yes: Until
Completion DS-002
DS-003
Mag, Ppr
Mag, Ppr
Parcel Tax Exemption
Applications &
Correspondence (Public Safety
Tax)
Department preference
(meets municipal government
auditing standards); GC §
34090
Public Works /
Development
Services
Expiration of
Exemption +
5 years
Expiration of
Exemption + 5
years
Yes: Until
Completion
Private Land Development
Projects / Job Files:

Administration File Statute of Limitations for
Errors & Omissions is 10
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. +
10 years; CCP §337 et. seq.,
GC §34090
Construction Inspections,
Correspondence, Photos, Private
Lab Verifications, Testing Lab Final
Reports, etc.

Public Works /
Development
Services
Upon
Completion
Completion + Yes: Until DS-004 10 years Mag, Ppr 10 years Completed Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts,. TPMs, TSMs
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Item 9 Page 79 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Grading Plans, Rights of
Way, Soil Reports, Stormwater, etc. Department preference; Public Works / Development
Services
Mag,
Mfr, OD,
Ppr
Upon
Completion
Yes: Until
Completed
Yes: After retained for disaster
QC & OD preparedness purposes; GC
§34090
DS-005 Dedications, Easements,PP S/I
Abandonments / Vacations (City
Clerk is OFR)
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs
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Item 9 Page 80 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ENGINEERING
Aboveground Storage Tanks (CityOwned)
Department Preference;
applies to both Tier I and Tier
II Tanks; (Tier II tanks are
required to have an integrity
test every 20 years); GC
§34090
Public Works /
Engineering ENG-001.1 20 years 20 years Mag, Ppr Spill Prevention Control and Countermeasures (SPCC), Inspections,
Integrity Testing
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Department Preference; GC
§34090 ENG-001
ENG-002
ENG-003
Aerial Maps (Analog / Historical)
Benchmarks / Center Line Ties
Bridge Inventory Surveys

PPPPPPS / I
S/I
No
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090 S/I
Department preference;
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is not applicable;
Statute of Limitations:

Contracts & Spec's=4 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
Capital Improvement Projects
(CIP): Maintenance Projects (All
Records)
5 years or Completion +
After 5 years or
Funding After Funding
Public Works /
Engineering
Upon
Completion
Agency
Audit, if
required,
Agency
Audit, if
required,
Yes: Until
Completed ENG-004 Mag, Ppr
Examples of Maintenance Projects:

Painting, Pavement Overlays, Repairs,
Ramps, Re-Roof, Sidewalk Repairs,
Slurry Seals, etc.
whichever is whichever is
longer longer
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Item 9 Page 81 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Capital Improvement Projects
(CIP): Administration File / NOT
Scanned - Where Engineering is
the Lead Department
Department preference;
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
10 years or Completion +
After 10 years or
Funding After Funding
Public Works /
Engineering
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists, Real
Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Upon
Completion
Agency
Audit, if
required,
whichever is whichever is
longer longer
Agency
Audit, if
required,
Yes: Until
Completed
Omissions is not applicable;
Statute of Limitations:

Contracts & Spec's=4 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
ENG-005 Mag, Ppr
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records - Where Engineering is
the Lead Department
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Specifications / RFP & Addenda, copy
of Agreement or Contract, Successful
Proposal, copy of Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Grading Permits, Hazardous
Materials Plans, copy of Notice of
Completion, Photos, Soil Reports,
Studies, Submittals, Surveys, etc.

Mag,
Mfr, OD,
Ppr
Yes:

Complet.
+ 10 years
Public Works /
Engineering
Upon
Completion
Yes: Until
Completed ENG-006 P P S/I
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Item 9 Page 82 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
City Property / Grant Deeds /
License Agreements
Yes: After Department Preference
QC & OD (copies); GC §34090.7 City Clerk ENG-009 S
Required Required
Data Fields / Records are
interrelated; Statute of
Limitations for Errors &
Omissions is 10 years; CCP
§337 et. seq., GC §34090
Indefinite - Indefinite -
Minimum 10
years
Public Works /
Engineering ENG-010 Construction Inspection Database Minimum 10 Yes Mag years
Copies -
When No
Longer
Required
Copies -
When No
Longer
Mag,
Yes (all) Mfr, OD,
Ppr
City Clerk ENG-012
ENG-014
Covenants & AgreementsS No GC §34090.7
Required
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Design & Construction Standards -
Authored by the City
Yes: After Department Preference; GC
QC & OD §34090

PPP S/I
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps
are retained in Public Works
for administrative purposes;
GC §34090, 34090.7
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Survey Record Maps,
Capital Improvement Project "AsBuilt"
Mag,
Yes (all) Mfr, OD,
Ppr
Public Works /
Engineering ENG-015
PS No
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Item 9 Page 83 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts etc.)
Final /
Completion +
2 years
Final /
Completion +
2 years
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: Until
Completion
Yes: After
QC ENG-016
ENG-017
SSGC § 34090
Includes Insurance Certificates
Encroachments - Permanent /
Backup for License Agreements
for Permanent structures in the
City's Right of Way (City Clerk
keeps final License Agreements)
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090
PP
Data Fields / Records are
interrelated; Some permits
are Permanent; GC §34090
Public Works /
Engineering
Indefinite -
Permanent
Indefinite -
Permanent ENG-018
ENG-019
ENG-020
ENG-021
ENG-023
Engineering Permits Database Yes Mag
Engineering Reviews (Easements,
Covenants, Lot Line Adjustments,
Lot Mergers, etc.)
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090

PPPPPPPPS/I
S/I S
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Transportation, etc.

Mag,
Mfr, OD,
Ppr
Department preference;
Drafts should be destroyed;
GC §34090
Public Works /
Engineering
Yes: After

QC & OD
S
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 84 of 126
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Yes: After Department Preference; GC
QC & OD §34090 ENG-024
ENG-026
Railroads (Historical Information)PP S/I
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Engineering
Street Sweeping Contract Reports
(NPDES Reporting) 5 years 5 years Mag, Ppr
Public Works /
Engineering
Public Works /
Engineering
Department preference; GC
§34090 ENG-028
ENG-029
Traffic Counts 5 years
2 years
5 years
2 years
Mag Ppr
Mag Ppr Traffic Requests (Red Curbs,
Crosswalks, Stop Signs, etc.)
Department preference; GC
§34090
Department preference
(required every 5 years, but
can be extended to 7 or 10
years); GC §34090
Public Works /
Engineering ENG-030
ENG-031
Traffic Speed Surveys 10 years
3 years
10 years
3 years
Mag Ppr
Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d),
34090
Underground Service Alerts
(USA's) / Dig Alerts Lead Dept.

Underground Storage Tanks -
USTs (City Owned) Mag,
Mfr, OD,
Ppr
Public Works /
Engineering
Life of the
Tank
Life of the
Tank
Yes: After 23 CCR 2712(b), H&S
1 year §25284.2(i) ENG-032 S
Design, Installation, Repairs,
Lining, Upgrades
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 85 of 126
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

FLEET MAINTENANCE / GARAGE
Public Works /
Fleet Maint. /
Garage
FL-001
FL-002
FL-003
Garage Inspections 2 years
2 years
3 years
2 years
2 years
3 years
Mag, Ppr
Ppr
GC §34090
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
Public Works /
Fleet Maint. /
Garage
GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Maint. /
Garage
22 CCR 66266.130(c)(5),
H&S §25250.18(b),
25250.19(a)(3) et seq.

Used Oil Disposal Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8
CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR
Vehicle & Equipment History Files, Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Public Works /
Fleet Maint. /
Garage
FL-004 AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Mag, Ppr
396.3(c); CCP §337 et. Seq.,
GC §34090
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Item 9 Page 86 of 126
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

HOUSING
Public Works /
Housing
City-Owned Property - Lottery
Drawing Results HOU-001.1
HOU-001
2 years 2 years Mag, Ppr
Mag, Ppr
GC §34090
Department preference
(meets municipal government
auditing standards); GC
§34090
City-Owned Property - Successful Expiration of
Lease Tenants (Application, Credit
Reports, etc.)
Expiration of
Lease + 5
years
Public Works /
Housing Lease + 5
years
City-Owned Property -
Unsuccessful Lease Tenants
(Application, Credit Reports, etc.)
Public Works /
Housing HOU-002 2 years 2 years Mag, Ppr GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 87 of 126
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MAINTENANCE
Lead Dept. MNT-001
MNT-002
AQMD Permits (Generators, etc.)
Facility Inspections
5 years
2 years
5 years
2 years
Mag, Ppr
Mag, Ppr
40 CFR 70.6; GC §34090
GC §34090 Public Works /
Maint.

AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Generator Operation Logs &
Inspections - ALL Lead Dept. MNT-004
MNT-005
MNT-006
5 years P5 years PMag, Ppr
Mag,
Mfr, OD,
Ppr
Public Works /
Maint.

Yes: After Department Preference; GC
QC & OD §34090 Graffiti Removal Consent S
Life of
Facility or
Equipment
Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Department Preference; GC
§34090 et. seq. Lead Dept. Mag, Ppr
Department preference; plans
must be updated every 5
Yes: After years, audits are required
QC & OD every 2 years; SWRCB Order
2006-03; 40 CFR §§122.21,
Stormwater: Operation &
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
Mag,
Mfr, OD,
Ppr
Public Works /
Maint.

Expiration + 3
years
Expiration +
3 years MNT-007
MNT-008
S / I
122.41, 122.44; GC §34090
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Division
Providing
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Data is interrelated; GC
§34090 Mag
Service / Work
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Item 9 Page 88 of 126
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Work Orders / Service Requests -
Division
Providing
Service / Work
All Information Entered in CMMS
Database
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the
database is the original); GC
§34090
MNT-009
MNT-010
Mag Ppr
Mag Ppr
(Paper drafts)
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database) Division
Providing
Service / Work
City Preference; CCP §§338
et seq., 340 et seq., 342, GC
§34090
5 years 5 years
(Division providing service retains
originals; Division requesting
service is considered a copy)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 89 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

PLANNING
When No
Longer
Required
When No
Longer
Required
Public Works /
Planning
Alcohol Beverage Control License
Applications (ABC Applications) PL-001
PL-002
PL-003
Mag, Ppr (Non-Records)
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Annexations / Boundaries /
Consolidations / LAFCO
Yes: After
QC & OD 5 years P P S / I Land Records; GC §34090
When No
Longer
Required
When No
Longer
Required
Public Works /
Planning
(Non-Records - Census
Bureau is OFR) Census, Demographics Mag, Ppr
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Usually filed in the project
file; Final environmental
Yes: After determinations are required
QC & OD to be kept a "reasonable
period of time"; 14 CCR
Mag,
Mfr, OD,
Ppr
Public Works /
Planning PL-004
PPS
Inside City boundaries §15095(c); GC §34090
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Item 9 Page 90 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Not all internal
communications and notes
are required to be saved; "Emails that do not provide
insight into the project or the
agency’s CEQA compliance
with respect to the project —
are not within the scope of
section 21167.6, subdivision
(e) and need not be
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.) Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Public Works /
Planning
Mag,
Ppr PL-004.1 Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest) (53
Cal.App.5th 733); PRC
21167,6; GC §34090
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Non-records; EIRs and
Negative Declarations within
the City Boundaries are with
the project file
When No
Longer
Required
When No
Longer
Required
Public Works /
Planning PL-005 Ppr
Outside City boundaries
Mag,
Mfr, OD,
Ppr
City Clerk Maintains all
Agenda Packets
Permanently; GC §34090.7
Public Works /
Planning
General Plan, Elements and
Amendments
Yes: After
QC & OD PL-006
PL-007

PPPPS / I
S / I
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Historic Preservation Survey,
Evaluations and Designations
Yes: After Department Preference; GC
QC & OD §34090
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Item 9 Page 91 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Master Plans, Specific Plans, Land
Use Plans, Land Use Maps,
Zoning Maps, etc.

Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Yes: After Department Preference; GC
QC & OD §34090 PL-008
PL-009
PL-010

PP S / I
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090
When No
Longer
Required
When No
Longer
Required
Public Works /
Planning Materials Boards Mag, Ppr
Mag
Department Preference -
Data is interrelated; GC
§34090
Public Works /
Planning
Indefinite -
Permanent
Indefinite -
Permanent Planning Applications Database Yes (all)
Planning Project Files -
Approved Permanent
Entitlements (Application &
Supporting Documents)
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps) (Other originals
kept by City Clerk)
Department preference; Final
environmental determinations
Yes: After are required to be kept a
QC & OD "reasonable period of time";
14 CCR §15095(c);
Mag,
Mfr, OD,
Ppr
Public Works /
Planning PL-011 3 years
PP YesS
GC§§34090, 34090.7
Examples: Conditional Use Permits
(CUPs), Correspondence, Design
Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments
(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes, etc.

Item 9 Page 92 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Redevelopment Projects &
Redevelopment Plans
Yes: After Department Preference; GC
QC & OD §34090 PL-012 P P S
Redevelopment Projects & Project
Areas (Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Completion +
10 years
Completion +
10 years
Department preference; GC
§34090 PL-012.1 S / I
Redevelopment Projects & Project
Areas
CIP Projects built by
Redevelopment Agency, if any
Redevelopment Projects & Project
Areas
Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative
Declarations, etc.

Mag,
Mfr, OD,
Ppr
Send to
Engineering
Send to
Engineering
Yes: After Department preference; GC
QC & OD §34090 Engineering PL-012.2
PL-012.3
S / I
S / I
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Send to
Planning
Send to
Planning
Yes: After Department preference; GC
QC & OD §34090
Redevelopment Projects & Project
Areas
Real Property: Deeds,
Easements, Rights of Way
Mag,
Mfr, OD,
Ppr
Send to City
Clerk
Send to City
Clerk
Yes: After Department preference; GC
QC & OD §34090 City Clerk PL-012.4
PL-013

S / I S
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Minimum 2
years
Minimum 2
years
Yes: After Department Preference; GC
QC & OD §34090 Special Studies
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Item 9 Page 93 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Temporary Entitlements /
Temporary Permits (Approved &
Unapproved):

Yes:

During
Event
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Minimum 2
years
Minimum 2
years
Yes: After Department preference;
QC & OD GC§§34090 PL-014 S
Fireworks Permits, etc.

Zoning Letters
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Yes: After
QC & OD PL-015
PL-016
PL-017
5 yearsPPPPS / I SLand Records; GC §34090
Mag,
Yes (all) Mfr, OD,
Ppr
Public Works /
Planning
Zoning Maps / Land Use Maps
(Historically Significant)
Department Preference; GC
§34090.7
PPNo
Mag,
Mfr, OD,
Ppr
Public Works /
Planning
Zoning Ordinance Amendments,
Reclassifications / Zone Change
Yes: After Department Preference
1 year (copies); GC §34090.7 Yes S / I
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 94 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

UTILITIES / SOLID WASTE
Public Works /
Solid Waste
Public Works /
Solid Waste
Solid Waste Liens / Garbage Liens
& Releases SOLID-001
SOLID-002
10 years
10 years
PP Mag, Ppr
Mag, Ppr
GC §34090 et seq.

Solid Waste Reduction / AB 939
Compliance / Tonnage Reports
Department preference; GC
§34090 et seq. 10 years
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ..

Item 9 Page 95 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

WASTEWATER / SEWER
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Wastewater
Projects
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
Completion +
10 years or
After Funding
Agency
Audit, if
required,
10 years or
After Funding
Public Works Agency
/ Waste
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Upon
Completion
Yes: Until
Completed WW-001 Audit, if Mag, Ppr
Water required,
whichever is
longer whichever is
longer
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Capital Improvement Projects
(CIP): Permanent File /
Scanned Records -
Wastewater Projects
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Grading Permits,
Department preference; retained
for disaster preparedness
Complet. + purposes; Statewide guidelines
10 years propose Permanent for
Infrastructure plans; GC §34090
Public Works
/ Waste
Mag,
Mfr, OD,
Ppr
Yes: Upon
Completion
Yes: Until
Completed WW-002 P P S/I
Water
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

Item 9 Page 96 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Public Works
/ Waste
Mag,
Mfr, OD,
Ppr
Minimum 5
years
Minimum 5
years
Yes: After

QC & OD
Department preference; GC
§34090
WW-003
WW-004
CCTV / Video Inspections
Confined Space Entries
S / I
Water
8 CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6); GC
§34090
Lead Dept. 2 years
3 years
2 years
3 years
Ppr
Department preference; NPDES
Monitoring records required for 3
years; POTW reports are
required for 3 years; 40 CFR
403.12; GC §34090
Public Works
/ Waste
FOG (Fats, Oil & Grease) /
Source Control / Pretreatment
Annual / Semi-Annual Reports
WW-005 Mag, Ppr
Mag, Ppr
Water
Public Works
/ Waste
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Generator Operation Logs &
Inspections - ALL WW-007
WW-008
5 years
5 years
5 years
5 years
Water
Required for a minimum of 5 Public Works
/ Waste
Mag,
Mfr, OD,
Ppr
Sanitary Spills and Overflows
(SSOs)
Yes: After years; SWRCB Order 2002-
QC & OD 0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
S / I
Water
Department preference; SSMPs
are required to be updated every
6 5 years; SSOs are required for
a minimum of 5 years; 40 CFR
122.41(j)(2); SWRCB General
Order 2006-03; & 2022-0103-
DWQ; GC §34090
Sewer System Management
Plans (SSMP) and Audits /
Sanitary Spills Overflow
Prevention Plan (SSOPP) and
Sanitary Sewer Overflow
Response Plan
Public Works
/ Waste
Mag,
Mfr, OD,
Ppr
Superseded
+ 5 years
Superseded
+ 5 years
Yes: After
QC & OD WW-010 S / I
Water
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 97 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Division
Providing
Service /
Work
Work Orders / Service Indefinite
-
Minimum 5
years
Indefinite -
Minimum 5
years
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
WW-011
WW-012
Mag Data is interrelated; GC §34090
Work Orders / Service
Requests - All Information
Entered in CMMS Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090 Mag Ppr
(Paper drafts)
Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
information entered into CMMS
Database)
Division
Providing
Service /
Work
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
WW-013 5 years 5 years Mag Ppr
(Division providing service
retains originals; Division
requesting service is
considered a copy)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 98 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

GAS
Capital Improvement Projects
(CIP): Administration File / Department preference; Some grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
NOT Scanned - Gas Projects Completion +
10 years or
After Funding
Agency
Audit, if
required,
10 years or
After Funding
Agency
Audit, if
required,
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Capital Improvement Projects
Upon
Completion
Yes: Until
Completed Utilities / Gas GAS-001 Mag, Ppr
whichever is
longer whichever is
longer
(CIP): Permanent File /
Scanned Records - Gas
Projects
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Grading Permits,
Department preference; retained
for disaster preparedness
Complet. + purposes; Statewide guidelines
10 years propose Permanent for
Infrastructure plans; GC §34090
Mag,
Mfr, OD,
Ppr
Yes: Upon
Completion
Yes: Until
Completed Utilities / Gas GAS-002 P P S/I
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

Item 9 Page 99 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

City Clerk
GAS-003
GAS-005
2 years P2 years PPpr
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference (copies); Easements SS QC GC §34090.7
Employee Certifications (Gas
Operator Qualifications &
Tests, Employee Fusion
Certifications)
City preference; 29 CFR
1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29
USC 1113
Separation +
5 years
Separation +
5 years
Before
Separation Utilities / Gas GAS-006 Mag, Ppr
Environmental / Electrical
Equipment Disposal -
Hazardous Material
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC Utilities / Gas
Utilities / Gas
Utilities / Gas
Utilities / Gas
Utilities / Gas
GAS-007
GAS-008
GAS-009
GAS-010
GAS-011
2 yearsPP
QC §34090 et seq.

Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Department Preference; CCP
§337 et. Seq., GC §34090 Mag, Ppr
Mag,
Mfr, OD,
Ppr
Facility Histories / Infrastructure
Design
Yes (after Department Preference; GC

PPPPPPS / I
S / I
S / I
QC) §34090
Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Gas Drawings / As-Builts /
Record Drawings
Yes (after
QC)
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC Gas Emergency Operating Plan QC) §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 100 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Gas Load Forecasts,
Imbalances
Department Preference; GC
§34090 Utilities / Gas GAS-012 Mag, Ppr
Gas Operating, Inspection &
Maintenance Plans &
Installation Procedures
(DIMP-Distribution Integrity
Management Plan, Public
Awareness Program, Natural
Gas System Operator
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC Utilities / Gas GAS-014 P P S / I QC) §34090 Qualification Plan, Gas Integrity
Management Program)
Mag,
Mfr, OD,
Ppr
Gas Pipelines - Cathodic
Protection
Yes (after Department Preference; GC
QC) §34090 Utilities / Gas
Utilities / Gas
Utilities / Gas
GAS-015
GAS-016
GAS-017
GAS-018

PPPPPPPPS / I
S / I
S / I
S / I
Mag,
Mfr, OD,
Ppr
Gas Pipelines - Integrity
Management Program
Yes (after Department Preference; GC
QC) §34090
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC Gas Pipelines - Pipeline Patrol QC) §34090 Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Public Works
/ Engineering
Gas Projects - Installation,
Transmission, Distribution
Yes (after
QC)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 101 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Mag,
Mfr, OD,
Ppr
Gas Regulator Station
Calibration, Retest & Reset
Yes (after Department Preference; GC Utilities / Gas GAS-019 GAS-020

PPPPS / I
S / I
QC) §34090
Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Public Works
/ Engineering
Gas System Design, Regulator
System Charts
Yes (after
QC)
Gas System Reports
(Distribution, Integrity
Management, Leakage, &
Transmission)
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
QC) §34090 Utilities / Gas GAS-021 P P S / I
Mag,
Mfr, OD,
Ppr
Gas Vaults - Inspections and
Maintenance
Yes (after Department Preference; GC
QC) §34090 Utilities / Gas
Utilities / Gas
GAS-022
GAS-023

PPPPS / I
S / I
Pipeline Maintenance / Valve
Maintenance / Inspections /
Gas Odorization Tests
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
QC) §34090
Regulatory Agency Audits:

CEC, CFTC, CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc.

Utilities /
Electricity &
Gas
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
QC) §34090 GAS-025
GAS-026
GAS-027

PPPPPPS / I
S / I
S / I
Regulatory Agency
Utilities /
Electricity &
Gas
Compliance Reports &
Confirmations: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.

Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
QC) §34090
Regulatory Agency Utilities /
Electricity &
Gas
Mag,
Mfr, OD,
Ppr
Correspondence: , CPUC,

EPA, FERC, NERC, NPDES,
WECC, etc..

Yes (after Department Preference; GC
QC) §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 102 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Regulatory Agency Utilities /
Electricity &
Gas
Mag,
Mfr, OD,
Ppr
Inspections: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.

Yes (after Department Preference; GC
QC) §34090 GAS-028
GAS-029

PPPPS / I
S / I
Utilities /
Electricity &
Gas
Regulatory Agency Licenses:
, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC
QC) §34090
Southern California Gas
Agreement Administration /
Intrastate Transmission Service
Agreements / Firm Access
Rights (FAR)
Mag,
Mfr, OD,
Ppr
Department Preference (City
Clerk has originals of all
agreements); GC §34090 et seq.

Yes (after
QC) Utilities / Gas GAS-030 P P S / I
S / I
Mag,
Mfr, OD,
Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090 et seq.

Southern California Gas
Franchise Statements
Yes (after
QC) Utilities / Gas
Utilities / Gas
GAS-031
GAS-032
5 years 5 years
Department preference;
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Underground Service Alerts
(USA's) / Dig Alerts - Gas Only 10 years 10 years Mag, Ppr Division
Providing
Service /
Work
Work Orders / Service Indefinite
-
Minimum 5
years
Indefinite -
Minimum 5
years
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
GAS-033
GAS-034
Mag Data is interrelated; GC §34090
Work Orders / Service
Requests - All Information
Entered in CMMS Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090 Mag Ppr
(Paper drafts)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 103 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
Division
Providing
Service /
Work
information entered into CMMS
Database) City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
GAS-035 5 years 5 years Mag Ppr
(Division providing service
retains originals; Division
requesting service is
considered a copy)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 104 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CUSTOMER SERVICE / UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS, WASTE WATER, WATER ) Utilities /
Customer
Service
Utilities /
Customer
Service
Department preference; Meets
auditing standards; GC §34090
et seq.

Department preference; Meets
auditing standards; GC §34090
et seq.

Accounts Receivable - Customer
Services / Utility Billing
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD CS-001
CS-002
5 years
5 years
5 years
5 years
S / I
S / I Adjustments / Abnormal Read
Reports
Mag, Mfr,
OD, Ppr
Yes: After

QC & OD
City Clerk
OR Utility /
Customer
Service
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
CS-002.1
CS-003
2 years 2 years Ppr GC §53753(e)(2)
GC §34090.7
Copies -
When No
Longer
Copies -
When No
Longer
City
Attorney Bankruptcies Mag, Ppr
Required Required
Department preference (The
Business License & Permit
Database is the original; reports
are considered drafts or copies);
GC §34090
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

When No
Longer
Required
When No
Longer
Required
Billing Registers, Payment
Registers, Adjustment Registers Lead Dept.

Lead Dept.

CS-004
CS-005
CS-006
Mag, Ppr
Mag, Ppr
Mag, Ppr
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Utilities /
Customer
Service
Conservation Programs /
Rebates / Incentives
Department Preference; GC
§34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 105 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Utilities /
Customer
Service
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Customer Service / Utility Billing
Database CS-007 Yes Mag
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Utilities /
Customer
Service
Development Service Files /
Review & Comment
Mag, Mfr,
OD, Ppr
Yes (after Department preference; GC CS-008 S / I QC) §34090 Utilities /
Customer
Service
Utilities /
Customer
Service
End of
Rental + 2
years
End of
Rental + 2
years
Hydrant Meters - Rentals /
Temporary (Pools, Construction)
Department preference; GC
§34090 CS-009
CS-010
Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Lock Box Reports / Payment
Detail Reports
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD 5 years 5 years S / I
S / I
Medical Necessity Customers
(Emergencies / Shut-offs -
Customers who must have
electricity for critical medical
equipment)
When
Superseded
or
When
Superseded
or
Utilities /
Customer
Service
Mag, Mfr,
OD, Ppr
Yes: After Department preference;
QC & OD Confidential; GC §34090 CS-010.1
Terminated Terminated
Utilities /
Customer
Service OR
Utilities /
Electricity
Utilities /
Department preference; Meets
auditing standards; GC §34090
et seq.

Reports to DOE (Department of
Energy)
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD CS-011 5 years
Final
5 years S / I
Residential Water Billing:

Appeals - Payment Delinquency Decision + 2
& Impending Discontinuation years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Yes: After
QC & OD Customer
Service
CS-011.1S
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 106 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Residential Water Billing: NonUtilities /
Customer
Service
payment Notices / Notice of
Payment Delinquency &
Impending Discontinuation
(Initial, Final)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Yes: After
QC & OD CS-011.2 S
Utilities /
Customer
Service
Residential Water Billing: NSF
Checks / Adjustments to
Customer accounts
Residential Water Billing:

Payment Plans: Amortization,
Alternative Payment Plans,
Deferrals, etc.

When No
Longer
When No
Longer
Mag,
Ppr, Mfr,
OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Yes: After
QC & OD CS-011.3
CS-011.4
SS
Required
Expiration or
Completion
of Payment
Plan
Required
Expiration or
Completion
of Payment
Plan
Utilities /
Customer
Service
Mag,
Ppr, Mfr,
OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
Yes: After

QC & OD
When When Utilities /
Customer
Service
Residential Water Billing: Policy
on Discontinuation of Residential
Service for Nonpayment
Mag,
Ppr, Mfr,
OD
Superseded -
Minimum 2
years
Superseded;
Minimum 2
years
Yes: After Must post to Website; H&S
QC & OD §116906; GC §34090 CS-011.5 SS
Utilities /
Customer
Service
Residential Water Billing: Report
of Annual Discontinuations of
Residential Service
Mag,
Ppr, Mfr,
OD
Minimum 2
years
Minimum 2
years
Yes: After Must post to Website; H&S
QC & OD §116918; GC §34090 CS-011.6
CS-012 Department Preference; Meets
auditing standards; GC §34090 Lead Dept. Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Service Address Files Close of
Account in
Good
Standing + 2
years
Close of
Account in
Good
Standing + 2
years
(Application, Credit Report,
Inspections, Water Liability
Forms, Requests for Power Load
Data, Control Cards, Work
Orders, etc.)
Utilities /
Customer
Service
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090 et seq. CS-013
CS-014
S / I
Utilities /
Customer
Service
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Stubs / Payment Coupons
(returned with payment) Mag, Ppr
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: ..

Item 9 Page 107 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Customer
Service
Utilities /
Customer
Service
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Department preference; Meets
auditing standards; GC §34090
et seq.

CS-015
CS-016
Turn Ons and Turn Offs Mag, Ppr
Utility Adjustment Slips / Meter
Mis-reads, Credits / Debits to
Accounts
Mag, Mfr,
OD, Ppr
Yes: After
QC & OD 5 years 5 years S / I
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Item 9 Page 108 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ELECTRICITY
Utilities /
Electricity EL-001
EL-002
AQMD Fuel Reports 5 years 5 years Mag, Ppr
Mag, Ppr
40 CFR 70.6; GC §34090
40 CFR 70.6; GC §34090 AQMD Permits (Generators,
etc.)
Expiration +
5 years
Expiration +
5 years Lead Dept.

Bulk Power Log Sheets (prior to
2007) / Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
Utilities /
Electricity
Department Preference; GC
§34090 EL-003 10 years 10 years Mag, Ppr
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned (Electricity) Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
Completion +
10 years or
After Funding
Agency
Audit, if
required,
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project
Schedules, Progress meetings,
Punch Lists, Real Estate
Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily
10 years or
After Funding
Agency
Audit, if
required,
Utilities /
Electricity
Upon
Completion
Yes: Until
Completed EL-004 Mag, Ppr
whichever is
longer whichever is
longer
Inspections, Daily Logs,
Stormwater compliance, etc.

Item 9 Page 109 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Capital Improvement Projects
(CIP): Permanent File /
Scanned Records (Electricity)
Specifications / RFP &
Addenda, Agreement / Department preference; retained
for disaster preparedness
Complet. + purposes; Statewide guidelines
10 years propose Permanent for
Infrastructure plans; GC §34090
Contract, Successful Proposal,
Change Orders, Geotechnical
Studies & Reports, Operations
& Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans,
Notice of Completion, Photos,
Soil Reports, Studies,
Mag,
Mfr, OD,
Ppr
Yes: Utilities /
Electricity
Upon
Completion
Yes: Until
Completed EL-005 P P S/I
Submittals, Surveys, etc.

Confined Space Entries / Hot
Work Permits / Lock Out-Tag
Out / Lockout-Tagout / LockoutBlockout / Energy Control Procedures (ECP) / Air
Department preference; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
Lead Dept. EL-006 5 years 5 years Ppr
Monitoring Calibrations
Utilities /
Electricity
Control Center Operator /
Dispatcher Check Listing
Department preference; GC
§34090 EL-009
EL-045
5 years 5 years Mag, Ppr
Mag, Ppr
Department Preference (Load
records are required for 3
years); 18 CFR 125.2, 125.3;
GC §34090
Control Center Switching Order
Logs / System Logs / Manual
Entry Logs / Load Changes
Utilities /
Electricity 10 years 10 years
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 110 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Utilities /
Electricity
Utilities /
Electricity
Utilities /
Electricity
Cooling Tower Activity Sheets
and Reports EL-007
EL-007.1
EL-008
2 years
10 years
5 years
2 years
10 years
5 years
Mag, Ppr
Ppr
GC §34090
18 CFR 125.2 & 125.3; GC
§34090 Daily Purchasing
Crane Maintenance Reports
(Fixed / Stationary) Ppr 8 CCR 344.80 & 81; GC §34090
Department of Energy (DOE)
Licenses and Regulatory
Correspondence
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity
Yes (after Department Preference; GC EL-010
EL-011
EL-012
P
5 years P
P
5 years P
S / I QC) §34090
Utilities /
Electricity
Department of Energy (DOE)
Reports
Department Preference; GC
§34090 Mag, Ppr
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference (copies); City Clerk Easements S QC GC §34090.7
Electric Utility Service
Equipment Requirements
Committee (EUSERC) - All
Records
When No
Longer
Required
When No
Longer
Required
Utilities /
Electricity EL-013 Mag, OD Not City Records
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity
Electricity Drawings / As-Builts /
Record Drawings
Yes (after Department Preference; 18 CFR EL-014
EL-015
EL-016
S / I QC) 125.2 & 125.3; GC §34090
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Department Preference; 18 CFR
125.2 & 125.3; CCP §337 et.

Seq., GC §34090
Utilities /
Electricity Mag, Ppr
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity
Facility Histories / Infrastructure
Design
Yes (after Department Preference; GC
PP S / I QC) §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 111 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Utilities /
Electricity
Fuel Records (reported to
AQMD EL-016.1 5 years
10 years P
5 years
10 years P
Mag, Ppr
Generation Reliability Reports /
Run Logs / Generation Reports
/ Generator Operation Logs &
Inspections / Power Production
Operating Data Logs / Diaries
18 CFR 125.2 & 125.3; AQMD
Rule 1470; Form 400–E–13a
instructions; GC §34090
Utilities /
Electricity EL-017 Mag, Ppr
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity
Yes (after Department Preference; GC EL-021
EL-022
EL-023
EL-024
EL-025
EL-025.1
Joint Pole Agreements S / I QC) §34090
When No
Longer
Required
When No
Longer
Required
Utilities /
Electricity
Joint Pole Committee Industry
Committee - All Records Mag, Ppr Not City Records
Mag,
Mfr, OD,
Ppr
Department Preference (meets
municipal government auditing
requirements); GC §34090
Utilities /
Electricity
Joint Pole Invoices / Accounts
Receivable
Yes (after
QC) 5 years 5 years S / I
S / I
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity
Joint Pole Locations, History,
Maintenance (Card Files)
Replacement
of the Pole
Replacement
of the Pole
Yes (after Department Preference; GC
QC) §34090
Department Preference
(required for 3 years); 18 CFR
125.2, 125.3; GC §34090
Utilities /
Electricity
Load Records, Load Curves,
Temperature Logs, Water Logs 10 years
5 years
10 years
5 years
Mag, Ppr
Mag, Ppr
Power Outage Reports -
Preliminary Report produced by
the Control Center
Department Preference
(Engineering produces Final
Report); GC §34090
Utilities /
Electricity
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 112 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Power Outage Reports - Final
Report produced by
Engineering
Utilities /
Electricity
Department Preference; GC
§34090 EL-026
EL-027
10 years 10 years Mag, Ppr
Mag, Ppr
Power Outage Database /
Interruption of Service
Database
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Utilities /
Electricity Data is interrelated; GC §34090
Power Trading / Power
Scheduling Department Preference (auditing
standards are 5 years); GC
§34090
Utilities /
Electricity
Completion +
3 years
Completion +
5 years EL-029
EL-030
EL-031
EL-033
EL-034
2 years
4 years
4 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
(Check Out Worksheets)
Power Trading / Power
Utilities / Scheduling
Electricity
Department Preference; GC
§34090 3 years
3 years
2 years
10 years
5 years
5 years
2 years
10 years
(Confirmations, Invoices)
Power Trading / Power
Utilities / Scheduling
Electricity
Department Preference; GC
§34090
(Generation Worksheets)
Power Trading / Power
Utilities / Scheduling
Electricity
Department Preference; GC
§34090
(Voice Recordings)
Regulatory Agency Audits:

CEC, CFTC, CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc.

Utilities /
Electricity &
Gas
Department Preference; GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 113 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Regulatory Agency
Utilities /
Electricity &
Gas
Compliance Reports &
Confirmations: CEC, CFTC,

CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Regulatory Agency
Correspondence: , CPUC,

EPA, FERC, NERC, NPDES,
WECC, etc..

Department Preference; GC
§34090 EL-035 10 years 10 years Mag, Ppr
Mag, Ppr
Utilities /
Electricity &
Gas
Minimum 10
years
Minimum 10
years
Department Preference; GC
§34090 EL-036
EL-037
Regulatory Agency Utilities /
Electricity &
Gas
Mag,
Mfr, OD,
Ppr
Inspections: , CPUC, EPA,

FERC, NERC, NPDES,
WECC, etc.

Yes (after Department Preference; GC 10 years 10 years S / I S / I
QC) §34090
Utilities /
Electricity &
Gas
Regulatory Agency Licenses:
, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Sampling / Circular & Strip
Charts
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC EL-038
EL-039
EL-040
EL-041
PP
QC) §34090
Utilities /
Electricity
Department Preference; GC
§34090 5 years 5 years Mag, Ppr
SCADA Database (Electricity)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Utilities /
Electricity Yes Mag Data is interrelated; GC §34090
Utilities /
Electricity
SCADA Printouts / Reports /
Log Books / Logs Sheets 5 years 5 years Mag, Ppr Preliminary drafts; GC §34090 Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Stormwater Monitoring /
NPDES Monitoring and
Inspection (from Former
Electricity Generation Plant)
Utilities /
Electricity EL-042 5 years 5 years Mag, Ppr
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 114 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-7 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference;
Yes: After Monitoring records required for 3
QC & OD years; 40 CFR §§122.21,
122.41, 122.44
Stormwater: NPDES Annual
Reports (from Former
Electricity Generation Plant)
Mag,
Mfr, OD,
Ppr
Utilities /
Electricity EL-043 5 years 5 years S / I
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Stormwater: NPDES Permits
(from Former Electricity
Generation Plant)
Utilities /
Electricity
Expiration +
5 years
Expiration + Yes: Until EL-044 Mag, Ppr 5 years Expiration AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Utilities /
Electricity EL-046 Turbine Activity Reports 5 years
3 years
5 years
3 years
Mag, Ppr
Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Underground Service Alerts
(USA's) / Dig Alerts Lead Dept. EL-046.1
Division
Providing
Service /
Work
Work Orders / Service Indefinite
-
Minimum 5
years
Indefinite -
Minimum 5
years
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
EL-047
EL-048
Mag Data is interrelated; GC §34090
Work Orders / Service
Requests - All Information
Entered in CMMS Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090 Mag Ppr
(Paper drafts)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 115 of 126
Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-8 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
information entered into CMMS
Database)
Division Mag,
Mfr, OD,
Ppr
City Preference for OSHA
compliance; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Providing
Service /
Work
Includes Job Briefing,
Operating Checklist, Safety
Checklist
Yes: After
QC & OD EL-049 5 years 5 years S / I
(Division providing service
retains originals; Division
requesting service is
considered a copy)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 116 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

FIBER OPTICS
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Fiber Optics
Projects
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
Completion +
10 years or
After Funding
Agency
Audit, if
required,
10 years or
After Funding
Agency
Audit, if
required,
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Utilities /
Fiber Optics
Upon
Completion
Yes: Until
Completed FO-001 Mag, Ppr
whichever is
longer whichever is
longer
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Capital Improvement Projects
(CIP): Permanent File /
Scanned Records - Fiber
Optics Projects
Department preference; retained
for disaster preparedness
Complet. + purposes; Statewide guidelines
10 years propose Permanent for
Infrastructure plans; GC §34090
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Notice of Completion,
Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Mag,
Mfr, OD,
Ppr
Yes: Utilities /
Fiber Optics
Upon
Completion
Yes: Until
Completed FO-002
FO-004
PP S/I
Utilities /
Fiber Optics
Fiber Optic Customers (Internet Close + 5
& Dark Fiber) years
Close + 5
years
Department Preference (meets
auditing standards); GC §34090 Mag, Ppr
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 117 of 126
Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Utilities /
Fiber Optics
Fiber Optic Drawings / As-Builts
/ Record Drawings
Yes (after
QC) FO-005 PP PP
S / I
S / I
Fiber Optic Pipelines / Projects -
Installation, Transmission,
Distribution
Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Utilities /
Fiber Optics
Yes (after
QC) FO-006
FO-007 Utilities /
Fiber Optics
Superseded
+ 2 years
Superseded
+ 2 years
Department Preference; GC
§34090 Fiber Optic Plans Mag, Ppr
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 118 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

UTILITIES - STORMWATER / NPDES
Department preference;
Development SWPPP
STORM-001.1 (Stormwater Pollution Prevention
Plan) / Construction Monitoring
Mag,
Mfr, OD,
Ppr
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;GC
§34090 et. seq.

Utilities /
Stormwater
Finalled + 3
years
Finalled + 3
years
Yes: After

QC & OD S / I
Environmental Assessments /
STORM-001.2 Phase 1 Environmental
Assessments
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater
Yes: After Department Preference; GC
1 year §34090 et. seq.

PPS
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Stormwater Monitoring / NPDES
STORM-001.4 Monitoring and Inspection (by
Address)
Utilities /
Stormwater
Minimum 5
years
Minimum 5
years
Mag, Ppr
Required for a minimum of 5
Yes: After years; 40 CFR 122.41(j)(2);
QC & OD 40 CFR §§122.21, 122.41,
122.44; GC §34090
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater
Stormwater: Business
Inspections (by Address)
Minimum 5
years
Minimum 5
years
STORM-001.4 S / I
S / I
Department preference; plans
must be updated every 5
Yes: After years, audits are required
QC & OD every 2 years; 40 CFR
§§122.21, 122.41, 122.44;
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater
Expiration + 5
years
Expiration +
5 years STORM-001 Stormwater: MS4 Monitoring
GC §34090
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Item 9 Page 119 of 126
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department preference; plans
must be updated every 5
Yes: After years, audits are required
QC & OD every 2 years; 40 CFR
§§122.21, 122.41, 122.44;
GC §34090
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater STORM-002 Stormwater: MS4 Permits 5 years 5 years S / I Department preference;
Yes: After Monitoring records required Stormwater: NPDES Annual STORM-003 Reports (Includes Well Site
Discharges)
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater 5 years 5 years S / I QC for 3 years; 40 CFR §§122.21, 122.41, 122.44
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41, 122.44;
CCP §337 et seq.

Utilities /
Stormwater
Stormwater: NPDES Permits
(Includes Well Site Discharges)
Expiration + 5
years
Expiration + Yes: Until STORM-004 Mag, Ppr 5 years
5 years
Expiration
Department preference; plans
must be updated every 5
Yes: After years, audits are required
QC & OD every 2 years; 40 CFR
§§122.21, 122.41, 122.44;
GC §34090
Stormwater: TMDL Plan (Total
STORM-005 Maximum Daily Load) TMDL
Monitoring Plan
Mag,
Mfr, OD,
Ppr
Utilities /
Stormwater 5 years S / I
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Item 9 Page 120 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

WATER DISTRIBUTION (POTABLE WATER)
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Water
Projects
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
Completion +
10 years or
After Funding
Agency
Audit, if
required,
10 years or
After Funding
Agency
Audit, if
required,
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Utilities
Water Dist.

Upon
Completion
Yes: Until
Completed WTR-001 Mag, Ppr
whichever is
longer whichever is
longer
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 121 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Capital Improvement Projects
(CIP): Permanent File /
Scanned Records - Water
Projects
Department preference; retained
for disaster preparedness
purposes; Statewide guidelines
propose Permanent for
Infrastructure plans; GC §34090
Specifications / RFP & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders,
Geotechnical Studies & Reports,
Operations & Maintenance Manuals
(O&M Manuals,) Materials Testing
Reports, Hazardous Materials
Plans, Notice of Completion,
Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Mag,
Mfr, OD,
Ppr
Utilities
Water Dist.

Upon
Completion
Yes: Until
Completed
Yes (after
QC) WTR-002 P P S/I
Chains of Custody / Water
Analysis / Reports & Sampling:

Bacteriological and Organics
Utilities
Water Dist. WTR-003
WTR-004
WTR-005
5 years
10 years
12 years
5 years
10 years
12 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
40 CFR 141.33(a)
Chains of Custody / Water
Analysis / Reports & Sampling:

Chemical (Includes Chlorine
Residuals)
State and Federal laws require
10 years; 40 CFR 141.33(a); 22
CCR §64470
Utilities
Water Dist.

Required for 12 years or 2 Chains of Custody / Water
Analysis / Reports & Sampling:

Lead & Copper
Utilities
Water Dist.
compliance cycles; ); 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 122 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). 8 CCR 5157(d)(14) & (e)(6); 29
Lead Dept. WTR-006 Confined Space Entries 2 years 2 years Ppr CFR 1910.146(e)(6); GC §34090
Customer Concerns / Customer
Complaints: Odor / Taste /
Visual Complaints
(Correspondence regarding
Potable Water)
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64470(a)
Utilities
Water Dist. WTR-007 5 years 5 years Mag, Ppr
Copies -
When No
Longer
Copies -
When No
Longer
Public Works
/ Engineering
Development Review
Comments WTR-008 Mag, Ppr GC §34090.7
Required Required
Environmental Agencies /
Utilities Regulatory Agencies
Water Dist.

Minimum 2
years
Minimum 2
years
Department Preference; GC
§34090 WTR-009
WTR-010
Mag, Ppr
Mag, Ppr
(EPA, DHS, etc.)
Fire Hydrant Flow / Pressure
Tests (Development or
Maintenance) - Database
Fire Hydrant Flow / Pressure
Tests (Development or
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Utilities
Water Dist.

Department Preference (data is
interrelated); GC §34090
Department Preference (valves
are exercised every year); GC
§34090
Utilities
Water Dist.

Minimum 2
years
Minimum 2
years
WTR-011
WTR-012
WTR-013
Mag, Ppr
Mag Ppr
Mag, Ppr
Maintenance) - Paper
Utilities
Water Dist.

Department Preference; GC
§34090 Log Book (Pump Houses) 7 years
3 years
7 years
3 years
Utilities
Water Dist.

Or HEALTH?
Monitoring records required for 3
years in Federal law; 40 CFR
§§122.21, 122.41
NPDES Monitoring Reports
(Well Site Discharges)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 123 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
Utilities
Water Dist.

Or HEALTH?
NPDES Permits (Well Site
Discharges)
Expiration +
3 years
Expiration + Yes: Until WTR-014 Mag, Ppr 3 years Expiration 122.41; CCP §337 et seq.

Mag,
Mfr, OD,
Ppr
Utilities
Water Dist.

Expiration +
2 years
Department preference; GC
§34090 WTR-015
WTR-016
WTR-017
Operating Permit (Wells)PP S / I No
Utilities
Water Dist.

Operations & Maintenance
Manuals / O & M Manuals
Disposal of
Equipment
Disposal of
Equipment
Department preference; GC
§34090 Mag, Ppr
Mag,
Mfr, OD,
Ppr
Utilities
Water Dist.

Yes: After Department preference; GC Reservoir Maintenance P P S QC §34090
SCADA Database (Water)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Utilities
Water Dist.

Department Preference (data is
interrelated); GC §34090 WTR-018
WTR-019
Yes
Yes
Mag
Required for 3 years; GC
§§4216.2(f) & 4216.3(d); GC
§34090
Underground Service Alerts
(USA's) / Dig Alerts Lead Dept.

City Clerk
3 years 3 years Mag, Ppr
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Urban Water Management
Plans (UWMP)
Yes: After Department Preference (copies)
10 years GC §34090.7 WTR-020
WTR-021
WTR-022
S
Required Required
Utilities
Water Dist.

Videos - Water Wells, Repairs,
Reservoirs, Tanks, etc.

Department preference; GC
§34090
PP Mag
Vulnerability Assessment /
Emergency Response Plan /
Risk & Resilience Assessment / Minimum 2
Hazard Mitigation Plan years
When
Superseded -
When
Superseded -
Minimum 2
years
Utilities
Water Dist.

Confidential; 42 USC 300i-2(d);
GC §34090 Mag, Ppr
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 124 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Department Preference; Meets
Utilities
Water Dist.

Water Production Reads /
Reports (to State DHS & DWR)
California Department of Health
requirements (3 years); GC
§34090
WTR-023 5 years 5 years Mag, Ppr
Department preference;
Required for 12 years or 2
compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91;
GC §34090
Mag,
Mfr, OD,
Ppr
Utilities
Water Dist.

Water Quality Reports /
Consumer Confidence Reports
Yes (after
QC) WTR-024 12 years P P S / I
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Send originals to City Clerk; GC
§34090.7 City Clerk WTR-025
WTR-027
Water Supply Agreements YesSSNo
Required Required
Well Records (includes
Destroyed or Abandoned
Wells)
Mag,
Mfr, OD,
Ppr
Utilities
Water Dist.

Yes: After Department preference; GC
PP
QC §34090
Division
Providing
Service /
Work
Work Orders / Service Indefinite
-
Minimum 5
years
Indefinite -
Minimum 5
years
Requests CMMS DATABASE
(Computerized Maintenance
Management System)
Department Preference (data is
interrelated); GC §34090 WTR-028
WTR-029
Mag
Work Orders / Service
Requests - All Information
Entered in CMMS Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090 Mag Ppr
(Paper drafts)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 125 of 126
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Image: Destroy Records
Center,
OD or Mfr
Active
(in office)
Media I=Import Paper after
Options M=Mfr Imaged & (OFR) Vital? Retention
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Work Orders / Service
Requests - NOT entered in
CMMS Database (or partial
Division
Providing
Service /
Work
information entered into CMMS
Database) City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
WTR-030 5 years 5 years Mag Ppr
(Division providing service
retains originals; Division
requesting service is
considered a copy)
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 ..

Item 9 Page 126 of 126
City Council Agenda Report
Meeting Date: July 16, 2024
From: Freddie Agyin, Director of Health and Environmental Control Department: Health and Environmental Control
Submitted by: Veronica Petrosyan, Deputy Director of Health and Environmental Control
Subject
Substance Abuse and Mental Health Services Administration (SAMHSA) Grant Program Agreement with AltaMed Health Services for On-the-Streets Portable Clinical Care Program with Integrated Behavioral Health and HIV Care.

Recommendation
Approve and authorize the City Administrator to execute the SAMHSA Grant Program Agreement with AltaMed Health Services, in substantially the same form as submitted, for On-the-Streets Portable Clinical Care Program with Integrated Behavioral Health and HIV Care for a total amount not-to-exceed $1,499,175, for a two-and-a-half-year term.

Background
On October 24, 2022, the City executed a services agreement with the Wellness Equity Alliance (WEA) for Health Officer services and a Community Health Needs Assessment (CHNA). The CHNA identified the need to expand the capacity of the Department of Health and Environmental Control to include public health services. As a result, the City Council approved funding to pilot public health services during fiscal year 2023-2024. Accordingly, the following public health services were piloted as part of the first phase of capacity building: • Clinical services offered directly to the Vernon community at the Vernon Health + Wellness Center (VH+WC) located at City Hall.
• Clinical service offerings via mobile health vans on-site at Vernon business locations and outside City limits.
• Intervention service offerings with integrated behavioral health services.

In September 2023, the City received a grant award of $1,998,900 for three (3) years from the Substance Abuse and Mental Health Services Administration (SAMHSA) for “On-The-Streets Portable Clinical Care with Integrated Behavioral Health and HIV Care”. The grant award was to pilot an approach to comprehensive healthcare for racial and ethnic medically underserved people experiencing unsheltered homelessness through the provision of portable clinical care delivered outside that is focused on the integration of behavioral health and HIV treatment and prevention services.

The On-The-Streets Portable Clinical Care with Integrated Behavioral Health and HIV Care Pilot Project is designed to support the City’s health department and the Vernon Health + Wellness Center (VH+WC) to provide behavioral healthcare, infectious disease services, and primary care directly to unsheltered individuals within the city and the surrounding Southeast Los Angeles (SELA) community.

Pursuant to Vernon Municipal Code (VMC) Section 3.32.080 and the pending termination of the City’s health services agreement with WEA, the department issued a request for proposals (RFP) on May 20, 2024, to solicit proposals from qualified medical services providers to continue the Pilot Project. The RFP was posted on the PlanetBids online platform and outlined ..

Item 10 Page 1 of 2
the program’s objectives, eligibility, and evaluation criteria. Only one proposal was received by the RFP deadline.

After careful evaluation of the proposal submitted, staff deemed the proposal as responsive to the RFP and recommends awarding the contract to AltaMed Health Services. This provider demonstrated a strong commitment to serving unsheltered populations and has the necessary expertise in behavioral health and HIV care.

The proposed agreement has been reviewed and approved as to form by the City Attorney’s office.

Fiscal Impact
The fiscal impact is not-to-exceed $1,499,175 for the term of the agreement. Sufficient funds are available in General Fund, Health Department, Grant Funded Expense Federal Account No. 011-595-200-523025 for the current fiscal year and will be budgeted in subsequent years.

The SAMSHA Grant covers 100% of the costs related with the AltaMed Health Services agreement.

Attachments

1. SAMHSA City Grant Agreement with AltaMed Health Services

2. AltaMed Health Services RFP Response ..

Item 10 Page 2 of 2

SAMHSA GRANT PROGRAM AGREEMENT BETWEEN THE CITY OF VERNON

AND ALTAMED HEALTH SERVICES FOR ON-THE-STREETS PORTABLE

CLINICAL CARE WITH INTEGRATED BEHAVIORAL HEALTH AND HIV CARE

COVER PAGE
Provider: AltaMed Health Services
Responsible Principal of Provider: Paula Jamison, Sr. VP Notice Information – Provider: AltaMed Health Services
2040 Camfield Avenue
Los Angeles, CA 90040
Attention: Paula Jamison, Sr. VP
Telephone: (323) 303-2476
Notice Information - City: City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Freddie Agyin,
Director of Health &
Environmental Control
Telephone: (323) 583-8811 ext. 840
Commencement Date: July 16, 2024
Termination Date: September 29, 2026
Consideration: Total not to exceed $1,499,175(includes
all applicable sales tax); and more
particularly described in Exhibit B
..

Item 10 Page 1 of 58

SAMHSA GRANT PROGRAM AGREEMENT BETWEEN THE CITY OF VERNON AND

ALTAMED HEALTH SERVICES FOR ON-THE-STREETS PORTABLE CLINICAL CARE

WITH INTEGRATED BEHAVIORAL HEALTH AND HIV CARE
THIS GRANT PROGRAM AGREEMENT ("Agreement") is entered into on July 16, 2024, by and between the City of Vernon, a California charter City and California municipal corporation ("City") and AltaMed Health Services, a California corporation (“Provider”). City and Provider are sometimes hereinafter individually referred to as “Party” and hereinafter collectively referred to as the “Parties.” R E C I T A L S A. The City has been awarded a grant for On-the-Streets Portable Clinical Care Program with Integrated Behavioral Health and HIV Care (“Project”) by the Substance Abuse and Mental Health Services Administration (“SAMHSA”).

B. The City as part of accepting the grant has agreed to SAMHSA’s Terms and Conditions and Special Terms and Conditions in the Notice of Award from SAMHSA to City (“Notice of Award”).

C. Provider is able and willing to abide by all the terms of the SAMHSA Terms and Conditions and Special Terms and Conditions in the Notice of Award.

D. City desires to enter into this Agreement for Provider to provide the services required by the SAMHSA Project.

E. Provider desires to enter into this Agreement with City to provide the services for the City and SAMHSA as required by the Project. A G R E E M E N T NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, City and Provider hereby agree as follows:

1. TERM. This Agreement begins on the July 16, 2024 and expires on September 29, 2026 (“Term”), unless terminated earlier in accordance with the terms herein.

2. SERVICES.

2.1 Scope of Work. Provider shall perform all work necessary to complete the services set forth in the City’s Request for Proposals issued on or about ..

Item 10 Page 2 of 58
May 20, 2024
, and titled RFP for On-The-Streets Portable Clinical Care with Integrated Behavioral Health and HIV Care, and the Scope of Work attached hereto as Exhibit “A”.

2.2 Invoices. Provider must complete the Scope of Work for the Project and submit properly itemized invoices to the satisfaction of the City and in the format attached hereto as Exhibit “B”, with all relevant information necessary for the City to complete the reporting requirements in SAMHSA’s Notice of Award attached hereto and incorporated by reference herein as Exhibit “C”. Provider invoices must include the position of any person performing billable work, the hours and location worked, and what billable work was completed. In addition to the invoice template requirements, Provider agrees to comply with the terms and conditions set forth in the SAMHSA Notice of Award, including but not limited to funding conditions, detailed narrative/justification for all costs, and required reports.

2.3 The SAMHSA award number must be included on all invoices.

2.4 Payment. Subject to the conditions and requirements set forth herein, City agrees to pay Provider a sum not to exceed $1,499,175 for work performed under this Agreement. Provider acknowledges that it is familiar with the section of the SAMHSA Notice of Award titled “Funding Limitations” and agrees to comply with its provisions.

2.5 Use of Grant Monies. Provider use of any Project funds must comply with the Contractor Agreement between the City and SAMHSA. Provider must comply with all applicable federal laws and regulations, including Code of Federal Regulations (C.F.R) Part 200 (Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal Awards), and 45 C.F.R. Part 75 (Uniform Administrative Requirements, Cost Principles, HHS Grants Policy Statement, and Audit Requirements for HHS Awards). It is Provider’s responsibility to understand and comply with all requirements set forth therein.

2.6 Services Limited to Term. No services shall be rendered by Provider under the Project after September 29, 2026 and no payments will be made by City for services rendered under the Project after September 30, 2026.

3. COMPLIANCE WITH CONTRACTOR AGREEMENT BETWEEN CITY
AND SAMHSA AND INDEMNIFICATION OF CITY. ..

Item 10 Page 3 of 58

3.1 Provider agrees to comply with all the provisions of the Contractor Agreement between the City and SAMHSA. Provider must indemnify, defend (with counsel reasonably acceptable to City), protect and hold City, and its officers, employees, agents and representatives, harmless from, any and all claims of any kind or nature arising out of the Project or this Agreement or the implementation hereof, including, but not limited to, any damages to property, injuries to persons or accidental death (including reasonable attorneys’ fees and costs), which may be caused by work performed under this Agreement or any activities associated with the Project, whether such activities or work is performed by Provider or by anyone directly or indirectly employed or contracted by the Provider (“Claims”). Provider’s indemnity obligations under this section will survive termination of this Agreement. Provider’s indemnity obligations under this section do not extend to claims, demands, damages, defense costs or liability for property damage, bodily injury or death occasioned by the willful misconduct of the City, or its officers, employees, agents or representatives.

3.2 Provider hereby waives, releases and discharges forever the City, and its employees, officers, volunteers, agents and representatives, from any and all present and future Claims arising out of or in any way connected with this Agreement, the performance of the Project, or Provider’ obligation to comply with all laws with respect to the Agreement.

4. LEGAL REQUIREMENTS.

4.1 Compliance with Applicable Laws. Provider must comply with all laws applicable to the performance of the Project.

4.2 Nondiscrimination and Equal Opportunity. Provider must not discriminate, on the basis of a person’s race, sex, gender, religion (including religious dress and grooming practices), national origin, ancestry, physical or mental disability, medical condition (including cancer and genetic characteristics), marital status, age, sexual orientation, color, creed, pregnancy, genetic information, gender identity or expression, political affiliation or belief, military/veteran status, or any other classification protected by applicable local, state, or federal laws (each a “Protected Characteristic”), against any employee, applicant for employment, subcontractor, bidder for a ..

Item 10 Page 4 of 58
subcontract, or participant in, recipient of, or applicant for any services or programs provided by Provider under this Agreement.

5. GENERAL PROVISIONS.

5.1 Compliance with Laws. Provider must carry out the Project in conformity with all applicable federal, state and local laws, including Labor Code requirements; all provisions of the City’s Municipal Code; and all applicable disabled and handicapped access requirements, including the Americans with Disabilities Act, 42 U.S. Code Section 12101, et seq., Government Code Section 4450, et seq., Government Code Section 11135, et seq., and the Unruh Civil Rights Act, Civil Code Section 51, et seq., and Executive Order (E.O.) 11246, “Equal Employment Opportunity,” as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 C.F.R. Part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

5.2 Ownership of Materials. Provider hereby transfers and assigns to City all right, title and interest (including copyright rights) in and to all materials created or developed by Provider pursuant to this Agreement, including, without limitation, reports, summaries, articles, pictures and art (collectively, the “Materials”) (subject to any licensed third-party rights retained therein). Provider must inform City in writing of any third-party rights retained within the Materials and the terms of all license agreements to use any materials owned by others. Provider understands and agrees that Provider retains no rights to the Materials and must assist City, upon reasonable request, with respect to the protection and/or registrability of the Materials. Provider represents and warrants that, unless otherwise stated to City in writing, the Materials are original works and do not infringe or violate the rights of any third party or violate any law. The obligations of this paragraph are subject to any applicable requirements of a Federal funding agency.

5.3 Assignment. Without the prior written consent of the City, Provider may not assign this Agreement nor delegate any duties herein.

5.4 Notices, Demands and Communications between the Parties. Any approval, disapproval, demand, document or other notice (“Notice”) which either party ..

Item 10 Page 5 of 58
may desire to give to the other party under this Agreement must be in writing and may be given by email to the party to whom the Notice is directed at the address of the party as set forth below, or at any other address as that party may later designate by Notice.

If to the City:

City of Vernon
Attention: Freddie Agyin
Director of Health & Environmental Control
4305 Santa Fe Ave
Vernon, CA 90058
Email: [email protected]
If to the Provider:

Provider: AltaMed Health Services
Attention: Paula Jamison
Sr. VP, Population Health Management
Address: 2040 Camfield Avenue
Los Angeles, CA 90040
Email: [email protected]
Notices sent by a party's attorney on behalf of such party are deemed delivered by such party.

5.5 Relationship between City and Provider. It is hereby acknowledged that the relationship between City and Provider is not that of a partnership or joint venture and that City and Provider are not deemed or construed for any purpose to be the agent of the other. Provider agrees to indemnify, hold harmless and defend City from any claim made against City arising from a claimed relationship of partnership or joint venture between City and Provider with respect to the Project or Agreement.

5.6 Entire Agreement. This Agreement, including any exhibits attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation, and agreements (written or oral).

5.7 Order of Precedence. In case of conflict between the terms of this Agreement and the terms contained in any document attached as an Exhibit or ..

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otherwise incorporated by reference, the terms of this Agreement shall strictly prevail.

The terms of the City’s Request for Proposals shall control over the Provider’s Proposal.

5.8 Written Amendment. This Agreement may only be changed by written amendment executed by Provider and the City Administrator or other authorized representative of the City, subject to any requisite authorization by the City Council. Any oral representations or modifications concerning this Agreement shall be of no force or effect.

5.9 Conflicts of Interest. No member, official or employee of City can have any personal interest, direct or indirect, in this Agreement, nor must any such member, official or employee participate in any decision relating to the Agreement which affects his or her personal interests or the interests of any corporation, partnership or association in which he or she is directly or indirectly interested.

5.10 Severability. If any provision of this Agreement is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Agreement, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Agreement.

5.11 Applicable Law; Venue. The laws of the State of California, without regard to conflict of laws principles, must govern the interpretation and enforcement of this Agreement. In the event of litigation between the Parties, venue in state trial courts lies exclusively in the County of Los Angeles, California Superior Court. In the event of litigation, venue lies exclusively in the United States District Court, Central District of California, in Los Angeles.

5.12 No Third Party Rights. This Agreement is made and entered into solely for the benefit of the City and Provider and no other third party has any right of action under this Agreement.

5.13 Disclosure of Documents. Provider acknowledges that the City is subject to the provisions of the California Public Records Act and that any information submitted to the City may be disclosed to the extent required by law.

5.14 Liability. Provider is wholly liable for any Claims arising out of this Agreement. ..

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5.15 Termination
. In addition to City’s right to terminate under Section 1.1, City or Provider may terminate this Agreement for any reason with or without cause upon at least 15 days written Notice to the other in the event that the other party fails to comply with its obligations under this Agreement.

The Parties have executed this Agreement as of the Effective Date. The persons whose signatures appear below certify that they are authorized to sign on behalf of the respective Party.

CITY OF VERNON, California charter AltaMed Health Services, a California City and California municipal corporationcorporation
By: By:

Daniel Calleros,
Interim City Administrator Name:

Title:

ATTEST:

By:

Yonnie Parker, Deputy City Clerk
Name:

APPROVED AS TO FORM:

Title:

Zaynah N. Moussa, City Attorney ..

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Exhibit A
Scope of Work

1. During the project period ending September 29, 2026
a. Provide basic primary health care services and supplies to 600 unhoused individuals
b. Conduct 600 screenings and assessments of substance use disorders and co- occurring mental and substance use disorders utilizing a low threshold approach that offers SUD services, including medication assisted Opioid Use disorder and alcohol use disorder with unhoused individuals.
c. Provide 600 unhoused clients with case management including comprehensive assessment of the client’s needs and development of an individualized service plan (including infectious disease prevention/treatment services, funding for treatment, etc) and referral/linkage to treatment as appropriate. d. Screen 600 unhoused individuals and their drug-using and/or sexual partners for HIV, viral hepatitis (B and C), STI’s, Mpox, and tuberculosis and provide HIV testing, usinga portable clinical care approach. Note: Hepatitis A testing will also be performed if an outbreak takes place in the area. e. Provide treatment for 210 unhoused individuals and their drug-using and/or sexual partners for HIV, viral hepatitis, STIs, Mpox, and tuberculosis, and provide HIV testing using a portable clinical care approach. f. Navigate 30 unhoused individuals to Mpox testing, treatment and prevention resources, and mental health support.
g. Provide testing to 600 unhoused individuals for STIs (gonorrhea, chlamydia, and syphilis) and provide treatment on-site as needed.
h. Screen 300 unhoused individuals for symptomatic tuberculosis. i. Test 300 unhoused individuals for latent or active tuberculosis j. Provide tuberculosis treatment to 20 unhoused individuals.

2.Prior to grant activities beginning implement infectious disease testing quality assurance measures following established guidelines.

3.Prior to grant activities beginning, develop a detailed plan of action with purposeful and documented engagement with sustainable permanent housing options and develop Memoranda of Agreement (MOAs) with the following, as appropriate: • Primary HIV treatment and care providers, including Ryan White providers, to strengthen integration of care through case management. • Treatment providers for referrals and linkages to follow-up care and treatment for individuals with viral hepatitis (B or C). • Care providers for referrals and linkages to Pre-Exposure Prophylaxis (PrEP). • Care providers for referrals and linkage to Post-Exposure Prophylaxis (PEP).

4. During the project period ending September 29, 2026, provide evidence-based harm reduction education and supplies including FDA-approved overdose reversal medication as well as drug supply testing and overdose prevention education and services on-site, as allowable under this award and adhering to federal, state, and local laws, regulations, and other requirements related to such programs or services for a total 600 unhoused individuals.

5. During the project period ending September 29, 2026, provide Mental ..

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healthcare, treatment, and referral for a total of 300 unhoused individuals including:
a. Screening and assessment of mental health conditions and co- occurring mental and substance use disorders.
b. Trauma-informed, culturally responsive, client-centered, evidence- based, recovery- oriented, and integrated mental health and substance use services on-site
c. Deliver or coordinate any services determined to be necessary to address identified mental health conditions

6. During the project period ending September 29, 2026, provide outreach services to 1200 unhoused individuals living in the streets, encampments or other places not meant for human habitation by implementing strategies that effectively reach the people who are experiencing unsheltered homelessness.

7. During the project period ending September 29, 2026, provide 200 unsheltered homeless individuals case management services to address social determinants of health, including housing fora total of unhoused individuals including the following:
• Implementing strategies that effectively reach the people who are experiencing unsheltered homelessness
• Implementinga detailed plan of action with purposeful and documented engagement with sustainable permanent housing options, including collaborating with HUDs Continuum of Care to enroll individuals in the local Coordinated Entry System, as well as the Housing Opportunities for Persons with AIDS program and other public housing options.
• Providing case management services to coordinate all aspects of care, including behavioral health, primary care, infectious disease prevention and treatment, other supportive services (e.g., housing, benefits, employment), and assist with transitions for returning to the community after any hospitalization or emergency room visit as appropriate, including enrolling eligible individuals in health insurance, Medicaid, Medicare, and other benefit programs (e.g., Social Security Disability Insurance and Supplemental Security Income, Temporary Assistance for Needy Families, Supplemental Nutrition Assistance Program, prescription assistance programs, etc.), and other human and community-based services as appropriate.

8. During the project period ending September 29, 2026, provide transportation directly to and from referral providers for a total 150 unhoused individuals.

9.Prior to the beginning of service provision, provide training for 100% of staff and service providers on harm reduction strategies, evidence-based practices, motivational interviewing, intensive case management, community reinforcement approach and/or peer supports.

10. During the project period ending September 29, 2026, distribute hygiene kits, safer sex kits and, or equipment and supplies to 1200 unhoused individuals to enhance harm reduction efforts

11. During the project period ending September 29, 2026, utilize telehealth and/or telemedicine services with a total of 25 unhoused individuals

12. At the conclusion of4 quarters of service delivery, develop policies to support needed service system improvements regarding establishment of standards of ..

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care for IBHPC + HIV Street Medicine.

13. Annually throughout the performance period, participate ina virtual learning collaborative to share best practices and lessons learned, as well as brainstorm solutions to challenges faced by members of the learning collaborative.

14. Annually throughout the performance period, document best practices and lessons learned while implementing integrated care using a portable clinical care approach and Disseminate findings from pilot program.

15. Upon completion of the performance period, document best practices and lessons learned for the public through either the development of white papers, participation in conference presentations,a guide to be shared with the public about launching their own portable clinical care program, etc. ..

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Exhibit B
Invoice Requirements
Invoices must be submitted on a monthly basis and include the following information:

1. Project/Activity Name

2. Date (Performance Period)

3. Cost breakdown for proposed reimbursable expenses

4. A detailed description of work by each individual billing services including but not limited to hours worked, key personnel assigned, summary of meetings, staff hired with date of hire, number of clients served, type of services provided, and point of care.,

5. Itemized travel and boarding expense information

6. Adequate support as applicable including:
a. Itemized receipts (including but not limited to copies of reports/supporting documents referenced in Exhibits A, C-D)
b. Staff resumes/credentials
c. Staff training dates and applicable certifications

7. In addition to the invoice requirements noted above, the SAMHSA Grant Application, Notice of Award, and Disparity Impact Statement attached hereto as Exhibits C-E are incorporated herein by reference and Provider agrees to comply with all terms and conditions therein, including but not limited to funding conditions, detailed narrative/justification for all costs, and reporting requirements.
..

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Exhibit C
Grant Application
..

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OMB Number: 4040-0004
Expiration Date: 11 /30/2025
Application for Federal Assistance SF-424
* 1. Type of Submission:

Q Preapplication
Q Application
• Changed/Corrected Application
* 2. Type of Application: * If Revision, select appropriate letter(s):
•New
Q Continuation *Other (Specify)
Q Revision
* 3. Date Received: 4. Applicant Identifier:
7/26/2023
5a. Federal Entity Identifier: 5b. Federal Award Identifier:
-23-024 93.899
State Lase Only:

6. Date Received by State: 7. State Application Identifier:

8. APPLICANT INFORMATION:
* a. Legal Name: he City of Vernon
* b. Employer/Taxpayer Identification Number (EIN/TIN): * c. UEI:
95-6000808 ZMK4GCEKJ7G3
d. Address:
* Street1: 305 Santa Fe Avenue
Street2:
* City: ernon
County/Parish:
* State: CA: California
Province:
* Country: USA: UNITED STATES
* Zip /Postal Code: 90058-1714
c. Organi-rational unit:

Department Name: Division Name:
f. \`ame and contact information of person to he contacted on matters involving this application:

Prefix: *First Name:
-
Middle Name:
* Last Name:

Suffix:

Title:

Organizational Affiliation:
* Telephone Number: Fax Number:
* Email:

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Vernon City CouncilJuly 16, 2024

Vernon City Council
July 16, 2024