1. Resolution No. 2024-10 — Vernon City Council, July 16, 2024 (part 1 of 2)

RESOLUTION NO. 2024-10

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON

APPROVING AND ADOPTING A RECORDS RETENTION SCHEDULE,

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND
REPEALING RESOLUTION NO. 2020-15
SECTION 1. Recitals.

A. The maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Vernon.

B. Section 34090 of the Government Code of the State of California authorizes the destruction of certain public records which have served their purpose and are no longer required.

C. On June 2, 2020, the City Council adopted Resolution No. 2020-15 approving and adopting an updated Records Retention Schedule, authorizing destruction of certain City records, and repealing all resolutions in conflict therewith.

D. Staff has reviewed and revised the Records Retention Schedule in accordance with changes in applicable law and best municipal practices and presents updated schedules to Council for approval.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS:

SECTION 2. The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct.

SECTION 3. The records of the City of Vernon, as set forth in the Records Retention Schedule, attached as Exhibit A, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Vernon, as established in the City’s Records Destruction Procedure/Policy.

SECTION 4. With the consent of the City Clerk, City Administrator, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates may include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable. Any changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Vernon prior to taking effect.

SECTION 5. All resolutions or parts of resolutions, specifically Resolution No. 2020-15, not consistent with or in conflict with this resolution are hereby repealed.

SECTION 6. The Deputy City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.

APPROVED AND ADOPTED July 16, 2024.
_____________________________
JUDITH MERLO, Mayor
ATTEST:

YONNIE PARKER, Deputy City Clerk
(seal)
APPROVED AS TO FORM:
_________________________________
ZAYNAH N. MOUSSA
City Attorney
Resolution No. 2024-10

Page 2 of 122 ends

____________________

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).”
Resolution No. 2024-10

Page 3 of 122 ends

____________________

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) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Resolution No. 2024-10

Page 4 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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?
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)
Finance CW-001
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, Warrant
Requests, etc.

ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-002
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
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)
City Clerk CW-003 Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Complete Master Agenda
Packets are retained by the
Office of the City Clerk
permanently; GC §34090.7
City Clerk CW-004
Agreements & Contracts -
ALL (after 2020).
2019 & prior with City Clerk's
Attestation
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Starting in 2020, send ALL
original contracts to the City
Clerk. 2019 and prior, the City
Clerk retained the originals of
any agreement or contract that
the City Clerk attests to; GC
§34090.7
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:

Resolution No. 2024-10

Page 5 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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:

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. CW-005
Agreements & Contracts -
WITHOUT City Clerk's
Attestation (Prior to 2020)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work), etc.)
Completion +
10 years
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
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: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
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,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., 2
CFR 200.334; 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:

Resolution No. 2024-10

Page 6 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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:

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. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion +
10 years
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Lead Dept. CW-008
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
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract; GC §34090
Finance CW-009
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr Copies; GC §34090.7
CW-010 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:

Resolution No. 2024-10

Page 7 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Staffing Dept. CW-011
Boards, Commissions, &
Committees: City Council
Subcommittees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years
Mag,
Ppr
All recommendations are
presented to the City Council;
GC §34090 et seq.

CW-012
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-013
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA
PACKETS.

Minimum 2
years
Minimum 2
years

Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
10 years 10 years
Mag,
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
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 8 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Staffing Dept. CW-015
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
VIDEO RECORDINGS of
Meetings / Audio Tapes
10 years 10 years
Mag,
OD
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
Staffing Dept. CW-016
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS
P P
Mag,
Mfr, OD,
Ppr
S No Department preference; GC
§34090
Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
City Attorney CW-019 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
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 9 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead
(Responding)
Dept.

CW-020 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years

Mag,
Ppr
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
Human
Resources CW-021 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources

Mag,
Ppr GC §34090.7
CW-022 Contracts: See Agreements
Lead Dept. CW-023 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(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
2 years 2 years
Mag,
Ppr
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).

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:

Resolution No. 2024-10

Page 10 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(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.)
When No
Longer
Required
When No
Longer
Required

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

Records where either the
Content relates in a
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; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San
Jose v. Superior Court (Smith).

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:

Resolution No. 2024-10

Page 11 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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 Clerk CW-026
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-027
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC §34090
Lead Dept. CW-028 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
Lead Dept. CW-029 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
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
draft. GC §§34090, 7927.500,
7928.705
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 12 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead Dept. CW-030
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
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.

Lead Dept. CW-031 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Ppr GC §34090
Lead Dept. CW-032
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Ppr
Meets auditing standards;
Grants covered by a
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; 2 CFR
200.334; 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
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 13 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Human
Resources CW-033 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
City Attorney CW-034 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
Risk Management
administrates pre-litigation
claims; GC §§34090.7,
34090.6
Lead Dept. CW-035 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Preliminary drafts not retained
in the Regular Course of
Business GC §34090
Lead Dept. CW-036
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
30 years 30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
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
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GC
§34090
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Resolution No. 2024-10

Page 14 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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 Clerk CW-037 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-038 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-039 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-040
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Ppr GC §34090
City Clerk CW-041 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-042 OSHA Inspections or Citations 5 years 5 years Ppr 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
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 15 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

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

Lead Dept. CW-045 Photographs
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts; destroy
unnecessary photographs. GC
§34090
Lead Dept. CW-045.1
Proclamations,
Commendations, Certificates /
Recognitions
2 years 2 years Mag,
Ppr GC §34090
City Clerk CW-046 Public Records Requests (ALL)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk; GC §34090.7
Lead Dept. CW-047 Public Relations / Press
Releases 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Department preference; 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 16 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead Dept.
(Who Ordered
the Appraisal)
CW-049
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
GC §§34090. 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; GC §§34090,
7928.705
City Clerk CW-051
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-052
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 Non-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years

Mag,
Ppr
Department preference; 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 17 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-055 Reference or Working Files:

See Correspondence
Lead Dept. CW-056
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Lead Dept. CW-057
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years
Mag,
Ppr
Department preference;
Information is outdated after 10
years; If historically significant,
retain permanently; GC §34090
City Clerk CW-058 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-059 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

Resolution No. 2024-10

Page 18 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead Dept. CW-060
Surveys / Questionnaires (that
the City issues).

If a summary of the data is
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
Mag,
Ppr GC §34090
Finance /
Payroll CW-061
Time Cards / Time Sheets /
Time Off Request Forms /
Payroll Certifications / Leave
Requests / Payroll Exception
Forms
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Resolution No. 2024-10

Page 19 of 122 ends

____________________
Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
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).

Lead Dept. CW-062
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics
& Safety Training & Tailgates,
Sexual Harassment Prevention
Training)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; 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)
Lead Dept. CW-063
Video Recordings - City
Operations / Building
Security
1 year 1 year Mag Records "regular and ongoing
operations"; GC §34090.6
Lead Dept. CW-064 Video Recordings - Parking
Lots, Public Areas
When No
Longer
Required
When No
Longer
Required
Mag
Does not record "regular and
ongoing operations"; GC
§34090.6
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 20 of 122 ends

____________________
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-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).

CITY ADMINISTRATOR
City Admin. CADM-002 City Council Correspondence Minimum 2 years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department Preference; GC
§34090
City Admin. CADM-003
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City Clerk CADM-004 Independent Reform Monitor
Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Included in City Council Agenda
Packets; GC §34090.7
City Admin. CADM-006
Projects, Programs, Economic
Development, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department Preference; GC
§34090
City Admin. CADM-007 Speech Notes / PowerPoint
Presentations
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Notes, drafts, or preliminary
documents; GC §34090 et seq.

Finance CADM-008 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Invoices are maintained by
Finance; GC §34090.7
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 21 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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).

CITY ATTORNEY
City Attorney CA-001 Advice Files / Department Files Minimum 5 years
Minimum 5
years
Mag,
Ppr
Department Preference; GC
§34090
City Attorney CA-001.1 Attorney Invoice backup / detail (confidential) 2 years 3 years 5 years Yes: Until Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
City Attorney CA-002 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
City Attorney CA-003 Bankruptcies - Where a claim
is filed 10 years 10 years Mag,
Ppr
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
City Attorney CA-004 City Attorney Opinions and
Opinion Index P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
City Attorney CA-005 Claim for Damages - Over
$2,501
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
City Attorney CA-006 Closed Session Materials Minimum 5 years
Minimum 5
years
Mag,
Ppr
Department Preference; GC
§34090
City Attorney CA-007
Litigation Files / Lawsuits /
Court Case Files - Real
Property or Historically
Significant
Minimum
Final
Resolution +
5 years
P P
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
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 22 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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).

City Attorney CA-008
Litigation Files / Lawsuits /
Court Case Files - NOT Real
Property or Historically
Significant
Minimum
Final
Resolution +
5 years
Minimum
Final
Resolution +
5 years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§34090,
34090.6; PC §832.5(b)
City Clerk CA-009 Settlement Agreements / Final
Court Settlements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Send all final settlement
agreements and court
settlements to City Clerk; GC
§34090
City Attorney CA-010 Summons 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:

Resolution No. 2024-10

Page 23 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-001
Agenda Packets: City Council,
Active and Inactive Decision
Making Bodies
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
City Clerk CC-003
Agreements & Contracts
(INFRASTRUCTURE - ALL
Settlement Agreements,
MOUs, etc.)

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

Specifications and
Successful Proposal /
Scope of Work), Notice of
Completion
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.

Completion P P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
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.

Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
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)
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 24 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

City Clerk CC-004
Agreements & Contracts
(NON-INFRASTRUCTURE
ALL)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work) Notice of
Completion
Examples of Non-Infrastructure:

Consultants, Franchises,
Landscape Maintenance, Painting,
Slurry Seals (Paving), Tree
Trimming, Leases, Human
Resources, Professional Services
Completion 10 years Completion
+ 10 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
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.

Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10
years; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City Clerk CC-004.1
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-005
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-006 Budgets - Adopted / Final
(approved via resolution) P P
Yes: Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days
Department preference; GC
§34090 et seq.

City Clerk CC-007
City Council, Board &
Commission Historical List of
Members
P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department preference; 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 25 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

City Clerk CC-008
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-008.1
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL

ELECTRONICALLY-FILED
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes:

Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
City Clerk CC-008.2
Economic Interest Filings
(FPPC Form 602 / 635) -
Lobbyist Authorization /
Reporting
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
2 CCR 18615(d), GC
§81009(e)&(g
City Clerk CC-009 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Must post on website; GC
§81009(e)
City Clerk CC-010
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-011 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-014
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009(e)
City Clerk CC-015 FPPC Referral Letters
Minimum
Term of
Office + 2
years
Minimum
Term of
Office + 2
years
Mag, Ppr Department preference; GC
§34090

ELECTIONS - CONSOLIDATED
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 26 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 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).

City Clerk OR
Utility /
Customer
Service
CC-016
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-017
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
2 years P P
Mag, Mfr,
OD, Ppr S
Yes: After 2
years
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
§81009(b)&(g); GC §84615(i)
City Clerk CC-018
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mag, Mfr,
OD, Ppr S
Yes: After 2
years
Candidates without
committees are not required
to file their statements,
reports or copies online or
electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
City Clerk CC-018
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Ppr
Statements filed electronically
are required for 10 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:

Resolution No. 2024-10

Page 27 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 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).

City Clerk CC-019
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
City Clerk CC-021
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
CA law states term of office
and 4 years after the
expiration of term and does
not delineate between the
two; EC §17100
City Clerk CC-022
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years
Mag, Ppr
CA law states term of office
and 4 years after the
expiration of term and does
not delineate between the
two; EC §17100
City Clerk CC-023
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
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:

Resolution No. 2024-10

Page 28 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 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).

City Clerk CC-024
Elections - HISTORICAL
(Sample ballot, copies of
resolutions with the final
results; Certificate of Election)
2 years P P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk CC-025 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Ppr
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
§§17200(b)(3), 17400
City Clerk CC-025.1
Elections - Petitions (Initiative,
Recall or Referendum) - IF
Insufficient, and IF
Proponents Examine Petition
1 year 1 year Ppr EC §§17200(b)(3), 17400
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-026 Applications to View Voter
Registration Information 5 years 5 years Ppr EC 2188(f) City Clerk CC-028 Ballots, Ballot Security
Envelopes - After Election 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-029 Ballots, Ballot Security
Envelopes - After Recount 6 mo. 6 mo. Ppr EC §17306
City Clerk CC-030 Challenged & Assisted Voters
List 6 mo. 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-031 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 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 29 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 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).

City Clerk CC-033 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-034 Tally Sheets, Logic & Accuracy
Test Certifications 6 mo. 6 mo. Ppr EC §17304
City Clerk CC-035
Vote-by-Mail Applications,
Roster of Absentee
Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-036 Vote-by-Mail Identification
Envelopes 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-037
Voter Index Copies used as the
Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-038 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-039 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §53235.2(b) City Clerk CC-039.1 Film Permits (Issued by Film
LA)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC §
34090 et seq.

City Clerk CC-040
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P
Mag, Mfr,
OD, Ppr S No
City Clerk determines
historical significance;
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
expectancy; GC §34090
City Clerk CC-041
Housing Lottery / Interest
Forms (Public Works conducts
Lottery)
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:

Resolution No. 2024-10

Page 30 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 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).

City Clerk CC-042
Minutes: City Council, Active
and Inactive Decision Making
Bodies
P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-043
Municipal Code
Administration, Distribution,
etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
City Clerk CC-044
Notices: City Council, Active
and Inactive Decision Making
Bodies
2 years 2 years Mag, Ppr
Statute of Limitations on
Municipal Government
actions is 3 - 6 months;
CCP§337 et seq; GC §34090
City Clerk CC-045
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference;
Statute of Limitations is 4
years after the discovery of
the offense for misconduct in
office; PC 801.5, 803(c); GC
§34090
City Clerk CC-046 Ordinances P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-047
Public Records Requests /
Request for Records /
Subpoenas (Records / Duces
Tecum)
Excludes Police
2 years 2 years Mag, Ppr Department preference; GC
§34090
City Clerk CC-048
Real Property: Deeds,
Easements, Liens, Rights of
Way
P P Yes (all) Mag, Mfr,
OD, Ppr S No
Department preference;
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.

Resolution No. 2024-10

Page 31 of 122 ends

____________________
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 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).

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

City Clerk CC-053
Resolutions: City Council,
Active and Inactive Decision
Making Bodies
P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-053.1
Secretary of State Statement of
Facts / Registry of Public
Agencies
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-054
Subpoenas for Personal
Appearance (City Hall
Employees, Fire Employees)
Excludes Police
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:

Resolution No. 2024-10

Page 32 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

ACCOUNTING
Finance /
Accounting FIN-001
1099's / 1096's / DE542
(California Report of Independent
Contractors)
2 years 3 years 5 years Mag, Ppr
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
Finance /
Accounting FIN-002
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel
Expense Reimbursements,
Check Request, etc. Excludes
backup for Attorney invoices)
2 years 3 years 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
City Clerk FIN-003
Audit Reports / Annual l
Comprehensive Financial Report
(ACFR) and related Audit
Opinions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days
(Copies - the original is
maintained by the City Clerk in
the Agenda Packet); GC
§34090.7
Finance /
Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
Accounting FIN-005
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 3 years 5 years Mag, Ppr
Department Preference; meets
auditing standards; GC §34090,
26 CFR 31.6001-1
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 33 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Public
Works /
Developme
nt Services
FIN-006
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
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
Finance /
Accounting FIN-007
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days
Department Preference; Statute
of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
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.

City Clerk FIN-008 Budgets - Adopted / Final
(approved via resolution)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days
City Clerk maintains originals;
GC §34090.7
Finance /
Accounting FIN-009 Budgets - Preliminary, Proposed, Backup Documents When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
Finance /
Accounting FIN-010 Checks / Warrants (Issued by the City, Cashed / Paid) 7 years 7 years Mag, Ppr Department preference; this is
the length of time commercial
banks retain images of the
checks; 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 34 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Accounting FIN-011 Escheat (Unclaimed money / uncashed checks) 5 years 5 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 FIN-012 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance /
Accounting FIN-013 Financial Services Database
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Yes 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
Finance /
Accounting FIN-014
Fixed Asset List / Fixed Asset
Evaluation Study / Depreciation
Schedules
2 years P P Mag, Ppr
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
Finance /
Accounting FIN-015
Investments / Arbitrage Report /
Swaps / Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards; FTC Reg's
rely on "self-enforcement";
GC§§ 34090, 43900
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 35 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 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).

Finance /
Accounting FIN-016 Journal Entries / Journal Vouchers 2 years 8 years 10 years Mag, Mfr, OD, Ppr S / I No Required because of electricity
regulations; 18 CFR 125 et seq.;
GC §34090, CCP § 337
Finance /
Accounting FIN-017
Reports, Finance Reports created
from Database: Subsidiary
Ledgers, Reconciliations,
Registers, Transaction Histories,
Balance Sheets, Revenue &
Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
Finance /
Accounting FIN-018
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Accounting FIN-019 Transportation Audits / PERS Audit, etc. 5 years 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Accounting FIN-020 Treasurer's Reports & Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Accounting FIN-021 W-9s Minimum 5 years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090

BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
FIN-022
Accounts Receivable -
Miscellaneous - Backup for
Damage to Public Property,
Invoices to Outside Entities, Rent
Billings, etc.
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 36 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 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).

Finance /
Business
License &
Revenue
FIN-022.1 Alarm Permits Expiration +
2 years
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090 et seq.

City
Attorney FIN-023 Bankruptcies
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Finance /
Business
License &
Revenue
FIN-024 Business License & Permit
Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Finance /
Business
License &
Revenue
FIN-025 Business License Applications
and Changes 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090 et seq.

Finance /
Business
License &
Revenue
FIN-026 Business License Renewals 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090 et seq.

Finance /
Business
License &
Revenue
FIN-027
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
1 year 4 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Lead Dept. FIN-028
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
5 years 5 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Resolution No. 2024-10

Page 37 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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).

Finance /
Business
License &
Revenue
FIN-029 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
Business
License &
Revenue
FIN-029.1 Utility User Tax Remittance 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

PAYROLL
Finance /
Payroll FIN-033 Auto Pay Authorization Forms / Direct Deposit Authorizations 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Payroll FIN-034
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Finance /
Payroll FIN-035
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.
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Payroll FIN-036 Deferred Compensation (457) Reports, Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Finance /
Payroll FIN-037 Employment Verifications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the Regular Course of Business
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 38 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 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).

Finance /
Payroll FIN-038
Payroll Benefit Files /
Administration Forms (W-4s,
Changes, Employee, Computer
Loan Receipts and Payments,
Vacation pay-off requests, etc.)
Separation +
5 years
Separation +
5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; IRS
Regulation for W-4s is four years
after the due date of such tax for
the return period to which the
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31.6001-1; GC
§34090
Finance /
Payroll FIN-039 Payroll Journals / Payroll Registers / Pay Day Registers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC
§34090
Finance /
Payroll FIN-040
Time Cards / Time Sheets / Time
Off Request Forms / Payroll
Certifications / Leave Requests /
Payroll Exception Forms
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
employee enters their time); IRS
Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR
516.5; GC §34090
Finance /
Payroll FIN-041 W-2's 2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, 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 39 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 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).

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

RISK MANAGEMENT
Finance /
Risk
Manag.

FIN-046.1 Claim for Damages - Up to
$2,500 / Damage to City Property
Final
Resolution +
5 years
Final
Resolution +
5 years
Yes: Until
Settlement Mag, Ppr
Department preference; CCP §§
337 et seq.; GC §§ 911.2, 945.6,
34090, 34090.6; PC §832.5(b)
Finance /
Risk
Manag.

FIN-046.2
Insurance Certificate Renewals
for Vendor Agreements &
Contracts / Certificate of Liability
Insurance
11 years 11 years Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Covers E&O Statute of
Limitations and latent defects;
CCP §§337. 337.1(a), 337.15,
343; GC §34090
Finance /
Risk
Manag.

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

FIN-048 JPA / JPIA Reports / General
Liability Claim Runs 5 years 5 years 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:

Resolution No. 2024-10

Page 40 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # 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).

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Emergency Operations Plan
(includes Office of Emergency
Management & Homeland
Security)
Superseded
and
Approved
Superseded
and
Approved
Yes
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. FR-002 EOC Activations & Drills 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes:

After QC
Department Preference; GC
§34090
Fire /
Admin. FR-003
Fire Sprinkler Inspections and/or
Certifications (includes Title 19
certifications)
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§34090
Fire /
Admin. FR-004 Monthly Statistical Reports / Run Statistics When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §34090 et seq.

City Clerk FR-005 Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §34090.7
Fire /
Admin. FR-006 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §34090 Fire /
Admin. FR-007 Special Events / Ops Plan Minimum 2 years Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference;
Preliminary drafts not made or
retained for the purpose of
preserving the informational
content for future reference; GC
§34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
Fire /
Admin. FR-008 Strike Team Reimbursement (OES / FEMA) 10 years 10 years Mag, Ppr Department Preference; GC
§34090

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:

Resolution No. 2024-10

Page 41 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # 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).

Fire / EMS FR-009
Controlled Substance Logs,
Inventories / Ambulance Inventory
Logs
3 years 3 years Yes Mag,
Ppr
Department Preference -
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Fire / EMS
and Admin. FR-010 Emergency Medical Database
Indefinite -
Minimum 20
years
Indefinite -
Minimum 20
years
Yes Mag
Data is interrelated; If data
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 FR-011
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
3 years 3 years Mag,
Ppr
Statute of Limitations for health
providers is 3 years; 13 CCR
1100.7, UFC §104.3.2, §104.3.4,
GC §34090
Fire / EMS FR-012
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
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:

Resolution No. 2024-10

Page 42 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # 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).

Fire /
Admin. &
EMS
FR-013
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS

AND JUVENILES
20 years 20 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
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
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 43 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # 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).

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention
Admin. /
Public
Works
FR-014
Annual Fire Inspection Notices /
Citations / Notice of Violations
(Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials)
Fire Permit(Construction Permits), and
Occupancy inspections are maintained
in Public Works Address Files
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; 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 / Fire
Marshal
Admin.

FR-016 Fire Investigations - Arson &
Capital Crimes Only P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §34090 et seq.

Fire / Fire
Marshal
Admin.

FR-017 Fire Investigations - OTHER Than
Arson & Capital Crimes
Minimum 5
years
Minimum 5
years
Mag,
Ppr
Department preference; GC
§34090 et seq.

Fire / Fire
Prevention
Admin.

FR-018 Public Information / Education
(when produced internally)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090
Fire / Fire
Prevention
Admin.

FR-019 Weed Abatement / Vegetation
Abatement
Minimum 2
years
Minimum 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:

Resolution No. 2024-10

Page 44 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # 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).

OPERATIONS / SUPPRESSION
Fire / Ops FR-020 Apparatus, Equipment & Vehicle
Records & Testing
Surplus + 2
years
Surplus + 2
years
Mag,
Ppr
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
Fire / Ops FR-021 Daily Log Books Minimum 2
years
Minimum 2
years
Ppr GC §34090
Fire / Ops FR-023
Employee Training File (by
employee)
Individual Training Certificates,
Continuing Education for
Paramedics
Separation +
5 years
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; 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 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)
Fire / Ops FR-024 Fire Hydrant Valve Exercises /
Notice of Deficiency
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§34090
Fire /
Admin. &
Ops
FR-025 Fire Incident RMS Database
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes Mag,
Ppr
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
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 45 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # 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).

Fire / Ops FR-033 Fire Incident Reports 3 years 3 years Mag, Ppr GC §34090
Fire / Ops FR-026 Fire Training Center - Waivers of
Liability 2 years 2 years Mag, Ppr GC §34090
Fire / Ops FR-027 ISO Insurance Ratings 15 years 15 years Mag, Ppr
Department Preference (rated
every 10 years); GC §34090
Fire / Ops FR-028 Pre-plan Sheets When
Superseded
When
Superseded
Yes:

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

Fire /
Admin. &
Ops
FR-029
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.

Fire / Ops FR-030 Training Database / Log (Target
Solutions)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Ppr
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)
Fire / Ops FR-031
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks (Fire Vehicles
Only)
Minimum 2
years
Minimum 2
years
Ppr 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 46 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-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).

HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health &
Environmental
Control
H&EC-001.1 Address Files: Inspections &
Permits P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Resolution No. 2024-10

Page 47 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-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).

Health &
Environmental
Control
H&EC-009
Retail Food Facilities: Catering
Truck Permits, Inspections,
Citations, Violations
2 years 2 years Mag, Ppr GC §34090
Health &
Environmental
Control
H&EC-012 Free Sale Letters / Food Shipping
Certificates 2 years 2 years Mag, Ppr GC §34090
Health &
Environmental
Control
H&EC-015
Hazardous Waste Manifests /
Certificates of Disposal (In
Address Files)
5 years P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; 40
CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
Health &
Environmental
Control
H&EC-016 Jail Inspections (Temporary
Holding Facility) 2 years 2 years Mag, Ppr GC §34090
Health &
Environmental
Control
H&EC-016.1 Liens and Releases P P Mag, Ppr GC §34090(a) Health &
Environmental
Control
H&EC-013 Monitoring Well Permits /
Groundwater Quality / Infiltration P P
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference; GC
§34090 et. seq.

Finance /
Accounting H&EC-017 Permitted Uses / Health Permit
Inspection Database (Envision)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing
standards; GC §34090
Health &
Environmental
Control
H&EC-018
Permitted Uses Billing / Invoices
& Reconciliations (Food,
Garment, Hazardous Materials,
Underground Storage Tanks, etc.)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference
(meets municipal government
records); 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 48 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-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:

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).

Health &
Environmental
Control
H&EC-019
Permitted Uses / Occupancy
Inspections: Hazardous Materials /
USTs (Salmon)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference;
CUPA Inspections are
required for 5 years; 27 CCR
15185 & 15280; GC §34090
Health &
Environmental
Control
H&EC-020
Permitted Uses / Occupancy
Inspections: Food Processing
Occupancies (Green)
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference; GC
§34090
Health &
Environmental
Control
H&EC-021
Permitted Uses / Occupancy
Inspections: Garment Assembly
Occupancies (Gold)
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference; GC
§34090
Health &
Environmental
Control
H&EC-022
Permitted Uses / Occupancy
Inspections: Light Use
Occupancies - No Permits
Required (White)
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference; GC
§34090
Health &
Environmental
Control
H&EC-023
Permitted Uses / Occupancy
Inspections: Solid Waste /
Recycling
Change of
Occupant + 2
years
Change of
Occupant + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference; GC
§34090
Health &
Environmental
Control
H&EC-024 Pest Control / Pesticide Use
Reports 2 years 2 years Mag, Ppr
Department Preference
(agricultural pesticide records
are required for 2 years); 3
CCR 6623, GC §34090
Health &
Environmental
Control
H&EC-025
Remediation Cases / Studies and
Reports, Contamination Data,
Permits for Soil Boring, Site Safety
Plans, etc.

P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference; GC
§34090
Health &
Environmental
Control
H&EC-026
Solid Waste Franchise Hauler
Permits / Recycling Permits / Truck
Inspections
Expiration + 2
years
Expiration +
2 years Mag, Ppr Department Preference; 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 49 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 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).

Health &
Environmental
Control
H&EC-026.1 Solid Waste Franchise Payments 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department Preference
(exceeds municipal
government auditing
standards; GC §34090
Health &
Environmental
Control
H&EC-027
Solid Waste Tonnage Reports / AB
939 Compliance / SB 1383
Compliance (Organic Waste
Collection and Recycling)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
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
Health &
Environmental
Control
H&EC-028 Stormwater Illicit Discharges 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.

Health &
Environmental
Control
H&EC-030
Underground Storage Tanks
UST Monitoring, Inspections
7 years 7 years 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)
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 50 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 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).

Health &
Environmental
Control
H&EC-031
Underground Storage Tanks (CityOwned and/or Privately Owned) Locations, Soil Remediation,
Monitoring Well Records
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference
(required for the life of the
tank); 23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et.
seq.

Resolution No. 2024-10

Page 51 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (EmployerProvided Health Insurance
Offer and Coverage &
Transmittal Form)
5 years 5 years Mag, Ppr
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
Human
Resources HR-002
Background File
(SUCCESSFUL)
Except for Police Dept.

Separation +
6 years
Separation +
6 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
§11040.7(7)(C)
Human
Resources HR-003
Background File
(UNSUCCESSFUL)
Except for Police Dept.
4 years 4 years Mag, Ppr
State law requires 4 years;
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29
USC 1113; 8 CCR
§11040.7(7)(C)
Human
Resources HR-004
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
years
Mag, Ppr
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,
12960, 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 52 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-005 Compensation Surveys & Studies
Minimum 3
years
Minimum 3
years
Mag, Ppr
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 HR-006
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
4 years
Final
Disposition +
4 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4
years after "fully and finally
disposed"; 2 CCR 1101(c);
GC §§12946, 12960, 34090
Human
Resources HR-007 DMV Pull Notices (All, Including Fire & PD) When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; 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 53 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag Ppr 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 HR-009
Tuition Reimbursement
Determination Memorandas
(Employee is in Good
Standing)
Employee in
Good
Standing + 5
years
Employee in
Good
Standing + 5
years
Mag, Ppr
Department Preference;
Meets Municipal Government
Auditing Standards; Statute of
Limitations is 4 years; CCP
§337 et. seq., GC §34090
Human
Resources HR-010 Grievance Files Separation + 6 years
Separation +
6 years Mag, Ppr
Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29
USC 1113
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 54 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 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).

Human
Resources HR-011 I-9s Separation + 3 years
Separation +
3 years Mag Ppr
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
§§12946, 12960, 34090
Human
Resources HR-011.1 Investigator Contracts Completion + 5 years Completion +
5 years Mag Ppr Department preference; CCP §337 et. seq., GC §34090 Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum
Superseded
+ 4 years
Minimum
Superseded
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
statute of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
4 years 4 years Mag, Ppr Department Preference; 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 55 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 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).

Human
Resources HR-014
OSHA Logs & Citations -
OSHA Log 200, 300, 301,
301A, etc.
5 years 5 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
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
Human
Resources HR-015
Personnel Files - Employee
File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), Harassment
Prevention Training
Certificates, etc.

Separation +
6 years
Separation +
6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53237.2(b), LC 1198.5
Human
Resources HR-016
Personnel Files - Medical File
(all employees, including
retiree files)
Pre-employment Health
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.

Separation +
6 years
24 years, or
Termination
of Benefits
+ 5 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 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 56 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 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).

Human
Resources HR-016.1 Public Self-Insurer's Annual Report 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Human
Resources HR-017
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
years
Hiring
Decision + 4
years
Mag, Ppr
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Human
Resources HR-017.1 Recruitment Database (NeoGov) 5 years 5 years Mag, Ppr Department preference; Per
NeoGov Policy; State
requires 4 years; 29 CFR
1627.3(b)(1), 29 CFR
1602.14. 2 CCR 11013(c);
GC §§12946, 12960, 34090
Human
Resources HR-017.2 Safety Committee Meetings 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When
Inactive
Department preference; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c);
GC §§12946, 12960, 34090
Human
Resources HR-018
Studies & Surveys - Informal -
Conducted on Behalf of the
City (Sick Leave, Attrition,
Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; 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 57 of 122 ends

____________________
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 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).

Human
Resources HR-018.5
Verifications of Employment,
Child Support, etc. (From
lenders or other outside
companies)
When No
Longer
Required
When No
Longer
Required
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
Human
Resources HR-019 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Human
Resources HR-020
Workers Compensation Claims
(Includes all Accident, or Injury
Reports from Employees)
Separation +
10 years
20 years, or
Termination
of Benefits
+ 5 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR §3204(d)(1)
et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 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 58 of 122 ends

____________________
Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups / Computer Backups
(ALL Disaster Recovery Computer
Backups)
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Considered a
copy and can be destroyed
when no longer required; tapes
are in autochangers and are
overwritten; GC §34090 et seq.

Information
Technology IT-002.1 Enterprise System Catalogue (listing of software posted on line) When
Superseded
When
Superseded Ppr GC §34090
Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Preliminary documents not
retained in the ordinary course of
business; GC §34090 et seq.

Information
Technology IT-004

UNALTERABLE MEDIA /

IMMUTABLE CLOUD BACKUP /
WORM / DVD-r / CD-r / Blue RayR or other unalterable media that does not permit additions,
deletions, or changes
P P OD
For legal compliance for
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.

Resolution No. 2024-10

Page 59 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

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

Police /
Admin PD-001.2 False Alarm Reports & Billing Minimum 5 years Minimum 5
years
Mag
Department preference; Meets
municipal government auditing
requirements; GC §34090 et seq.

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

CAD / DISPATCH
Police /
Commun. PD-001
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
Minimum
180 days
Minimum
180 days Mag
Department Preference
(consortium standard); legally
mandated for 100 days; (may be
discoverable or made public in
some circumstances), GC
§§34090, 34090.6

DETECTIVE BUREAU
Police /
Detectives PD-002 Investigation Files and Arrest Files
Transfer to
Records
Transfer to
Records Mag, Ppr
Final reports and records are
transferred to the case file stored
in Records; GC §34090 et seq.

PATROL
Police /
Patrol PD-003
Canine (Police Service Dogs)
Program Files / Training Files:

Animal Files
Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal
care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Patrol PD-004
Canine (Police Service Dogs)
Program Files: Action Reports,
Monthly Reports
5 years 5 years Mag, Ppr Department preference; GC
§34090 et seq.

Resolution No. 2024-10

Page 60 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Patrol PD-004.5 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
When No
Longer
Required
Mag
Does not record regular and
ongoing operations; GC
§34090.6 et seq,
Police /
Patrol PD-005 Extra Patrol requests 2 years 2 years Mag Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Police /
Patrol PD-038 Field Investigation Cards (FI's) After Entry into RMS 2 years 2 years Mag, Ppr Department preference
(Preliminary Drafts entered into
RMS database); GC§ 34090 et
seq.

Police /
Patrol PD-006 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-007 Ride-A-Long Waivers 2 years 2 years Mag Department preference; GC §34090 et seq.

Police /
Patrol PD-008 Scheduling / Telestaff Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are
interrelated; GC §34090
Police /
Patrol PD-009 Traffic Control: Radar Calibration Records 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-010 Watch Commander Logs 2 years 2 years Mag
Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

PROFESSIONAL STANDARDS UNIT
Police /
PSU PD-011
Department Policies &
Procedures / Operation
Directives / General Orders /
Lexipol (Department Policies and
Procedures)
Minimum 5
years
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded
Department Preference; GC §
34090 et seq.

Resolution No. 2024-10

Page 61 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
PSU PD-012
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
(May include criminal acts, moral
turpitude, complaints generated
from a civilian)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
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
Police /
PSU PD-012.1
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
Mag, Ppr
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
PSU PD-013 Internal Pursuit Critiques 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
PSU PD-014 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police /
PSU PD-015 Range Qualifications 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

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

PROPERTY & EVIDENCE
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Resolution No. 2024-10

Page 62 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
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).

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

RECORDS
Police /
Records PD-022
Administrative Reviews:

Citations / Notice to Appear - ALL
(Parking, Marijuana / Cannabis,
Moving)
3 years 3 years Mag, Ppr Department Preference; GC
§34090 et seq.

Police /
Records PD-023 Case Log Books / Proof of cases filed prior to 1999 Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Police /
Records PD-024
Citations / Notice to Appear - ALL
(Parking, Marijuana / Cannabis,
Moving)
3 years 3 years Mag, Ppr Department Preference; GC
§34090 et seq.

Resolution No. 2024-10

Page 63 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
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).

Police /
Records PD-025

CRIME REPORTS / INCIDENT
REPORTS:

ALL FELONIES &
MISDEMEANORS, Except
Those Specifically Mentioned
in the Schedule
e.g., Burglaries, Domestic
Violence, Traffic Collision, 5150,
Detention Reports, etc.

Minimum 10
years
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
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.

Police /
Records PD-026

CRIME REPORTS / INCIDENT
REPORTS:

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

CRIME REPORTS / INCIDENT
REPORTS:

Firearms entered into CLETS
(if not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
PC§ 11108.2(b); GC§ 34090
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Resolution No. 2024-10

Page 64 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
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).

Police /
Records PD-028

CRIME REPORTS / INCIDENT
REPORTS:

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)
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Department Preference; DOJ
retains CACI (Child Abuse
Central Index) information for
adults 100 years; others have no
limitations on commencement of
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)
Police /
Records PD-029

CRIME REPORTS / INCIDENT
REPORTS:

Juvenile Child Abuse or
Severe Neglect
Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
PC §§11169(i); 11170(a); GC
§34090
Police /
Records PD-030

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
firearms, serious felonies, or
synthetic cannabis
2 years 2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
("Shall" Destroy); H&S §11361.5;
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 65 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
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).

Police /
Records PD-031

CRIME REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357 - Except those with
outstanding stolen property,
including firearms, or lost
firearms, serious felonies, or
synthetic cannabis
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-032

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
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(de)
Police /
Records PD-033

CRIME REPORTS / INCIDENT
REPORTS:

Missing Persons (Returned)
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
Department Preference; GC
§34090
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Resolution No. 2024-10

Page 66 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
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).

Police /
Records PD-034

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
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Sealed records for juveniles and
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 PD-034.1

CRIME REPORTS / SEALED
RECORDS:

Sealed Juvenile and Ward
Cases - Childhood Sexual
Assault
Age of
Majority + 22
years
Age of
Majority + 22
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr CCP §§340.1, GC §34090
Police /
Records PD-034.5

CRIME REPORTS / INCIDENT
REPORTS:

Vacatur Relief Granted by
Court - Victim of Human
Trafficking (Nonviolent Crimes)
Court Order
+ 1 year
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Records PD-035
Crime Statistics / National
Incident-Based Reporting
System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries
(BCS)
2 years 2 years Mag, Ppr Filed on line with the State; GC §34090
Police /
Records PD-036 Due Diligence Reports (for warrants) 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:

Resolution No. 2024-10

Page 67 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
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).

Police /
Records PD-036.1
Logs: CR Log, Front Counter
Log, Tow Yard Confirmation,
Records Checks for
Backgrounds
2 years 2 years Mag, Ppr GC §34090
Police /
Records PD-039 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-040
Officer Recordings: Mobile
Audio Video (MAV) Recordings -
that are NOT evidence, includes
"hip recorders"
1 year 1 year Mag
Those segments of videos that
are determined to be evidence
are retained as evidence; Lexipol
requires 1 year; GC §34090.6 et
seq.

Police /
Records PD-041 Pitchess Motions Notifications 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-042 Police RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag Data Fields / Records are
interrelated; GC §34090
Police /
Records PD-043 Registrants: Arson - Adults 5 years P, or Death of Registrant P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/M/I Yes: After 5 years
Department preference; Pursuant
to PC §457.1 et seq.; required to
register for life; If released from
CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7
Police /
Records PD-044
Registrants: Arson - Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
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
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 68 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 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).

Police /
Records PD-044.2 Registrants: Gang Adults Minimum 5 years Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); GC §34090
Police /
Records PD-044.3 Registrants: Gang Juveniles Sealing Date + 5 years Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); Records are destroyed
pursuant to W&I §781;GC
§34090
Police /
Records PD-045 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Records PD-046 Registrants: Sex Offenders - Adults
P, or Death
of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
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.

Police /
Records PD-047 Registrants: Sex Offenders -
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
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)
Police /
Records PD-049.1
Reports to State or Federal
Agencies: Report to POST
Commission of peace officer
employment, compliant, finding,
disposition, or judgement
pursuant to §PC 13510.9
2 years 2 years Mag, Ppr GC §34090
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Resolution No. 2024-10

Page 69 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 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).

Police /
Records PD-048 Repossession Notices
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Police /
Records PD-049 Restraining Orders Expiration of the Order Expiration of
the Order Mag, Ppr Court records
Police /
Records PD-049.1
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
Police /
Records PD-051 Subpoenas (Records) 10 years 10 years Mag, Ppr Department preference (Stored in Crime Report File); GC §34090 Police /
Records PD-054 Warrants (Recalled or Served) 2 years 2 years Mag Department preference;; GC §34090 et seq.

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

TRAINING
Police /
Training PD-058
Background File / Recruitment
File - Police Employees,
Volunteers, & Police Interns
(SUCCESSFUL)
Separation +
5 years
Separation +
5 years Mag, Ppr
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
§11040.7(7)(C)
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 70 of 122 ends

____________________
Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 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).

Police /
Training PD-059
Background File / Recruitment
File - Police Employees,
Volunteers, & Police Interns
(UNSUCCESSFUL)
4 years 4 years Mag, Ppr
State Law requires 4 years; 29
CFR 1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960, 34090;
29 USC 1113; 8 CCR
§11040.7(7)(C)
Police /
Training PD-060
Personnel Files - Police
Department Employees /
Training Files (By Employee)
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
Police /
Training PD-061 Personnel Training Evaluations / Daily Observation Reports When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Police /
Training PD-062 Respirator Fit Tests & Qualifications - Police Personnel Send to
Human
Resources
Send to
Human
Resources
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
34090.7
Police /
Training PD-063 Training File 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
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 71 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-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).

BUILDING & SAFETY
Public Works /
Building &
Safety
BL-001 Address Assignments P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Building &
Safety
BL-002 Address Files / Building Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §34090, H&S §19850
Public Works /
Building &
Safety
BL-003 Building Permit Database Indefinite -
Permanent
Indefinite -
Permanent Yes (all) Mag
Data is interrelated; Building
Permits are required for the
Life of the Building ; GC
§34090; H&S §19850
Public Works /
Building &
Safety
BL-004 Building Plans - Cancelled or
Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal

Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
Preliminary drafts not
retained in the ordinary
course of business; CBC
§104.7; H&S§19850, GC
§34090
Public Works /
Building &
Safety
BL-005
Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
Includes Grading Plans,
Environmental Assessments /
Phase 1 Environmental
Assessments, Development
SWPPP (Stormwater Pollution
Prevention Plan, v
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; Law
requires for the life of the
building for commercial only;
CBC and UAC require plans
be retained 180 days from
completion date for
residential and
appurtenances; CBC 104.7 &
107; H&S§19850, 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 72 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-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).

Public Works /
Building &
Safety
BL-006
Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and

APPURTENANCES
Includes Grading Plans,
Environmental Assessments /
Phase 1 Environmental
Assessments, Development
SWPPP (Stormwater Pollution
Prevention Plan, Groundwater
Quality / Infiltration
P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Site
Plans Only for dwellings less
than 2 stories, garages &
appurtenances,
farms/ranches, 1-story with
bearing walls less than 25';
CBC requires 180 days from
completion date; CBC 104.7
& 107.5, H&S§19850, GC
§34090
Public Works /
Building &
Safety
BL-007 Certificate of Occupancy (CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Building &
Safety
BL-008 Certificate of Occupancy (CofO) -

TEMPORARY
Expiration + 2
years
Expiration +
2 years
Yes (until
expired) Mag, Ppr Department Preference; GC §34090
Public Works /
Building &
Safety
BL-009
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
Until Cleared
or Project
Completion
Until Cleared
or Project
Completion
Mag, Ppr
The finalled permit is the final
/ official record; Preliminary
Drafts; GC §34090
Public Works /
Building &
Safety
BL-010 Electrical Service Inspection /
Meter Release P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §34090
Public Works /
Building &
Safety
BL-011
Industrial Wastewater - Approval
Letters, Flow Calculations,
Correspondence, County Permits
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Building &
Safety
BL-012 Reports: Building Activity
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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Resolution No. 2024-10

Page 73 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-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:

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).

Public Works /
Building &
Safety
BL-013
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Building &
Safety
BL-014 Uniform Building Codes / California
Building Codes
Minimum
While
Ordinance is
in Force
Minimum
While
Ordinance is
in Force
Mag, Ppr GC §50022.6
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 74 of 122 ends

____________________
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-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).

CODE ENFORCEMENT
Public Works /
Code EnforcementCE-001 2-year Vacancy Notices P P
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Code EnforcementCE-002 Administrative Citation Hearings / Hardship Waivers
Resolution +
2 years
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Code EnforcementCE-003
Code Enforcement / Abatement
Case Files / Administrative
Citations / Compliance Orders /
Vehicle Abatement (Includes
appeals and Code Enforcement
Complaint Letters)
Excludes Liens (Send to City Clerk)
Minimum
Resolution +
2 years
Minimum
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Case
is open until satisfactorily
resolved (some cases are not
resolved); GC §34090
Public Works /
Code EnforcementCE-004 Code Enforcement Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag Data Fields / Records are
interrelated; 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 75 of 122 ends

____________________
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-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).

DEVELOPMENT SERVICES
Public Works /
Development
Services
DS-001
Assessment Rolls / Lighting and
Landscape Districts / Parcel Tax
Rolls / Special District
Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference;
Meets auditing standards; GC
§34090 et seq.

Public Works /
Development
Services
DS-002 Parcel Tax Assessments (Public
Safety Tax) 5 years 5 years Yes: Until
Completion Mag, Ppr
Department preference
(meets municipal government
auditing standards); GC §
34090
Public Works /
Development
Services
DS-003
Parcel Tax Exemption
Applications &
Correspondence (Public Safety
Tax)
Expiration of
Exemption +
5 years
Expiration of
Exemption + 5
years
Yes: Until
Completion Mag, Ppr
Department preference
(meets municipal government
auditing standards); GC §
34090
Public Works /
Development
Services
DS-004
Private Land Development
Projects / Job Files:

Administration File
Construction Inspections,
Correspondence, Photos, Private
Lab Verifications, Testing Lab Final
Reports, etc.

Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts,. TPMs, TSMs
Upon
Completion 10 years Completion + 10 years
Yes: Until
Completed Mag, Ppr
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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Resolution No. 2024-10

Page 76 of 122 ends

____________________
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-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).

Public Works /
Development
Services
DS-005
Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Grading Plans, Rights of
Way, Soil Reports, Stormwater, etc.

Dedications, Easements,
Abandonments / Vacations (City
Clerk is OFR)
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs
Upon
Completion P P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;
retained for disaster
preparedness purposes; 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 77 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-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).

ENGINEERING
Public Works /
Engineering ENG-001.1
Aboveground Storage Tanks (CityOwned)
Spill Prevention Control and
Countermeasures (SPCC), Inspections,
Integrity Testing
20 years 20 years Mag, Ppr
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 Aerial Maps (Analog / Historical) P P Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Public Works /
Engineering ENG-002 Benchmarks / Center Line Ties P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-003 Bridge Inventory Surveys P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-004
Capital Improvement Projects
(CIP): Maintenance Projects (All
Records)
Examples of Maintenance Projects:

Painting, Pavement Overlays, Repairs,
Ramps, Re-Roof, Sidewalk Repairs,
Slurry Seals, etc.

Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 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 not applicable;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., 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 78 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-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).

Public Works /
Engineering ENG-005
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned - Where Engineering is
the Lead Department
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.

Contracts & Spec's=4 years;
CCP §337 et. seq., GC
§34090
Public Works /
Engineering ENG-006
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records - Where Engineering is
the Lead Department
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.

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

Complet.
+ 10 years
Department preference;
retained for disaster
preparedness purposes; 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 79 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-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:

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).

City Clerk ENG-009 City Property / Grant Deeds /
License Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: After

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

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-015
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Survey Record Maps,
Capital Improvement Project "AsBuilt"
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
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
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 80 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 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).

Public Works /
Engineering ENG-016
Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts etc.)
Includes Insurance Certificates
Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC GC § 34090
Public Works /
Engineering ENG-017
Encroachments - Permanent /
Backup for License Agreements
for Permanent structures in the
City's Right of Way (City Clerk
keeps final License Agreements)
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-018 Engineering Permits Database Indefinite - Permanent Indefinite -
Permanent Yes Mag
Data Fields / Records are
interrelated; Some permits
are Permanent; GC §34090
Public Works /
Engineering ENG-019
Engineering Reviews (Easements,
Covenants, Lot Line Adjustments,
Lot Mergers, etc.)
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-020
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-021
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-023
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Transportation, etc.

P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
Drafts should be destroyed;
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 81 of 122 ends

____________________
Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 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).

Public Works /
Engineering ENG-024 Railroads (Historical Information) P P Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering ENG-026 Street Sweeping Contract Reports (NPDES Reporting) 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.

Public Works /
Engineering ENG-028 Traffic Counts 5 years 5 years Mag Ppr Department preference; GC §34090 Public Works /
Engineering ENG-029 Traffic Requests (Red Curbs, Crosswalks, Stop Signs, etc.) 2 years 2 years Mag Ppr Department preference; GC §34090 Public Works /
Engineering ENG-030 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference
(required every 5 years, but
can be extended to 7 or 10
years); GC §34090
Lead Dept. ENG-031 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d),
34090
Public Works /
Engineering ENG-032
Underground Storage Tanks -
USTs (City Owned)
Design, Installation, Repairs,
Lining, Upgrades
Life of the
Tank
Life of the
Tank
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
23 CCR 2712(b), H&S
§25284.2(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:

Resolution No. 2024-10

Page 82 of 122 ends

____________________
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-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).

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

Public Works /
Fleet Maint. /
Garage
FL-004
Vehicle & Equipment History Files,
AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
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
396.3(c); CCP §337 et. Seq.,
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 83 of 122 ends

____________________
Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-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).

HOUSING
Public Works /
Housing HOU-001.1 City-Owned Property - Lottery
Drawing Results 2 years 2 years Mag, Ppr GC §34090
Public Works /
Housing HOU-001
City-Owned Property - Successful
Lease Tenants (Application, Credit
Reports, etc.)
Expiration of
Lease + 5
years
Expiration of
Lease + 5
years
Mag, Ppr
Department preference
(meets municipal government
auditing standards); GC
§34090
Public Works /
Housing HOU-002
City-Owned Property -
Unsuccessful Lease Tenants
(Application, Credit Reports, etc.)
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:

Resolution No. 2024-10

Page 84 of 122 ends

____________________
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-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).

MAINTENANCE
Lead Dept. MNT-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works /
Maint. MNT-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept. MNT-004 Generator Operation Logs &
Inspections - ALL 5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Public Works /
Maint. MNT-005 Graffiti Removal Consent P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Lead Dept. MNT-006 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Public Works /
Maint. MNT-007
Stormwater: Operation &
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
Expiration + 3
years
Expiration +
3 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; SWRCB Order
2006-03; 40 CFR §§122.21,
122.41, 122.44; GC §34090
Division
Providing
Service / Work
MNT-008
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; 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 85 of 122 ends

____________________
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-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).

Division
Providing
Service / Work
MNT-009
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
Division
Providing
Service / Work
MNT-010
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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Resolution No. 2024-10

Page 86 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-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).

PLANNING
Public Works /
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
Public Works /
Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Public Works /
Planning PL-003 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census
Bureau is OFR)
Public Works /
Planning PL-004
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries
P P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project
file; Final environmental
determinations are required
to be kept a "reasonable
period of time"; 14 CCR
§15095(c); 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 87 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-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).

Public Works /
Planning PL-004.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Ppr
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
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
Public Works /
Planning PL-005
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and
Negative Declarations within
the City Boundaries are with
the project file
Public Works /
Planning PL-006 General Plan, Elements and Amendments P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Clerk Maintains all
Agenda Packets
Permanently; GC §34090.7
Public Works /
Planning PL-007 Historic Preservation Survey, Evaluations and Designations P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 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 88 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-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:

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).

Public Works /
Planning PL-008
Master Plans, Specific Plans, Land
Use Plans, Land Use Maps,
Zoning Maps, etc.

P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Planning PL-009 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not
retained in the ordinary
course of business; GC
§34090
Public Works /
Planning PL-010 Planning Applications Database Indefinite - Permanent Indefinite -
Permanent Yes (all) Mag
Department Preference -
Data is interrelated; GC
§34090
Public Works /
Planning PL-011
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)
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.
3 years P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Final
environmental determinations
are required to be kept a
"reasonable period of time";
14 CCR §15095(c);
GC§§34090, 34090.7
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:

Resolution No. 2024-10

Page 89 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-4 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).

Public Works /
Planning PL-012.1
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)
Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Department preference; GC
§34090
Engineering PL-012.2
Redevelopment Projects & Project
Areas
CIP Projects built by
Redevelopment Agency, if any
Send to
Engineering
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Planning PL-012.3
Redevelopment Projects & Project
Areas
Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative
Declarations, etc.

Send to
Planning
Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

QC & OD
Department preference; GC
§34090
Public Works /
Planning PL-013 Special Studies Minimum 2 years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

Resolution No. 2024-10

Page 90 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-5 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).

Public Works /
Planning PL-014
Temporary Entitlements /
Temporary Permits (Approved &
Unapproved):

Fireworks Permits, etc.

Minimum 2
years
Minimum 2
years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference;
GC§§34090
Public Works /
Planning PL-015 Zoning Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Public Works /
Planning PL-016 Zoning Maps / Land Use Maps (Historically Significant) P P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC
§34090.7
Public Works /
Planning PL-017 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); GC §34090.7
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:

Resolution No. 2024-10

Page 91 of 122 ends

____________________
Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-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 / SOLID WASTE
Public Works /
Solid Waste SOLID-001 Solid Waste Liens / Garbage Liens & Releases 10 years P P Mag, Ppr GC §34090 et seq.

Public Works /
Solid Waste SOLID-002 Solid Waste Reduction / AB 939 Compliance / Tonnage Reports 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Resolution No. 2024-10

Page 92 of 122 ends

____________________
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-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).

WASTEWATER / SEWER
Public Works
/ Waste
Water
WW-001
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Wastewater
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
Public Works
/ Waste
Water
WW-002
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,
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:

Complet. +
10 years
Department preference; retained
for disaster preparedness
purposes; 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 93 of 122 ends

____________________
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-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).

Public Works
/ Waste
Water
WW-003 CCTV / Video Inspections Minimum 5
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Lead Dept. WW-004 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6); GC
§34090
Public Works
/ Waste
Water
WW-005
FOG (Fats, Oil & Grease) /
Source Control / Pretreatment
Annual / Semi-Annual Reports
3 years 3 years Mag, 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
Water
WW-007 Generator Operation Logs &
Inspections - ALL 5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Public Works
/ Waste
Water
WW-008 Sanitary Spills and Overflows
(SSOs) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; SWRCB Order 2002-
0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Waste
Water
WW-010
Sewer System Management
Plans (SSMP) and Audits /
Sanitary Spills Overflow
Prevention Plan (SSOPP) and
Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs
are required to be updated every
6 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
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 94 of 122 ends

____________________
Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-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).

Division
Providing
Service /
Work
WW-011
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
WW-012
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
Division
Providing
Service /
Work
WW-013
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 95 of 122 ends

____________________
Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-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).

GAS
Utilities / Gas GAS-001
Capital Improvement Projects
(CIP): Administration File /
NOT Scanned - Gas 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 / Gas GAS-002
Capital Improvement Projects
(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,
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:

Complet. +
10 years
Department preference; retained
for disaster preparedness
purposes;; 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 96 of 122 ends

____________________
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:

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 Easements P P
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 years P P
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 P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-010 Gas Drawings / As-Builts /
Record Drawings P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Utilities / Gas GAS-011 Gas Emergency Operating Plan P P 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

____________________
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)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-015 Gas Pipelines - Cathodic
Protection P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-016 Gas Pipelines - Integrity
Management Program P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-017 Gas Pipelines - Pipeline Patrol P P Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Public Works
/ Engineering GAS-018 Gas Projects - Installation, Transmission, Distribution P P 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 P P
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

____________________
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 P P 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)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Utilities / Gas GAS-022 Gas Vaults - Inspections and
Maintenance P P
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
P P
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.

P P
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.

P P
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..

P P
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

____________________
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.

P P
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.

P P
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)
P P
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

____________________
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

____________________
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

____________________
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

____________________
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

____________________
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

____________________
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 P P
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

____________________
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
P P
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 Easements P P
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 P P 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

____________________
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 P P
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

____________________
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

____________________
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.

P P
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

____________________
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

____________________
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

____________________
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 P P
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

____________________
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 P P 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
P P
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

____________________
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
P P
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

____________________
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

____________________
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.

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 117 of 122 ends

Vernon City CouncilJuly 16, 2024

Vernon City Council
July 16, 2024