Agenda packet, regular meeting — West Covina City Council, September 3, 2024 (part 1 of 2)

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
SEPTEMBER 3, 2024, 7:00 PM
REGULAR MEETING
CITY HALL COUNCIL CHAMBERS
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Brian Calderón Tabatabai
Mayor Pro Tem Tony Wu
Councilwoman Letty Lopez-Viado
Councilman Ollie Cantos
Councilwoman Rosario Diaz
Please turn off all cell phones and other electronic devices prior to entering the Council Chambers

AMERICANS WITH DISABILITIES ACT
The City complies with the Americans with Disabilities Act (ADA). If you will need special assistance at Council meetings, please call (626) 939-8433 (voice) or (626) 960-4422 (TTY) from 8 to 5 Monday through Thursday. Do call at least one day prior to the meeting date to inform us of your particular needs and to determine if accommodation is possible. For sign language interpreter services at Council meetings, please request no less than four working days prior to the meeting.

AGENDA MATERIAL
Agenda material is available for review at the City Clerk's Office, Room 317 in City Hall, 1444 W. Garvey Avenue South, West Covina and at www.westcovina.org. Any writings or documents regarding any item on this agenda, not exempt from public disclosure, provided to a majority of the City Council that is distributed less than 72 hours before the meeting, will be made available for public inspection in the City Clerk’s Office, Room 317 of City Hall located at 1444 W. Garvey Avenue South, West Covina, during normal business hours.

NOTICE
The City Council will regularly convene on the first and third Tuesday of the month. The West Covina Community Development Commission, West Covina Public Financing Authority and the West Covina Community Services Foundation are agencies on which the City Council serves as members. Agendas may contain items for these boards, as necessary.

PUBLIC COMMENTS

ADDRESSING THE CITY COUNCIL
(Per WCMC 2-48, Ordinance No. 2150)
Any person wishing to address the City Council on any matter listed on the agenda or on any other matter within their jurisdiction should complete a speaker card that is provided at the entrance to the Council Chambers and submit the card to the City Clerk.

Please identify on the speaker card whether you are speaking on an agenda item or non-agenda. Requests to speak on agenda items will be heard prior to requests to speak on non-agenda items. All comments are limited to five (5) minutes per speaker.

Oral Communications may be limited to thirty (30) minutes, unless speakers addressing agenda items have not concluded.

Any testimony or comments regarding a matter set for a Public Hearing will be heard during the hearing.

RULES OF DECORUM
Excerpts from the West Covina Municipal Code and Penal Code pertaining to the Rules of Decorum will be found at the end of agenda.

AGENDA
AGENDA

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY

TUESDAY SEPTEMBER 3, 2024, 7:00 PM

REGULAR MEETING

INVOCATION
Moment of Silent Prayer/Meditation

PLEDGE OF ALLEGIANCE
Led by Councilman Wu

ROLL CALL

REPORTING OUT FROM CLOSED SESSION

PRESENTATIONS
Certificate of Recognition Congratulating Jacob Van Gido for Winning the National USA Boxing Competition
Certificate of Recognition Recognizing David Wallach, Historical Society Citizen of the Year Certificate of Recognition Honoring Emily De La Torre for Organizing the 2024 Film It West Covina Film Festival
Certificate of Recognition Congratulating the West Covina Senior Softball Team for Winning the Tournament

CITY MANAGER'S REPORT
City Manager's report on current City projects.

ORAL COMMUNICATIONS - Five (5) minutes per speaker
Please step forward to the podium and state your name and city of residence for the record when recognized by the Mayor.

CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and can be acted on by one roll call vote.

There will be no separate discussion of these items unless members of the City Council/Community Development Commission request specific items to be removed from the Consent Calendar for separate discussion or action.

APPROVAL OF MEETING MINUTES
1) CONSIDERATION OF APPROVAL OF THE AUGUST 20, 2024, CITY COUNCIL/SUCCESSOR AGENCY REGULAR SESSION MEETING MINUTES AND THE AUGUST 20, 2024, CITY COUNCIL/SUCCESSOR AGENCY REGULAR CLOSED SESSION MEETING MINUTES.

That the Council approve the August 20, 2024, City Council/Successor Agency Regular Session Meeting Minutes and the August 20, 2024, City Council/Successor Agency Regular Closed Session Meeting Minutes.

CITY CLERK'S OFFICE
2) CONSIDERATION OF UPDATED RECORDS RETENTION SCHEDULE
It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2024-58 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, APPROVING AND ADOPTING A REVISED

RECORDS RETENTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF

RECORDS IN ACCORDANCE WITH THE RECORDS RETENTION SCHEDULE

COMMUNITY DEVELOPMENT
3) CONSIDERATION OF AN AMENDMENT TO EXTEND THE TERM OF THE PROFESSIONAL SERVICES AGREEMENT WITH TRANSTECH ENGINEERS, INC. FOR CITY ENGINEERING

SERVICES
It is recommended that the City Council authorize the City Manager to execute the Fifth Amendment to the Professional Services Agreement with Transtech Engineers, Inc., to extend the term of the agreement on a month-to-month basis while the City conducts the Request for Proposal (RFP) and consultant selection process.

FINANCE DEPARTMENT
4) CONSIDERATION OF JOB DESCRIPTION FOR PURCHASING MANAGER It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2024-60 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, APPROVING THE REPEAL AND REPLACEMENT

OF THE PURCHASING MANAGER CLASSIFICATION SPECIFICATIONS

PUBLIC WORKS
5) CONSIDERATION OF AMENDMENT NUMBER FOUR TO PROFESSIONAL SERVICES

AGREEMENT WITH JOE GHOUGASSIAN DBA J & L AUTO BODY REPAIR It is recommended that the City Council authorize the City Manager to execute Amendment Number Four to the Professional Services Agreement with Joe Ghougassian, an individual dba J & L Auto Body Repair to provide for a month-to-month extension of the agreement. 6) CONSIDERATION OF PURCHASE ORDER FOR WAXIE'S ENTERPRISES, INC. DBA WAXIE SANITARY SUPPLY FOR FISCAL YEAR 2024-2025
It is recommended that the City Council approve the following:

Authorize the City Manager to approve a purchase order for Waxie’s Enterprises, Inc. dba Waxie Sanitary Supply (Waxie) in the amount of $70,000 for Fiscal Year (FY) 2024-25.

1. Authorize the City Manager to execute any change orders and/or future purchase orders under NCPA Master Agreement #02-27, should the term be extended beyond April 2025.

2. END OF CONSENT CALENDAR

MAYOR/COUNCILMEMBERS REPORTS
AB 1234 Conference and Meeting Report (verbal, if any)
(In accordance with AB 1234, Councilmembers shall make a brief report or file a written report on any meeting/event/conference attended at City expense.)

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION (Per City of West Covina Standing Rules 4.f - Requests for reports, studies, or investigations that are not readily available must be placed on the City Council/Successor Agency agenda as items of business and must be approved by a majority of the City Council/Successor Agency Board.)

CITY COUNCIL COMMENTS

ADJOURNMENT
Next Tentative City Council Meeting
Regular Meeting September 17, 2024 7:00 PM

RULES OF DECORUM
The following are excerpts from the West Covina Municipal Code:

Sec. 2-48. Manner of addressing council; time limit; persons addressing may be sworn.

Each person addressing the council shall step up to the rostrum, shall give his or her name and city of residence in an audible tone of voice for the record and unless further time is granted by the council, shall limit his or her address to five (5) minutes. a.
b. The city council may establish a limit on the duration of oral communications.

All remarks shall be addressed to the council as a body and not to any member thereof. No person, other than the council and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the council, without the permission of the presiding officer. No question shall be asked of a councilmember except through the presiding officer. c.

The presiding officer may require any person to be sworn as a witness before addressing the council on any subject. Any such person who, having taken an oath that he or she will testify truthfully, willfully and contrary to such oath states as true any material matter which he knows to be false may be held to answer criminally and subject to the penalty prescribed for perjury by the provisions of the Penal Code of the state.
d.

Sec. 2-50. Decorum--Required.

While the council is in session, the members shall preserve order and decorum, and a member shall neither, by conversation or otherwise, delay or disrupt the proceedings or the peace of the council nor interrupt any member while speaking or refuse to obey the orders of the council or its presiding officer, except as otherwise herein provided. a.

Members of the public shall not willfully disrupt the meeting or act in a manner that actually impairs the orderly conduct of the meeting.

For the purposes of this code, “willfully disrupt” includes, but is not limited to, continuing to do any of the following after being warned by the Mayor that continuing to do so will be a violation of the law:
a. Addressing the Mayor and City Council without first being recognized. b. Persisting in addressing a subject or subjects, other than that before the Mayor and City Council. c. Repetitiously addressing the same subject.
d. Failing to relinquish the podium when directed to do so.

From the audience, interrupting or attempting to interrupt, a speaker, the Mayor, a council member, or a staff member or shouting or attempting to shout over a speaker, the Mayor, a council member or a staff member. e.

As a speaker, interrupting or attempting to interrupt the Mayor, a council member, or a staff member, or shouting over or attempting to shout over the Mayor, a council member, or a staff member. Nothing in this section or any rules of the council shall be construed to prohibit public criticism of the policies, procedures, programs, or services of the City or of the acts or omissions of the City Council. It shall be unlawful to violate the provisions of this Section. f.
b.

If any subsection, sentence, clause, or phrase or word of this Section 2-50 is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Section. The City Council hereby declares that it would have passed this section and each subsection, sentence, clause and phrase thereof, irrespective of the fact that any one or more subsections, sentences, clauses, phrases or words had been declared invalid or unconstitutional.

Sec. 2-52. Persons authorized to be within council area.

No person, except city officials, their representatives and members of the news media shall be permitted within the rail in front of the council chamber without the express consent of the council.

The following are excerpts from the Penal Code
148(a) (1) Every Person who willfully resists, delays, or obstructs any public officer, peace officer, or an emergency medical technician, as defined in Division 2.5 (commencing with Section 1797) of the Health and Safety code, in the discharge or attempt to discharge any duty of his or her office or employment, when no other punishment is prescribed, shall be punished by a fine not exceeding one thousand dollars ($1,000), or by imprisonment in a county jail not to exceed one year, or by both that fine and imprisonment. 403 Every person who, without authority of law, willfully disturbs or breaks up any assembly or meeting that is not unlawful in its character, 403 Every person who, without authority of law, willfully disturbs or breaks up any assembly or meeting that is not unlawful in its character, other than an assembly or meeting referred to in Section 303 of the Penal Code or Section 18340 of the Elections Code, is guilty of a misdemeanor.

AGENDA ITEM NO. 1

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: September 3, 2024
TO: Mayor and City Council
FROM: Paulina Morales, City Manager
SUBJECT: CONSIDERATION OF APPROVAL OF THE AUGUST 20, 2024, CITY

COUNCIL/SUCCESSOR AGENCY REGULAR SESSION MEETING MINUTES AND THE AUGUST 20, 2024, CITY COUNCIL/SUCCESSOR AGENCY REGULAR CLOSED SESSION MEETING MINUTES.

RECOMMENDATION:

BACKGROUND:

That the City Council adopt the attached minutes.

Prepared by: Lisa Sherrick, Assistant City Clerk
Attachments
Attachment No. 1 - 8/20/2024 Closed Session Minutes Draft Attachment No. 2 - 8/20/2024 Regular Session Minutes Draft CITY COUNCIL GOALS & OBJECTIVES: Enhance City Image and Effectiveness Attachment No. 1

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
AUGUST 20, 2024, 6:00 PM

REGULAR MEETING - CLOSED SESSION
MANAGEMENT RESOURCE CENTER 3RD FLOOR
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Brian Calderón Tabatabai
Mayor Pro Tem Tony Wu
Councilwoman Letty Lopez-Viado
Councilman Ollie Cantos
Councilwoman Rosario Diaz

MINUTES

CALL TO ORDER
A Regular Session Meeting was called to order by Mayor Pro Tem Wu on Tuesday, August 20, 2024, at 6:00 p.m., in the Management Resource Center, 1444 West Garvey Avenue South, West Covina, California.

ROLL CALL
Council Members

Present: Council Members Rosario Diaz, Ollie Cantos, Letty Lopez-Viado, Mayor Pro Tem Wu,

Absent: Mayor Brian Calderón Tabatabai
Attachment No. 1
City Staff: Paulina Morales, Acting City Manager, Thomas Duarte, City Attorney, Stephanie Sikkema, Finance Director, Melissa Ballard from Jones & Mayer, Gerry Lopez, Deputy Director Public Works.

PUBLIC COMMENTS ON ITEMS ON THE AGENDA
None

CLOSED SESSION

1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION - Pursuant to Government Code § 54956.9(d)(1)

1.Ronnie Parham vs. City of West Covina, et al. (United States District Court, Case No. 2:21-cv-09114-FLA-GJS)

2.CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - Initiation of litigation pursuant to Government Code § 54956.9(d)(4)
Number of Cases: Two (2)

3. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION - Significant exposure to litigation pursuant to Government Code § 54956.9(d)(2) Number of Cases: One (1)

4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS - Pursuant to Government Code § 54956.8
Property: Plaza West Covina City Property (APN: 8474-007-940) Agency Negotiator: Morales, Duarte, Hildebrand
Negotiating Parties: TXRH West Covina
Under Negotiation: Price and Terms

5. CONFERENCE WITH REAL PROPERTY NEGOTIATORS - Pursuant to Government Code § 54956.8
Property: 2100 S. Azusa Ave. West Covina, CA 91792 (APN: 8735-001-913) Agency Negotiator: Morales, Duarte, Lerma, Lopez
Negotiating Parties: Victor Vargas, Owner
Under Negotiation: Price and Terms

-THIS SPACE HAS BEEN INTENTIONALY LEFT BLANK-
Attachment No. 1

6. CONFERENCE WITH LABOR NEGOTIATORS - Pursuant to Government Code § 54957.6
City Negotiators: Morales, Duarte
Employee Organizations
 Confidential Employees
 Maintenance & Crafts Employees
 Non-Sworn
 W.C. Police Officers’ Association
 W.C. Firefighters’ Management Assoc.
 W.C. Firefighters’ Association, I.A.F.F., Local 3226
 General Employees
 Mid-Management Employees
 W.C. Police Management Association
Unrepresented Employee Group
 Department Heads

REPORTING OUT
City Attorney Thomas Duarte reported that no action was taken during the Closed Session Meeting.

ADJOURNMENT
A motion to adjourn the Regular Closed Meeting was made by Mayor Pro Tem Wu, and the meeting was adjourned at 7:05 p.m. The next regularly scheduled Regular Closed City Council Meeting will be held on Tuesday, September 3, 2024, at 6:00 p.m. in the Management Resource Center 3rd Floor, 1444 West Garvey Avenue South, West Covina, California.

Submitted By:
____________________________
Lisa Sherrick
Assistant City Clerk
__________________________
Tony Wu
Mayor Pro Tem

ATTACHMENT NO. 2
1 CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
AUGUST 20, 2024, 7:00 PM

REGULAR MEETING

CITY HALL COUNCIL CHAMBERS
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Brian Calderón Tabatabai
Mayor Pro Tem Tony Wu
Councilwoman Letty Lopez-Viado
Councilman Ollie Cantos
Councilwoman Rosario Diaz

MINUTES

INVOCATION
Led by Pastor Samuel Martinez from Amazing Love Ministries

PLEDGE OF ALLEGIANCE
Led by Councilwoman Diaz

ROLL CALL
Council Members

Present: Council Members Rosario Diaz, Ollie Cantos, Letty Lopez-Viado, Mayor Pro Tem Wu

Absent: Mayor Brian Calderón Tabatabai
ATTACHMENT NO. 2
2 REPORTING OUT FROM CLOSED SESSION
City Attorney Thomas Duarte reported that no action was taken during the Closed Session Meeting.

PRESENTATIONS
 Certificate of Recognition Honoring West Covina American Little League 2024 District 19 Champions

CITY MANAGER'S REPORT
City Manager's report on current City projects.

ORAL COMMUNICATIONS - Five (5) minutes per speaker
Dan Miller
Audrey Miller
Dr. Peter Davis
Stephen C.

Jimmy Lima
Jim Grivich
Patricia Powert
Mario Sobalvarro
Shannon Volk
Lance Volk
Christine Volk
Robert Torres
Arlene Shutt
J.D.

John Shewmaker
Jerri Potras
Shiratz Dafai
R. Robinson
Dan Tran

CONSENT CALENDAR
ACTION: Motion by Councilwoman Lopez-Viado and Second by Councilwoman Diaz, 4-0 (Absent: Calderón Tabatabai) to: Approve Consent Calendar Items 1,2 and 4 - 10. Item No. 3 pulled by Councilman Cantos for further discussion.

ACTION: Motion by Councilman Cantos and Second by Councilwoman LopezViado, 4-0(Absent: Calderón Tabatabai) to: Approve Consent Calendar Item No. 3.

APPROVAL OF MEETING MINUTES
1) CONSIDERATION OF APPROVAL OF THE JULY 16, 2024, CITY

COUNCIL/SUCCESSOR AGENCY REGULAR SESSION MEETING MINUTES AND ATTACHMENT NO. 2
3 THE JULY 16, 2024, CITY COUNCIL/SUCCESSOR AGENCY REGULAR CLOSED SESSION MEETING MINUTES.

Carried 4-0 (Absent: Calderón Tabatabai) to: That the Council approve the July 16, 2024, City Council/Successor Agency Regular Session Meeting Minutes and the July 16, 2024, City Council/Successor Agency Regular Closed Session Meeting Minutes.

COMMISSION SUMMARY OF ACTIONS
2) CONSIDERATION OF MINUTES FROM THE COMMUNITY AND SENIOR SERVICES COMMISSION MEETING HELD ON MAY 14, 2024
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council receive and file the Community and Senior Services Commission meeting minutes from its regular meeting on May 14, 2024.

CITY MANAGER'S OFFICE
3) CONSIDERATION OF ACCEPTANCE OF FUNDING FROM CALIFORNIA OFFICE

OF EMERGENCY SERVICES HAZARD MITIGATION GRANT PROGRAM

Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council take the following actions:
*City Manager noted that there was a change it dollar amount from cost of technology $16,162 to $25,369.

1. Accept grant funding from the California Governor's Office of Emergency Service (Cal OES) Hazard Mitigation Grant Program in the amount of $209,950;

2. Authorize the City Manager to negotiate and execute grant agreements with Cal OES and the Federal Emergency Management Agency (FEMA), in such form as approved by the City Attorney;

3. Authorize the City Manager to negotiate any amendments to the agreements in such form approved by the City Attorney; and

4. Approve the following resolution:

RESOLUTION NO. 2024-57 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR, COMMENCING JULY 1, 2024 AND ENDING JUNE 30, 2025 (CAL

OES AND FEMA HAZARD MITIGATION GRANT)
4) CONSIDERATION OF MEASURE A ANNUAL ALLOCATION GRANT

AGREEMENT WITH LOS ANGELES COUNTY REGIONAL PARK AND OPEN

SPACE DISTRICT
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council take the following actions:

ATTACHMENT NO. 2
4 1. Authorize the City Manager to negotiate and execute the Measure A Annual Allocation Grant Agreement with the Los Angeles County Regional Park and Open Space District and any other documents required in connection with the City's Annual Allocations, in such final form as approved by the City Attorney; and

2. Authorize the City Manager to negotiate any amendments to the agreement in such form as approved by the City Attorney.
5) CONSIDERATION OF LETTER AGREEMENT WITH THE SAN GABRIEL VALLEY

COUNCIL OF GOVERNMENTS FOR PARTICIPATION IN THE SAN GABRIEL

VALLEY REGIONAL FOOD RECOVERY PROGRAM
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council authorize the City Manager to sign the Letter Agreement with the San Gabriel Valley Council of Governments for participation in the San Gabriel Valley Regional Food Recovery Program (“Program”).
6) CONSIDERATION OF EXTENSIONS TO TRANSPORTATION AND LEASE AGREEMENTS WITH MV TRANSPORTATION, INC.

Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council take the following actions:

1. Approve a one (1) year extension to both the Transportation Services Agreement and the Lease Agreement with MV Transportation, Inc., extending the terms of both agreements through September 2, 2025; and

2. Approve MV Transportation, Inc.'s cost proposal for the one-year extension to the Transportation Services Agreement, including the option for in-vehicle technology tracking; and

3. Authorize the City Manager to negotiate and execute amendments memorializing the extensions and the maximum annual cost for the transportation services as outlined in MV Transportation Inc.'s cost proposal, in such final form as approved by the City Attorney.

COMMUNITY DEVELOPMENT
7) GRANT OF EASEMENT FOR UTILITY PURPOSES IN FAVOR OF SOUTHERN CALIFORNIA EDISON FOR 1611 WEST MERCED AVENUE
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2024-9 – A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF WEST COVINA, CALIFORNIA, GRANTING AN EASEMENT

TO SOUTHERN CALIFORNIA EDISON AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE GRANT OF EASEMENT
ATTACHMENT NO. 2
5 COMMUNITY SERVICES
8) CONSIDERATION OF RATIFICATION OF PROCUREMENT AND AGREEMENT FOR THE 2024 WEST COVINA 4TH OF JULY FIREWORK SPECTACULAR Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council find that compliance with the City's bidding requirements and procedures was impractical in connection with the procurement of the fireworks display for the 2024 4th of July Celebration and ratify the agreement with Pyro Spectaculars, Inc. in the amount of $36,750.

POLICE DEPARTMENT
9) CONSIDERATION OF MEMORANDUM OF UNDERSTANDING (MOU) WITH

WEST COVINA UNIFIED SCHOOL DISTRICT (WCUSD) FOR SCHOOL RESOURCE

OFFICERS AT WEST COVINA AND EDGEWOOD HIGH SCHOOLS
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council authorize the City Manager to execute a new five-year Memorandum of Understanding with the West Covina Unified School District (WCUSD) for the School Resource Officer Program at West Covina and Edgewood High Schools.

PUBLIC WORKS
10) CONSIDERATION OF A RESOLUTION AUTHORIZING THE SUBMITTAL OF

APPLICATIONS AND RELATED AUTHORIZATIONS FOR ALL CALIFORNIA

DEPARTMENT OF RESOURCES, RECYCLING, AND RECOVERY (CALRECYCLE)

PAYMENT PROGRAMS
Carried 4-0 (Absent: Calderón Tabatabai) to: It is recommended that the City Council adopt the following resolution:

RESOLUTION 2024-59 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, AUTHORIZING SUBMITTAL OF INDIVIDUAL

PAYMENT PROGRAM APPLICATIONS AND RELATED AUTHORIZATIONS FOR

ALL DEPARTMENT OF RESOURCES, RECYCLING AND RECOVERY
(CALRECYCLE) PAYMENT PROGRAMS

END OF CONSENT CALENDAR

DEPARTMENTAL REGULAR MATTERS
ATTACHMENT NO. 2
6 COMMUNITY DEVELOPMENT
11) ENGINEERING REVIEW OF THE INTERSECTION OF CITRUS STREET AND

CAMERON AVENUE
ACTION: Motion by Councilman Cantos and Second by Councilwoman LopezViado, (Absent: Calderón Tabatabai; Abstain: Lopez-Viado) 3-1-1 to: Approve the installation of a Traffic Signal at the location of Citrus Street and Cameron Avenue.

MAYOR/COUNCILMEMBERS REPORTS
None

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION  Motion by Mayor Pro Tem Wu to send a letter in support of City of Glendora regarding by the League of Cities “local Control” – No objection.  Motion by Councilman Cantos to conduct a speed survey on Cameron and Citrus. Second by Councilman Wu – No objection.

CITY COUNCIL COMMENTS
 Councilwoman Lopez Viado acknowledged the Film Festival that took place over the weekend and requested recognition at an upcoming City Council Meeting.  Mayor Pro Tem Wu acknowledged the Exchange Student program developed by the Japanese Community Center.

ADJOURNMENT
A motion to adjourn the Regular Meeting was made at 9:01 PM The next regularly scheduled Regular City Council Meeting will be held on Tuesday, September 3, 2024, at 7:00 p.m. in the Council Chambers, 1444 West Garvey Avenue South, West Covina, California.
____________________________
Lisa Sherrick
Assistant City Clerk
__________________________
Tony Wu
Mayor Pro Tem

AGENDA ITEM NO. 2

It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2024-58 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, APPROVING AND ADOPTING A REVISED RECORDS RETENTION

SCHEDULE AND AUTHORIZING THE DESTRUCTION OF RECORDS IN ACCORDANCE WITH

THE RECORDS RETENTION SCHEDULE
BACKGROUND:

The City's Records Retention Schedule is a written policy that governs the period records are retained in the City. It provides the authority for the disposition of City records and demonstrates compliance with governmental regulations. Regular review and update of the City's Records Retention Schedule is necessary to ensure the City is in compliance with changes in State law and guidelines issued by the Secretary of State.

The City worked with Gladwell Governmental Services, Inc. (GGS), an expert in special City records, to provide a comprehensive update to the City's Records Retention Schedule, last adopted in March 2018 through the adoption of Resolution No. 2018-22. This update was necessary to ensure retention periods reflected changes in law, to reduce current and future record storage costs, eliminate duplication of effort, increase efficiency, take advantage of current technology, and keep pace with “Best Practices” of public agencies.

DISCUSSION:

The development of records retention schedules is driven by many factors, including:

Changes in law, pertaining to special City records
The City produces and manages many permanent records
Escalating records storage and production expenses
Technology advancements
In December 2020, the City Council adopted Resolution No. 2020-114, authorizing the destruction of records no longer required, provided that the destruction is in accordance with the City's Records Retention Schedule and the requirements of Section 34090.5 of the California Government Code, without further approval by the City Council, upon written approval by the City Attorney. Since the adoption of Resolution No. 2020-114, staff has provided to the City Council a list of records to be destroyed.

The proposed Resolution No. 2024-58 provides for the approval and adoption of a revised Records Retention Schedule. It also provides authorization for staff to destroy records no longer needed for the efficient operation of City business in accordance with the provisions of Section 34090 et seq. of the California Government Code and the Records Retention Schedule with the written approval of the Department Head, the City Clerk or Assistant City Clerk, and the City Attorney without further action by the City Council. This process is consistent with the City's practice since the adoption of Resolution No. 2020-114 and is standard business practice for California local governments.

The proposed resolution also authorizes future amendments and updated to the Records Retention Schedule to meet the City's needs and to ensure compliance with legal requirements, upon the written consent of the Department Head, City Clerk or Assistant City Clerk, City Manager, and the City Attorney, without further action by the City Council.

The proposed resolution requires the City Manager and/or the City Clerk to provide to the City Council a written list of all records that were destroyed within 30 days of the destruction of any records.

The revised Records Retention Schedule is included as Exhibit A to the proposed resolution. The changes are shown in redline format in Attachment No. 2.

LEGAL REVIEW:

The City Attorney's Office has reviewed the resolution and Records Retention Schedule and approved them as to form.

OPTIONS:

The City Council has the following options:

1. Approve the Staff Recommendation; or

2. Provide alternative direction.

Prepared by: Lisa Sherrick, Assistant City Clerk
Fiscal Impact
FISCAL IMPACT:

This is strictly an administrative item, therefore; there is no fiscal impact associated with this action.

Attachments
Attachment No. 1 - Resolution No. 2024-58 Adopting a Records Retention Schedule Attachment No. 2 - Retention Schedule Redline Version
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Image and Effectiveness ATTACHMENT NO. 1
RESOLUTION NO. 2024-58

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING AND

ADOPTING A REVISED RECORDS RETENTION

SCHEDULE AND AUTHORIZING THE DESTRUCTION OF

RECORDS IN ACCORDANCE WITH THE RECORDS

RETENTION SCHEDULE
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and
WHEREAS, Section 34090 of the California Government Code provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the maintenance of numerous records which are no longer needed for administrative, legal, fiscal, historical, or research purposes is expensive, slows document retrieval, and is contrary to the effective and efficient operation of the government of the City; and
WHEREAS, a system whereby necessary records are properly retained and whereby those records no longer needed for the operation of government are destroyed pursuant to a schedule is appropriate; and
WHEREAS, the City Clerk’s Office has developed a system by which City records are maintained and destroyed, and is responsible for the management of the City’s records; and
WHEREAS, on March 20, 2018, City Council adopted Resolution No. 2018-22 adopting a revised Records Retention Schedule for the City; and WHEREAS, the City Council finds it necessary and desirable to adopt a revised records retention schedule.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council hereby approves and adopts the revised Records Retention Schedule attached hereto as Exhibit A.

SECTION 2. The City Council hereby authorizes the records of the City of West Covina, as set forth in the Records Retention Schedule attached hereto as Exhibit A, to be maintained and, when no longer needed for the efficient operation of City business, destroyed as provided by Section 34090 et seq. of the California Government Code and in accordance with the provisions of said schedule with the written approval of the Department Head, the City Clerk or Assistant City Clerk, and the City Attorney without further action by the City Council.

SECTION 3. The City Council hereby authorizes future amendments and updates to the Records Retention Schedule to meet the needs of the City and to ensure compliance with legal requirements, as amended, to be made administratively upon the written consent of the Department Head, City Clerk or Assistant City Clerk, City Manager, and the City Attorney without further action by the City Council.

SECTION 4. Within thirty (30) days of the destruction of any records, the City Manager and/or the City Clerk shall provide to the City Council a written list of all records that were destroyed.

SECTION 5. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

SECTION 6. The Records Retention Schedule attached hereto as Exhibit A shall supersede and replace the Records Retention Schedule adopted through Resolution No. 2018-22. Upon adoption of this resolution, all provisions of any previously adopted City Council resolution or Records Retention Schedule that conflicts with this resolution or the Records Retention Schedule attached as Exhibit A is superseded and shall be of no further force or effect.

SECTION 7. The City Council finds that the adoption of this resolution does not constitute a project for purposes of the California Environmental Quality Act, and therefore, no environmental assessment is required.

SECTION 8. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 3rd day of September, 2024.

Brian Calderón Tabatabai
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2024-58 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 3rd day of September, 2024, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk

EXHIBIT A

RECORDS RETENTION SCHEDULE
Exhibit A

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

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

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

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

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

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

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

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

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

Usually it is the department that originates the record.

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:9/3/2024 93/20/2018
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
Finance CW-002
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
Travel Reimbursement, etc.

ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives
all original agreements, GC
§34090.7
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; 2 CFR 200.334; CCP
§337 et. seq., 21 CFR 1403.36
& 1403.42(b); 24 CFR

91.105(h), 92.505, &
570.502(a), 29 CFR 97.42
OMB Circular A-133GC
§34090; GC §8546.7
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC
§34090
Lead Dept. CW-008
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years
Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract; GC §34090
Finance CW-009
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-010 Bids: See Agreements &
Contracts
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

Staffing Dept. CW-012
Boards, Commissions, &
Committees: Employees Staff
Meetings / Department Staff
Meetings
2 years 2 years
Mag,
Ppr GC §34090 et seq.

CW-013
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA
PACKETS.

CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years
Mag,
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Staffing Dept. CW-016
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS
P P
Mag,
Mfr, OD,
Ppr
S No GC §34090
Staffing Dept. CW-017
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

SUMMARY OF ACTIONS
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-018
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
VIDEO RECORDINGS of
Meetings / Audio Tapes
10 years 10 years
Mag,
OD
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
Finance CW-019 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Finance CW-020
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources /
Risk
Management
CW-021 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

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

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

Superior Court (Smith).

S218066. Supreme Court of
California, 2017; GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
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, flyers,
invitations, instant messaging,
inventories, logs, mailing lists,
meeting room registrations,
speaker cards, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

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

GC §§34090, 7927.500,
7928.705.64 Ops. Cal. Atty.

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

S218066. Supreme Court of
California, 2017
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-028
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-029
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC §34090
Lead Dept. CW-030 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
Lead Dept. CW-031 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 7927.500,
7928.705
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-032
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.

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

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

91.105(h), 92.505, 570.490, &
570.502(a), OMB Circular A110 & A-133; GC §34090; GC
§8546.7
Human
Resources CW-035 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to
Human Resources; All State
and Federal laws require
retention until final
disposition of formal
complaint; State requires 2
years after action is taken;
GC
§§12946, 12960, 34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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
City Clerk CW-039 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-040 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-041 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-042
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §34090
City Clerk CW-043 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk Permanently; GC §34090
Human
Resources /
Risk
Management
CW-044 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §34090.7
Human
Resources CW-045
Personnel Files (Departmentlevel Files)
Except for Fire & Police
Department
Shed Upon
Separation or
Transfer
Shred Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-046 Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Property NOT purchased,
Loans not funded, etc.
2 years 2 years
Mag,
Ppr
Not accessible to the public;
GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-051
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years
Minimum 3
years
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; GC
§§34090, 7928.705
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department preference; GC
§34090
Lead Dept. CW-055
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-056 Reference or Working Files:

See Correspondence
Lead Dept. CW-057
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-058
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years
Mag,
Ppr
Department preference;
Information is outdated after 10
years; If historically significant,
retain permanently;
GC §34090
City Clerk CW-059 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-060 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

Lead Dept. CW-061
Surveys / Questionnaires (that
the City issues).

If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years
Mag,
Ppr GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-062
Time Cards / Time Sheets -
BEFORE 2016 (Departments
kept the originals with
employee signatures)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; Most
Employees provide digital
signatures when they submit
their timecards, but some in
Public Works and Community
Services do not (another
employee enters their time);
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090
Finance /
Payroll CW-063
Time Cards / Time Sheets -
AFTER 2016 (Finance keeps
the originals with employee
signatures)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; Most
Employees provide digital
signatures when they submit
their timecards, but some in
Public Works and Community
Services do not (another
employee enters their time);
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-064
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention &
Safety Training & Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; Ethics
& Harassment Prevention
Training is 5 years; Calif. Labor
Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; State Law
requires 4 years for personnel
actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

CITY ATTORNEY
City Attorney CA-001 Advice Files / Department Files
Minimum 2
years
Minimum 2
years Mag,
Ppr
Department Preference; GC
§34090
City Attorney CA-002 City Attorney Opinions and
Opinion Index
Minimum
10 years
Minimum
10 years Yes Mag,
Ppr
Department Preference; GC
§34090
City Attorney CA-003 Closed Session Material
Minimum
10 years
Minimum
10 years Yes Mag,
Ppr
Department Preference;; GC
§34090
Lead Dept. CA-004
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement Agreements
to the City Clerk
Final
Resolution +
at least 5
years
Final
Resolution +
at least 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC
§832.5(b)
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Department preference; GC
§34090
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street & alley
improvements, settlement,
subdivisions, utilities, water, etc.

4.703
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Consultants, Franchises,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel, Professional
Services, etc.

Completion 10 years
Completion +
10 years
Yes: Before
Completion Mag, Ppr
Department Preference;
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 Annexations P P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-005
Assessment District Formation
/ Maintenance District
Formation
P P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-006
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-007
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr GC §34090
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

QC & OD
Department preference; GC
§34090
City Clerk CC-011 Deeds, Easements, Liens,
Rights of Way P P Yes (all) Mag, Mfr, OD, Ppr S No
Department preference;
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.

City Clerk CC-012
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
7 years 7 years
Mag, Mfr,
OD, Ppr S / I
Yes: After 2
years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-013
Economic Interest Filings
(FPPC Form 602/635) -
Lobbyist Authorization
Reporting
2 years 3 years 5 years Mag, Ppr S / I
Yes: After 2
years
2 CCR 18615(d), GC §34090
City Clerk CC-014 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr S / I
Yes: After 2
years
Must post on website; FPPC
Opinion; GC §81009(e)
City Clerk CC-015
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr S / I
Yes: After 2
years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-016 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr S / I
Yes: After 2
years GC §81009e
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

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

SUCCESSFUL CANDIDATES
(Elected Officials)
2 years P P
Mag, Mfr,
OD, Ppr S
Yes: After 2
years
Paper must be retained for at
least 2 years; GC
§81009(b)&(g)
City Clerk CC-022
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
5 years 5 years
Mag, Mfr,
OD, Ppr S
Yes: After 2
years
Paper must be retained for at
least 2 years; GC
§81009(b)&(g)
City Clerk CC-023
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-024
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CC-025
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
CA law states term of office
and 4 years after the
expiration of term for
Nomination Papers ; EC
§17100
City Clerk CC-026
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years
Mag, Ppr
Department Preference;CA
law states term of office and 4
years after the expiration of
term for Nomination Papers
; EC §17100
City Clerk CC-027
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
2 years 2 years Mag, Ppr GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CC-028
Elections - HISTORICAL
(Sample ballot, copies of
resolutions, final results;
Certificate of Election, Oath of
Office)
2 years P P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk CC-029 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
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
petition is §§17200(b)(3), 17400
insufficient
(End of Elections Section)
City Clerk CC-047 Enterprise System Catalogue
(posted on line) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-030 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §53235.2(b) City Clerk CC-031
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P
Mag, Mfr,
OD, Ppr S No
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CC-032
Minutes: City Council, Audit
Committee, Civic Center
Authority Board, Housing
Authority, Redevelopment
Agency, Community
Development Commission,
Successor Agency, Oversight
Board, Mortgage Authority,
Community Information, Public
Financing Authority, Parking
Authority
P P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-033
Municipal Code
Administration, Distribution,
etc.

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

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

City Clerk CC-038
PowerPoint presentations
submitted by members of the
public (submitted during public
comment not related to an
agenda item)
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary drafts; GC
§34090
City Clerk CC-039
Public Records Requests /
Request for Records /
Subpoenas (Records / Duces
Tecum) / Summons
2 years 2 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC'd & OD GC §34090
City Clerk CC-040
Recordings - AUDIO of City
Council, Audit Committee,
Civic Center Authority Board,
Housing Authority,
Redevelopment Agency,
Community Development
Commission, Successor
Agency, Oversight Board,
Mortgage Authority,
Community Information, Public
Financing Authority, Parking
Authority
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CC-041
Recordings - VIDEO of City
Council, Audit Committee,
Civic Center Authority Board,
Housing Authority,
Redevelopment Agency,
Community Development
Commission, Successor
Agency, Oversight Board,
Mortgage Authority,
Community Information, Public
Financing Authority, Parking
Authority
Minimum 10
years
Minimum 10
years
Mag, OD
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk CC-042 Records Destruction
Authorization Forms P P
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-043
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P
Mag, Mfr,
OD, Ppr S / I No GC §34090 et. seq.

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

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

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

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

CITY MANAGER
City
Manager CM-001 Administrative Policies Superseded+ 2 years Superseded
+ 2 years Mag, Ppr Department Preference; GC§34090
City
Manager CM-002 City Council Correspondence Minimum 2years Minimum 2
years Mag, Ppr Department Preference; GC§34090
City
Manager CM-003 Closed Session Memoranda Minimum 2years
Minimum 2
years Mag, Ppr Department Preference; GC§34090
City
Manager CM-004
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Ppr
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
Manager CM-005 Newsletters - Community("Discover West Covina") Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC§34090
City
Manager CM-006 Newsletters - Employees Minimum 2years
Minimum 2
years Mag, Ppr Department Preference; GC§34090
City
Manager CM-009 PowerPoint Presentations Minimum 2years
Minimum 2
years Mag, Ppr Department Preference; GC§34090
City
Manager CM-007 Proclamations / Commendations 2 years 2 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC'd & OD GC §34090
City
Manager CM-008
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-009 Speech Notes
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Notes, drafts, or preliminary
documents; GC §34090 et seq.

Finance CM-010 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Invoices are maintained by
Finance; GC §34090.7
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

City
Manager CM-011 Weekly Reports 2 years 2 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC'd & OD GC §34090
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT Page C&ED-1 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Community
&
Economic
Develop.

ED-001
Economic Development Projects,
Programs, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
&
Economic
Develop.

ED-002 Real Estate Appraisals 5 years 5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
GC §34090
Community
&
Economic
Develop.

ED-003
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion
+ 10 years
Completion
+ 10 years
Mag, Ppr Department preference; GC
§34090
Community
&
Economic
Develop.

ED-004 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090
Community
&
Economic
Develop.

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

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

Community
&
Economic
Develop.

ED-006 Relocations Completion
+ 5 years
Completion
+ 5 years
Mag, Ppr
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090

WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes: When
Inactive
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local Governments
is 3 years from expenditure
report; 2 CFR 200.333; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR

97.42, GC §34090
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT Page C&ED-3 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Community
&
Economic
Develop. /
Housing
ED-009
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required for
3-4 years from expenditure or
performance report; 2 CFR
200.333; 24 CFR 92.508(a)&(c)
& 570.502(a)(16),
982.158, 884.214; 29 CFR

97.42, GC §34090
Community
&
Economic
Develop. /
Housing
ED-010
Loan Applications / Potential
Buyers Denied, Cancelled or
Withdrawn (First Time Home
Buyers, Life/Safety, Rehabilitation,
HOME, etc.)
2 years 2 years Mag, Ppr GC §34090
Community
&
Economic
Develop. /
Housing
ED-011
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided
by California Department of
Housing & Community
Development
5 years 5 years Mag, Ppr
Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§34090,
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-1 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

COMMUNITY & RECREATION SERVICES
Community &
Recreation
Services
C&RS-001 Registration Database (Active
Net)
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag Department Preference; data is
interrelated; GC §34090
Community &
Recreation
Services
C&RS-002
Activity / Special Programs / Special
Event / Trips
Children's Programs, Cultural Arts,
Sports, Seniors, Filming, Theatre
Programs etc.

Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Community &
Recreation
Services
C&RS-003
Childcare - Licensed Participant
Files: Registration / Fee &
Charge / Liability Forms /
Release of Liability Forms /
Permissions
Licensed Childcare only
While
Participant is
in Program
7 years
End of
Participation
+ 7 years
Yes:

During
Class or
Program
Mag, Ppr
Meets State Licensing
requirements; May have grant
funding; GC §34090
Community &
Recreation
Services
C&RS-004 Class Instructor Agreements /
Contracts Completion 5 years
Completion +
5 years Mag, Ppr
Department preference (covers
Statute of Limitations); CCP
§337 et. seq., GC §34090
Community &
Recreation
Services
C&RS-005 Client Referrals (Home Visits, etc.) 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-006
Community and Senior Services
Commission
AGENDAS, AGENDA PACKETS.

Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-2 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

MINUTES & BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City
Clerk; GC §34090.7
Community &
Recreation
Services
C&RS-009 Evaluations/Surveys (Program
Evaluations)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department Preference
(Transitory record not retained
in the ordinary course of
business); GC §34090
Community &
Recreation
Services
C&RS-010 Facility Use Permits / Field Use
Permits
Expiration + 2
years
Expiration +
2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-011 First Aid Reports / Minor Incident
Reports 2 years 2 years Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-012 Lifeguard Certifications Separation +
2 years
Separation +
2 years Mag, Ppr
Department Preference; 29
CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960,
34090; 29 USC 1113
Community &
Recreation
Services
C&RS-013 Master Plans: Parks Master Plans,
etc. P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department Preference; GC
§34090
Community &
Recreation
Services
C&RS-014 Park History Files P P Mag, Ppr Department Preference; GC §34090
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-3 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Community &
Recreation
Services
C&RS-015
Registration Forms / Reservation
Forms / Classes / Application
Forms / Fee & Charge / Liability
Forms / Release of Liability Forms /
Permissions / etc.: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years Ppr GC §34090
Community &
Recreation
Services
C&RS-016 Season Brochures / Recreation
Brochures P P Mag, Ppr Department Preference; GC§34090
Community &
Recreation
Services
C&RS-017 Special Event Permits 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-018
Sports Council Agendas, Agenda
Packets, Minutes (Not a City
Council Advisory Board)
2 years 2 years Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-019 Transportation Applications for
Service (Dial-a-Ride, etc.)
Inactive + 2
years
Inactive + 2
years
Mag, Ppr GC § 34090
Community &
Recreation
Services
C&RS-020 Transportation Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC § 34090
Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-4 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Community &
Recreation
Services
C&RS-021
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Community &
Recreation
Services
C&RS-022
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960 34090; 29
USC 1113
Community &
Recreation
Services
C&RS-023 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-024
Youth Council Agendas, Agenda
Packets, Minutes (Not a City
Council Advisory Board)
2 years 2 years Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-025 Youth Council Applications 2 years 2 years Mag, Ppr GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Accounting FIN-003
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Accounting FIN-004
Audit Commission

AGENDAS, AGENDA
PACKETS.

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

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

Finance /
Accounting FIN-006
Audit Commission

MINUTES & BYLAWS
P P Yes Mag, Mfr,
OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Finance /
Accounting FIN-007
Audit Reports / Annual
Comprehensive Financial Report
(ACFR) and related Audit
Opinions
10 years P P
Mag, Mfr,
OD, Ppr S / I
Yes: After 90
days
Department Preference (copies);
GC §34090.7
Finance /
Accounting FIN-008 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
Accounting FIN-009
Audits - Single Audits, Grant
Audits, IRS Audits, Transportation
Audits, PERS Audit, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; meets
municipal government auditing
standards; GC §34090
Finance /
Accounting FIN-010
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 3 years 5 years Mag, Ppr
Department Preference; meets
auditing standards; GC §34090,
26 CFR 31.6001-1
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Finance /
Accounting FIN-011
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
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.

Finance /
Accounting FIN-012 Budgets - Adopted / Final P P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes: After 90
days
Department preference; GC
§34090 et seq.

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

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

Finance /
Accounting FIN-016 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Finance /
Accounting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be kept
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §34090
Finance /
Accounting FIN-018 Investment Reports & Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC§34090 Finance /
Accounting FIN-019
Investments / Arbitrage /
Certificate of Deposit / Investment
Bonds (Receipts / Advisor
Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
5 years 5 years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards;; FTC Reg's
rely on "self-enforcement";
GC§§ 34090, 43900
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
Finance /
Accounting FIN-022
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Accounting FIN-023 W-9s Minimum 5 years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090

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

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

Finance /
Business
License &
Revenue
FIN-024
Accounts Receivable -
Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.
2 years 3 years 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

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

Finance /
Business
License &
Revenue
FIN-025 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Finance /
Business
License &
Revenue
FIN-026 Bankruptcies - Where a claim is
filed 10 years 10 years Mag, Ppr
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§34090
Finance /
Business
License &
Revenue
FIN-027 Billing Registers, Payment
Registers, Adjustment Registers
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Business License & Permit
Database is the original; reports
are considered drafts or copies);
GC §34090
Finance /
Business
License &
Revenue
FIN-028 Business License & Permit
Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Finance /
Business
License &
Revenue
FIN-029 Business License Applications
and Changes 5 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
requirements); GC §34090 et
seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Finance /
Business
License &
Revenue
FIN-030 Business License Renewals 5 years 5 years Mag, Ppr Department preference (meets
municipal government auditing
requirements); GC §34090 et
seq.

Finance /
Business
License &
Revenue
FIN-031
Cash Receipts / MCRs
(Miscellaneous Cash Receipts) /
Daily Cash Summaries / Cashiers
Reports / Cash Reports / Petty
Cash
1 year 4 years 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

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

Finance /
Business
License &
Revenue
FIN-032 Checks / Warrants (Cashed /
Paid) / Wires / Wire Transfer 2 years 5 years 7 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
Finance /
Business
License &
Revenue
FIN-033
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Finance /
Business
License &
Revenue
FIN-034 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090

PAYROLL
Finance /
Payroll FIN-035
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

FTB: 3 years; 26 CFR §31.6001-
1(e)(2), R&T §19530; 29 CFR
516.5 -
516.6, 29 USC 436, GC §34090
Finance /
Payroll FIN-037 Deferred Compensation (457)Reports, Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC§34090 Finance /
Payroll FIN-038 Employment Verifications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the Regular Course of Business
GC §34090
Finance /
Payroll FIN-039
Payroll Benefit Files /
Administration Forms (1095-C, W
4s, Auto Pay Authorization Forms
/ Direct Deposit Authorizations,
Changes, Personnel Action Form
copies, Vacation pay-off
requests, etc.)
Separation +
5 years
Separation +
5 years Yes Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
Department preference; IRS
Regulation for W-4s is four years
after the due date of such tax for
the return period to which the
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31.6001-1; GC
§34090
Finance /
Payroll FIN-040 Payroll Journals / Payroll Registers / Pay Day Registers 2 years 48 years 50 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department preference for
CalPERS buy-back purposes;
GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024
Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-041
Time Cards / Time Sheets -
AFTER August, 2016 (Finance
keeps the originals with
employee signatures)
2 years 3 years 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

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-043
Lease / Purchase Agreements
(for equipment, maintenance or
services where Purchasing is the
lead)
Completion
+ 2 years
3 years
Completion
+ 5 years
Mag, Ppr
Department Preference to cover
statute of limitations; GC
§34090; CCP§ 337 et seq.

Finance /
Purchasing FIN-044 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Ppr Department Preference; GC§34090 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001 DMV Pull Notices - Fire Personnel Only
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag,
Ppr
Department Preference; GC
§34090
Fire /
Admin. FR-002
Emergency Operations Plan
(includes Office of Emergency
Management & Homeland
Security)
Superseded
and
Approved
Superseded
and
Approved
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. FR-003 Employee Training - Rookie Tests 2 years 2 years Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
GC §34090
Fire /
Admin. FR-004
Training Course Records
(Attendance Rosters, Outlines and
Materials) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Ethics &
Harassment Prevention Training is
5 years; Calif. Labor Division is
required to keep their OSHA
records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 4 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b)
Ver 9.0 RECORDS RETENTION SCHEDULE Page FR-2 - FIRE
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024
Office of
Record
Records
Series #
Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Fire /
Admin. FR-005
Employee Training File / DMV File
(by employee)
Individual Training Certificates, etc.

Separation +
5 years
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years for
personnel actions; LC §6429(c);
GC §§12946, 12960, 34090
Fire /
Admin. &
Police /
Admin.

FR-006 EOC Activations & Drills 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
Department Preference; GC
§34090
Fire /
Admin. FR-007
FEMA / OES Reimbursement
Claims / Strike Team
Reimbursements
10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC
§34090
Fire /
Admin. FR-008 Film Permits Minimum 2years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
34090 et seq.

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

Fire /
Admin. FR-012 Monthly Statistical Reports / Run Statistics When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §34090 et seq.

City Clerk FR-013 Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §34090.7
Fire /
Admin. FR-014
Programs and Projects (e.g. Cadet,
CPR Program, Fire Service Day,
etc.)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
34090 et seq.

Fire /
Admin. FR-015 Requests for Fire Incident Reportsand Fire Investigation Reports 2 years 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-016 Ride-A-Long Waivers 2 years 2 years
Mag,
Ppr GC §34090
Fire /
Admin. FR-017 Subpoenas (Personal Appearance -Fire Personnel) 2 years 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-018 Training Database / Log (Target
Solutions / Vector Solutions)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Ppr
Data is interrelated; GC §34090 et
seq.

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

Fire / EMS FR-020 Emergency Medical PCR
Database
Indefinite -
Minimum 20
years
Indefinite -
Minimum 20 Yes Mag
Data is interrelated; If data
includes e-PCRs, Minors retention
is until 1 year after age 18, but not
less than 7 years; 10 years (see
Patient Care Reports) GC §34090
years
Fire / EMS FR-021
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
3 years 3 years
Mag,
Ppr
Statute of Limitations for health
providers is 3 years; 13 CCR
1100.7, GC §34090, 60201 et seq.

Fire / EMS FR-022
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
45 CFR 164.530(j)
Fire / EMS FR-023
Paramedic / EMS Continuing
Education Rosters and Certificates
(Attendance Rosters, Outlines and
Materials)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference;
Paramedic Continuing Education
is required for 4 years by DPH; 8
CCR §3204(d)(1) et seq., 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090
Ver 9.0 RECORDS RETENTION SCHEDULE Page FR-5 - FIRE
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024
Office of
Record
Records
Series #
Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Fire / EMS FR-024
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS
AND JUVENILES / Includes e-PCR
Database / Electronic Patient Care
Report Database
20 years 20 years
Mag,
Mfr, OD,
Ppr
S
Yes:

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-025
Annual Permits / Fire Code Permits
/ Special Event Permits /
Explosives Permits / Fireworks
Permits (assembly permits, candle
permits, tent permits, fire hydrant
use, open flame, etc.)
Minimum 2
years
Minimum 2
years Yes:

Before
Event
Mag,
Ppr
Department Preference; GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-026
Fire Inspections / Business
Inspection Files / Occupancy
Inspections
A.K.A. "Engine Inspections"
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for the Life of the
Structure or Activity, or Minimum 5
years for Approvals, Inspections,
Fires, Modification / Alternative
Methods or Materials; CFC §§
104.6 – 104.6.4
Ver 9.0 RECORDS RETENTION SCHEDULE Page FR-6 - FIRE
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024
Office of
Record
Records
Series #
Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Fire / Fire
Marshal &
Fire
Prevention
FR-040 Fire Citations / Notice of Violations Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-027 Fire Investigations - Arson &
Capital Crimes Only P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

Fire / Fire
Marshal &
Fire
Prevention
FR-028 Fire Investigations - OTHER Than
Arson & Capital Crimes
Minimum 5
years
Minimum 5
years Mag,
Ppr
Department preference; GC
§34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-030 Fire Sprinkler Plans / Fire Alarm
Plans / Hood Plans
When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090 et seq.

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

Fire / Fire
Marshal &
Fire
Prevention
FR-033 Weed Abatement / Vegetation
Abatement
Minimum 2
years
Minimum 2
years Mag,
Ppr
Department Preference; GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-034 Weed Abatement / Vegetation
Abatement LIENS
Minimum 2
years
P P
Mag,
Ppr GC §34090(a)
Ver 9.0 RECORDS RETENTION SCHEDULE Page FR-8 - FIRE
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024
Office of
Record
Records
Series #
Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

OPERATIONS / SUPPRESSION
Lead Dept. FR-035 AQMD Permits (Generators, etc.) 5 years 5 years Mag,
Ppr 40 CFR 70.6; GC §34090
Fire / Ops FR-036
Daily Vehicle Inspections / Daily
Equipment Checks / Safety
Equipment Inspections
Minimum 2
years
Minimum 2
years
Ppr GC §34090
Lead Dept. FR-037
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years
Mag,
Ppr AQMD Rule 1470; GC §34090
Lead Dept. FR-038
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years
Mag,
Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Fire / Ops FR-039 Pre-plan Sheets When
Superseded
When
Superseded
Yes:

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

Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Duration of
the Contract
+ 6 years
Duration of
the Contract
+ 6 years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; Federal law
requires 6 years after filing
date for retirement; State Law
requires 2 years after action;
29 CFR 1627.3(b)(2); 29 USC
1027; GC §§12946, 12960,
34090
Human
Resources HR-002
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946,
12960, 34090
Human
Resources HR-003 Compensation Surveys & Studies
Minimum 3
years
Minimum 3
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946,
12960, 34090
Human
Resources HR-003.1 COVID-19 Notifications toEmployees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-004
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
4 years
Final
Disposition +
4 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4
years after "fully and finally
disposed"; 2 CCR 11013(c);
GC §§12946,
12960, 34090
Human
Resources HR-005 DMV Pull Notices (other than Police & Fire) When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC
§34090
Human
Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag Ppr Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR
655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
Human
Resources HR-006 EEO-4 Reports 3 years 3 years Mag Ppr
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32;
GC §34090
Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-007
Human Resources
Commission

AGENDAS, AGENDA

PACKETS
Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Human
Resources HR-008
Human Resources
Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Human
Resources HR-009
Human Resources
Commission

MINUTES & BYLAWS
P P Yes Mag, Mfr,
OD, Ppr S No GC §34090
Human
Resources HR-010
Human Resources
Commission

SUMMARY OF ACTIONS
Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Human
Resources HR-011 I-9s Separation + 3 years
Separation +
3 years Mag Ppr
Non-citizens must re-certify
periodically; 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
Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum
Superseded
+ 4 years
Minimum
Superseded
+ 4 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; retirement benefits is
6 years from last action; 29
CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090;
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
5 years
Minimum 5
years
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference; GC
§34090
Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-014
Personnel Files - Background
Files (Fire, Executives,
Information Technology)
Separation +
6 years
Separation +
6 years Mag, Ppr
Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 8 CCR
§11040.7(7)(C); 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; 29 USC 1113; LC
§1198.5
Human
Resources HR-015
Personnel Files - Employee
File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.

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

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

Human
Resources HR-016 Personnel Files - Grievance
Files / Investigations
Separation +
4 years
Separation +
4 years
Mag, Ppr
Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090; 29 USC 1113; LC
§1198.5
Human
Resources HR-017
Personnel Files - Medical File
(all employees)
Pre-employment Medical
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.

Separation +
6 years
Whichever
is Longer:

Separation
+ 24 years;
OR
Termination
of Benefits
+ 5 years
Whichever is
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC
§1198.5
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years
Human
Resources HR-018
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Hiring
Decision + 4
years
Mag, Ppr
Department preference;
EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law
requires 4 years; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c); 2
CCR 7287.0(c)(2), GC
§§12946, 12960, 34090
Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-019
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Human
Resources HR-019.5
Verifications of Employment,
Child Support, etc. (From
lenders or other outside
companies)
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Not an Agency record /
Content does NOT relate in a
substantive way to the
conduct of the public's
business; GC §34090 et seq
Human
Resources HR-020 Workers Compensation ClaimRuns / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC§34090 Human
Resources HR-021
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
or Injury Reports from
Employees)
Separation +
10 years
Whichever
is Longer:

Separation
+ 20 years;
OR
Termination
of Benefits
+ 5 years
Whichever is
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years

RISK MANAGEMENT
Risk Manag. HR-022
Accident / Incident / Injury
Reports (Potential Claims -
medical and non-medical that
do not result in a claim.)
2 years 2 years Mag, Ppr Department preference; CCP
§340.5, GC §34090
Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

QC & OD
Department Preference; GC
§34090
Risk Manag. HR-025 Claim Runs 5 years 5 years Ppr Department Preference; GC §34090
Risk Manag. HR-026
OSHA Logs - 200, 300, 301,
301A, OSHA Inspections or
Citations
5 years 5 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Calif. Labor Division is
required to keep their records
7 years; OSHA requires 5
years; State law requires 2
years; ; 8 CCR 14300.33, 8
CCR §3203(b)(1), GC
§34090.7; LC §6429c
Ver. 6.0 RECORDS RETENTION SCHEDULE: Page IT-1 INFORMATION TECHNOLOGY Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

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

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

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-004

UNALTERABLE MEDIA /

IMMUTABLE CLOUD BACKUP /
WORM / DVD-r / CD-r / Blue RayR or other UNALTERABLE
MEDIA that does not permit
additions, deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record);
must be stored in a "safe and
separate location"; GC 34090,
12168.7, EVC 1550, CCR 22620
et seq..

WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 9/3/2024 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

PLANNING
Planning PL-001 Administrative Reviews 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-002 Alcohol Beverage Control License
Applications (ABC Applications)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
Planning PL-003 Annexations / Boundaries /
Consolidations / LAFCO 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD Land Records; GC §34090
Planning PL-004 Art in Public Places 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-005 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau
is OFR)
Planning PL-006 Conceptual Plans Minimum 2
years
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Planning PL-007 Covenants 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-008 Design Review Case Files 4 years 4 years Yes Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-009
Design Review Subcommittee

AGENDAS & AGENDA

PACKETS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Planning PL-010
Design Review Subcommittee

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
Planning PL-011 Design Review Subcommittee

SUMMARY OF ACTIONS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-012
Design Review Subcommittee
VIDEO RECORDINGS of
Meetings / Audio Tapes
10 years 10 years Mag, OD
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
Planning PL-013
Environmental Determinations:

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

QC & OD
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Planning PL-013.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.) Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Ppr
Not all internal communications
and notes are required to be
saved; "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); PRC 21167,6;
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
GC §34090
Planning PL-014
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
Planning PL-015 General Plan, Elements and
Amendments P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
Planning PL-016 Historic Preservation Survey,
Evaluations and Designations P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department Preference; GC
§34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Planning PL-017 Landscape Plans P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-018 Master Plans, Specific Plans, Land
Use Plans, etc. P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department Preference; GC
§34090
Planning PL-019 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Planning PL-020
Model Home Marketing Plan
(Authorization to build Model Home
prior to Final Approval)
Final
Inspection of
Model Home
Final
Inspection of
Model Home
Mag, Ppr Preliminary Draft; Final Building
Plan is the final; GC §34090
Planning PL-021 Plan Checks 2 years 2 years Mag, Ppr Department preference (preliminary drafts); GC §34090
Planning PL-022
Planning Commission

AGENDAS & AGENDA

PACKETS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-023
Planning Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Planning PL-024
Planning Commission

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
Planning PL-025 Planning Commission

SUMMARY OF ACTIONS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

QC & OD
Department preference; GC
§34090
Planning PL-028 Planning Project Log of
Applications, Database
Indefinite -
Permanent
Indefinite -
Permanent Yes (all) Mag Department Preference - Data isinterrelated; GC §34090 Planning PL-029
Planning Project Files -
Approved Permanent
Entitlements
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Correspondence, Design
Review, Parcel Maps, Planned Unit
Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.
3 years P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
Planning PL-030 Preliminary Review File Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

Planning PL-031
Prospective Home Buyer's
Notification (where property is near
the landfill)
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-032
Special Event Permits / Temporary
Entitlements / Temporary Permits
(Approved & Unapproved):

Christmas Tree Lots, Pumpkin
Lots, Banner Permits, etc.

Minimum 2
years
Minimum 2
years
Yes:

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

QC & OD
Department preference;
GC§§34090
Planning PL-033 Special Studies Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Planning PL-034 Zoning Compliance Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-035 Zoning Maps (Historically
Significant) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No Department Preference; GC
§34090.7
Planning PL-036 Zoning Ordinance Amendments,
Reclassifications / Zone Change P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
1 year
Department Preference
(copies); GC §34090.7
Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

POLICE CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD-001
Carry Concealed Weapon
Permits (CCW Permits) -

APPROVED
Expiration +
2 years
Expiration +
2 years Mag, Ppr Department preference; GC§34090 et seq.

Police /
Chief /
Admin.

PD-002
Carry Concealed Weapon
Permits (CCW Permits) -
DENIED
2 years 2 years Mag, Ppr Department preference; GC
§34090 et seq.

Police /
Chief /
Admin.

PD-003 DMV Pull Notices - Police Only
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC
§34090
Police /
Chief /
Admin.

PD-004 Neighborhood Watch 2 years 2 years Mag GC §34090 et seq.

Police /
Chief /
Admin.

PD-005
Personnel Files - Police
Department Employees (By
Employee)
Including Evaluations, PAPS,
Oath of Office, Policies, etc.

Separation +
6 years
Separation +
6 years
Before
Separation Mag, Ppr
City preference; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090

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

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

COMMUNITY ENHANCEMENT
Police /
Community
Enhance.

PD-007 Administrative Citation Hearings /
Hardship Waivers
Minimum
Resolution +
2 years
Minimum
Resolution +
2 years
Yes: Until
Resolution Mag, Ppr Department preference; GC§34090
Police /
Community
Enhance.

PD-008
Code Enforcement / Abatement
Case Files / Administrative
Citations / Vehicle Abatement
(Includes appeals and Code
Enforcement Complaint Letters)
Excludes Liens (Send to City Clerk)
Minimum
Resolution +
2 years
Minimum
Resolution +
2 years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
Police /
Community
Enhance.

PD-009 Code Enforcement Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag Data Fields / Records are
interrelated; GC §34090

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

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

Police /
Detectives PD-011 Intelligence Files (Criminal Intelligence Files) No Longer
than 5 years
No Longer
than 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Detectives PD-012 Investigation Files and Arrest Files
Transfer to
Records
Transfer to
Records Mag, Ppr
Final reports and records are
transferred to the case file stored
in Records; GC §34090 et seq.

Police /
Detectives PD-013 Narcotics Buy Fund Logs 2 years 2 years Mag GC §34090 et seq.

Police /
Records PD-014 Pawn Slips 2 years 2 years Mag, Ppr
Department Preference to
provide information to other
agencies; Non-records used for
investigations; Originals entered
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090
Police /
Detectives PD-015
Regulatory Permits &
Backgrounds (Solicitors,
Massage, Taxi, etc.

Expiration +
2 years
Expiration +
2 years Mag, Ppr Department preference; GC§34090 et seq.

POLICE INFORMATION TECHNOLOGY
Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
Information
Technology
PD-016
Backups - Computer Backups
(ALL Disaster Recovery
Computer Backups)
(Police Only)
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

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

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

Police / Jail PD-022
Logs & Inspections: Activity,
Custody Logs & Lists, Daily
Counts, Daily Food Services,
Freezer Temperature Forms,
Goof Inspection, Kitchen Utensil
Inventory, Handcuff Log, Tool
Log, Jail incident Lob, Drain
Flush Log, Jail Key Log, Shift
Change Checklist, Duress Alarm
Log, Safety & Sobering Cell
Logs, Secure Juvenile Logs,
Security Checks, Visitor Logs
2 years 2 years Mag, Ppr GC §34090
Police / Jail PD-023 Medical Screen Forms, Sheets 2 years 2 years Mag, Ppr GC §34090 Police / Jail PD-024 Monthly Counts, Official Counts 2 years 2 years Mag, Ppr GC §34090 Police / Jail PD-025 Outside Agencies Pre-booking
Forms 2 years 2 years Mag, Ppr GC §34090
Police / Jail PD-026 PREA (Prison Rape Elimination
Act) Report 2 years 2 years Mag, Ppr GC §34090
Police / Jail PD-027 Property Sheets 2 years 2 years Mag, Ppr GC §34090 PATROL
Police /
Patrol PD-028 Beat Sheets 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol PD-029
Canine (Police Service Dogs)
Program Files / Training Files:

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

Police /
Patrol PD-030
Canine (Police Service Dogs)
Program Files: Action Reports,
Monthly Reports
2 years 2 years Mag, Ppr GC §34090 et seq.

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
Patrol PD-031 Officer Daily Logs 2 years 2 years Mag
Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Police /
Patrol PD-032 PAS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-033 Ride-A-Long Waivers 2 years 2 years Mag GC §34090 et seq.

Police /
Patrol PD-034 Special Events / Ops Plan Minimum 2 years Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
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))
Police /
Patrol PD-035 Traffic Control: RadarCalibration Records 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-036 Vacation House Checks / Extra Patrol Requests 2 years 2 years Mag Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Police /
Patrol PD-037 Watch Commander Logs 2 years 2 years Mag
Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

PROFESSIONAL STANDARDS UNIT
Police /
PSU PD-038
Department Policies &
Procedures / Operation
Directives / General Orders /
Lexipol (Department Policies and
Procedures)
When
Superseded
Minimum 2
years
When
Superseded
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After
superseded
Department Preference; GC §
34090 et seq.

Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
PSU PD-039
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
(May include criminal acts, moral
turpitude, complaints generated
from a civilian
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5 years
for civilian complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
Statute of Limitations is 4 years
after the discovery of the offense
for misconduct in office; PC
§§801.5, 803(c), 832.5; EVC §
1045(b)(1), GC §§12946, 12960,
34090; VC §2547
Police /
PSU PD-039
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITH
Sustained Finding of
Misconduct as defined in PC
§832.7
Final
Disposition +
15 years
Final
Disposition + Mag, Ppr PC §832.5) ; GC §34090;
15 years
Police /
PSU PD-040 Internal Pursuit Critiques Incident + 2years Incident + 2
years Mag, Ppr Department preference; GC§34090 et seq.

Police /
PSU PD-041 Pitchess Motions Notifications 2 years 2 years Mag, Ppr GC §34090 Police /
PSU PD-042 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police /
PSU PD-043 Range Qualifications 2 years 2 years Mag, Ppr GC §34090 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
PSU PD-083
Report of data regarding the
number, type, or disposition of
complaints made against its
officers (optional)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
PSU PD-084
Report to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
PSU PD-044
Use of Force Review (Not as a
result of a civilian complaint, and
not resulting in death or in great
bodily injury.)
Incident + 2
years
Incident + 2
years
Mag, Ppr Department preference; GC
§§12946, 12960, 34090
Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-045 Crime Report Photos
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I
Yes: After 1
year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-046 Forfeiture Notification 5 years 5 years Mag, Ppr Per DOJ Equitable Sharing Program; GC §34090
Police /
Property &
Evidence
PD-047 Gun and Narcotics Destruction
Log (Documents related to)
Minimum 2
years
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Police /
Property &
Evidence
PD-048 Lost & Found Property
(Documents related to) 2 years 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-049 Property & Evidence Logs 2 years 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-050 Property Auctions 2 years 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-051
Citations & Notice to Appear -
Parking, Marijuana / Cannabis, &
Moving
Minimum 3
years
Minimum 3
years
Mag, Ppr Department preference; GC
§34090 et seq.

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

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

Police /
Records PD-052

CRIME REPORTS / INCIDENT
REPORTS:

ALL, Except for those
Specifically Mentioned
Elsewhere (mandated purges)
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Department Preference; DOJ
retains CACI (Child Abuse
Central Index) information for
adults 100 years; Penal Code,
Health & Safety Code, GC§
34090
Police /
Records PD-053

CRIME REPORTS / INCIDENT
REPORTS:

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

CRIME REPORTS / INCIDENT
REPORTS:

Firearms entered into CLETS
(if not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
PC§ 11108.2(b); GC§ 34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-055

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
2 years 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
("Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-056

CRIME REPORTS / INCIDENT
REPORTS:

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

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-057

CRIME REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction
Marijuana / Cannabis
§11357(d) - Juvenile on School
Grounds during School Hours
(with procedure in
H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(d)
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description
Inactive
Retention / Disposition
Image: Destroy
Comments / Reference
(OFR) Active
(in office) (Records
Center)
Total
Retention Vital? Media
Options
I=Import
M=Mfr
S=Scan
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CRIME REPORTS / INCIDENT
REPORTS:

Police /
Sealed Adult, Juvenile and
Ward Cases - Except those with
Sealing Date
+ 5 years Sealing Date Yes: Mag, Mfr,
Sealed records for juveniles and

wards of the Court must be
Records
Police /
Records
PD-058
PD-058.1
Childhood Sexual Assault Child
Abuse or Severe Neglect,
(Substantiated), outstanding
stolen property, including
firearms, or lost firearms

CRIME REPORTS / INCIDENT

REPORTS
Sealed Juvenile and Ward
Cases - Childhood Sexual
Assault

CRIME REPORTS / INCIDENT
REPORTS:
(Or Court
Order)
Age of
Majority + 22
years
+ 5 years (or
Court Order)
Age of
Majority + 22
years
Before
Disposition
Yes:

Before
Disposition
OD, Ppr
Mag, Mfr,
OD, Ppr
S/M/I Yes
After
3 years
destroyed 5 years after sealing
date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
CCP §§340.1, GC §34090
Police / Court Order Court Order Mag, Mfr, Individual petitions Court ("Shall" Records
Police /
Records
Police /
Records
PD-058.5
PD-059
PD-060
Vacatur Relief Granted by
Court - Victim of Human
Trafficking (Nonviolent
Crimes)
Crime Statistics / National
Incident-Based Reporting
System (NIBRS) / Uniform
Crime Reports (UCR) -
Summaries (BCS)
Due Diligence Reports (for
warrants)
+ 1 year
2 years
2 years
+ 1 year
2 years
2 years
OD, Ppr
Mag, Ppr
Mag, Ppr
S/M/I Yes:

After
3 years
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Filed on line with the State; GC
§34090
GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-061 Field Investigation Cards (FI's) -After Entry into RMS 5 years 5 years Mag, Ppr Department preference;
Preliminary Drafts; GC§ 34090 et
seq.

Police /
Records PD-062 Logs: Arrest Packet, JDIC 2 years 2 years Mag Department preference;
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

Police /
Records PD-063 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-064
Officer Recordings: Mobile
Audio Video (MAV) Recordings -
that are NOT evidence
1 year 1 year Mag
Lexipol Section 446.10.1 requires
1 year; Those segments of
videos that are determined to be
evidence are retained as
evidence; GC §34090.6 et seq.

Police /
Records PD-065 Police RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of Yes Mag Data Fields / Records are
interrelated; GC §34090 the Crime
Report
Police /
Records PD-066 Registrants: Arson - Adults 5 years P P
Mag, Mfr,
OD, Ppr S/M/I Yes: After 5 years
Department preference; Pursuant
to PC §457.1 et seq.; required to
register for life; If released from
CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); GC §34090
Police /
Records PD-067.3 Registrants: Gang Juveniles Sealing Date + 5 years
Sealing Date Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); Records are destroyed + 5 years
pursuant to W&I §781;GC
§34090
Police /
Records PD-068 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Records PD-069 Registrants: Sex Offenders -
Adults P P
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.

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

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

Police /
Records PD-071 Repossession Notices
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Police /
Records PD-071.1
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
Police /
Records PD-072 Subpoenas (PersonalAppearance or Duces Tecum) 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-073 Subpoenas (Records) 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-074 Video Recordings - Parking
Lots, Public Areas
When No
Longer
Required
When No
Longer
Required
Mag
Does not record "regular and
ongoing operations"; GC
§34090.6
Police /
Records PD-075 Video Recordings - Police
Operations 1 year 1 year Mag Records "regular and ongoing operations"; GC §34090.6
Police /
Records PD-076 Warrants (Recalled or Served) 2 years 2 years Mag Department preference;; GC§34090 et seq.

TRAINING
Police /
Training PD-077
Background File / Recruitment
File / Phycological - Police
Employees & Police
Volunteers (SUCCESSFUL)
Separation +
4 years
Separation +
4 years
Mag, Ppr
State Law requires 4 years after
the date of the employment
action taken; 8 CCR
§11040.7(7)(C); 29 CFR 1602.31
& 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 29
USC 1113
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9/3/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

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

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

Police /
Training PD-078
Background File / Recruitment
File / Phycological - Police
Employees & Police
Volunteers (UNSUCCESSFUL)
4 yeas 4 years Mag, Ppr
State Law requires 4 years after
the date of the employment
action taken; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
Police /
Training PD-079 Training Bulletins 2 years 2 years Mag, Ppr GC §34090 Police /
Training PD-080 City Firing Range Reservations, Schedules, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts; GC §34090
Police /
Training PD-081
Personnel Files - Police
Department Employees /
Department Training Files (By
Employee)
Separation +
2 years
Separation +
2 years
Before
Separation Mag, Ppr
City preference; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090
Police /
Training PD-082 Personnel Training Evaluations / Daily Observation Reports When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq.

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

AUTHORIZATION TO DESTROY RECORDS:

Usually it is the department that originates the record.

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

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

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.

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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference; GC §34090.7
Finance CW-002
Accounts Payable, Invoices, Petty Cash, Warrant Requests, Travel Reimbursement, etc.

ALL backup is forwarded to Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance (these are copies); GC §34090.7 Lead Dept. CW-003
Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC
§§34090, 54960.1(c)(1)
City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD GC §34090.7
City Clerk CW-005 Agreements & Contracts ALL ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives all original agreements; GC §34090.7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-006
Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years;
2 CFR 200.334; CCP §337 et.
seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090; GC §8546.7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-007
Agreements & Contracts: ADMINISTRATIVE FILES(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-008
Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr
The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Finance CW-009
Audits / Audit Reports / Annual
Comprehensive Financial Report (ACFR) CAFR - Comprehensive Annual Financial Reports Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-010 Bids: See Agreements & Contracts
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

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

Staffing Dept. CW-012
Boards, Commissions, & Committees: Employees Staff Meetings / Department Staff Meetings 2 years 2 years Mag, Ppr GC §34090 et seq.

CW-013
Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-014
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS.

Minimum 2
years
Minimum 2
years
Mag,
Ppr
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept. CW-015
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-016
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCILMINUTES & BYLAWS PP
Mag,
Mfr, OD,
Ppr
S No GC §34090
Staffing Dept. CW-017
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL SUMMARY OF ACTIONS Minimum 2
years
Minimum 2
years
Mag,
Ppr
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept. CW-018
Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes 10 years 10 years Mag, OD
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Finance CW-019 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After 5 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance CW-020
Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources /
Risk
Management
CW-021 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After Settlement GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-022 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090
Human
Resources CW-023 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Ppr GC §34090.7
CW-024 Contracts: See Agreements
Lead Dept. CW-025 Copies or duplicates of any record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business) (e.g. Administrative, Chronological, e-mail, General Files, Letters, Memorandums, Reading File, Working Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years 2 years Mag, Ppr
ONLY IF the Content relates in
a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
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, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 7928.705. 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-028
Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City Clerk; GC §34090.7
Lead Dept. CW-029
Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets auditing standards; GC §34090 Lead Dept. CW-030 DMV Pull Notices
When
Superseded or
Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Lead Dept. CW-031 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes
are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) 7927.500, 7928.705
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-032
GIS Database / Data / Layers (both City-wide and Specialized) When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.

Lead Dept. CW-033 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, Ppr GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-034
Grants / CDBG / Reimbursable Claims / FEMA or OES Reimbursement Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §34090; GC §8546.7 Human
Resources CW-035 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-036
Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b)
Lead Dept. CW-037 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §34090 Lead Dept. CW-038
Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes - After QC & OD
Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 City Clerk CW-039 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City Clerk Permanently; GC §34090.7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-040 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW-041 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW-042
Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr
Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090
City Clerk CW-043 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City Clerk Permanently; GC §34090 Human
Resources /
Risk
Management
CW-044 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §34090.7
Human
Resources CW-045
Personnel Files (Departmentlevel Files)Except for Fire & Police Department Shed Upon
Separation or
Transfer
Shred Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-046 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.

Lead Dept. CW-047 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy unnecessary photographs. GC §34090 Lead Dept. CW-048 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §34090 Lead Dept. CW-049 Purchase Orders / Requisitions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After QC &OD GC §34090.7
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports: Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag, Ppr
Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-051
Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; Statewide Guidelines show 2 years; GC
§§34090, 6254(h) 7928.705
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-052
Records Destruction Lists / Certificate of Records Destruction Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-053
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-054
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department preference; Statewide guidelines propose
superseded + 2 or 5 years; GC §34090
Lead Dept. CW-055
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-056 Reference or Working Files: See Correspondence
Lead Dept. CW-057
Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After 10 years
Administratively and Historically significant, therefore retained permanently; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-058
Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr
Department preference; Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090
City Clerk CW-059 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept. CW-060 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq.

Lead Dept. CW-061
Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §34090
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-062
Time Cards / Time Sheets - BEFORE 2016 (Departments kept the originals with employee signatures) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance /
Payroll CW-063
Time Cards / Time Sheets - AFTER 2016 (Finance keeps the originals with employee signatures) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-064
Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: When Inactive
Department preference; Ethics & Harassment Prevention Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR1627.3(b)(ii), LC §6429(c); GC§§12946, 12960, 34090,53235.2(b), 53237.2(b) WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY ATTORNEY
City Attorney CA-001 Advice Files / Department Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090
City Attorney CA-002 City Attorney Opinions and Opinion Index When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Yes Mag, Ppr
Department Preference; Statewide guidelines propose
superseded + 2 years; GC
§34090
City Attorney CA-003 Closed Session Material
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Yes Mag, Ppr
Department Preference; Statewide guidelines propose
superseded + 2 years; GC
§34090
Lead Dept. CA-004
Litigation Files / Lawsuits / Court Case Files
Send Final Settlement Agreements to the City Clerk
Final
Resolution +
at least 5 years
Final
Resolution +
at least 5 years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP §§ 337 et seq.; GC §§ 911.2,945.6, 34090, 34090.6; PC §832.5(b)
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
City Clerk CC-001
Agenda Packets: City Council, Audit Committee, Civic Center Authority Board, Housing Authority, Redevelopment Agency, Community Development Commission, Successor Agency, Oversight Board, Mortgage Authority, Community Information, Public Financing Authority, Parking Authority PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-002
Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.

Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department Preference; All infrastructure 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 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-003
Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc.

Completion 10 years Completion + 10 years Yes: Before Completion Mag, Ppr Department Preference; 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 Annexations P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-005
Assessment District Formation / Maintenance District Formation PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-006
Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-007
Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Ppr GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-008
Certificates of Life / Verifications for Foreign Retirement Benefits, etc. 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-009
City Council, Board & Commission Historical List of Members PP Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-010 Claim Forms 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-011 Deeds, Easements, Liens, Rights of Way P P Yes (all) Mag, Mfr, OD, Ppr S No Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.

City Clerk CC-012
Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-013
Economic Interest Filings (FPPC Form 602/635) -
Lobbyist Authorization
Reporting
2 years 3 years 5 years Mag, Ppr S / I Yes: After 2 years 2 CCR 18615(d), GC §34090 City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; FPPC Opinion; GC §81009(e) 2 CCR 18944(c)(3)(G)City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-017 FPPC Form 804 (Agency Report of New Positions) PP Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009eCity Clerk CC-018 FPPC Form 805 (Agency Report of Consultants) PP Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009eCity Clerk CC-019 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18702.5 18705.5; GC §34090; GC §81009(e) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ELECTIONS - CONSOLIDATED
City Clerk CC-020
Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-022
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-023
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr
Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-024
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr
Paper must be retained for at least 2 years; GC §81009(c)&(g) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-025
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Statewide guidelines
proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers and does not delineate between the two; EC §17100
City Clerk CC-026
Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Election + 4
years Mag, Ppr
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers and does not delineate between the two; EC §17100
City Clerk CC-027
Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
8 mo.

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 (End of Elections Section)
City Clerk CC-047 Enterprise System Catalogue (posted on line) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-030 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §53235.2(b) GC §§12946, 29 USC 1113City Clerk CC-031 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) PP Mag, Mfr, OD, Ppr S No
City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-032
Minutes: City Council, Audit Committee, Civic Center Authority Board, Housing Authority, Redevelopment Agency, Community Development Commission, Successor Agency, Oversight Board, Mortgage Authority, Community Information, Public Financing Authority, Parking Authority PP Mag, Mfr, OD, Ppr S / I No GC §34090
City Clerk CC-033
Municipal Code Administration, Distribution,
etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CC-034 Municipal Code History / Supplements PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090 City Clerk CC-035
Oath of Office: City Council, Boards & Commission Members Term of
Office + 4
years
PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-036 Ordinances P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-037 Passport Transmittals 24 months 2 years 24 months 2 years Mag, Ppr US Passport requirement to destroy forms monthly; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-038
PowerPoint presentations submitted by members of the public (submitted during public comment not related to an agenda item) When No
Longer
Required
When No
Longer
Required
Ppr Preliminary drafts; GC §34090
City Clerk CC-039
Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-040
Recordings - AUDIO of City
Council, Audit Committee, Civic Center Authority Board, Housing Authority, Redevelopment Agency, Community Development Commission, Successor Agency, Oversight Board, Mortgage Authority, Community Information, Public Financing Authority, Parking Authority 2 years 2 years Mag, OD
Department preference; State law only requires for 30 days; GC §54953.5(b) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-041
Recordings - VIDEO of City
Council, Audit Committee, Civic Center Authority Board, Housing Authority, Redevelopment Agency, Community Development Commission, Successor Agency, Oversight Board, Mortgage Authority, Community Information, Public Financing Authority, Parking Authority Minimum 10
years
Minimum 10
years Mag, OD
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 City Clerk CC-042 Records Destruction Authorization Forms PP Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-043
Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 et. seq.

City Clerk CC-044
Resolutions: City Council, Audit Committee, Civic Center Authority Board, Housing Authority, Redevelopment Agency, Community Development Commission, Successor Agency, Oversight Board, Mortgage Authority, Community Information, Public Financing Authority, Parking Authority PP Mag, Mfr, OD, Ppr S / I No GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-048
Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-049
Secretary of State Statement of Facts / Registry of Public Agencies(Required of all Public Agencies whenever the Chair changes) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-045 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary drafts used to produce minutes; GC §34090 City Clerk CC-046 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER
City
Manager CM-001 Administrative Policies Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-002 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-003 Closed Session Memoranda Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-004
Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Ppr
Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City
Manager CM-005 Newsletters - Community ("Discover West Covina") Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-006 Newsletters - Employees Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-009 PowerPoint Presentations Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-007 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City
Manager CM-008
Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC §34090
City
Manager CM-009 Speech Notes
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Notes, drafts, or preliminary documents; GC §34090 et seq.

Finance CM-010 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Invoices are maintained by Finance; GC §34090.7 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City
Manager CM-011 Weekly Reports 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT Page C&ED-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Community
&
Economic
Develop.

ED-001
Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Community
&
Economic
Develop.

ED-002 Real Estate Appraisals 5 years 5 years Mag, Ppr
Department preference, meets municipal auditing standards; GC §34090 Community
&
Economic
Develop.

ED-003
Redevelopment Long Range Property Management Plans, Oversight Plans Completion
+ 10 years
Completion
+ 10 years Mag, Ppr Department preference; GC §34090
Community
&
Economic
Develop.

ED-004 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090 Community
&
Economic
Develop.

ED-005
Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion
+ 10 years
Completion
+ 10 years Mag, Ppr
Planning, Building and Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT Page C&ED-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
&
Economic
Develop.

ED-006 Relocations Completion + 5 years Completion + 5 years Mag, Ppr Department preference, meets municipal auditing standards; CCP §337 et seq.; GC §34090

HOUSING
Community
&
Economic
Develop. /
Housing
ED-007
Foreclosure Notices / Notices of Defaults (NOD) - for Private Property When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records (courtesy notice from Mortgage companies) Community
&
Economic
Develop. /
Housing
ED-008
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale RestrictionDeeds are sent to City Clerk 5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 2 CFR 200.333; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT Page C&ED-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
&
Economic
Develop. /
Housing
ED-009
Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale RestrictionDeeds and Insurance are sent to City Clerk Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.333; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Community
&
Economic
Develop. /
Housing
ED-010
Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.)
2 years 2 years Mag, Ppr GC §34090
Community
&
Economic
Develop. /
Housing
ED-011
Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years 5 years Mag, Ppr
Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §34090, WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY & RECREATION SERVICES
Community &
Recreation
Services
C&RS-001 Registration Database (Active Net) Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag Department Preference; data is interrelated; GC §34090 Community &
Recreation
Services
C&RS-002
Activity / Special Programs / Special
Event / Trips Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §34090
Community &
Recreation
Services
C&RS-003
Childcare - Licensed Participant
Files: Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions Licensed Childcare only
While
Participant is
in Program
7 years
End of
Participation
+ 7 years
Yes:

During
Class or
Program
Mag, Ppr
Meets State Licensing requirements; May have grant funding; GC §34090 Community &
Recreation
Services
C&RS-004 Class Instructor Agreements / Contracts Completion 5 years Completion + 5 years Mag, Ppr Department preference (covers Statute of Limitations); CCP §337 et. seq., GC §34090 Community &
Recreation
Services
C&RS-005 Client Referrals (Home Visits, etc.) 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-006
Community and Senior Services CommissionAGENDAS, AGENDA PACKETS.

Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community &
Recreation
Services
C&RS-007
Community and Senior Services CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD
Department preference; State law only requires for 30 days; GC §54953.5(b) Community &
Recreation
Services
C&RS-008
Community and Senior Services CommissionMINUTES & BYLAWS P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk; GC §34090.7
Community &
Recreation
Services
C&RS-009 Evaluations/Surveys (Program Evaluations) When No Longer Required When No Longer Required Mag, Ppr Department Preference (Transitory record not retained in the ordinary course of business); GC §34090 Community &
Recreation
Services
C&RS-010 Facility Use Permits / Field Use Permits Expiration + 2 years Expiration + 2 years Yes: Before Event Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-011 First Aid Reports / Minor Incident Reports 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-012 Lifeguard Certifications Separation + 2 years Separation + 2 years Mag, Ppr Department Preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113
Community &
Recreation
Services
C&RS-013 Master Plans: Parks Master Plans, etc. PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community &
Recreation
Services
C&RS-014 Park History Files P P Mag, Ppr Department Preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community &
Recreation
Services
C&RS-015
Registration Forms / Reservation Forms / Classes / Application Forms / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / etc.: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Ppr GC §34090
Community &
Recreation
Services
C&RS-016 Season Brochures / Recreation Brochures P P Mag, Ppr Department Preference; GC §34090 Community &
Recreation
Services
C&RS-017 Special Event Permits 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-018
Sports Council Agendas, Agenda Packets, Minutes (Not a City Council Advisory Board) 2 years 2 years Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-019 Transportation Applications for Service (Dial-a-Ride, etc.) Inactive + 2 years Inactive + 2 years Mag, Ppr GC § 34090 Community &
Recreation
Services
C&RS-020 Transportation Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC § 34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community &
Recreation
Services
C&RS-021
Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr
Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Community &
Recreation
Services
C&RS-022
Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960 34090; 29 USC 1113
Community &
Recreation
Services
C&RS-023 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 Community &
Recreation
Services
C&RS-024
Youth Council Agendas, Agenda Packets, Minutes (Not a City Council Advisory Board) 2 years 2 years Mag, Ppr GC §34090
Community &
Recreation
Services
C&RS-025 Youth Council Applications 2 years 2 years Mag, Ppr GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ACCOUNTING
Finance /
Accounting FIN-001
1099's / 1096's / DE542
(California Report of Independent Contractors)
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436
Finance /
Accounting FIN-002
Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Check Request, etc.)
2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance /
Accounting FIN-003
Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr
Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Accounting FIN-004
Audit CommissionAGENDAS, AGENDA PACKETS.

Minimum 2
years
Minimum 2
years Mag, Ppr
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Finance /
Accounting FIN-005
Audit CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD
Department preference; State law only requires for 30 days; GC §54953.5(b) WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-006
Audit CommissionMINUTES & BYLAWS
P P Yes Mag, Mfr, OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Finance /
Accounting FIN-007
Audit Reports / Annual
Comprehensive Financial Report (ACFR) CAFR - Comprehensive Annual Financial Reports and related Audit Opinions
10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 90 days Department Preference (copies); GC §34090.7 Finance /
Accounting FIN-008 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance /
Accounting FIN-009
Audits - Single Audits, Grant
Audits, IRS Audits, Transportation
Audits, PERS Audit, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance /
Accounting FIN-010
Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 3 years 5 years Mag, Ppr
Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-011
Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
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.

Finance /
Accounting FIN-012 Budgets - Adopted / Final P P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 90 days Department preference; GC §34090 et seq.

Finance /
Accounting FIN-013 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 Finance /
Accounting FIN-014 Escheat (Unclaimed money / uncashed checks) 5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance /
Accounting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-016 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090
Finance /
Accounting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept
for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance /
Accounting FIN-018 Investment Reports & Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Accounting FIN-019
Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr
Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Accounting FIN-020 Journal Entries / Journal Vouchers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC
§34090, CCP § 337
Finance /
Accounting FIN-021
Reports, Finance Reports
created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance /
Accounting FIN-022
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
Accounting FIN-023 W-9s Minimum 5 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090

BUSINESS LICENSE & REVENUE
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License &
Revenue
FIN-024
Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-025 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance /
Business
License &
Revenue
FIN-026 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance /
Business
License &
Revenue
FIN-027 Billing Registers, Payment Registers, Adjustment Registers When No Longer Required When No Longer Required Mag, Ppr Department preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090 Finance /
Business
License &
Revenue
FIN-028 Business License & Permit Database Indefinite - Minimum 5 years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090
Finance /
Business
License &
Revenue
FIN-029 Business License Applications and Changes 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq.

WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License &
Revenue
FIN-030 Business License Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-031
Cash Receipts / MCRs (Miscellaneous Cash Receipts) / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 1 year 4 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-032 Checks / Warrants (Cashed / Paid) / Wires / Wire Transfer 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance /
Business
License &
Revenue
FIN-033
Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr
Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-034 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090

PAYROLL
Finance /
Payroll FIN-035
CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FIN-036
DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; 26 CFR §31.6001-1(e)(2),
R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Finance /
Payroll FIN-037 Deferred Compensation (457) Reports, Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Finance /
Payroll FIN-038 Employment Verifications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the Regular Course of Business GC §34090 Finance /
Payroll FIN-039
Payroll Benefit Files /
Administration Forms (1095-C, W4s, Auto Pay Authorization Forms / Direct Deposit Authorizations, Changes, Personnel Action Form copies, Vacation pay-off requests, etc.) Separation +
5 years
Separation +
5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; IRS Regulation for W-4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance /
Payroll FIN-040 Payroll Journals / Payroll Registers / Pay Day Registers 2 years 48 years 50 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for CalPERS buy-back purposes; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FIN-041
Time Cards / Time Sheets - AFTER August, 2016 (Finance keeps the originals with employee signatures) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance /
Payroll FIN-042 W-2's 2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090

PURCHASING
Finance /
Purchasing FIN-043
Lease / Purchase Agreements (for equipment, maintenance or services where Purchasing is the lead) Completion
+ 2 years 3 years Completion + 5 years Mag, Ppr Department Preference to cover statute of limitations; GC §34090; CCP§ 337 et seq.

Finance /
Purchasing FIN-044 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Purchasing FIN-045
Request for Proposals / Successful & Unsuccessful Bids / Evaluations 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Purchasing FIN-046 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC
§34090, CCP § 337
WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE ADMINISTRATION
Fire /
Admin. FR-001 DMV Pull Notices - Fire Personnel Only
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag,
Ppr
Department Preference; GC §34090
Fire /
Admin. FR-002
Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Superseded
and
Approved
Superseded
and
Approved
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. FR-003 Employee Training - Rookie Tests 2 years 2 years Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
GC §34090
Fire /
Admin. FR-004
Training Course Records / EMS
Continuing Education Training(Attendance Rosters, Outlines and Materials) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Ethics & Harassment Prevention Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-005
Employee Training File / DMV File
(by employee)Individual Training Certificates, etc.

Separation +
5 years
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; LC §6429(c); GC §§12946, 12960, 34090 Fire /
Admin. &
Police /
Admin.

FR-006 EOC Activations & Drills 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC Department Preference; GC §34090
Fire /
Admin. FR-007
FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC §34090
Fire /
Admin. FR-008 Film Permits Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-009 Fire Alarm Permit Billings 5 years 5 years Mag, Ppr Department Preference (meets municipal government auditing requirements); GC § 34090 et seq.

Fire /
Admin. FR-010 Fire Incident RMS Database
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes Mag, Ppr
Data is interrelated; If used for
Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090
Fire /
Admin. FR-011 ISO Insurance Ratings 15 years 15 years Mag, Ppr Department Preference (rated every 10 years); GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-012 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq.

City Clerk FR-013 Mutual Aid Agreements, Joint Power Authorities Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §34090.7 Fire /
Admin. FR-014
Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-015 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §34090 Fire /
Admin. FR-016 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §34090 Fire /
Admin. FR-017 Subpoenas (Personal Appearance - Fire Personnel) 2 years 2 years Mag, Ppr GC §34090 Fire /
Admin. FR-018 Training Database / Log (Target Solutions / Vector Solutions) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Ppr Data is interrelated; GC §34090 et seq.

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-019
Controlled Substance Logs, Narcotics Inventories / Ambulance Inventory Logs
3 years 3 years Yes Mag, Ppr
Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-020 Emergency Medical PCR Database Indefinite - Minimum 20 years
Indefinite -
Minimum 20
years
Yes Mag
Data is interrelated; If data includes e-PCRs, Minors retention is until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §34090 Fire / EMS FR-021
EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years 3 years Mag, Ppr
Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090, 60201 et seq.

Fire / EMS FR-022
HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
45 CFR 164.530(j)
Fire / EMS FR-023
Paramedic / EMS Continuing
Education Rosters and Certificates (Attendance Rosters, Outlines and Materials)
5 4 years 5 4 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-024
Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS AND JUVENILES / Includes e-PCR
Database / Electronic Patient Care Report Database
20 years 20 years
Mag,
Mfr, OD,
Ppr
S
Yes:

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-025
Annual Permits / Fire Code Permits
/ Special Event Permits / Explosives Permits / Fireworks Permits (assembly permits, candle permits, tent permits, fire hydrant use, open flame, etc.) When No
Longer
Required -
Minimum 2 5
years
When No
Longer
Required -
Minimum 2 5
years
Yes:

Before
Event
Mag,
Ppr
Department Preference; GC
§34090 CFC §§ 104.6 – 104.6.4
Fire / Fire
Marshal &
Fire
Prevention
FR-026
Fire Inspections / Business Inspection Files / Occupancy Inspections / Citations / Notice of Violations A.K.A. "Engine Inspections"
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for the Life of the Structure or Activity, or Minimum 5 years for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Fire
Prevention
FR-040 Fire Citations / Notice of Violations Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-027 Fire Investigations - Arson & Capital Crimes Only PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-028 Fire Investigations - OTHER Than Arson & Capital Crimes When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department preference; GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-029 Fire Suppression Plans P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-030 Fire Sprinkler Plans / Fire Alarm Plans / Hood Plans When Superseded When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-031 Hazardous Materials Business Plans (HMBP) Superseded + 5 years Superseded + 5 years Mag, Ppr Department Preference; GC §34090 Fire / Fire
Marshal &
Fire
Prevention
FR-032 Public Information / Education (when produced internally) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Fire
Prevention
FR-033 Weed Abatement / Vegetation Abatement
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-034 Weed Abatement / Vegetation Abatement LIENS
When No
Longer
Required -
Minimum 2
years
PP Mag, Ppr GC §34090(a)
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OPERATIONS / SUPPRESSION
Lead Dept. FR-035 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Fire / Ops FR-036
Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr GC §34090
Lead Dept. FR-037
Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. FR-038
Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Fire / Ops FR-039 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §34090 et seq.

WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources HR-001
Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of
the Contract
+ 6 years
Duration of
the Contract
+ 6 years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090
Human
Resources HR-002
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3
years
Minimum 3
years Mag, Ppr
Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-003 Compensation Surveys & Studies Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-003.1 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-004
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final
Disposition +
4 3 years
Final
Disposition +
4 3 years
Mag, Ppr
All State and Federal laws require retention until final disposition of formal complaint; State requires 4 2 years after "fully and finally disposed"; 2 CCR 11013(c); 2 CCR 7287.0; GC §§12946, 12960, 34090 Human
Resources HR-005 DMV Pull Notices (other than Police & Fire) When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC §34090
Human
Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years 5 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71
Human
Resources HR-006 EEO-4 Reports 3 years 3 years Mag Ppr
29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-007
Human Resources CommissionAGENDAS, AGENDA PACKETS
Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC §34090
Human
Resources HR-008
Human Resources CommissionAUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD
Department preference; State law only requires for 30 days; GC §54953.5(b) Human
Resources HR-009
Human Resources CommissionMINUTES & BYLAWS
P P Yes Mag, Mfr, OD, Ppr S No GC §34090
Human
Resources HR-010
Human Resources CommissionSUMMARY OF ACTIONS
Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC §34090
Human
Resources HR-011 I-9s Separation + 3 years Separation + 3 years Mag Ppr Non-citizens must re-certify periodically; 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 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-012 Job Descriptions / Classification Specifications Minimum Superseded + 4 3 years Minimum Superseded + 4 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113
Human
Resources HR-013
Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 5 years Minimum 5 years Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-014
Personnel Files - Background Files (Fire, Executives, Information Technology) Separation +
6 years
Separation +
6 years Mag, Ppr
Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 8 CCR §11040.7(7)(C); 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 29 USC 1113; LC §1198.5
Human
Resources HR-015
Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc.

Separation +
6 years
Separation +
6 years Mag, Ppr
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 29 USC 1113; LC §1198.5
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-016 Personnel Files - Grievance Files / Investigations Separation + 4 3 years Separation + 4 3 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 29 USC 1113; LC §1198.5
Human
Resources HR-017
Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc.

Separation +
6 years
Whichever
is Longer:

Separation
+ 24 years;
OR
Termination
of Benefits
+ 5 years
Whichever
is Longer:

Whichever is
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years
Whichever is
Longer:

Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090; LC §1198.5 Human
Resources HR-018
Recruitment and Testing File(Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring
Decision + 4
3 years
Hiring
Decision + 4
3 years
Mag, Ppr
Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-019
Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 Human
Resources HR-019.5
Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No
Longer
Required
When No
Longer
Required
Mag Ppr
Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human
Resources HR-020 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Human
Resources HR-021
Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation +
10 years
Whichever
is Longer:

Separation
+ 20 years;
OR
Termination
of Benefits
+ 5 years
Whichever
is Longer:

Whichever is
Longer:

Separation +
30 years; OR
Termination
of Benefits +
5 years
Whichever is
Longer:

Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After QC & OD
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090

RISK MANAGEMENT
Risk Manag. HR-022
Accident / Incident / Injury Reports (Potential Claims - medical and non-medical that do not result in a claim.) 2 years 2 years Mag, Ppr Department preference; CCP §340.5, GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Risk Manag. HR-023 Claims Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b)
Risk Manag. HR-024 Insurance Polices (City-owned policies) PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Risk Manag. HR-025 Claim Runs 5 years 5 years Ppr Department Preference; GC §34090Risk Manag. HR-026 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; ; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090.7; LC §6429c
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

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

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

Information
Technology IT-002 Backups - WEEKLY (excludes Police) When No Longer Required When No Longer Required Yes Mag.

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

Information
Technology IT-003 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.

Information
Technology IT-004

UNALTERABLE MEDIA /
IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue RayR or other UNALTERABLE MEDIA that does not permit additions, deletions, or changes P P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090,
12168.7, EVC 1550, CCR 22620 et seq..

WEST COVINA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PLANNING
Planning PL-001 Administrative Reviews 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-002 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Ppr (Non-Records) Planning PL-003 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-004 Art in Public Places 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-005 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Planning PL-006 Conceptual Plans Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §34090Planning PL-007 Covenants 5 years P P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-008 Design Review Case Files 4 years 4 years Yes Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; GC §34090
Planning PL-009
Design Review SubcommitteeAGENDAS & AGENDA PACKETS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-010
Design Review SubcommitteeMINUTES, BYLAWS & RESOLUTIONS P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk; GC §34090.7
Planning PL-011 Design Review Subcommittee SUMMARY OF ACTIONS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-012
Design Review Subcommittee
CommissionVIDEO RECORDINGS of Meetings / Audio Tapes
10 years 10 years Mag, OD
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Planning PL-013
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries PP
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-013.1
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Ppr
Not all internal communications and notes are required to be saved; "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); PRC 21167,6; GC §34090 Planning PL-014
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside City boundaries When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Planning PL-015 General Plan, Elements and Amendments PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Planning PL-016 Historic Preservation Survey, Evaluations and Designations PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-017 Landscape Plans P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-018 Master Plans, Specific Plans, Land Use Plans, etc. PP Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-019 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning PL-020
Model Home Marketing Plan (Authorization to build Model Home prior to Final Approval) Final
Inspection of Model Home
Final
Inspection of Model Home
Mag, Ppr Preliminary Draft; Final Building Plan is the final; GC §34090 Planning PL-021 Plan Checks 2 years 2 years Mag, Ppr Department preference (preliminary drafts); GC §34090Planning PL-022 Planning CommissionAGENDAS & AGENDA PACKETS
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-023
Planning CommissionAUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State law only requires for 30 days; GC §54953.5(b) Planning PL-024
Planning CommissionMINUTES, BYLAWS & RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk; GC §34090.7
Planning PL-025 Planning Commission SUMMARY OF ACTIONS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-026
Planning CommissionVIDEO RECORDINGS of
Meetings / Audio Tapes
10 years 10 years Mag, OD
Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Planning PL-027 Planning Director Modification Approvals 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-028 Planning Project Log of Applications, Database Indefinite - Permanent Indefinite - Permanent Yes (all) Mag Department Preference - Data is interrelated; GC §34090 Planning PL-029
Planning Project Files - Approved Permanent Entitlements(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 3 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD
Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Planning PL-030 Preliminary Review File Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-031
Prospective Home Buyer's Notification (where property is near the landfill) PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-032
Special Event Permits / Temporary Entitlements / Temporary Permits (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc.

Minimum 2
years
Minimum 2
years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S Yes: After QC & OD Department preference; GC§§34090
Planning PL-033 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Planning PL-034 Zoning Compliance Letters 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-035 Zoning Maps (Historically Significant) P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Planning PL-036 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD-001
Carry Concealed Weapon Permits (CCW Permits) - APPROVED Expiration +
2 years
Expiration +
2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-002
Carry Concealed Weapon Permits (CCW Permits) - DENIED
2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-003 DMV Pull Notices - Police Only
When
Superseded,
or Upon
Separation
When
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC §34090
Police /
Chief /
Admin.

PD-004 Neighborhood Watch 2 years 2 years Mag GC §34090 et seq.

Police /
Chief /
Admin.

PD-005
Personnel Files - Police Department Employees (By Employee) Including Evaluations, PAPS, Oath of Office, Policies, etc.

Separation +
6 years
Separation +
6 years
Before
Separation Mag, Ppr
City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090

CAD / DISPATCH
Police /
Commun. PD-006
Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) / MDT / Chat messages Minimum
180 days
Minimum
180 days Mag
Department Preference (consortium standard); Statewide
guidelines propose 180 days (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY ENHANCEMENT
Police /
Community
Enhance.

PD-007 Administrative Citation Hearings / Hardship Waivers Minimum Resolution + 2 years Minimum Resolution + 2 years Yes: Until Resolution Mag, Ppr Department preference; GC §34090 Police /
Community
Enhance.

PD-008
Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Abatement (Includes appeals and Code Enforcement Complaint Letters) Excludes Liens (Send to City Clerk)
Minimum
Resolution +
2 years
Minimum
Resolution +
2 years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, GC §34090 Police /
Community
Enhance.

PD-009 Code Enforcement Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag Data Fields / Records are interrelated; GC §34090

DETECTIVE BUREAU
Police /
Detectives PD-009.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police /
Detectives PD-010 Informant Files Minimum 5 years Minimum 5 years Mag, Ppr Informant information; Does not contain criminal intelligence information concerning individuals; Department preference GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Detectives PD-011 Intelligence Files (Criminal Intelligence Files) No Longer than 5 years No Longer than 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity.Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police /
Detectives PD-012 Investigation Files and Arrest Files Transfer to Records Transfer to Records Mag, Ppr Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

Police /
Detectives PD-013 Narcotics Buy Fund Logs 2 years 2 years Mag GC §34090 et seq.

Police /
Records PD-014 Pawn Slips 2 years 2 years Mag, Ppr
Department Preference to provide information to other agencies; Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC §34090 Police /
Detectives PD-015
Regulatory Permits & Backgrounds (Solicitors, Massage, Taxi, etc.

Expiration +
2 years
Expiration +
2 years Mag, Ppr Department preference; GC §34090 et seq.

POLICE INFORMATION TECHNOLOGY
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Information
Technology
PD-016
Backups - Computer Backups
(ALL Disaster Recovery Computer Backups) DAILY (Police Only) When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Police /
Information
Technology
PD-017 Backups - WEEKLY (Police Only) When No Longer Required When No Longer Required Yes Mag.

Police /
Information
Technology
PD-018
Video Recordings - Public Activity (Doors, Hallways, Parks, Public Areas, etc.)See City Clerk's schedule for City Council Video Recordings When No
Longer
Required
When No
Longer
Required
Mag
Does not record regular ongoing operations of the City; GC §34090.6(a) JAIL
Police / Jail PD-019 Bail Receipts 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-020 Jail In-Custody Rosters 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-021 Jail Video Recordings (Jail surveillance, security) 1 year 1 year Mag GC §34090.6(a) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police / Jail PD-022
Logs & Inspections: Activity, Custody Logs & Lists, Daily Counts, Daily Food Services, Freezer Temperature Forms, Goof Inspection, Kitchen Utensil Inventory, Handcuff Log, Tool Log, Jail incident Lob, Drain Flush Log, Jail Key Log, Shift Change Checklist, Duress Alarm Log, Safety & Sobering Cell Logs, Secure Juvenile Logs, Security Checks, Visitor Logs 2 years 2 years Mag, Ppr GC §34090
Police / Jail PD-023 Medical Screen Forms, Sheets 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-024 Monthly Counts, Official Counts 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-025 Outside Agencies Pre-booking Forms 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-026 PREA (Prison Rape Elimination Act) Report 2 years 2 years Mag, Ppr GC §34090Police / Jail PD-027 Property Sheets 2 years 2 years Mag, Ppr GC §34090 PATROL
Police /
Patrol PD-028 Beat Sheets 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol PD-029
Canine (Police Service Dogs) Program Files / Training Files: Animal Files Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police /
Patrol PD-030
Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports 2 years 2 years Mag, Ppr GC §34090 et seq.

WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol PD-031 Officer Daily Logs 2 years 2 years Mag
Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Patrol PD-032 PAS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-033 Ride-A-Long Waivers 2 years 2 years Mag GC §34090 et seq.

Police /
Patrol PD-034 Special Events / Ops Plan Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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)) Police /
Patrol PD-035 Traffic Control: Radar Calibration Records 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-036 Vacation House Checks / Extra Patrol Requests 2 years 2 years Mag Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Patrol PD-037 Watch Commander Logs 2 years 2 years Mag
Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

PROFESSIONAL STANDARDS UNIT
Police /
PSU PD-038
Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) When
Superseded -
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
PSU PD-039
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 citizen) Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5 years for civilian Citizen's 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-039
Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITH Sustained Finding of Misconduct as defined in PC §832.7 Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §832.5) ; GC §34090;
Police /
PSU PD-040 Internal Pursuit Critiques Incident + 2 years Incident + 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
PSU PD-041 Pitchess Motions Notifications 2 years 2 years Mag, Ppr GC §34090 Police /
PSU PD-042 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police /
PSU PD-043 Range Qualifications 2 years 2 years Mag, Ppr GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
PSU PD-083
Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
PSU PD-084
Report to the State Commission on Peace Officer Standards and Training (POST Commission) of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
PSU PD-044
Use of Force Review (Not as a
result of a civilian complaint, and not resulting in death or in great bodily injury.) Incident + 2
years
Incident + 2
years Mag, Ppr Department preference; GC §§12946, 12960, 34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-045 Crime Report Photos
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Police /
Property &
Evidence
PD-046 Forfeiture Notification 5 2 years 5 2 years Mag, Ppr Per DOJ Equitable Sharing Program; GC §34090 Police /
Property &
Evidence
PD-047 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Police /
Property &
Evidence
PD-048 Lost & Found Property (Documents related to) 2 years 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-049 Property & Evidence Logs 2 years 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-050 Property Auctions 2 years 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-051
Citations & Notice to Appear - Parking, Marijuana / Cannabis, & Moving
Minimum 3
years
Minimum 3
years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Records PD-085
Citations - Payment Plans for outstanding parking citations received by indigent persons Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the Statute of Limitation for collections is 5 years from the date of the last violation); CVC 40222(b); GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-052
CRIME REPORTS / INCIDENT REPORTS:ALL, Except for those Specifically Mentioned Elsewhere (mandated purges) P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years
Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Penal Code, Health & Safety Code, GC§ 34090 Police /
Records PD-053
CRIME REPORTS / INCIDENT REPORTS:Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of
Arrest + 3
years
Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Individual petitions District Attorney; Law Enforcement concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police /
Records PD-054
CRIME REPORTS / INCIDENT REPORTS:Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years PC§ 11108.2(b); GC§ 34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-055
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 2 years 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years ("Shall" Destroy); H&S §11361.5; GC §34090 Police /
Records PD-056
CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those
with outstanding stolen property, including firearms, or lost firearms Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 2 years (Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090 Police /
Records PD-057
CRIME REPORTS / INCIDENT REPORTS:Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on
School Grounds during School Hours (with procedure in H&S §11361.5) Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 2 years (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(de) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-058
CRIME REPORTS / INCIDENT REPORTS:Sealed Adult, Juvenile and Ward Cases - Except those with Childhood Sexual Assault Child
Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years
Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police /
Records PD-058.1
CRIME REPORTS / INCIDENT REPORTSSealed Juvenile and Ward Cases - Childhood Sexual Assault Age of
Majority + 22
years
Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr CCP §§340.1, GC §34090
Police /
Records PD-058.5
CRIME REPORTS / INCIDENT REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Court Order
+ 1 year
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After 3 years Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police /
Records PD-059
Crime Statistics / National
Incident-Based Reporting System (NIBRS) / Uniform
Crime Reports (UCR) - Summaries (BCS)
2 years 2 years Mag, Ppr Filed on line with the State; GC §34090 Police /
Records PD-060 Due Diligence Reports (for warrants) 2 years 2 years Mag, Ppr GC §34090 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-061 Field Investigation Cards (FI's) - After Entry into RMS 5 years 5 years Mag, Ppr Department preference; Preliminary Drafts; GC§ 34090 et seq.

Police /
Records PD-062 Logs: Arrest Packet, JDIC 2 years 2 years Mag Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

Police /
Records PD-063 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-064
Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence
1 year 1 year Mag
Lexipol Section 446.10.1 requires 1 year; Those segments of videos that are determined to be evidence are retained as evidence; GC §34090.6 et seq.

Police /
Records PD-065 Police RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-066 Registrants: Arson - Adults 5 years P P Mag, Mfr, OD, Ppr S/M/I Yes: After 5 years Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-067
Registrants: Arson - Juveniles
released from California Youth Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police /
Records PD-067.2 Registrants: Gang Adults Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police /
Records PD-067.3 Registrants: Gang Juveniles Sealing Date + 5 years Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090 Police /
Records PD-068 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police /
Records PD-069 Registrants: Sex Offenders - Adults PP 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-070 Registrants: Sex Offenders - Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference; After
2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781(d) WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records PD-071 Repossession Notices
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary course of business; GC §34090 Police /
Records PD-071.1
STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Records PD-072 Subpoenas (Personal Appearance or Duces Tecum) 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-073 Subpoenas (Records) 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-074 Video Recordings - Parking Lots, Public Areas When No Longer Required When No Longer Required Mag Does not record "regular and ongoing operations"; GC §34090.6 Police /
Records PD-075 Video Recordings - Police Operations 1 year 1 year Mag Records "regular and ongoing operations"; GC §34090.6 Police /
Records PD-076 Warrants (Recalled or Served) 2 years 2 years Mag Department preference;; GC §34090 et seq.

TRAINING
Police /
Training PD-077
Background File / Recruitment File / Phycological - Police Employees & Police Volunteers (SUCCESSFUL)
Separation +
4 3 years
Separation +
4 3 years Mag, Ppr
City preference; State Law requires 4 years after the date of the employment action taken; 8 CCR §11040.7(7)(C); 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113
WEST COVINA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/20/2018 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Training PD-078
Background File / Recruitment File / Phycological - Police Employees & Police Volunteers (UNSUCCESSFUL)
4 3 yeas 4 3 years Mag, Ppr
Department preference; State
Law requires 4 years after the date of the employment action taken; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC
1113
Police /
Training PD-079 Training Bulletins 2 years 2 years Mag, Ppr GC §34090 Police /
Training PD-080 City Firing Range Reservations, Schedules, etc. When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; GC §34090 Police /
Training PD-081
Personnel Files - Police Department Employees / Department Training Files (By Employee)
Separation +
2 years
Separation +
2 years
Before
Separation Mag, Ppr
City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090 Police /
Training PD-082 Personnel Training Evaluations / Daily Observation Reports When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.

FOR CITY ENGINEERING SERVICES
RECOMMENDATION:

It is recommended that the City Council authorize the City Manager to execute the Fifth Amendment to the Professional Services Agreement with Transtech Engineers, Inc., to extend the term of the agreement on a month-to-month basis while the City conducts the Request for Proposal (RFP) and consultant selection process.

BACKGROUND:

On August 20, 2019, the City Council approved a Professional Services Agreement (Agreement) with Transtech Engineers, Inc. (Transtech) for City Engineer services, Traffic Engineer services, and on-call general engineering services. The Agreement provides for a term of two (2) years, with three (3), one (1) year extension options, and a maximum annual compensation of $800,000.

In February 2020, the City and Transtech entered into the First Amendment to the Agreement, which separated the Engineering and Capital Improvement Projects (CIP) budgets. It established an annual limit of $700,000 for Engineering Services and $1,000,000 for CIP compensation. The Second Amendment was entered into on September 2021, extending the term of the Agreement through September 5, 2022.

Through the Third Amendment to the Agreement, dated August 16, 2022, the City and Transtech extended the term of the Agreement through September 5, 2023 and removed the compensation limit for Engineering services and Capital Improvement Program (CIP) project services.

Through the Fourth Amendment to the Agreement, dated September 5, 2023, the City and Transtech extended the term of the Agreement through September 5, 2024.

DISCUSSION:

On August 12, 2024, the City posted a Request for Proposal (RFP) for City Engineering Services. The proposal submission deadline is September 18, 2024. Staff anticipates presenting a recommendation to the City Council in November 2024. Due to the current extension to the agreement with Transtech expiring on September 5, 2024, staff is proposing to extend the term on a month-to-month basis to allow time to review and select the engineering option that is best suited for the City, and to allow for a smooth transition.

LEGAL REVIEW:

The City Attorney's Office has reviewed the amendment and approved it as to form.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendation; or

2. Provide alternative direction.

Prepared by: Jo-Anne Burns, Deputy Community Development Director Fiscal Impact
FISCAL IMPACT:

Transtech will continue to be paid in accordance with the current fee schedule. Engineering and CIP services are paid from various funds based on the service and location. These include but are not limited to the General Fund (No. 110), Proposition C (No. 122), Gasoline Tax (No. 124), Sewer Maintenance (No. 189), and Maintenance Districts. The table below includes the primary accounts charged for engineering services and the estimated costs for FY2024-25. This does not include CIP services which are charged to the various projects.

Fund Account No. Account Name FY 2024-2025
Budget
General
Fund
110.505.71.21.10.00.61.61100. Planning,
Professional Services
$40,000
110.503.71.22.81.00.61.61100. Engineering,
Professional Services
$96,100
Proposition
C
122.503.71.62.00.00.61.61300. Service Contracts $506,000 Gas Tax 124.503.71.22.82.00.61.61100. Professional Services $50,000 Sewer 189.503.71.72.16.00.61.61300. Professional Services $123,700 Attachments
Attachment No. 1 - Fifth Amendment to Professional Services Agreement

Transtech Engineers, Inc.

Engineering Services
Fifth Amendment
1 FIFTH AMENDMENT TO

CITY OF WEST COVINA

PROFESSIONAL SERVICES AGREEMENT WITH
TRANSTECH ENGINEERS, INC.

FOR

CITY ENGINEER SERVICES, TRAFFIC ENGINEER SERVICES AND

ON-CALL GENERAL ENGINEERING SERVICES
THIS FIFTH AMENDMENT (“Amendment”) is made and entered into as of September 3, 2024 (“Effective Date”) by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and TRANSTECH ENGINEERS, INC., a California corporation (“Consultant”).

WHEREAS, City and Consultant entered into a Professional Services Agreement dated September 6, 2019 for Consultant to provide City Engineer services, Traffic Engineer services and on-call general engineering services (“Agreement”); and WHEREAS, City and Consultant amended the Agreement to clarify Consultant’s compensation for engineering services and for preparing and completing capital improvement projects through the First Amendment to the Agreement, dated February 4, 2020; and WHEREAS, Section 4.1 of the Agreement provides for an initial term of two (2) years, ending September 6, 2021, with the option for City and Consultant to extend the term for up to three (3) additional one (1) year periods; and
WHEREAS, City and Consultant extended the term of the Agreement through September 5, 2022 through the Second Amendment to the Agreement, dated September 2, 2021; and
WHEREAS, City and Consultant amended Section 2.1 of the Agreement and extended the term of the Agreement through September 5, 2023 through the Third Amendment to the Agreement, dated August 16, 2022; and
WHEREAS, City and Consultant extended the term of the Agreement through September 5, 2024 through the Fourth Amendment to the Agreement, dated September 5, 2023; and
WHEREAS, City is currently conducting a formal solicitation for City Engineering services, Traffic Engineer services, engineering grant writing/administration services, and oncall general engineering services; and WHEREAS, City and Consultant desire to extend the term of the Agreement on a monthto-month basis while the City conducts its formal solicitation; and WHEREAS, City and Consultant further desire to amend the Agreement as set forth herein.

ATTACHMENT NO. 1
Transtech Engineers, Inc.

Engineering Services
Fifth Amendment
2 NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

1. Commencing September 6, 2024, the term of the Agreement shall automatically extend for successive one (1) month periods until such time as either party terminates the Agreement.

2. Section 4.2 of the Agreement shall be deleted in its entirety and replaced as follows:

4.2 Notice of Termination. Either party may terminate this Agreement by giving at least thirty (30) days’ written notice to the other party. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

If the Consultant defaults in the performance of any of the terms or conditions of this Agreement, it shall have ten (10) days after service upon it of written notice of such default in which to cure the default by rendering satisfactory performance. In the event Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement.

The City shall also have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on the Consultant, if the latter should:
(a) Be adjudged a bankrupt;
(b) Become insolvent or have a receiver of its assets or property appointed because of insolvency;
(c) Make a general assignment for the benefit of creditors; (d) Default in the performance of any obligation or payment of any indebtedness under this Agreement;
(e) Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or
(f) Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs.

3. All terms not defined herein shall have the same meaning and use as set forth in the Agreement.

4. All other terms, conditions, and provisions of the Agreement shall remain in full Transtech Engineers, Inc.

Engineering Services
Fifth Amendment
3 force and effect.

5. This Amendment may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement.

Delivery of an executed counterpart of this Amendment by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Amendment. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all right to challenge the admissibility or authenticity of this Amendment in a court of law based solely on the absence of an original signature.

6. The persons executing this Amendment on behalf of the parties hereto warrant that they are duly authorized to execute this Amendment on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Amendment.

IN WITNESS WHEREOF, City and Consultant have executed this Amendment as of the date set forth above.

CITY OF WEST COVINA
_________________________________
Paulina Morales
City Manager
ATTEST:
_________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
_________________________________
Thomas P. Duarte
City Attorney

CONSULTANT
___________________________________
Ali Cayir
President
___________________________________
Sybil Cayir
Secretary
Transtech Engineers, Inc.

Engineering Services
Fifth Amendment
4 APPROVED AS TO INSURANCE:
_________________________________
Stephanie Sikkema
Risk Management
AGENDA ITEM NO. 4

It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2024-60 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, APPROVING THE REPEAL AND REPLACEMENT OF THE

PURCHASING MANAGER CLASSIFICATION SPECIFICATIONS
BACKGROUND:

As part of the City’s ongoing process of maintaining its position classification plan, the Human Resources Department, as needed, reviews class specifications to ensure that our position specifications reflect the City’s current structure and is in alignment with current standards, requirements, and qualifications. This review further ensures that required skills, knowledge and abilities, and essential functions of each classification are in alignment with current demands and comparable with similar classifications within the public sector labor market.

DISCUSSION:

The Purchasing Manager position has recently become vacant and in reviewing the job description, it was determined updates should be made to accurately reflect the position's duties. Thus, staff has prepared an updated job description for the Purchasing Manager (Exhibit A of Attachment No. 1). The changes are shown in redline format in Attachment No. 2 for reference.

The Human Resources Commission reviewed and approved the new job descriptions during their regular meeting on August 14, 2024. Additionally, the applicable bargaining unit has been granted the opportunity to review and did not have any issues with the changes.

LEGAL REVIEW:

The City Attorney's Office has reviewed the resolution and approved it as to form.

Prepared by: Stephanie Sikkema, Finance Director
Fiscal Impact
FISCAL IMPACT:

There are no proposed changes to the salary range for this position, therefore; there is no fiscal impact associated with this action.

Attachments
Attachment No. 1 - Resolution No. 2024-60
Attachment No. 2 - Purchasing Manager Job Description - Redlined CITY COUNCIL GOALS & OBJECTIVES: Maintain Good Intergovernmental Relations ATTACHMENT NO. 1
RESOLUTION NO. 2024-60

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING THE REPEAL

AND REPLACEMENT OF THE PURCHASING MANAGER

CLASSIFICATION SPECIFICATIONS
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, the Human Resources Department, as needed, reviews class specifications and/or pay grades to ensure position specifications and compensation are in alignment with current demands and comparable with similar classifications within the public sector labor market; and
WHEREAS, the Human Resources Department reviewed the class specifications for the Purchasing Manager classification and has proposed revisions to the class specifications as set forth in Exhibit A, attached hereto and incorporated herein; and WHEREAS, on August 14, 2024, the Human Resources Commission reviewed and approved the repeal of the existing class specifications for the Purchasing Manager classification and replacement of said specifications with the revised specifications set forth in Exhibit A; and
WHEREAS, the City Council desires to approve the repeal and replacement of the Purchasing Manager class specifications.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS:

SECTION 1. The City Council hereby approves the repeal of the existing class specifications for the Purchasing Manager classification.

SECTION 2. The City Council hereby approves replacing the repealed specifications with the specifications attached hereto as Exhibit A.

SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 3rd day of September, 2024.

Brian Calderón Tabatabai
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2024-60 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 3rd day of September, 2024, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk

EXHIBIT A

PURCHASING MANAGER CLASSIFICATION SPECIFICATIONS

CITY OF WEST COVINA

CLASSIFICATION SPECIFICATION
Class Title: PURCHASING MANAGER
Bargaining Unit: MID MANAGMENT
Class Code: PM
Salary Grade: MM17
Salary: $75,864.00 - $102,432.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under general direction, manages the City’s purchasing activities for goods and services to ensure the best overall value to taxpayers, and that purchases are made according to sound business practices, in open and fair competition, and in compliance with the applicable policies and laws. May supervise other staff.

Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.
 Develops and implements purchasing policies and procedures in conformance with effective purchasing practices and requirements of the City.  Works with departments/divisions to establish standardization of goods and services, where practical, within a competitive environment.
 Serves as liaison with City departments to coordinate, consolidate and plan for equipment services, and material needs to ensure the best quality and pricing for the City.
 Administers formal and informal bidding policies; evaluates bids against specifications and recommends or awards contracts or purchases in accordance with City code, policies, state and federal regulations.
 Prepares formal bid specifications, requests for quotations, qualifications, and proposals.
 Evaluates bids and makes recommendations for awards of bids and contracts.  Interviews and negotiates with vendor representatives concerning the availability, price, and terms of purchase of supplies and equipment; provides liaison between vendors and City departments to resolve complaints and secure adjustments.  Advises and provides assistance to other City staff regarding purchasing activity; prepares and presents reports evaluating requirements for goods and services in relation to bid specifications.
 Assists in the selection, training, supervision, and evaluation of assigned staff.  Performs technical work in purchasing, materials management, inventory control, and perform other related duties as assigned.
 Establishes and maintains accurate documentation and records for all procurement and contract administration activities.
 Fulfills public records requests pertaining to purchasing records.  Provides training for new hire orientation and continuous city-wide training in purchasing, bidding, and contracting procedures.
 Ensures that all contracts and users of City facilities obtain required insurance.  Recommends and implements programs to reduce costs and improve service for commodities utilized city-wide.
 Coordinates the City’s efforts in the participation of cooperative purchases with other governmental agencies.
 Identifies vendors who default on their contracts with the City and recommends an action of suspension or debarment.
 Maintains all contract and performance bond files to ensure compliance.  Serves as the web editor for purchasing and contracts web pages.  Oversees city-issued purchasing card program.
 Serves as a functional lead for the ERP system regarding requisitions/purchasing, contracts, and P-Card modules.
 Administers the disposition of surplus property.
 Maintains list of contractors for entitlements in compliance with State Campaign Finance Reporting.
 Reviews and approves department requests for payments, travel expense reports, and employee expense reimbursements for compliance with the City’s purchasing policy.
 Reviews, allocates, and routes monthly city attorney invoices for payment.  Performs other duties as assigned.

TYPICAL QUALIFICATIONS
Education and Experience
Any combination of education and/or experience that has provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess the most desirable combination of training, skills, and experience as demonstrated by past and current employment.  Bachelor’s degree in finance, accounting, economics, business administration, public administration, or a related field is required.
 Three years (3) of municipal finance experience is required, procurement experience in a governmental entity is preferred.
 Certified Purchasing Manager (CPM) or Certified Public Purchasing Officer (CPPO) is preferred.

Knowledge of:

1. Principles and practices of public procurement.

2. Record keeping methods relating to the purchasing function.

3. Laws and regulations applicable to municipal bidding procedures and purchasing operations.

4. Accounting principles as they relate to procurement and inventory.

5. Product and service research methods.

Ability to:

1. Perform and/or direct purchasing and inventory control.

2. Prepare and present reports.

3. Interpret and apply related codes, laws, and policies.

4. Work effectively and diplomatically with staff and the public.

5. Communicate effectively both verbally and in writing.

6. Establish and maintain cooperative work relationships.

7. Use computer and related software applications.

8. Supervise assigned staff.

PHYSICAL REQUIREMENTS
This position also requires extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard. It also requires physical abilities associated with the ability to read, write and communicate in a work environment requiring no extraordinary physical strength or other special physical qualifications.

SUPPLEMENTAL INFORMATION
The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

ATTACHMENT NO. 2
PROPOSED – REDLINED VERSION

CITY OF WEST COVINA

CLASSIFICATION SPECIFICATION
Class Title: PURCHASING MANAGER
Bargaining Unit: MID MANAGMENT
Class Code: PM
Salary Grade: MM17
Salary: $75,864.00 - $102,432.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under general direction, administers manages the City’s purchasing activities for all materials, supplies, equipment,goods and services for all City Departmentsto ensure the best overall value to taxpayers, and that purchases are made according to sound business practices, in open and fair competition, and in compliance with the applicable policies and laws . May supervise other staff.

PURCHASING MANAGER - PROPOSED

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West Covina City CouncilSeptember 3, 2024

West Covina City Council
September 3, 2024