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).”
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)
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:
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: 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).
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); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090
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; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., 2 CFR 200.334200.333; 24 CFR
91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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: 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).
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); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090
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) CAFR - Comprehensive Annual Financial Reports 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:
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: 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).
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:
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: 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).
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 COUNCILMINUTES & BYLAWS PP
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:
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: 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).
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:
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: 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).
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. 6252, 6254(a); 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:
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: 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 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, 6252, 6254(a) 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:
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: 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).
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; statewide guidelines propose 4 years; 2 CFR 200.334; 2 CFR 200.333 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A110 & A-133; GC §34090 GC § 8546.7 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:
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: 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).
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 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:
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: 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 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:
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: 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).
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:
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: 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).
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; Statewide Guidelines show 2 years; GC §§34090, 6254(h) 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; Statewide Guidelines show 2 years; GC
§§34090, 6254(h) 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; Statewide guidelines propose
superseded + 2 or 5 years; 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:
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: 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).
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; statewide guidelines propose 2 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.
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:
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: 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).
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:
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: 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).
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; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 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:
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:
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
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
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
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
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:
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-007
Litigation Files / Lawsuits / Court Case Files - Real Property or Historically Significant Minimum
Final
Resolution +
5 years
PP Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) 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:
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: 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
City Clerk CC-001
Agenda Packets: City Council,
Active and Inactive Decision Making Bodies
PP 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 CompletionExamples 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:
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: 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 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 CompletionExamples 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); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§337. 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) PP Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 90 days Department preference; GC §34090 et seq.
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:
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: 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 CC-007
City Council, Board & Commission Historical List of Members PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 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) 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:
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: 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 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
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 CANDIDATESIncludes 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
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:
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: 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 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 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 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:
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: 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 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
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) 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:
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: 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 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 §17302City Clerk CC-029 Ballots, Ballot Security Envelopes - After Recount 6 mo. 6 mo. Ppr EC §17306City 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, 17306City Clerk CC-032 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503City 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 §17304City 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 §17302City 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.
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:
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: 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 CC-040
Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) PP 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
City Clerk CC-042
Minutes: City Council, Active and Inactive Decision Making Bodies PP 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 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:
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: 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 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.
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 PP 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
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:
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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: 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 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:
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: 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).
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) CAFR - Comprehensive Annual Financial Reports 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; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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 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 ReportsSee 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 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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 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 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900
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 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; 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.
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.
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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 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.
Finance /
Business
License &
Revenue
FIN-029 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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; Articles show 7 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-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 reservedDo not duplicate or distribute without prior written permission Adopted:
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: 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).
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 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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: 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).
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; Articles show 7 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090
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) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted:
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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: 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).
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) PP 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 reservedDo not duplicate or distribute without prior written permission Adopted:
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:
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: 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 / 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:
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: 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 /
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:
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: 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 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 PP 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 When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department preference; GC §34090 et seq.
Fire / Fire
Prevention
Admin.
FR-018 Public Information / Education (when produced internally) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090
Fire / Fire
Prevention
Admin.
FR-019 Weed Abatement / Vegetation Abatement
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
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:
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: 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).
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
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
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 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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: 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 /
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
Fire / Ops FR-033 Fire Incident Reports 3 years 3 years Mag, Ppr GC §34090Fire / 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 §34090Fire / 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.
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
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 / 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) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
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:
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.
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:
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 PP 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:
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) PP
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, 40 CFR 171.11 et seq.; GC §34090
Health &
Environmental
Control
H&EC-025
Remediation Cases / Studies and Reports, Contamination Data, Permits for Soil Boring, Site Safety Plans, etc.
PP
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:
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:
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 PP
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.
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:
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:
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).
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 3 years 4 3 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)
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:
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:
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).
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
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 3 years
Final
Disposition +
4 3 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4 2
years after "fully and finally
disposed"; 2 CCR 1101(c);
GC §§12946, 12960, 34090
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:
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:
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).
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
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
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:
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:
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).
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 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; 29 USC 1113
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 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:
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:
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).
Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum
Superseded
+ 4 3 years
Minimum
Superseded
+ 4 3 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 2 -3 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 3 years 4 3 years Mag, Ppr Department Preference; GC
§34090
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
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:
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:
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).
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 2-3 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
Human
Resources HR-016.1 Public Self-Insurer's Annual Report 5 years 5 years Mag Ppr Meets auditing standards; 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:
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:
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).
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
3 years
Hiring
Decision + 4
3 years
Mag, Ppr
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
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
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
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:
Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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:
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).
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:
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: 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).
INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups / Computer Backups
(ALL Disaster Recovery Computer Backups) - DAILY (Monday - Sunday) When No
Longer
Required
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 Backups - WEEKLY
When No
Longer
Required
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.
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.
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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: 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).
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); Statewide
guidelines propose 180 days (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.
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:
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: 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).
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.
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
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:
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: 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).
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.
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.
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:
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: 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).
Police /
PSU PD-016 Use of Force Review Incident + 5 years Incident + 5 years Mag, Ppr Department preference; GC §§12946, 12960, 34090
PROPERTY & EVIDENCE
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.
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:
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: 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).
Police /
Records PD-025
CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedulee.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 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:
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: 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).
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:
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: 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).
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 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:
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: 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).
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:
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: 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).
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:
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: 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).
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
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:
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: 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).
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 §34090Police / 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:
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: 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).
Police /
Training PD-059
Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (UNSUCCESSFUL) 4 3 years 4 3 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)
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:
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 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:
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-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; Statewide guidelines propose 2 years for blueprints & specifications; 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 Public Works /
Building &
Safety
BL-006
Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCESIncludes 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 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:
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-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 PP
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 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:
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 Enforcement CE-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 Enforcement CE-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 Enforcement CE-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 Enforcement CE-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:
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:
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 PP 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:
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; Statewide guidelines propose termination + 5 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:
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.
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 not applicable; Statute of Limitations: Contracts & Spec's=4 years; Statewide guidelines propose termination + 5 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 PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; 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:
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 PP 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:
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) PP
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.) PP
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 PP
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) PP
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.
PP
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:
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:
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:
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:
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:
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:
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 PP
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:
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 PP 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 PP 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:
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.
PP
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:
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 Redevelopment Projects & Redevelopment Plans P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 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 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:
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:
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.
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:
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: 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).
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; Statewide guidelines propose termination + 5 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 PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; 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 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: 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
/ 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 5 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103- DWQ; GC §34090
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 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: 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
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 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: 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).
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; Statewide guidelines propose termination + 5 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 PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Lead Dept. GAS-003 Confined Space Entries (Gas Only) 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 City Clerk GAS-005 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 PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-010 Gas Drawings / As-Builts / Record Drawings PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-011 Gas Emergency Operating Plan 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 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: 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 / Gas GAS-012 Gas Load Forecasts, Imbalances
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr Department Preference; GC §34090
Utilities / Gas GAS-014
Gas Operating, Inspection & Maintenance Plans & Installation Procedures(DIMP-Distribution Integrity Management Plan, Public Awareness Program, Natural Gas System Operator Qualification Plan, Gas Integrity Management Program) PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities / Gas GAS-015 Gas Pipelines - Cathodic Protection PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-016 Gas Pipelines - Integrity Management Program PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-017 Gas Pipelines - Pipeline 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 PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); 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: 08/24/2011 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: 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 / Gas GAS-019 Gas Regulator Station Calibration, Retest & Reset PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Public Works / Engineering GAS-020 Gas System Design, Regulator System Charts PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-021
Gas System Reports (Distribution, Integrity Management, Leakage, & Transmission) PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities / Gas GAS-022 Gas Vaults - Inspections and Maintenance PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-023
Pipeline Maintenance / Valve Maintenance / Inspections / Gas Odorization Tests PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity &
Gas
GAS-025
Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity &
Gas
GAS-026
Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity &
Gas
GAS-027
Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc..
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 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: 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 /
Electricity &
Gas
GAS-028
Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity &
Gas
GAS-029
Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities / Gas GAS-030
Southern California Gas Agreement Administration / Intrastate Transmission Service Agreements / Firm Access Rights (FAR) PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference (City Clerk has originals of all agreements); GC §34090 et seq.
Utilities / Gas GAS-031 Southern California Gas Franchise Statements 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing standards); GC §34090 et seq.
Utilities / Gas GAS-032 Underground Service Alerts (USA's) / Dig Alerts - Gas Only 10 years 10 years Mag, Ppr Department preference; Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Division
Providing
Service /
Work
GAS-033
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
GAS-034
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the original); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 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: 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
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 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:
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).
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
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
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:
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:
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 /
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
Utilities /
Customer
Service
CS-008 Development Service Files /
Review & Comment
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes (after QC)
Department preference; GC
§34090
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
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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:
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 /
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
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
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-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).
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.
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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: 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).
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; Statewide guidelines propose termination + 5 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 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: 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 /
Electricity EL-005
Capital Improvement Projects (CIP): Permanent File / Scanned Records (Electricity)Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.
Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; 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 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: 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 /
Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years 2 years Mag, Ppr GC §34090 Utilities /
Electricity EL-007.1 Daily Purchasing 10 years 10 years Ppr 18 CFR 125.2 & 125.3; GC §34090 Utilities /
Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary) 5 years 5 years Ppr 8 CCR 344.80 & 81; GC §34090 Utilities /
Electricity EL-010
Department of Energy (DOE) Licenses and Regulatory Correspondence PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity EL-011 Department of Energy (DOE) Reports 5 years 5 years Mag, Ppr Department Preference; GC §34090 City Clerk EL-012 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 PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 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: 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 /
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 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: 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 /
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 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: 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 /
Electricity &
Gas
EL-035
Regulatory Agency Compliance Reports & Confirmations: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
10 years 10 years Mag, Ppr Department Preference; GC §34090 Utilities /
Electricity &
Gas
EL-036
Regulatory Agency Correspondence: , CPUC,
EPA, FERC, NERC, NPDES, WECC, etc..
Minimum 10
years
Minimum 10
years Mag, Ppr Department Preference; GC §34090
Utilities /
Electricity &
Gas
EL-037
Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity &
Gas
EL-038
Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference; GC §34090
Utilities /
Electricity EL-039 Sampling / Circular & Strip Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 Utilities /
Electricity EL-040
SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; GC §34090
Utilities /
Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years 5 years Mag, Ppr Preliminary drafts; GC §34090 Utilities /
Electricity EL-042
Stormwater Monitoring / NPDES Monitoring and Inspection (from Former Electricity Generation Plant) 5 years 5 years Mag, Ppr
Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 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: 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 /
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 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: 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
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 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: 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).
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; Statewide guidelines propose termination + 5 years; CCP §337
et. seq., GC §34090
Utilities /
Fiber Optics FO-002
Capital Improvement Projects (CIP): Permanent File / Scanned Records - Fiber Optics Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.
Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; 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 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: 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 /
Fiber Optics FO-005 Fiber Optic Drawings / As-Builts / Record Drawings PP Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities /
Fiber Optics FO-006
Fiber Optic Pipelines / Projects - Installation, Transmission, Distribution PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities /
Fiber Optics FO-007 Fiber Optic Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
UTILITIES - STORMWATER / NPDES
Utilities /
Stormwater STORM-001.1
Development SWPPP (Stormwater Pollution Prevention Plan) / Construction Monitoring Finalled + 3
years
Finalled + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44;GC §34090 et. seq.
Utilities /
Stormwater STORM-001.2
Environmental Assessments / Phase 1 Environmental Assessments PP
Mag,
Mfr, OD,
Ppr
S Yes: After 1 year Department Preference; GC §34090 et. seq.
Utilities /
Stormwater STORM-001.4
Stormwater Monitoring / NPDES Monitoring and Inspection (by Address) Minimum 5
years
Minimum 5
years Mag, Ppr
Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.
Utilities /
Stormwater STORM-001.4 Stormwater: Business Inspections (by Address) Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC §34090 Utilities /
Stormwater STORM-001 Stormwater: MS4 Monitoring Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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 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:
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: 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).
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; Statewide guidelines propose termination + 5 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Utilities
Water Dist. WTR-002
Capital Improvement Projects (CIP): Permanent File / Scanned Records - Water ProjectsSpecifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.
Upon
Completion PP Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes (after QC) Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090
Utilities
Water Dist. WTR-003
Chains of Custody / Water
Analysis / Reports & Sampling: Bacteriological and Organics 5 years 5 years Mag, Ppr 40 CFR 141.33(a)
Utilities
Water Dist. WTR-004
Chains of Custody / Water Analysis / Reports & Sampling: Chemical (Includes Chlorine Residuals) 10 years 10 years Mag, Ppr
State and Federal laws require 10 years; 40 CFR 141.33(a); 22 CCR §64470 Utilities
Water Dist. WTR-005
Chains of Custody / Water
Analysis / Reports & Sampling: Lead & Copper
12 years 12 years Mag, Ppr
Required for 12 years or 2 compliance cycles; ); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Lead Dept. WTR-006 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities
Water Dist. WTR-007
Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years 5 years Mag, Ppr
5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Public Works / Engineering WTR-008 Development Review Comments Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Utilities
Water Dist. WTR-009
Environmental Agencies / Regulatory Agencies(EPA, DHS, etc.) Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Utilities
Water Dist. WTR-010
Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Database Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr Department Preference (data is interrelated); GC §34090 Utilities
Water Dist. WTR-011
Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Paper Minimum 2
years
Minimum 2
years Mag, Ppr
Department Preference (valves are exercised every year); GC §34090 Utilities
Water Dist. WTR-012 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090 Utilities
Water Dist.
Or HEALTH?
WTR-013 NPDES Monitoring Reports (Well Site Discharges) 3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Utilities
Water Dist.
Or HEALTH?
WTR-014 NPDES Permits (Well Site Discharges) Expiration + 3 years Expiration + 3 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.
Utilities
Water Dist. WTR-015 Operating Permit (Wells) Expiration + 2 years PP Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 Utilities
Water Dist. WTR-016 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Ppr Department preference; GC §34090 Utilities
Water Dist. WTR-017 Reservoir Maintenance P P
Mag,
Mfr, OD,
Ppr
S Yes: After QC Department preference; GC §34090
Utilities
Water Dist. WTR-018
SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Department Preference (data is interrelated); GC §34090 Lead Dept. WTR-019 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 City Clerk WTR-020 Urban Water Management Plans (UWMP)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S Yes: After 10 years Department Preference (copies) GC §34090.7 Utilities
Water Dist. WTR-021 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc. P P Mag Department preference; GC §34090 Utilities
Water Dist. WTR-022
Vulnerability Assessment / Emergency Response Plan / Risk & Resilience Assessment / Hazard Mitigation Plan When
Superseded -
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Utilities
Water Dist. WTR-023 Water Production Reads / Reports (to State DHS & DWR) 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Utilities
Water Dist. WTR-024 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91; GC §34090
City Clerk WTR-025 Water Supply Agreements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to City Clerk; GC §34090.7
Utilities
Water Dist. WTR-027
Well Records (includes Destroyed or Abandoned Wells)
PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC Department preference; GC §34090
Division
Providing
Service /
Work
WTR-028
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Department Preference (data is interrelated); GC §34090 Division
Providing
Service /
Work
WTR-029
Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the original); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Records Center, OD or Mfr Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Division
Providing
Service /
Work
WTR-030
Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011