____________________
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:
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
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 P P
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
____________________
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:
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. 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
____________________
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:
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
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 P P 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 P P
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. P P 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
____________________
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:
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
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 P P 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)
P P
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
____________________
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:
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).
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
____________________