2. Records Retention Schedule (Tracked Changes) — Vernon City Council, October 21, 2025

HOW TO USE RETENTION SCHEDULES
©1995-2025 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 all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

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. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

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 office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion 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, copy, or the Content is NOT Substantive.

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 – 2025 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. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) 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 (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) 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 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 (these are the legal requirements for the electronic record to serve as the official (original) record) 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; other legal mandates may apply.

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. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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)
Lead Dept. CW-002
Affidavits of Publications / Public
Hearing Notices / Legal Advertising /
Affidavits of Posting
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)
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
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

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

QC & OD
Upon
Completio
n
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§337 et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133; GC §34090; GC
§8546.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Invoices, Logs, RFP,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract;
GC §34090
Staffing Dept. CW-011
Boards, Commissions, & Committees:

City Council Subcommittees
(Composed solely of less than a
quorum of the City Council)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
Staffing Dept. CW-013
Boards, Commissions, & Committees:

Residents Advisory Bodies Formed by

CITY COUNCIL
AGENDAS, AGENDA PACKETS.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Staffing Dept. CW-015
Boards, Commissions, & Committees:

Residents Advisory Bodies Formed by

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

Residents Advisory Bodies Formed by

CITY COUNCIL

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

QC & OD
No
Department preference; GC §34090
Lead
(Responding)
Dept.

CW-020 Complaints / Concerns from Citizens Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§§911.2, 34090
Lead Dept. CW-023 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-024
Correspondence - ROUTINE
(Content relates in a substantive way
to the conduct of the public's
business)
(e.g. Administrative, Chronological, email, 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (2017) 2
Cal.5th 608 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency
and Intraagency Memoranda not
retained in the ordinary course of
business
Content NOT Substantive, or NOT
made or retained for the purpose of
preserving the informational content
for future reference
(e.g. calendars, checklists, e-mail or
social media posting, instant
messaging, inventories, invitations,
logs, mailing lists, meeting room
registrations, speaker slips, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text messages.
transmittal letters, thank yous, requests
from other cities, undeliverable
envelopes / returned mail, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are filed and
retained based upon their CONTENT Emails, electronic records, or social media postings 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 printing them out and placing
them in a file folder, or saving them
electronically. If not mentioned here,
consult the City Attorney to determine if a
record is considered transitory / preliminary
draft. GC §§34090, 7927.500; 64 Ops. Cal.

Atty. Gen. 317 (1981); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-027 Deposit Accounts / Trust Accounts /
Refundable Deposits
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; meets auditing
standards; GC §34090
Lead Dept. CW-028 DMV Pull Notices
When
Superseded
or Separated
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-029 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500
Lead Dept. CW-030 GIS Database / Data / Layers (both Citywide and Specialized) When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets auditing standards; Grants covered by
a Consolidated Action Plan are required for
5 years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42; OMB Circular A110 & A-133; GC §34090 GC § 8546.7 Lead Dept. CW-035 Leave Slips / Time Off Requests
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the Regular
Course of Business GC §34090
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-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)
30 years Mag, Mfr,
OD, Ppr S / I 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
Lead Dept. CW-039 Newspaper Clippings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-042 OSHA Inspections or Citations 5 years Mag, Mfr, OD, Ppr S / I 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
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources CW-043
Personnel Files (Department-level
Files)
Except for Fire & Police Department
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Before
Annual
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes maintained in a separate folder to be
incorporated into performance evaluation, or
to document progressive discipline; 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-045 Photographs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts; destroy unnecessary
photographs. GC §34090
Lead Dept. CW-045.1 Proclamations, Commendations,
Certificates / Recognitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-047 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-048 Purchase Orders / Requisitions 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 Lead Dept.
(Who Ordered
the Appraisal)
CW-049
Real Estate Appraisal Reports:

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

Purchased Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Not accessible to the public until purchase
has been completed; meets municipal
government auditing standards; GC
§§34090, 7928.705
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.: Produced
by YOUR Department
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.: Produced
by OTHER Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

Lead Dept. CW-056 Reports and Studies (Historically
significant - e.g., Zoning Studies) P
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC §34090
Lead Dept. CW-059 Special Projects / Subject Files / Issue Files
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-062
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Ethics & Safety
Training & Tailgates, Sexual
Harassment Prevention Training)
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics &
Harassment Prevention Training are 5 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 1602.31; LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b), LC §6401.9(f),
Lead Dept. CW-063 Video Recordings - City Operations /
Building Security 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
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 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ATTORNEY
City Attorney CA-001 Advice Files / Department Files Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-001.1 Attorney Invoice backup / detail (confidential) 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 City Attorney CA-003 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 City Attorney CA-004 City Attorney Opinions and Opinion Index 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
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Attorney CA-006 Closed Session Materials Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090City Attorney CA-007 Litigation Files / Lawsuits / Court Case Files - Real Property or Historically Significant P Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY ADMINISTRATOR
City Admin. CADM-002 City Council Correspondence Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin. CADM-002.5 Community Give-away Receipts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD GC §34090
City Admin. CADM-003 Grand Jury Reports and Responses
(Regarding City Operations) 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Notes, drafts, or preliminary documents; GC
§34090 et seq.

Finance CADM-008 Travel / Conferences
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090City 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.

P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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) City Clerk CC-004
Agreements & Contracts (NONINFRASTRUCTURE 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
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completion
Starting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only.Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-004.1 Board & Commission Applications (Successful and Unsuccessful) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090City Clerk CC-006 Budgets - Adopted / Final (approved via resolution) P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 90 days Department preference; GC §34090 et seq.City Clerk CC-007 City Council, Board & Commission Historical List of Members P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090City Clerk CC-008 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 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 ELECTRONICALLYFILED 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years 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 Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years 2 CCR 18615(d), GC §81009(e)&(g City Clerk CC-009 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; GC §81009(e) City Clerk CC-010 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Should post on website for 4 years; GC §81009(e)City Clerk CC-011 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-015 FPPC Referral Letters Minimum
Term of
Office + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ELECTIONS - CONSOLIDATED
City Clerk OR
Utility /
Customer
Service
CC-016
Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not
P Mag, Mfr, OD, Ppr S / I Yes: After QC 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 Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years
Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years 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 Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years 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 Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years 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 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 Mag, Ppr GC §34090
City Clerk CC-024
Elections - HISTORICAL (Sample ballot, copies of resolutions with the final results; Certificate of Election) P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-025.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final
Examination
+ 1 year after
petition
examination
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-025.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months 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 Elections - Petitions (Initiative, Recall or Referendum) 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 Ppr EC §§17200(b)(3), 17400
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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-026 Applications to View Voter Registration Information 5 years Ppr EC 2188(f) City Clerk CC-028 Ballots, Ballot Security Envelopes - After Election 6 mo. Ppr EC §17302City Clerk CC-029 Ballots, Ballot Security Envelopes - After Recount 6 mo. Ppr EC §17306City Clerk CC-030 Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-031 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306City Clerk CC-032 Precinct Officer Appointments 6 mo. Ppr EC §17503City Clerk CC-033 Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300City Clerk CC-034 Tally Sheets, Logic & Accuracy Test Certifications 6 mo. Ppr EC §17304City Clerk CC-035 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. Ppr EC §17302City Clerk CC-036 Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302City Clerk CC-037 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304City Clerk CC-038 Voter Index Original 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-039 Ethics Training Certificates 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53235.2(b) City Clerk CC-039.1 Film Permits (Issued by Film LA) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.City Clerk CC-040 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-042 Minutes: City Council, Active and Inactive Decision Making Bodies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 City Clerk CC-043 Municipal Code Administration, Distribution, etc. When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090City Clerk CC-044 Notices: City Council, Active and Inactive Decision Making Bodies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c); GC §34090 City Clerk CC-046 Ordinances P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 City Clerk CC-047
Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) Excludes Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-048 Real Property: Deeds, Easements, Liens, Rights of Way P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 InactiveDecision Making Bodies 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 Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090City Clerk CC-051 Records Retention Schedules / Amendments to Records Retention Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No GC §34090 et. seq.

City Clerk CC-053 Resolutions: City Council, Active and Inactive Decision Making Bodies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-053.1 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-054
Subpoenas for Personal Appearance (City Hall Employees, Fire Employees)Excludes Police 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

ACCOUNTING
Finance /
Accounting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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)
7 5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
City Clerk FIN-003
Audit Reports / Annual l Comprehensive
Financial Report (ACFR) and related
Audit Opinions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 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 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal
government auditing standards; GC §34090
Finance /
Accounting FIN-005
Bank Statements and Trustee
Statements, Fiscal Agent Statements,
Investment Account Statements, Bank
Reconciliations, Bank Deposits, Bank
Transmittal Advice
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-007
Bonds (Revenue) Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 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
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 90
days
City Clerk maintains originals; GC §34090.7
Finance /
Accounting FIN-009 Budgets - Preliminary, Proposed, Backup Documents When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
Accounting FIN-010 Checks / Warrants (Issued by the City, Cashed / Paid) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Accounting FIN-013 Financial Services Database
Indefinite -
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Accounting FIN-014 Fixed Asset List / Fixed Asset Evaluation Study / Depreciation Schedules P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
Accounting FIN-016 Journal Entries / Journal Vouchers 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Financial System
Database is the original; reports are
considered drafts or copies); GC §34090
Finance /
Accounting FIN-018
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal
government auditing standards); GC §34090
Finance /
Accounting FIN-020 Treasurer's Reports & Backup 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Accounting FIN-021 W-9s Minimum 5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC §34090

BUSINESS LICENSE & REVENUE
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License &
Revenue
FIN-022
Accounts Receivable - Miscellaneous -
Backup for Damage to Public Property,
Invoices to Outside Entities, Rent
Billings, etc.
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

City
Attorney FIN-023 Bankruptcies
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Finance /
Business
License &
Revenue
FIN-024 Business License & Permit Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 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 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
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain
on credit reports for 7 years; 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License &
Revenue
FIN-029 Returned Checks / NSF Checks 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Business
License &
Revenue
FIN-029.1 Utility User Tax Remittance 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 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-034 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-035
DE-6, DE-7, DE-9, DE-43, W-3, & DE166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA
& Medicare Adjustments - Quarterly
Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-036 Deferred Compensation (457) Reports, Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance /
Payroll FIN-037
Verifications of Employment, Child
Support, etc. (From lenders or other
outside companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the Regular
Course of Business GC §34090
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 Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS Regulation for W4s 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 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Payroll FIN-040
Time Cards / Time Sheets / Time Off
Request Forms / Payroll Certifications /
Leave Requests / Payroll Exception
Forms
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Most Employees provide digital
signatures when they submit their timecards,
but some in Public Works and Community
Services do not (another employee enters their
time); IRS Reg §31.6001-1(e)(2), R&T §19530;
LC § 1174(d); 29 CFR 516.5; GC §34090
Finance /
Payroll FIN-041 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090

PURCHASING
Finance /
Purchasing FIN-042 Asset Disposal / Sale / Auction / Surplus 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal
government auditing standards); GC §34090
Finance /
Purchasing FIN-043 Credit Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal
government auditing standards); GC §34090
Finance /
Purchasing FIN-044 Purchase Orders / Purchase Contracts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal
government auditing standards); GC §34090
Finance /
Purchasing FIN-045 Vehicle Titles - Copy of Release of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD DMV records retained for convenience Finance /
Purchasing FIN-046 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5(b)
Finance /
Risk
Manag.

FIN-046.2
Insurance Certificate Renewals for
Vendor Agreements & Contracts /
Certificate of Liability Insurance
11 years 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
VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Risk
Manag.

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

FIN-048 JPA / JPIA Reports / General Liability
Claim Runs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Superseded
and
Approved
Yes Mag, Mfr, OD, Ppr S/I Yes: After QC & OD No GC §34090 Fire /
Admin. FR-002 EOC Activations & Drills 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire /
Admin. FR-003 Fire Sprinkler Inspections and/or Certifications (includes Title 19 certifications) Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire /
Admin. FR-004 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire /
Admin. FR-007 Special Events / Ops Plan 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Fire / EMS FR-009 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - required for 3 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233; FA §32003(e), B&P 4081; GC §34090 Fire / EMS
and Admin. FR-010 Emergency Medical Database
Indefinite -
Minimum 20
years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090Fire / EMS FR-012 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD 1
year
45 CFR 164.530(j)
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 Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 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, 22CCR 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

FIRE MARSHAL / FIRE PREVENTION
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

After QC
& OD
Department preference; California Fire Code requires 5 years or Life of the Structure or Activity, for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire / Fire
Marshal
Admin.

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

Fire / Fire
Marshal
Admin.

FR-017 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC § 104.6; GC §34090 et seq.

Fire / Fire
Marshal
Admin.

FR-017.5
Plans: Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Required to be retained for Completion + 180 days; CFC §106.4; GC §34090 et seq Fire / Fire
Prevention
Admin.

FR-018 Public Information / Education (when produced internally) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Fire
Prevention
Admin.

FR-019 Weed Abatement / Vegetation Abatement Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

OPERATIONS / SUPPRESSION
Fire / Ops FR-020 Apparatus, Equipment & Vehicle Records & Testing Surplus + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Fire / Ops FR-021 Daily Log Books Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Ops FR-023
Employee Training File (by employee)Individual Training Certificates, Continuing Education for Paramedics Separation +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire /
Admin. &
Ops
FR-025 Fire Incident RMS Database
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Fire / Ops FR-026 Fire Training Center - Waivers of Liability 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Fire / Ops FR-027 ISO Insurance Ratings 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (rated every 10 years); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Fire / Ops FR-028 Pre-plan Sheets When Superseded Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Fire / Ops FR-030 Training Database / Log (Target Solutions) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b),53237.2(b) Fire / Ops FR-031
Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks (Fire Vehicles Only) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health &
Environmental
Control
H&EC-001
Aboveground Storage Tanks
Inspections, Integrity Testing,
Maintenance, Repairs
20 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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-001.1 Address Files: Inspections & Permits P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health &
Environmental
Control
H&EC-004
Animal Control Notices to Comply,
Warning Letters / Notices / Citation
Books
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Health &
Environmental
Control
H&EC-005 Animal Licenses / Dog Licenses 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
FA §§31108.3 and 31752.1; GC §34090
Health &
Environmental
Control
H&EC-006 Backflow: Water System Backflows /
Cross- Connection 5 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
(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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Health &
Environmental
Control
Utilities /
Stormwater
H&EC-008.2
STORM-001.1
Development SWPPP (Stormwater
Pollution Prevention Plan) /
Construction Monitoring
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.

Health &
Environmental
Control
Utilities /
Stormwater
H&EC-008.3
STORM-001.2
Environmental Assessments / Phase 1
Environmental Assessments P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090 et. seq.

Health &
Environmental
Control
H&EC-012 Free Sale Letters / Food Shipping
Certificates 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Health &
Environmental
Control
H&EC-015
Hazardous Waste Manifests /
Certificates of Disposal (In Address
Files)
P
Mag, Mfr,
OD, Ppr S / I
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 Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Health &
Environmental
Control
H&EC-016.1 Liens and Releases P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090(a)
Health &
Environmental
Control
H&EC-013 Monitoring Well Permits / Groundwater
Quality / Infiltration P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090 et. seq.

Finance /
Accounting H&EC-017 Permitted Uses / Health Permit Inspection Database (Envision) Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data Fields / Records are interrelated; meets
municipal government 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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Health &
Environmental
Control
H&EC-019
Permitted Uses / Occupancy
Inspections: Hazardous Materials /
USTs (Salmon)
P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(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
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(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
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(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
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(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
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(after 2
years)
Department Preference; GC §34090
Health &
Environmental
Control
H&EC-018
Permitted Uses Billing / Invoices &
Reconciliations (Food, Garment,
Hazardous Materials, Underground
Storage Tanks, etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Health &
Environmental
Control
H&EC-024 Pest Control / Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (agricultural pesticide
records are required for 2 years); 3 CCR 6623,
40 CFR 110.3(d) GC §34090
Health &
Environmental
Control
H&EC-025
Remediation Cases / Studies and
Reports, Contamination Data, Permits
for Soil Boring, Site Safety Plans, etc.

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

QC & OD
(after 2
years)
Department Preference; GC §34090
Health &
Environmental
Control
H&EC-009
Retail Food Facilities: Catering Truck
Permits, Inspections, Citations,
Violations
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Health &
Environmental
Control
H&EC-026 Solid Waste Franchise Hauler Permits /
Recycling Permits / Truck Inspections
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Health &
Environmental
Control
H&EC-026.1 Solid Waste Franchise Payments 10 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
(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 Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
(after 2
years)
Department preference; SB 1383 compliance
is required for 5 years; 14 CCR § 18995.2; GC
§34090
Health &
Environmental
Control
H&EC-028 Stormwater Illicit Discharges Minimum 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; CCP §337 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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.1
STORM-001.4
Stormwater Monitoring / NPDES
Monitoring and Inspection (by Address)
Minimum 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; CCP §337 et seq.

Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.2
STORM-001.5
Stormwater: Business Inspections (by
Address)
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
Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.3
STORM-001.6 Stormwater: MS4 Monitoring 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
Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.4
STORM-001.7 Stormwater: MS4 Permits 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
Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.5
STORM-001.8
Stormwater: NPDES Annual Reports
(Includes Well Site Discharges) 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
Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.6
STORM-001.9
Stormwater: NPDES Permits (Includes
Well Site Discharges)
Expiration +
5 years
Yes: Until
Expiration
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; CCP §337 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 Ver. 14.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Health &
Environmental
Control
Utilities /
Stormwater
H&EC-028.7
STORM001.10
Stormwater: TMDL Plan (Total
Maximum Daily Load) TMDL Monitoring
Plan
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
Health &
Environmental
Control
H&EC-030
Underground Storage Tanks
UST Monitoring, Inspections
7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Monitoring and Maintenance records are
required on site for 3 years, 6 ½ years for
cathodic protection maintenance, 5 years for
calibration & maintenance of release detection
systems; 23 CCR 2712(b); H&S §25284.2(i)
Health &
Environmental
Control
H&EC-031
Underground Storage Tanks (CityOwned and/or Privately Owned) Locations, Soil Remediation, Monitoring
Well Records
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 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 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided
Health Insurance Offer and Coverage
& Transmittal Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; 29
USC 1113; 8 CCR §11040.7(7)(C)
Human
Resources HR-003 Background File (UNSUCCESSFUL)
Except for Police Dept. 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State law requires 4 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 29 USC 1113; 8
CCR §11040.7(7)(C)
Human
Resources HR-004
Classification / Reorganization Studies
(for employee classifications and
department structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
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 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Human
Resources HR-006
California Civil Rights Department
(CRD) / Department of Fair
Employment & Housing (DFEH or
EEOC) Claims / Harassment Claims
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention
until final disposition of formal complaint;
State requires 4 years after "fully and finally
disposed"; 2 CCR 1101(c); GC §§12946,
12960, 34090
Human
Resources HR-007 DMV Pull Notices (All, Including Fire & PD) When
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets Municipal
Government Auditing Standards; Statute of
Limitations is 4 years; CCP §337 et. seq.,
GC §34090
Human
Resources HR-010 Grievance Files Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; 29
USC 1113
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Human
Resources HR-011 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CCP §337 et. seq.,
GC §34090
Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum
Superseded
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 29 CFR 405.9; GC
§34090
Human
Resources HR-014 OSHA Logs & Citations - OSHA Log 200, 300, 301, 301A, etc. 5 years Mag, Mfr, OD, Ppr S / I 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 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

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

Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human
Resources HR-017
Recruitment and Testing File
(Includes Advertisements, Applications
for Unsuccessful Candidates, Interview
Notes, Job Brochures, Test Data,
Testing Analysis & statistical Metric,
Job Analysis, Rating Sheets,
Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC §§12946,
12960, 34090
Human
Resources HR-017.1 Recruitment Database (NeoGov) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
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 Ver. 17.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Human
Resources HR-017.2 Safety Committee Meetings 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag Ppr
Not an Agency record / Content does NOT
relate in a substantive way to the conduct
of the public's business; GC §34090 et seq
Human
Resources HR-019 Workers Compensation Claim Runs / Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Human
Resources HR-020
Workers Compensation Claims
(Includes all Accident, or Injury
Reports from Employees)
Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I 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
Human
Resources HR-020.5
Workplace Violence – Hazard
identification, evaluation, correction,
incident logs, investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), 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 Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq.

Information
Technology IT-002.1 Enterprise System Catalogue (listing of software posted on line) When Superseded Ppr GC §34090 Information
Technology IT-003 Network Configuration Maps & Plans
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 Ray-R or other unalterable media that does not permit additions, deletions, or changes POD
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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Admin PD-001.2 False Alarm Reports & Billing Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag
Department Preference (consortium standard); legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6

DETECTIVE BUREAU
Police /
Detectives PD-002 Investigation Files and Arrest Files Transfer to Records Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

PATROL
Police /
Patrol PD-002.5 Automated License Plate Reader Data / ALPR Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police /
Patrol PD-003 Canine (Police Service Dogs) Program Files / Training Files: Animal Files Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police /
Patrol PD-004 Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-004.5 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag
Recordings that become evidence are stored
with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police /
Patrol PD-005 Extra Patrol requests 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts entered into RMS database); GC§ 34090 et seq.

Police /
Patrol PD-006 PAS Device Calibration Logs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol PD-007 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

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

Police /
Patrol PD-010 Watch Commander Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

PROFESSIONAL STANDARDS UNIT
Police /
PSU PD-011
Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Superseded
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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police /
PSU PD-013 Internal Pursuit Critiques 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
PSU PD-014 Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
PSU PD-015 Range Qualifications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
PSU PD-016 Use of Force Review Incident + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§12946, 12960, 34090

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-017 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department Preference; GC §34090
Police /
Property &
Evidence
PD-018 Gun and Narcotics Destruction Log (Documents related to) 10 years 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 /
Property &
Evidence
PD-019 Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Property &
Evidence
PD-020 Property & Evidence Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Property &
Evidence
PD-021 Property Auctions 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-022
Administrative Reviews: Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

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

Police /
Records PD-025
CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedulee.g., Burglaries, Domestic Violence, TrafficCollision, 5150, Detention Reports, etc.

Minimum 10
years
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 3 years
Department Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187,800 et seq, FC 6228(d) 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 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
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 3 years PC§ 11108.2(b); GC§ 34090 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 Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 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
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 3
years
PC §§11169(i); 11170(a); 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-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, seriousfelonies, or synthetic cannabis 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 2
years
("Shall" Destroy); H&S §11361.5; GC §34090
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
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 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
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 2 years ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5 Police /
Records PD-033
CRIME REPORTS / INCIDENT REPORTS:Missing Persons (Returned) Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 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 - Before January 1, 2024 Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police PD-034.2
DR Reports / Crime ReportsSealed Juvenile and Ward Cases - Childhood Sexual Assault - After January 1, 2024 P
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; 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
Mag, Mfr,
OD, Ppr S/M/I
Yes: After
QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Filed on line with the State; GC §34090 Police /
Records PD-036 Due Diligence Reports (for warrants) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-036.1
Logs: CR Log, Front Counter Log, Tow Yard Confirmation, Records Checks for Backgrounds 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-039 NCIC Validation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-039.4 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records PD-039.5
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows the
Retention of
the
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Records PD-039.6 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Records PD-040
Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence, includes "hip recorders"
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-042 Police RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Police /
Records PD-043 Registrants: Arson - Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 5 years Pursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police /
Records PD-044
Arson Registrations: Juveniles released from Division of Juvenile Justice California Youth Authority
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 DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 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 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-044.4 Registrants: Gang Adults Shared Gang Databases 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090 Police /
Records PD-044.5 Registrants: Gang Juveniles Shared Gang Databases 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781; 11 CCR 774; PC §186.30; GC §34090 et seq.

Police /
Records PD-045 Registrants: Narcotic 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 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)
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Police /
Records PD-049 Restraining Orders Expiration of the Order Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Court records Police /
Records PD-049.1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090 Police /
Records PD-051 Subpoenas (Records) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Stored in Crime Report File); GC §34090 Police /
Records PD-054 Warrants (Recalled or Served) 2 years Mag S / I Yes: After QC & OD Department preference;; GC §34090 et seq.

TEMPORARY HOLDING FACILITY
Police / Jail PD-055 Daily Inspection Log, Juvenile Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Jail PD-056 Monthly Counts, Official Counts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090Police / Jail PD-057 Video Recordings (Temporary Holding Facility) 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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) Police /
Training PD-059
Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (UNSUCCESSFUL) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-061 Personnel Training Evaluations / Daily Observation Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Separation + 1 year 34090.7 Police /
Training PD-063 Training File Separation + 5 years Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

After QC
& OD
Department preference; GC §34090
Public Works /
Building &
Safety
BL-002 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Public Works /
Building &
Safety
BL-003 Building Permit Database Indefinite -
Permanent Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Preliminary drafts not
retained in the ordinary course of business;
CBC §104.7; H&S§19850, GC §34090
Public Works /
Building &
Safety
BL-004.5 Building Plans - Demolished Structures
(ALL) 10 years Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

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 Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Law requires for the
life of the building for commercial only; CBC
and UAC require plans be retained 180 days
from completion date for residential and
appurtenances; CBC 104.7 & 107;
H&S§19850, GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

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

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

TEMPORARY
Expiration +
2 years
Yes (until
expired)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public Works /
Building &
Safety
BL-009
Construction Notices / Inspection
Notices
(correction notices, compliance orders,
stop work notices, etc.)
Until Cleared
or Project
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
The finalled permit is the final / official record;
Preliminary Drafts; GC §34090
Public Works /
Building &
Safety
BL-010 Electrical Service Inspection / Meter
Release P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Public Works /
Building &
Safety
BL-011
Industrial Wastewater - Approval Letters,
Flow Calculations, Correspondence,
County Permits
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD Department preference; GC §34090
Public Works /
Building &
Safety
BL-012 Reports: Building Activity
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Building &
Safety
BL-014 Uniform Building Codes / California
Building Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

CODE ENFORCEMENT
Public Works /
Code Enforcement CE-001 2-year Vacancy Notices P Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Code Enforcement CE-002 Administrative Citation Hearings / Hardship Waivers Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I 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
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I 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
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Public Works /
Development
Services
DS-002 Parcel Tax Assessments (Public Safety Tax) 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC § 34090 Public Works /
Development
Services
DS-004
Private Land Development Projects / Job
Files: Administration FileConstruction 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
Completion +
10 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Development
Services
DS-005
Private Land Development Projects / Job
Files: Permanent FilesDrainage, 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
P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

ENGINEERING
Public Works /
Engineering ENG-001.1
Aboveground Storage Tanks (City-Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing
20 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD No
Department Preference; GC §34090
Public Works /
Engineering ENG-002 Benchmarks / Center Line Ties P
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; GC §34090
Public Works /
Engineering ENG-003 Bridge Inventory Surveys 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, ReRoof, Sidewalk Repairs, Slurry Seals, etc.

Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Some grant
funding agencies require audits; Statute of
Limitations for Errors & Omissions is not
applicable; Statute of Limitations: Contracts
& Spec's=4 years; CCP §337 et. seq., GC
§34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering 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.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

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.

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

After QC
& OD
Complete
+ 10
years
Department preference; retained for
disaster preparedness purposes; GC
§34090
City Clerk ENG-009 City Property / Grant Deeds / License Agreements
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering ENG-010 Construction Inspection Database
Indefinite -
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD No
GC §34090.7
Public Works /
Engineering ENG-014 Design & Construction Standards - Authored by the City P Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; GC §34090
Public Works /
Engineering ENG-015
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 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
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
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Public Works /
Engineering ENG-017
Encroachments - Permanent / Backup for
License Agreements for Permanent
structures in the City's Right of Way (City
Clerk keeps final License Agreements)
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public Works /
Engineering ENG-018 Engineering Permits Database Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Data Fields / Records are interrelated;
Some permits are Permanent; 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 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering ENG-019 Engineering Reviews (Easements, Covenants, Lot Line Adjustments, Lot Mergers, etc.) P Mag, Mfr,
OD, Ppr S/I
Yes:

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

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

After QC
& OD
Department Preference; GC §34090
Public Works /
Engineering ENG-022 Grading Plans P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public Works /
Engineering ENG-023 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, etc. P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Drafts should be
destroyed; GC §34090
Public Works /
Engineering ENG-024 Railroads (Historical Information) 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 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; CCP §337 et seq.

Public Works /
Engineering ENG-028 Traffic Counts 5 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department preference; GC §34090
Public Works /
Engineering ENG-029 Traffic Requests (Red Curbs, Crosswalks, Stop Signs, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department preference; GC §34090
Public Works /
Engineering ENG-030 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department preference (required every 5
years, but can be extended to 7 or 10
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 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Lead Dept. ENG-031 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 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 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Public Works /
Fleet Maint. /
Garage
FL-003 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

HOUSING
Public Works /
Housing HOU-001.1 City-Owned Property - Lottery Drawing Results 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works /
Housing HOU-001 City-Owned Property - Successful Lease Tenants (Application, Credit Reports, etc.) Expiration of Lease + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

MAINTENANCE
Lead Dept. MNT-001 AQMD Permits (Generators, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
Maint. MNT-002 Facility Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. MNT-004 Generator Operation Logs & Inspections - ALL 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Maint. MNT-005 Graffiti Removal Consent P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. MNT-006 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
MNT-009
Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

PLANNING
Public Works /
Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records) Public Works /
Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Public Works /
Planning PL-004
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside Cit y boundaries
P Mag, Mfr, OD, Ppr
S / I 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 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails 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); PR C 21167,6; GC §34090
Public Works /
Planning PL-005
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside Cit y boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Public Works /
Planning PL-006 General Plan, Elements and Amendments
P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Public Works /
Planning PL-007 Historic Preservation Survey, Evaluations and Designations P 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Planning PL-008 Master Plans, Specific Plans, Land Use Plans, Land Use Maps, Zoning Maps, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Planning PL-009 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Public Works /
Planning PL-010 Planning Applications Database Indefinite - Permanent Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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.

P Yes Mag, Mfr, OD, Ppr S / I 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 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
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 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

Engineering PL-012.2
Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if any 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
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Planning PL-013 Special Studies Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Planning PL-014
Temporary Entitlements / Temporary Permits (Approved & Unapproved): Fireworks Permits, etc.

Minimum 2
years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC§§34090 Public Works /
Planning PL-015 Zoning Letters 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 Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No Department Preference; GC §34090.7 Public Works /
Planning PL-017 Zoning Ordinance Amendments, Reclassifications / Zone Change P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

UTILITIES / SOLID WASTE
Public Works /
Solid Waste SOLID-001 Solid Waste Liens / Garbage Liens & Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works /
Solid Waste SOLID-002 Solid Waste Reduction / AB 939 Compliance / Tonnage Reports 10 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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Permanent File / Scanned Records - Wastewater ProjectsSpecifications / 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.

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

QC & OD
Complete +
10 years
Department preference; retained for disaster preparedness purposes; GC §34090 Public Works
/ Waste
Water
WW-003 CCTV / Video Inspections 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-007 Generator Operation Logs & Inspections - ALL 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works
/ Waste
Water
WW-008 Sanitary Spills and Overflows (SSOs) 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103-DWQ; GC §34090 Division
Providing
Service /
Work
WW-011
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Permanent File / Scanned Records - Gas ProjectsSpecifications / 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
P Yes: Until Completed Mag, Mfr, OD, Ppr S/I
Yes: After

QC & OD
Complete +
10 years
Department preference; retained for disaster preparedness purposes;; GC §34090 Lead Dept. GAS-003 Confined Space Entries (Gas Only) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 City Clerk GAS-005 Easements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Utilities / Gas GAS-006
Employee Certifications (Gas Operator Qualifications & Tests, Employee Fusion Certifications) Separation +
5 years
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-007 Environmental / Electrical Equipment Disposal - Hazardous Material P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Utilities / Gas GAS-008 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CCP §337 et. Seq., GC §34090Utilities / Gas GAS-009 Facility Histories / Infrastructure Design P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Utilities / Gas GAS-010 Gas Drawings / As-Builts / Record Drawings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7Utilities / Gas GAS-011 Gas Emergency Operating Plan P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Utilities / Gas GAS-012 Gas Load Forecasts, Imbalances Minimum 5 years Mag, Mfr, OD, Ppr S / I Department Preference; GC §34090Utilities / Gas GAS-014 Gas Operating, Inspection &
Maintenance Plans & Installation Procedures(DIMP-Distribution Integrity Management Plan, Public Awareness Program, Natural Gas System Operator Qualification Plan, Gas Integrity Management Program) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-015 Gas Pipelines - Cathodic Protection P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Utilities / Gas GAS-016 Gas Pipelines - Integrity Management Program P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Utilities / Gas GAS-017 Gas Pipelines - Pipeline Patrol P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Public Works / Engineering GAS-018 Gas Projects - Installation, Transmission, Distribution P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7Utilities / Gas GAS-019 Gas Regulator Station Calibration, Retest & Reset P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 GAS-020 Gas System Design, Regulator System Charts P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-021
Gas System Reports (Distribution, Integrity Management, Leakage, & Transmission) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities / Gas GAS-022 Gas Vaults - Inspections and Maintenance P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090Utilities / Gas GAS-023 Pipeline Maintenance / Valve Maintenance / Inspections / Gas Odorization Tests P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
GAS-025
Regulatory Agency Audits: CEC,
CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.

P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
GAS-026
Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.

P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
GAS-027
Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc..

P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
GAS-028
Regulatory Agency Inspections: ,
CPUC, EPA, FERC, NERC, NPDES, WECC, etc.

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

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

Utilities / Gas GAS-031 Southern California Gas Franchise Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-032 Underground Service Alerts (USA's) / Dig Alerts - Gas Only 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090
Division
Providing
Service /
Work
GAS-033
Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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 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 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2), 53755(d) City
Attorney CS-003 Bankruptcies
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090.7
Lead Dept. CS-004 Billing Registers, Payment Registers, Adjustment Registers When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090Lead Dept. CS-005 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.

Utilities /
Customer
Service
CS-006 Conservation Programs / Rebates / Incentives Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Customer
Service
CS-007 Customer Service / Utility Billing Database Indefinite - Minimum 5 years
Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-009 Hydrant Meters - Rentals / Temporary (Pools, Construction) End of Rental + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities /
Customer
Service
CS-010 Lock Box Reports / Payment Detail Reports 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
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 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
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities /
Customer
Service
CS-011.2
Residential Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No
Longer
Required
Mag, Ppr,
Mfr, OD S / I 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 Mag, Ppr, Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is 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-011.5
Residential Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Lead Dept. CS-012 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Utilities /
Customer
Service
CS-015 Turn Ons and Turn Offs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 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 reservedDo not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

ELECTRICITY
Utilities /
Electricity EL-001 AQMD Fuel Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Lead Dept. EL-002 AQMD Permits (Generators, etc.) Expiration + 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Some grant
funding agencies require audits; Statute of
Limitations for Errors & Omissions is 10
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Utilities /
Electricity EL-005
Capital Improvement Projects (CIP):

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

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

QC & OD
Complete
+ 10 years
Department preference; retained for
disaster preparedness purposes; GC
§34090
Lead Dept. EL-006
Confined Space Entries / Hot Work Permits
/ Lock Out-Tag Out / Lockout-Tagout /
Lockout-Blockout / Energy Control
Procedures (ECP) / Air Monitoring
Calibrations
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Utilities /
Electricity EL-045
Control Center Switching Order Logs /
System Logs / Manual Entry Logs / Load
Changes
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Load records are
required for 3 years); 18 CFR 125.2, 125.3;
GC §34090
Utilities /
Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Utilities /
Electricity EL-007.1 Daily Purchasing 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 18 CFR 125.2 & 125.3; GC §34090 Utilities /
Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 344.80 & 81; GC §34090 Utilities /
Electricity EL-010 Department of Energy (DOE) Licenses and Regulatory Correspondence P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Utilities /
Electricity EL-011 Department of Energy (DOE) Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Clerk EL-012 Easements P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies); GC
§34090.7
Utilities /
Electricity EL-013
Electric Utility Service Equipment
Requirements Committee (EUSERC) - All
Records
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not City Records
Utilities /
Electricity EL-014 Electricity Drawings / As-Builts / Record Drawings Disposal of
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 18 CFR 125.2 &
125.3; CCP §337 et. Seq., GC §34090
Utilities /
Electricity EL-016 Facility Histories / Infrastructure Design P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-016.1 Fuel Records (reported to AQMD 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
18 CFR 125.2 & 125.3; AQMD Rule 1470;
Form 400–E–13a instructions; GC §34090
Utilities /
Electricity EL-021 Joint Pole Agreements P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-022 Joint Pole Committee Industry Committee - All Records When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not City Records
Utilities /
Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal
government auditing requirements); GC
§34090
Utilities /
Electricity EL-024 Joint Pole Locations, History, Maintenance (Card Files) Replacement
of the Pole
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Utilities /
Electricity EL-025 Load Records, Load Curves, Temperature Logs, Water Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering
produces Final Report); GC §34090
Utilities /
Electricity EL-026 Power Outage Reports - Final Report produced by Engineering 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-027 Power Outage Database / Interruption of Service Database Indefinite -
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities /
Electricity EL-029
Power Trading / Power Scheduling
(Check Out Worksheets)
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (auditing standards
are 5 years); GC §34090
Utilities /
Electricity EL-030
Power Trading / Power Scheduling
(Confirmations, Invoices)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-031
Power Trading / Power Scheduling
(Generation Worksheets)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-033
Power Trading / Power Scheduling
(Voice Recordings)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
EL-034
Regulatory Agency Audits: CEC, CFTC,

CPUC, EPA, FERC, NERC, NPDES,
WECC, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
EL-035
Regulatory Agency Compliance Reports
& Confirmations: CEC, CFTC, CPUC,
EPA, FERC, NERC, NPDES, WECC, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
EL-036
Regulatory Agency Correspondence: ,

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

Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Utilities /
Electricity &
Gas
EL-037 Regulatory Agency Inspections: , CPUC,
EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity &
Gas
EL-038 Regulatory Agency Licenses: , CPUC,
EPA, FERC, NERC, NPDES, WECC, etc. P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-039 Sampling / Circular & Strip Charts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Utilities /
Electricity EL-040 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Utilities /
Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Utilities /
Electricity EL-042
Stormwater Monitoring / NPDES
Monitoring and Inspection (from Former
Electricity Generation Plant)
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; CCP §337 et seq.

Utilities /
Electricity EL-043 Stormwater: NPDES Annual Reports (from Former Electricity Generation Plant) 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
Yes: Until
Expiration
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; CCP §337 et seq.

Utilities /
Electricity EL-046 Turbine Activity Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. EL-046.1 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into
DigAlert Software; the Excavator, Operator
and the Regional Notification Cetner all
have an obligation to retain for 3 years; GC
§§4216.2(f); 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 Ver. 11.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Division
Providing
Service /
Work
EL-047
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the database is the
original); GC §34090
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 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 Ver. 7.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

Permanent File / Scanned Records - Fiber Optics ProjectsSpecifications / 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.

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

QC & OD
Complete +
10 years
Department preference; retained for disaster preparedness purposes; GC §34090 Utilities /
Fiber Optics FO-004 Fiber Optic Customers (Internet & Dark Fiber) Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets auditing standards); GC §34090 Utilities /
Fiber Optics FO-005 Fiber Optic Drawings / As-Builts / Record Drawings P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities /
Fiber Optics FO-006 Fiber Optic Pipelines / Projects - Installation, Transmission, Distribution P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 Utilities /
Fiber Optics FO-007 Fiber Optic Plans Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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

Vernon City CouncilOctober 21, 2025

Vernon City Council
October 21, 2025