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Item 11c - City's Records Retention Schedule
DATE: January 16, 2024 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Rachelle Arellano, Assistant City Clerk SUBJECT: RESOLUTION NO. 7539 ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS CEQA: Not a Project Recommendation: Adopt SUMMARY The City is updating its records management policies to acknowledge new technologies that create records as well as remain compliant with changes in State law regarding the retention and destruction of records. The adoption of this Records Retention Schedule (“Schedule”) will result in efficiencies, less duplication, reduced risk, and cost savings for Arcadia. It is recommended that the City Council adopt Resolution No. 7539 approving Arcadia’s Records Retention Schedule and authorizing the destruction of certain City records. BACKGROUND The records of public entities are regulated by the California Public Records Act (“CPRA”) and Government Code Section 34090. Except for City Council minutes, deeds, Resolutions, and Ordinances, which are considered permanent records, all other official public records are maintained for a finite period of time, generally ranging from 2 years to 10 years. Pursuant to Government Code Section 34090, the City cannot destroy records without an adopted records retention program. The City Council regularly adopts the City’s Records Retention Schedule, which governs how the City will retain public records, including the method of retention, length of time, and responsible department as well as the mechanism in which the records can be destroyed. Staff will prepare an updated Schedule when there is a change in the type of records being produced through new software or programs, or there has been a change in State law that regulates the records protocols the City will Adopting Resolution No. 7539 January 16, 2024 Page 2 of 4 follow. The Schedule is adopted by City Council Resolution, and any future changes will follow the same process. Arcadia has maintained its own records retention schedule since 1998 and the last update was adopted by the City Council in 2016. Since that time, there have been advancements in technology that have created new records as well as changes in business practices that necessitate an updated records retention schedule. An example of the importance of an updated Schedule relates to public records requests. In 2023, Arcadia averaged 28 public records requests per month. By law, the City generally has 10 days to fulfill each request. Most of the records requests are fulfilled electronically, making the digital retention of records increasingly more important. In addition, addressing proper electronic mail retention and purging records that are no longer needed reduces the volume of obsolete, duplicate, and unnecessary records and expedites responses to public records requests. DISCUSSION The City of Arcadia selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its Records Retention Schedule (“Schedule"). An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of staff effort, increase efficiencies, and take advantage of current technology and changes in law. The upgrade of the current records management system is driven by many factors, including: • Limited storage space in City facilities; • Duplicate records held by multiple departments; • Increase in the quantity of permanent records; • Escalating records storage expenses; • Technology advancements; and • Changes in State law. The purpose of the updated Schedule is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The retention periods proposed in the Schedule under Resolution No. 7539 are compliant with all laws and in alignment with the standard business practices of other California cities. The new Schedule was created collaboratively with representation from all City departments. All department input has been incorporated into the revised Schedule, allowing Arcadia to maintain a Schedule that meets State statute and its operational needs. The Schedule provides clear, specific record descriptions and retention periods Adopting Resolution No. 7539 January 16, 2024 Page 3 of 4 and applies current laws and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Arcadia will realize significant savings in staff time and storage costs, freeing up electronic and physical space as well as realize operational efficiencies. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period. For Arcadia, under the proposed Schedule, City records may only be destroyed with the written approval of the Department Director, City Manager, City Clerk, and City Attorney. The proposed process maintains the existing destruction protocol the City has always followed and will help reduce costs and improve efficiency for the management and permissible destruction of records. State law on public records changes frequently and necessitates regular updates to the Schedule. To remain responsive to changes in State law and ensure the City is adhering to current requirements, Resolution No. 7539 allows for ministerial amendments to the adopted Schedule. Ministerial amendments will allow Arcadia to be responsive to changes that have already been made under State law. For example, effective in 2022, Senate Bill 807 increased the amount of time employers must retain personnel records for employees and applicants from three years to four years. Instead of bringing the entire Schedule back to City Council to approve this change driven by a change in State or Federal law, the Schedule could be updated administratively through the ministerial amendment process, allowing for timely updates and compliance with legislative change. Any ministerial amendments would follow the same approval process for the destruction of records, requiring Department Director, City Manager, City Attorney, and City Clerk approval. Any significant changes to the Schedule would be brought to the City Council for approval and adoption. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt from CEQA. FISCAL IMPACT The Records Retention Schedule project was funded with budget savings from the FY 2022- 23 General Fund Budget and completed with the assistance of Gladwell Governmental Services, Inc. for $8,500. Through completion of this project, Arcadia will realize significant savings in staff time, records management, and electronic and physical storage costs over time. Adopting Resolution No. 7539 January 16, 2024 Page 4 of 4 RECOMMENDATION It is recommended that the City Council determine this action does not constitute a project under CEQA; and adopt Resolution No. 7539 approving Arcadia’s Records Retention Schedule, authorizing destruction of certain City records. Attachments: Resolution No.7539 February 2016 - Records Retention Schedule Resolution No. 6177 Adopting a Policy for Retention/Destruction of Obsolete Records 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. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-001 Accident / Incident Reports - MEMBERS OF THE PUBLIC Employees are sent to Human Resources 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-002 Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. CW-003 Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Certified Payrolls, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.) Send all Original Agreements / Contracts, Amendments, and Insurance certificates to the City Clerk Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Covers E&O Statute of Limitations; Published Audit Standards=4- 7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept. CW-004 Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Certified Payrolls, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.) Send all Original Agreements / Contracts, Amendments, and Insurance certificates to the City Clerk Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept. CW-005 Agreements & Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Includes unopened bids; GC §34090 CITY-WIDE (Used by All Departments) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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). n/a CW-006 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No Longer Required Mag, Ppr Non-records City Clerk CW-007 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council MINUTES Send Original Minutes to the City Clerk Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. City Clerk CW-008 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Staffing Dept.CW-009 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Staffing Dept.CW-010 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.6 Staffing Dept.CW-011 Committees: Employee Committees, Employee Staff Meetings / Department Staff Meetings AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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-012 Committees: Subcommittees of the City Council (Ad-Hoc or Standing Committees) AGENDAS and MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Lead (Responding) Dept. CW-013 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept. CW-014 Copies or duplicates of any record Copies - When No Longer Required Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-015 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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-016 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, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, PowerPoint presentations, speaker cards, speech notes, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §7927.500; Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version) 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) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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-018 GIS Database / Data / Layers (both City-wide and Specialized) 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-019 Grant Applications funded by the City's General Fund 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance maintains payable information in Accounts Payable; GC §34090 Lead Dept. CW-020 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-021 Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept. CW-022 Newspaper Clippings When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 CW-023 Personnel Files (Department Copies) Send all originals to Human Resources Send any copies to Human Resources upon Separation or Transfer Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals are retained by Human Resources; GC §34090.7 Lead Dept. CW-024 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept. CW-025 Photographs When No Longer Required Mag, Ppr Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept. (Who Uses the Vehicle) CW-026 Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090; 13 CCR 1234(c) Lead Dept. CW-027 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-028 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. (Who Ordered the Appraisal) CW-029 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 n/a CW-030 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Ppr Non-Records Lead Dept. CW-031 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, Strategic Plans, etc.: Produced by YOUR Department Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW-032 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, Strategic Plans, etc.: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept. CW-035 Special Event Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-036 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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-037 Subpoenas (appearance or duces tecum) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-038 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. CW-039 Training Presented by City Staff - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets OSHA requirements; Ethics Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Lead Dept. CW-040 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years Ppr Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Lead Dept. CW-041 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / ADMINISTRATION Finance / Lead Div.FIN-001 _Financial Services Database / ERP Database (Pentamation) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Admin.FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Finance / Admin.FIN-003 Audit Work Papers 5 years Mag, Ppr Department Preference; (meets municipal government auditing standards); GC §34090 Finance / Admin.FIN-004 Budgets - Adopted / Final P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Finance / Admin.FIN-005 Budgets - Preliminary, Backup Documents Drafts - When No Longer Required Yes: Current Fiscal Year Mag, Ppr Department Preference; GC §34090 City Clerk FIN-006 Citizen's Financial Advisory Committee - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Finance / Admin.FIN-007 Citizen's Financial Advisory Committee - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk FIN-008 Citizen's Financial Advisory Committee - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Admin.FIN-009 Citizen's Financial Advisory Committee - VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.6 Finance / Admin.FIN-010 Single Audits / Transportation Audits / PERS Audit, etc.10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 FINANCE / GENERAL ACCOUNTING Finance / General Accounting FIN-011 1099's, 1096's, DE542 (California Report of Independent Contractors)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 / General Accounting FIN-012 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to pass grant audits (meets municipal government auditing standards); GC §34090 Finance / Admin.FIN-013 Accounts Receivable / Revenue / Our Invoices to Outside Entities: Insurance Companies, Franchise Fees, DUI Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc. 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 / General Accounting FIN-014 Bank Statements and Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 Public Works Services / Utility Billing FIN-015 Bankruptcies - NOT pursued When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Utility Billing FIN-016 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / General Accounting FIN-017 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-018 Checks / Warrants (Cashed or Returned / NSF)5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Public Works Services / Utility Billing FIN-019 Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement. Public Works Services / Utility Billing OR Finance / General Accounting FIN-020 Collection Agency Assignments / Unpaid Accounts 7 years Mag, Ppr Department Preference; Negative credit information remains on credit reports for 7 - 10 years; Meets auditing standards; City does not Lien property (Liens are good for 10 years from recording date, and may be extended by re-recording lien); WC 36729; GC §34090 Public Works Services / Utility Billing FIN-021 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / General Accounting FIN-022 Escheat (Unclaimed money / uncashed checks)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 / General Accounting FIN-023 Fixed Assets - Annual Listing (Source Documents)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-024 Investments / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity + 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance / General Accounting FIN-025 Journal Entries / Journal Vouchers / Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Finance / General Accounting FIN-026 Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted) When No Longer Required Mag, Ppr Preliminary Documents - payments can be made without including the stub; GC §34090 et seq. Finance / General Accounting FIN-027 Reports, General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. (Springbrook) When No Longer Required Mag, Ppr Financial system can re-create reports accurately; GC §34090 Finance / General Accounting FIN-028 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, etc. 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / General Accounting FIN-029 Treasurer's Reports / Quarterly Budget Reports (to Council - Copies)5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-030 W-9s Vendor Inactive + 5 years Mag, Ppr Meets IRS auditing standards; GC §34090 FINANCE / PAYROLL Finance / Lead Div.FIN-031 _Payroll Database / ERP Database (Springbrook) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Payroll FIN-032 CalPERS Reports, Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Most recent records are stored on CalPERS website; Department Preference; Retained to match other auditing periods; GC §34090 Finance / Payroll FIN-033 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-034 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance / Payroll FIN-035 4 years Mag, Ppr Department Preference; R&T §19530, GC §34090 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. 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-037 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance / Payroll FIN-038 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.5 years Mag, Ppr Department preference; (meets municipal government auditing standards); GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-039 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Payroll FIN-040 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-041 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090; 8 CCR 11040.7(c); 29 CFR 516.5 & 516.6(c); Finance / Payroll FIN-042 W-2's 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 FINANCE / PURCHASING Finance / Purchasing FIN-043 Change Orders to Purchase Orders 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Professional Services always have a contract, therefore Errors & Omissions are not applicable); Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-044 Purchase Orders & Requisitions 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Professional Services always have a contract, therefore Errors & Omissions are not applicable); Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Finance / Purchasing FIN-045 Vehicle Titles ("Pink Slips")Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage) & Transmittal Form) 5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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; 28 CCR 1300.85.1; GC §34090 Human Resources HR-003 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; 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-004 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-005 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-006 Contracts for Investigators (Employees Only - City Manager retains Department Heads) Excludes Police Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Human Resources HR-007 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human Resources HR-008 DE-34 (California EDD Report of New Employees)5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-009 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human Resources HR-010 Employment Verifications (requested by outside loan companies, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records, content is not substantive; GC §34090 et seq. Human Resources HR-011 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 Harassment Prevention Training Certificates - Employees and Elected Officials / Councilmembers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b); 53237.2(b) City Clerk HR-013 Human Resources Commission - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Human Resources HR-014 Human Resources Commission AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk HR-015 Human Resources Commission - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Human Resources HR-016 Human Resources Commission - VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.7 Human Resources HR-017 I-9s Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-018 Job Descriptions / Job Classification / Job Specifications 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-019 Personnel Files - Employee File (Official Personnel File) Includes Application, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker, Harassment Prevention Training Certificates, PAF / Personnel Action Forms, etc.) Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; W-4s are required 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; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human Resources HR-020 Personnel Files - Medical File Pre-employment Medical Clearances, ADA Accommodations, Fit for Duty, etc. Separation + 30 years OR Deceased + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Medical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-021 Recruitment and Testing File / NeoGov Database Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc. Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-022 W-4's No Longer in Effect + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD IRS Regulation 31-6001-1 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. GC §34090; 26 CFR 31.6001-1 Human Resources HR-023 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 30 years OR Deceased + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 HUMAN RESOURCES / RISK MANAGEMENT Human Resources / Risk Management HR-024 Claim for Damages / Claims Against the City Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human Resources / Risk Management HR-025 Insurance Policies - General Liability, Workers Compensation P Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers longest possible statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Human Resources, Risk Management) Page AS/HR-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Risk Management HR-026 Insurance Policies - Property, Fire, Theft, etc. Expiration + 4 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 Human Resources / Risk Management HR-027 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human Resources / Risk Management HR-028 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Resources / Risk Management HR-029 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.5 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY Page AS/IT-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 IT-001 Backups - DAILY, WEEKLY When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Information Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line - SB 272) When Superseded Mag. GC §34090 et seq. Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / (WORM / DVD-r / CD-r / Blue Ray-R / Optical Disk) or other unalterable media that does not permit additions, deletions, or changes POD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. Information Technology IT-005 Video Recordings - Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) See City Clerk's schedule for City Council Video Recordings 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Information Technology IT-006 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, INFORMATION TECHNOLOGY ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, 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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ATTORNEY City Attorney CA-001 Administrative Hearings (Animals, etc.) Final Decision + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-002 Amicus Briefs Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-003 City Attorney Opinions 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human Resources / Risk Management OR City Attorney CA-004 Contracts for Investigators Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Do not send to City Clerk); Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Attorney CA-005 Lawsuits / Litigation - May include correspondence, pleadings, transcripts, appeals, Settlement Agreements, Court Decisions, etc. P Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Initial Claim must be filed within 1 year, lawsuit within 2 years; CCP §337 et seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b) City Attorney CA-006 Legal Advice Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-007 Legal Case Management Software Database Indefinite Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-008 Work Request / Legal Advice Request 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-001 Agenda Packets - City Council, Redevelopment Agency, Successor Agency, Oversight Board, Includes Appeals, Budgets, Annual Financial Reports (CAFR, ACFR) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002 Agenda Packets - Advisory Bodies except for Planning Commission (Arcadia Beautiful Commission, Arcadia Museum Commission, Architectural Review Board, Charter Review Committee, Citizen's Financial Advisory Committee, Historic Preservation Commission, Human Resources Commission, Library Board of Trustees, Recreation & Parks Commission, Senior Citizens' Commission) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003 Agreements & Contracts, Amendments - ALL (NON-INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Excludes Recreation Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) CITY CLERK ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-004 Agreements & Contracts, Amendments - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates 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. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk Bid Opening Files: Proposals, Bid Opening List Lead Department determines successful proposer 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Applications (All, whether appointed or not)2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-007 Bonds: Private Development Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits, Monitoring Bonds Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Security; GC §34090 City Clerk CC-008 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-009 Committees: Subcommittees of the City Council (Ad-Hoc or Standing Committees - Health Committee, etc.) AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Council Subcommittees present their recommendations to the full Council; GC §34090 et seq. City Clerk CC-010 Claim Forms 2 years Mag, Ppr Yes: After QC & OD Risk Management handles Claim Files; GC §34090 City Clerk CC-012 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the City's Conflict of Interest code) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(e)&(g) City Clerk CC-013 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Standard municipal government practice; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) City Clerk CC-014 Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-015 Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT, LAND, PLANNING, CAPITAL IMPROVEMENT INFRASTRUCTURE PROJECTS P Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-016 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT Minimum 2 years Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-017 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-018 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-019 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-020 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S / I 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): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I 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 Mag, Mfr, OD, Ppr S / I Yes: After 2 years 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 Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-025 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CA law states term of office and 4 years after the expiration of term and does not delineate between unsuccessful & successful candidates; EC §17100 City Clerk CC-026 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CA law states term of office and 4 years after the expiration of term and does not delineate between unsuccessful & successful candidates; EC §17100 CITY CLERK ELECTIONS (CONSOLIDATED) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-027 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Planning Commission, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-028 Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-029 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final Examination + 1 year after petition examination Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-030 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) City Clerk CC-031 Ethics Certificates for City Council, Board and Commission Members, 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-032 Historical Records, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD 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 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-033 Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and MAY have a current agreement / contract with the City 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: After Inactive Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 City Clerk CC-034 Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and DOES NOT have a current agreement / contract with the City When No Longer Required Mag, Ppr Not a City record City Attorney CC-035 Lawsuits / Litigation Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, City Clerk CC-036 Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, and All Boards and Commissions P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-037 Minutes - Advisory Bodies except for Planning Commission (Arcadia Beautiful Commission, Arcadia Museum Commission, Architectural Review Board, Charter Review Committee, Citizen's Financial Advisory Committee, Historic Preservation Commission, Human Resources Commission, Library Board of Trustees, Recreation & Parks Commission, Senior Citizens' Commission) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-038 Oath of Office / Appointments: City Council, Board and Commission Members Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-039 Ordinances P Mag, Mfr, OD, Ppr S / I No GC §34090(e) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-040 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-041 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-042 Recorded Documents / Real Property: Deeds P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) City Clerk CC-043 Recordings: Audio of City Council Meetings 30 days, or after Minutes are Adopted, whichever is longer Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk CC-044 Recordings: Video of City Council Meetings Minimum 4 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.7 City Clerk CC-045 Records Destruction Authorization Forms & Certifications (All Departments)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-046 Refusal Register Database (Residents that do not want to be solicited)Indefinite Mag, Mfr, OD, Ppr S Yes: After QC'd & OD Data is updated as residents register or move; Magnetic database is original, printouts are considered copies; GC § 34090 City Clerk CC-047 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board,P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-048 Sister City Commission Minutes and Formation Records P Mag, Mfr, OD, Ppr S Yes: After QC'd & OD The Sister City Commission was formed by the City Council; GC §34090 et seq. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-049 Sister City Commission: Agendas, Notices, Affidavits of Postings, Proof of Publications, etc. 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City Clerk CC-050 Unsuccessful Proposals (sent by Purchasing) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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 Clerk CM-001 Arcadia Beautiful - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. City Manager CM-002 Arcadia Beautiful - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk CM-003 Arcadia Beautiful - MINUTES and Formation Records Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. City Manager CM-004 Arcadia Beautiful - VIDEO RECORDINGS 2 years Mag Department preference; vVdeo recordings of meetings are required for 90 days; GC §34090.6 City Manager CM-005 City Manager Weekly Reports 2 years Mag, Ppr GC §34090 City Manager CM-006 City Publications & Completed Graphic Design Projects Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-006 City Publications & Completed Graphic Design Projects - WITH SIGNIFICANT HISTORICAL VALUE P Mag, Ppr Department Preference; GC §34090 City Manager CM-007 Contracts for Investigators (Department Heads only - Human Resources retains Employees) Excludes Police Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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-008 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-009 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Manager CM-010 Project Files / Subject Files (Subject will change over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Finance CM-011 Travel Records / Expense Reports Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-1 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). BUILDING & SAFETY Lead Dept. DSD-001 _Permit Database (Tyler EnerGov)Indefinite (Perm)Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Develop. Services / Building & Safety DSD-002 Activity Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business (Reports can be re-run from the database); GC §34090 Develop. Services / Building & Safety DSD-003 Address Files / Building Permit Applications Never Issued (Applicant Notified Ready for Issuance and never followed through) Upon Expiration Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; Content does not relate in a substantive way to the conduct of the public's business; GC §34090, Develop. Services / Building & Safety DSD-004 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Develop. Services / Building & Safety DSD-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-006 Building Plans - Cancelled or Withdrawn Upon Cancellation or withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-007 Building Plans - Expired, never started construction. Upon Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-008 Building Plans - Expired, construction started (or unknown)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-2 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Building & Safety DSD-009 Building Plans - Finalled - TENANT IMPROVEMENTS P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-010 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES - FINAL Other than Site Plan Finalled + 180 days Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107.5, H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-011 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES SITE PLAN ONLY P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Develop. Services / Building & Safety DSD-012 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6 Develop. Services / Building & Safety DSD-013 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works Services / Environ. Services OR Development Services / Building DSD-014 Construction Waste Management 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-3 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Building & Safety DSD-015 Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Develop. Services / Building & Safety DSD-016 Correction Notices - Building Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Develop. Services / Building & Safety DSD-017 Energy Calculations Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Develop. Services / Building & Safety DSD-018 Geotechnical and Soils Reports - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Building & Safety DSD-019 Geotechnical and Soils Reports - RESIDENTIAL Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Approved by City Attorney; GC §34090 Develop. Services / Building & Safety DSD-020 Grading Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Building & Safety DSD-021 Plan Check Comments Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Develop. Services / Building & Safety DSD-022 Stop Work Notices Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Develop. Services / Building & Safety DSD-023 Structural Calculations - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 BUSINESS LICENSE Develop. Services / Business License DSD-024 _Business License Database Indefinite (Minimum 5 years) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-4 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Business License DSD-025 Business License Applications, Registrations and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq. CODE ENFORCEMENT Develop. Services / Code Enforcement DSD-026 Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, and Code Enforcement Complaint Letters) Minimum 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Develop. Services / Code Enforcement DSD-027 Hearing Officer Determinations / Appeals of Code Enforcement Actions Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090 Develop. Services / Code Enforcement DSD-028 Liens & Releases P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090(a) ECONOMIC DEVELOPMENT Develop. Services / Econ. Develop. DSD-029 Economic Development Projects (Records related to Business Recruitment or Retention) Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 ENGINEERING (LAND DEVELOPMENT / PRIVATE DEVELOPMENT) Develop. Services / Engineering DSD-030 Assessment Districts / Community Facilities Districts / Street Lighting Districts / Special Districts P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Engineering DSD-031 Benchmarks P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Engineering DSD-032 Drawings, Maps, and Record Drawings, Large- Format Drawings, Survey Record Maps, Land Development / Private Development "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Develop. Services / Engineering DSD-033 Encroachment Permits: Permanent (Structures in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates P Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-5 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Engineering DSD-034 Encroachment Permits: Temporary (Excavation, Street Permits, Temporary Construction, Sidewalk Repairs, Street Cuts, Traffic Control, Transportation Permits, Utility Cuts (Installation & Patching), etc.) Includes Insurance Certificates Expiration + 2 years Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works Services / Engineering or Develop. Services / Engineering DSD-035 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Engineering is the Lead Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Develop. Services / Engineering DSD-036 Private Development: Administrative Records Construction Inspections, Photos, Progress Meetings, Project Schedules, etc. Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 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 Develop. Services / Engineering DSD-037 Private Development: Permanent Records Abandonments, Certificate of Acceptance / Approval (copy), Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical and Soil Reports / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-6 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Engineering DSD-038 Subdivision Maps / Parcel Maps P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Engineering DSD-039 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police or State of California DSD-040 Traffic Collision Reports / SWTRS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD copies; GC §34090.7 Develop. Services / Engineering DSD-041 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk DSD-042 Traffic Speed Surveys (certified by City Council Resolution) Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Presented to the City Council in the Council Agenda Packet; GC §34090.7 Develop. Services / Engineering DSD-043 Traffic Stop Sign Warrants 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Develop. Services / Engineering DSD-044 Transportation Plans / Master Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 PLANNING Lead Dept. DSD-045 _Permit Database (Tyler EnerGov)Indefinite (Perm)Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-7 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Planning DSD-046 Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, Uniform Development Application, etc.) Examples: Conditional Use Permits (CUPs) Density Bonus Development Permit General Plan / General Plan Amendments Lot Line Adjustment Public Art Rezones Specific Plan Tentative Subdivision Maps / Parcels Maps Use Permits Variance Zoning Clearance Zoning Ordinance / Updates PYes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7 Develop. Services / Planning DSD-047 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Planning DSD-048 Aerial Photographs (Historical) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-8 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Planning DSD-049 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk DSD-050 Architectural Review Board - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Develop. Services / Planning DSD-051 Architectural Review Board - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Develop. Services / Planning DSD-052 Architectural Review Board - VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.7 City Clerk DSD-053 Architectural Review Board - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Census Bureau DSD-054 Census, Demographics When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) City Clerk DSD-055 Historic Preservation Commission - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-9 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Planning DSD-056 Historic Preservation Commission - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk DSD-057 Historic Preservation Commission - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Develop. Services / Planning DSD-058 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the Lead Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Develop. Services / Planning DSD-059 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQA Inside City boundaries - Where Planning is the Lead P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Develop. Services / Planning DSD-060 General Plan, Elements and Amendments / Master Plans, Specific Plans, Land Use Plans and Amendments; General Plan Interpretations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Develop. Services / Planning DSD-061 Historical Designations / Historical Landmarks P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-10 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Planning DSD-062 Materials Boards When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Develop. Services / Planning DSD-063 Planning Commission - AGENDAS & STAFF REPORTS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Develop. Services / Planning DSD-064 Planning Commission - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Develop. Services / Planning DSD-065 Planning Commission - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Develop. Services / Planning DSD-066 Planning Commission - VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.7 Develop. Services / Planning DSD-067 Regulatory Business Permits (Approved & Unapproved) Cannabis Permits No Longer In Business + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Develop. Services / Planning DSD-068 Temporary Permits (Approved & Unapproved) Banner Permits, Special Event Permits, Tree Removal Permit, etc. Expiration + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Develop. Services / Planning DSD-069 Zoning Clearance Forms / Zoning Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Develop. Services / Planning DSD-070 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Engineering, Planning) Page DSD-11 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Develop. Services / Planning DSD-071 Zoning Ordinance Amendments / Zone Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). FIRE ADMINISTRATION Fire / Admin.FR-001 _Fire Incident Database (ERS / ESO) Indefinite - Minimum Life of the Structure or Activity or Minimum 5 years, Whichever is Longer Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; retention is required for Fire Inspections / Business Inspection Files / Occupancy Inspections / Approvals, Modification / Alternative Methods or Materials; CFC §104.6.2; GC §34090 et seq. Fire / Admin.FR-002 ISO Insurance Ratings 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (rated every 10 years); GC §34090 Fire / Admin.FR-003 Monthly Statistical Reports / Run Statistics When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq. City Clerk FR-004 Mutual Aid Agreements, Joint Power Authorities (Local and State) Copies - When No Longer Required Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk is OFR; GC §34090.7 Fire / Admin.FR-005 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Fire / Admin.FR-006 Ride-A-Long Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Admin.FR-007 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 FIRE / EMERGENCY MEDICAL SERVICES ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / EMS FR-008 _Fire Incident ePCR Database (Medic Reports to Whitman for billing) Indefinite - Minimum 20 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated (e-PCRs for minors are required until 1 year after age 18, but not less than 7 years - see Patient Care Reports); GC §34090 et seq. Fire / EMS FR-009 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; GC §34090 Fire / EMS FR-010 EMS Complaints 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for health providers is 3 years; Call Records are required for 3 years; 13 CCR 1100.7, CCP §340.5, GC §34090 Fire / EMS FR-011 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 24 CFR 164.530(j) Fire / EMS FR-012 Patient Care Reports / PCRs / e-PCRs (EMS transportation) Reports: ALL (medical and non-medical.) Includes e-PCR Database / Electronic Patient Care Report Database (ImageTrend) 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; minors are required until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 FIRE MARSHAL / FIRE PREVENTION ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / Fire Prevention FR-013 _Fire Inspection Database (ERS / ESO) Indefinite - Minimum Life of the Structure or Activity or Minimum 5 years, Whichever is Longer Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; retention is required for Fire Inspections / Business Inspection Files / Occupancy Inspections / Approvals, Modification / Alternative Methods or Materials; CFC §104.6.2; GC §34090 et seq. Fire / Fire Prevention FR-014 Fire Inspections / Business Inspection Files / Occupancy Inspections / Approvals, Modification / Alternative Methods or Materials Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for the Life of the Structure or Activity, or Minimum 5 years whichever is longer for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire / Fire Prevention FR-015 Fire Inspections / Citations / Notice of Violations Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Not required for the Life of the Structure or Activity, or Minimum 5 years whichever is longer - only applies to Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire / Fire Prevention FR-016 Permits: Construction & Operational Fire Permits: High Piled Storage, Sprinkler Systems, etc. Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CFC §§ 104.6 – 104.6.4; GC § 34090 et seq. Fire / Fire Prevention FR-017 Permits: Fire Code Permits / Special Event Permits (assembly permits, burn permits, candle permits, tent permits, open flame, etc.) Expiration of Permit + 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / Fire Prevention FR-018 Plan Review / Fire Sprinkler, Fire Safety Plans (Final, Approved by the Fire Department Only) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CFC §§ 104.6 – 104.6.4, 105.2; GC § 34090 et seq. Fire / Fire Prevention FR-019 Public Information / Education (when produced internally) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 OPERATIONS / SUPPRESSION Fire / Ops FR-020 _Fire Operations Database (ERS / ESO) Indefinite - Minimum Life of the Structure or Activity or Minimum 5 years, Whichever is Longer Mag Data is interrelated; CFC §104.6.2; GC §34090 et seq. Fire / Ops FR-021 Call Log / Summary Report / Station Log Books / Red Books 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Fire / Ops FR-022 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; GC §34090 Fire / Ops FR-023 Equipment Records & Testing Surplus + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / Ops FR-024 Fire Investigations - Arson & Capital Crimes Only P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §34090 et seq. Fire / Ops FR-025 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Fire / Ops FR-026 Fire Station Inspection Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Fire / Ops FR-027 PPE Checklists (Personal Protective Equipment Checklists)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Fire / Ops FR-028 Pre-Fire Plans When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Fire / Ops FR-029 Vehicle History (Minor Repairs) Surplus + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 TRAINING Fire / Training FR-030 _Training Database (Vector Solutions / Target Solutions) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 et seq. Fire / Training FR-031 Database of Exposure Reports, Respiratory Fit Tests, and copies of Performance Evaluations, Workers Compensation, etc. Minimum 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090 Fire / Training FR-032 Exposure Reports, Respiratory Fit Tests Separation + 30 years OR Deceased + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / Training FR-033 Training File (by employee - in Vector Solutions Database) Individual Training Certificates, Continuing Education for Paramedics Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets OSHA requirements; Ethics Training is 5 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) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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 completi LIBRARY Library LIB-001 _Library Information / Library Management System Database Indefinite - Minimum 2 years Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090 Library LIB-002 Comment Cards / Statements from Patrons When No Longer Required Mag, Ppr Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Library LIB-003 Contest Entries (Photo Contests, etc.) When No Longer Required Mag, Ppr Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Library LIB-004 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq. Library LIB-005 Contracts for Digital Services / Subscription for On-Line Services Completion + 2 years Mag, Ppr GC §34090 et. seq. Library LIB-006 Facility Rental Applications (Room Reservations, etc. - also see Insurance on City-wide) 2 years Yes: Before Event Mag, Ppr GC §34090 Library LIB-007 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act, IMLS (Institute of Museum & Library Services), and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services Final Expenditure + 5 years Mag, Mfr, OD, Ppr S/ I Yes: After QC & OD Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 CITY OF ARCADIA, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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 completi Library LIB-008 History Collection Releases / Grant Deeds / Copyright Usage Permission / Photo or Video Release Agreement / Use Items from Library Collection, etc. P Mag, Mfr, OD, Ppr S/ I Yes: After QC & OD Department preference; GC §34090 et. seq. Library LIB-009 Incident Reports Minimum 2 years Mag, Ppr Department Preference; GC §34090 Library LIB-010 Inter-Library Loan Records (not accessible to the public)2 years Yes: Before Event Mag, Ppr GC §34090 City Clerk LIB-011 Library Board of Trustees - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. City Clerk LIB-012 Library Board of Trustees - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Library LIB-013 Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records) Minimum 2 years Mag, Ppr Department Preference; GC §34090 Library LIB-014 Library Statistics / Circulation Reports When No Longer Required Mag, Ppr Copies (placed in Library Board's Agenda Packet); GC §34090.7 Library LIB-015 Patron Applications / Internet User Agreements 2 years Yes Mag, Ppr GC §34090 Library LIB-016 Program Sign Ups (e.g. Summer Reading) When No Longer Required Mag, Ppr Preliminary / Transitory documents not retained in the ordinary course of business; GC §34090 Library LIB-017 Registrations / Sign-ins / Waivers (Signed by participants, or their parent or guardian) 2 years Mag, Ppr GC §34090 et. seq. CITY OF ARCADIA, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act 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 completi Library LIB-018 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases)2 years Mag, Ppr GC §34090 et. seq. MUSEUM / GILB MUSEUM OF ARCADIA HERITAGE Museum LIB-019 _Museum Management System Database (Catalogue-IT)Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090 City Clerk LIB-020 Arcadia Museum Commission - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. City Clerk LIB-021 Arcadia Museum Commission - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Museum LIB-022 Deeds of Gifts P Yes: Before Event Mag, Ppr Department Preference; GC §34090 Museum LIB-023 Exhibitors Release Forms Exhibit Returned + 2 years Yes: Before Event Mag, Ppr Department Preference; GC §34090 Museum LIB-024 Museum Commission Agenda Packet P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Museum LIB-025 Museum Management System (Past Perfect)Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 CITY OF ARCADIA, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 ADMINISTRATION / POLICE CHIEF Police / Admin. / Chief PD-001 Background Files - Successful Employee and Volunteer Applicants (Employees, Cadets, Explorers, CERT, Chaplains, Reserves, etc.) Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602 14; GC §§12946 12960 34090; Police / Admin. / Chief PD-002 Background Files - Unsuccessful Employee and Volunteer Applicants (Employees, Cadets, Explorers, CERT, Chaplains, Reserves, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090 Police / Admin.PD-003 CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - UNSUCCESSFUL / DENIED 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-004 CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - SUCCESSFUL / APPROVED Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-005 Complaints from Employees - WITH or WITHOUT Sustained Finding of Misconduct Final Disposition + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-006 Complaints from Members of the Public - Internal Investigations WITH Sustained Finding of Misconduct Final Disposition + 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police / Admin. / Chief PD-007 Complaints from Members of the Public - Internal Investigations WITHOUT Sustained Finding of Misconduct Final Disposition + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; 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 for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Fire / Admin. and Police / Admin. / Chief PD-008 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) When Superseded Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Admin. / Chief PD-009 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Police / Admin. / Chief PD-010 Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows retention for Evidence, Minimum 2 years Mag,PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Police / Admin. / Chief PD-011 Officer Recordings: Body-Worn Cameras - that are NOT evidence Minimum 90 days Mag, Department preference (law recommends 90 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Police / Admin. / Chief PD-012 Personnel Training File - BY EMPLOYEE (Includes POST printouts) Peace Officer or Dispatcher Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be consistent with Human Resources; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Police / Admin. / Chief PD-013 Policies & Procedures / Lexipol / Operation Directives / General Orders (Department Policies and Procedures) Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-014 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Admin. / Chief PD-015 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Admin. / Chief PD-016 Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9, etc. Report of data regarding the number, type, or disposition of complaints made against its officers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Admin. / Chief PD-017 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Admin. / Chief PD-018 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 , LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Police / Admin. / Chief PD-019 Use of Force Reviews - Not as a result of a complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960, 34090 FIELD OPERATIONS / PATROL Police / Field Ops / Patrol PD-020 Ops Plans (Fourth of July, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Field Ops / Patrol PD-021 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Field Ops / Patrol PD-022 Patrol Schedules When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq. ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Field Ops / Patrol PD-023 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Field Ops / Patrol PD-024 Traffic Control: Radar Trailer Surveys, etc.Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. CRIME ANALYSIS / DETECTIVES / INVESTIGATIONS State of California PD-025 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No Longer Required Mag, Ppr Not a City record Police / Crime Analysis / Detectives PD-026 Asset Forfeiture Notification 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police / Crime Analysis / Detectives PD-027 Criminal Intelligence Files Confidential informant information & activities Last Entry + 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 / Crime Analysis / Detectives PD-028 Detectives Investigation Files and Arrest Files Transferred into Record's Crime Report Files Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Crime Analysis / Detectives PD-029 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Crime Analysis / Detectives PD-030 Informant Files / Gang Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 Police / Crime Analysis / Detectives PD-031 Pawn Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 COMMUNICATIONS / CAD / DISPATCH Police / Commun.PD-032 Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) 366 days Mag Department Preference; legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police / Commun.PD-033 Vacation Checks / Patrol Requests When No Longer Required Mag, Ppr Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq. PROPERTY AND EVIDENCE Police / Property & Evidence PD-034 _Property & Evidence Database Indefinite Mag Department Preference (data is interrelated); GC §34090 Police / Property & Evidence PD-035 Crime Report Photos Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Property & Evidence PD-036 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 / Property & Evidence PD-037 Property & Evidence Logs / Destruction Authorizations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Property & Evidence PD-038 Safekeeping: Lost & Found Property (Documents related to)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RECORDS Police / Records PD-039 _RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD-040 Alarm Permits Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-041 CHP Forms: Pursuit Report (CHP 187A), Vehicle Report (CHP 180), etc. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 Police / Records PD-042 Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq. Police / Records PD-043 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile Cases - Childhood Sexual Assault Age of Majority + 22 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police / Records PD-044 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile Cases Except Sealed Childhood Sexual Assault Per Court Order (Subject 26 years old / Sealing Date + 5 years) Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090; GC §68152(g)(1), W&I §781(d) Police / Records PD-045 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-046 CRIME REPORTS: ALL Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Arson (Suspected or Undetermined) PYesMag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police / Records PD-047 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further Report on Suspected Abuser + 10 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police / Records PD-048 CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others) Minimum 5 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Police / Records PD-049 CRIME 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 Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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-050 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-051 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police / Records PD-052 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-053 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-054 CRIME REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 Statistics / Uniform Crime Reports (UCR) - Summaries (BCS)P Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department preference; GC §34090 Police / Records PD-056 Hearing Officer Determinations (Citation Appeals, Tows, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-057 Permits - Amplified Sound, Dance, etc..Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-058 Permits: Cannabis, Firearms Dealers, Secondhand Dealers, Pawn Brokers Licenses Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-059 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-060 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S / 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 ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Record (OFR) Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / 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-062 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of Registrant Mag, Mfr, OD, Ppr S / 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. Court PD-063 Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing (When Not filed with the case file) Expiration of the Order Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Not a City record Police / Records PD-064 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq. Police / Records PD-065 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Court or Dist. Attny PD-066 Subpoenas (Personal Appearance of Police Employees) When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Court or District Attorney records; GC §34090 et seq. Police / Records PD-067 Video Recordings - Jail / Temporary Holding / Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq. Police / Records PD-068 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, ARCADIA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-1 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). PUBLIC WORKS SERVICES / ENGINEERING Public Works Services / Engineering PWS-001 Capital Improvement Projects (CIP): MAINTENANCE-ONLY PROJECTS (Painting, Pavement Resurfacing, Potholing, Signal Synchronization, Slip Lining, Slurry Seal, Re- Roof, etc. - No change in Infrastructure Configuration) All Final Records (Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.) Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 Public Works Services / Engineering PWS-002 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas & Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works Services / Engineering PWS-003 Capital Improvement Projects (CIP): Permanent File Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works Services / Engineering PWS-004 Design & Construction Standards - Authored by the City for Construction of City Infrastructure (CIP or Land Development) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-2 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Engineering PWS-005 Drawings, Maps, and Record Drawings, Large- Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Public Works Services / Engineering or Develop. Services / Engineering PWS-006 Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases (Send Deeds to City Clerk) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090(a) Public Works Services / Engineering or Develop. Services / Engineering PWS-007 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Engineering is the Lead Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Public Works Services / Engineering PWS-008 Surveys, Record of Survey P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 PUBLIC WORKS SERVICES / EQUIPMENT MAINTENANCE & FLEET / GENERAL SERVICES Public Works Services / Equipment & Fleet Maint (General Services) PWS-009 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-3 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Equipment & Fleet Maint (General Services) PWS-010 Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c) Public Works Services / Equipment & Fleet Maint (General Services) PWS-011 Fleet - Tire Disposal / Waste Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 14 CCR 18459.3; GC §34090 Public Works Services / Equipment & Fleet Maint (General Services) PWS-012 Fleet - Used Oil Disposal Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works Services / Equipment & Fleet Maint (General Services) PWS-013 Fleet - Vehicle & Equipment History Files Maintenance, Brakes, Smog Certificates, etc. Disposal of Vehicle or Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3; CCP §337 et. seq., 3 CCR 1234(f); GC §34090 Public Works Services / Equipment & Fleet Maint (General Services) PWS-014 Generator Operation Logs & Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-4 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Equipment & Fleet Maint (General Services) PWS-015 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Public Works Services / Equipment & Fleet Maint (General Services) PWS-016 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. Public Works Services / Equipment & Fleet Maint (General Services) PWS-017 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Previous SDS / MSDS may be obtained from a service; SDS / 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 PUBLIC WORKS SERVICES / ENVIRONMENTAL SERVICES Public Works Services / Environ. Services PWS-018 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 Public Works Services / Environ. Services PWS-019 Industrial Waste Permits No Longer in Business + 2 years Mag Ppr Department Preference; GC §34090 et seq. ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-5 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Environ. Services PWS-020 Industrial Waste Pretreatment Files 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 Public Works Services / Environ. Services PWS-021 Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) . CalRecycle Annual Waste Diversion Report / Measure D annual report / Form 303 report (HHW report) / CalREcycle Used Oil report / CalREcycle Bottles & Cans report, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995.2; H&S §39730.7; GC §34090 Public Works Services / Environ. Services PWS-022 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works Services / Environ. Services OR Development Services / Building PWS-023 Solid Waste: Construction Waste Management 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Public Works Services / Environ. Services PWS-024 Solid Waste: Events / HHW Events (Household Hazardous Waste)10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (3 years is required); 14 CCR 18812.4; GC §34090 Public Works Services / Environ. Services PWS-025 Storm Drain System Maintenance (Slip Lining, etc.)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-6 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Environ. Services PWS-026 Stormwater Illicit Discharges 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 3 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works Services / Environ. Services PWS-027 Stormwater Inspections (Business Inspections, O&M related inspections, and Development Inspections) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Environ. Services PWS-028 Stormwater: NPDES Annual Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Environ. Services PWS-029 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Environ. Services PWS-030 Street Sweeping Tonnage Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 PUBLIC WORKS SERVICES / STREETS & TREES Public Works Services / Streets & Trees PWS-031 Herbicide or Pesticide Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works Services / Streets & Trees PWS-032 Playground Equipment Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works Services / Streets & Trees PWS-033 Street Light Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-7 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Streets & Trees PWS-034 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works Services / Streets & Trees PWS-035 Tree DATABASE Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Public Works Services / Streets & Trees PWS-036 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works Services / Lead Div. PWS-037 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(d), GC §34090 Division Providing Service / Work PWS-038 Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PWS-039 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PWS-040 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 PUBLIC WORKS SERVICES / UTILITY BILLING Public Works Services / Utility Billing PWS-041 _Utility Billing Database Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-8 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Utility Billing OR Finance / General Accounting PWS-042 Collection Agency Assignments / Unpaid Accounts 7 years Mag, Ppr Department Preference; Negative credit information remains on credit reports for 7 - 10 years; Meets auditing standards; City does not Lien property (Liens are good for 10 years from recording date, and may be extended by re-recording lien); WC 36729; GC §34090 Public Works Services / Utility Billing PWS-043 Fire Membership Billing (for Medical Transportation Subscriptions)5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §34090 et seq. Depart. Providing Service / Work PWS-044 Meter Change Orders / On & Off Orders When No Longer Required Mag, Ppr Department preference (Copies); GC §34090.7 Public Works Services / Utility Billing PWS-045 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Public Works Services / Utility Billing PWS-046 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Public Works Services / Utility Billing PWS-047 Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Public Works Services / Utility Billing PWS-048 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Public Works Services / Utility Billing PWS-049 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded; Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-9 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Utility Billing PWS-050 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Public Works Services / Utility Billing PWS-051 Water Billing:: AutoPay Applications Minimum 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 PUBLIC WORKS SERVICES / SEWER Public Works Services / Sewer PWS-052 CCTV Videos of Sewer Lines 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works Services / Lead Div. PWS-053 Confined Space Entries / Hot Work Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Public Works Services / Wastewater Collections PWS-054 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; 40 CFR 122.41(j)(2); GC §34090 Public Works Services / Wastewater Collections PWS-055 Sewer Odor Complaints / Investigations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works Services / Wastewater Collections PWS-056 Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; GC §34090 Public Works Services / Lead Div. PWS-057 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Division Providing Service / Work PWS-058 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-10 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Division Providing Service / Work PWS-059 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PWS-060 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 PUBLIC WORKS SERVICES / WATER Public Works Services / Water PWS-061 _SCADA Database (Water) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Public Works Services / Water PWS-062 Consumer Confidence Report - Annual Water Quality Report P Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Public Works Services / Water PWS-063 Lab Reports & Chains of Custody: ALL Potable Water (Bacteriological and Organics, Chemical, Lead & Copper) Minimum 12 years Mag, OD, Ppr S / I Yes - After QC & OD Department Preference; Only Lead & Copper is Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91; Public Works Services / Lead Div. PWS-064 Prop. 218 (Property-based fees) - Notice Mailing List, Protest Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) Public Works Services / Water PWS-065 Reservoirs: Dive Videos 10 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 Public Works Services / Water PWS-066 Reservoirs: Inspection Reports, Maintenance Records P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) Page PWS-11 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Public Works Services / Lead Div. PWS-067 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Public Works Services / Water PWS-068 Water Conservation Programs / Pool Covers, Faucet Replacements, etc.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (meets auditing standards); GC §34090 Public Works Services / Water PWS-069 Water Rights P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Public Works Services / Water PWS-070 Water Supply Assessments, Studies, Reports / Stream Studies and Flow / Water Planning Studies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Public Works Services / Water PWS-071 Water System Variances P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Public Works Services / Water PWS-072 Wells (including abandoned or destroyed wells) P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; GC §34090 Division Providing Service / Work PWS-073 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work PWS-074 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S Yes - After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PWS-075 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-1 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). RECREATION & COMMUNITY SERVICES Recreation & Community Services R&CS-001 _Recreation Activity Registration Database (RecOne) Indefinite - Minimum 2 years Mag, Department preference; GC §34090 Recreation & Community Services R&CS-002 Activity / Special Programs / Event Files Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Recreation & Community Services R&CS-003 Activity Guide / Class Guide / Program Guide (Final)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation & Community Services R&CS-003.5 Agreements & Contracts - Class Instructors, Performers, Special Events, Sponsorships, Others where Errors & Omissions don't apply Completion + 2 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations for Errors & Omissions is not applicable; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Recreation & Community Services R&CS-004 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation & Community Services R&CS-005 Client Intake Forms / CDBG Intake Forms Last Visit + 5 years Mag, Mfr, OD, Ppr S / I Yes: When Inactive CDBG Funding; Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-2 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Recreation & Community Services R&CS-006 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Recreation & Community Services R&CS-007 Incident Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation & Community Services R&CS-008 Liability Waivers (if separate from another record) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation & Community Services R&CS-009 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (Includes Insurance Certificates and ABC Permits where appropriate) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. City Clerk R&CS-010 Recreation & Parks Commission - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Recreation & Community Services R&CS-011 Recreation & Parks Commission - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk R&CS-012 Recreation & Parks Commission - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Recreation & Community Services R&CS-011 Recreation & Parks Commission - VIDEO RECORDINGS 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.6 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-3 Office of Record (OFR)Retention No. Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act 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). Recreation & Community Services R&CS-013 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Recreation & Community Services R&CS-014 Schedules / Hours (classes and staff) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk R&CS-015 Senior Citizens' Commission - AGENDAS & STAFF REPORTS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Recreation & Community Services R&CS-011 Senior Citizens' Commission - AUDIO RECORDINGS 30 days, or After Minutes have been Approved, whichever is Longer. Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Audio Required for 30 days; GC §54953.5(b) City Clerk R&CS-017 Senior Citizens' Commission - MINUTES Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7. Recreation & Community Services R&CS-016 Senior Citizens' Commission - VIDEO RECORDINGS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Video recordings of meetings are required for 90 days; GC §34090.6 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 1 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Accident/Illness Reports Not a public record For Employee Medical Records & Employee Exposure Records regarding exposure to toxic substances or harmful physical agents --Includes Material Safety Data Sheets (MSDS) Does NOT include: records of health insurance claims maintained separate from employer’s records; first aid records of one-time treatments for minor injuries; records of employees who worked less than one (1) year if records are given to employee upon termination GC 6254(c) 8 CCR 3204(d)(1)(A)(B) Length of employment + 30 years Accidents/Damage to City Property Risk management administration GC 34090 CCP 337.15 10 years Accounting Records – General Ledger General Ledger GC 34090 CCP 337 Until audited + 4 years Published articles show 4 – 7 years retention as typical Sec. of State Guidelines recommends permanent retention. Accounting Records – -Permanent Books of Accounts Records showing items of gross income, receipts and disbursement (including inventories, per IRS regulations) 26 CFR 1.6001- 1(c) & (e) Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 2 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Accounts Payable Journals, statements, asset inventories, account postings with supporting documents, vouchers, investments, invoices and back-up documents, purchase orders, travel expense reimbursements, petty cash, postage, PERS reports, check requests, etc. CCP 337 26 CFR 31.6001- 1(e)(2); Sec. of State Local Gov’t. Records Mgmt. Guidelines recommendation Until audited + 4 years Accounts Receivable Receipts for deposited checks, coins, currency; checks received, reports, investments, receipt books, cash receipts, cash register tapes, payments for building permits/parking permits/Transient Occupancy Tax, etc. CCP 337 26 CFR 31.6001- 1(e)(2); Sec. of State Local Gov’t. Records Mgmt. Guidelines recommendation Until audited + 4 years Affidavits of Publication / Posting Legal notices for public hearings, publication of ordinances, etc. GC 34090 Current + 2 years, unless part of a project or matter that requires longer retention (i.e., CEQA documents) RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 3 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Agency Report of Public Official Appointments (FPPC Form 806) Report of additional compensation received by agency officials when appointing themselves to committees, boards or commissions of other public agencies, special districts, joint powers agencies or joint powers authorities. Current report must be posted on the City’s website. 2 CCR 18702.5(b)(3); GC 34090 Recommended retention: Keep a paper copy of report for 2 years after removal from the City’s website Agenda / Agenda Packets City Council, Successor Agency, Commissions – agendas and packets can be imaged immediately for retention, if desired. GC 34090 GC 34090.5 2 years Agenda reports (staff reports) Council/Successor Agency/Commissions - Originals can be imaged immediately for retention, if desired. The imaged record can serve as the “original” record, if desired. GC 34090 GC 34090.5 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 4 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Agreements (See also Contracts) Original contracts and agreements and back-up materials, including leases, license agreements, service/maintenance contracts, etc. Original contracts/agreements regarding the development of real property, design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property; may include records of retention releases, retention withheld, change orders, etc. CCP 337 CCP 337.2 CCP 343 CCP 337.15 4 years after termination/completion 10 years after termination/completion Annexations / Reorganizations Notices, Resolutions, Certificates of Completion GC 34090 Permanent Annual Financial Report May include independent auditor analysis GC 34090 Until audited + 2 years Sec. of State Guidelines recommends while current + 7 years Applications for Boards, Commissions Committees Not selected GC 34090 2 years Applications for Boards, Commissions, Committees Selected GC 34090 Sec. of State Guidelines Current + 5 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 5 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Appraisals For Real Property Owned by City – Not a public record until real estate transaction is complete GC 34090 GC 6254(h) 2 years Articles of Incorporation GC 34090 Permanent Assessment Districts Original Documentation GC 34090 Permanent Audit Hearing or Review Documentation created and or received in connection with an audit hearing or review GC 34090 2 years Audit Reports Financial services; internal and/or external reports GC 34090 CCP 337 CCP 343 Current + 4 years Sec. of State Guidelines recommends permanent retention Backflow Test Reports Reports of testing and maintenance – water supply 17 CCR § 7605 3 years Bank Account Reconciliations Bank statements, receipts, certificates of deposit, etc. 26 CFR 31.6001- 1(e)(2) 4 years (Sec. of State Guidelines – recommended retention: until audited + 5 years) Bids, Successful Includes plan and specifications; notices/affidavits. GC 34090 CCP 337, 337.1 4 years Bids, Unsuccessful Unsuccessful bid packages only GC 34090 2 years Billing Records Utility bill stubs – submitted with payment GC 34090 Current + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 6 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Bonds Authorization/public hearing records/prospectus/proposals/certificates/notices (transcripts)/registers/statements. CCP 336a, 337.5 Upon cancellation, redemption or maturity + 10 years Bonds, Development Housing; Industrial Development CCP 337.5 10 years Bonds, Employee (Fidelity Bonds) Form of insurance that covers employer (City) for losses resulting from fraudulent acts of specified employees GC 34090 Length of employment + 2 years Bonds - Final Final bond documentation; monthly statement of transactions; supporting documents GC 34090 CCP 337.5 Upon cancellation, redemption or maturity +10 years Bonds – Paid/Cancelled Paid or cancelled bonds; warrant certificates; interest coupons GC 34090 GC 53921 2 years Bonds, Surety Documentation created and/or received in connection with the performance of work/services for the City, or for parcel maps and subdivision work CCP 337 4 years Bonds – Unsold/Unused Unsold/unused bonds GC 34090 GC 43900 et seq. 2 years (specific requirements for disposal of unused bonds) Brochures/ Publications Informational/promotional documents created for or by the City GC 34090 2 years Budget, Annual Annual operating budget approved by City Council GC 34090 Current + 2 years Sec. of State Local Gov’t. Records Mgmt. Guidelines recommends permanent retention. RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 7 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Building, Blueprints/ Specifications Copies submitted by contractors with application for building permit or Certificate of Occupancy GC 34090 Current + 2 years Building, Certificates Compliance, elevation, occupancy – affecting title to real property or liens on real property GC 34090 Permanent Building, Construction (Approved) New commercial and residential construction, tenant improvements, room additions, spas, signs, block wall, remodel (including security bonds) CCP 337.15 GC 34090 10 years Building, Inspection Correspondence, fees, appeal requests, reports GC 34090 2 years Building, Permits Permits for buildings; signs; grading; encroachment permits GC 34090 Until completed + 2 years Building Plans Official copy -- Not to be reproduced until written permission is obtained from architect of record and current building owner (Retention requirement not applicable to buildings containing a financial institution or public utility.) GC 34090 H&S 19850, 19851 For the life of the building Building, Signs (temporary) Home occupation, off-premise signs GC 34090 2 years Business License Annual Reports Finance GC 34090 2 years Business Licenses/Permits City issued GC 34090 While current plus 2 years Cal-OSHA Personnel-Logs, Supplementary Record, Annual Summary (Federal & State-Cal OSHA) LC 6410; 8 CCR 14307 5 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 8 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period California State Tax Records Forms filed annually; quarterly and year-end reports R&TC 19530 R&TC 19704 6 years Campaign Statements - Mayor, City Council - elected (originals) Original statements of elected candidates and committees supporting elected candidates for Mayor, City Council GC 81009(b) GC 81009(g) Permanent (can image after 2 years) Campaign Statements - candidates for Mayor, City Council - not elected (originals) Original statements of candidates and supporting committees for candidates not elected for Mayor, City Council GC 81009(b) GC 81009(g) 5 years (can image after 2 years) Campaign Statements for other than Mayor, City Council; other campaign reports (originals) Original statements of all other persons and committees; other original reports and statements GC 81009(c), (e) GC 81009(g) 7 years (can image after 2 years) Campaign Statements/Reports -- Copies Copies of reports/statements (if filing officer is not required to keep more than one copy) GC 81009(f) GC 81009(g) 4 years (can image after 2 years) Certificates of Compliance Building department documents GC 34090 2 years Checks (City-issued) Includes payroll checks; canceled or voided checks; copies of checks; electronic versions of checks GC 34090 CCP 337 26 CFR 31.6001- 1(e)(2) Until audited +4 years (Sec. of State Guidelines – recommended retention: until audited + 5 years) Citizen Feedback General correspondence. GC 34090 2 years Claims Against the City Paid/Denied GC 34090 Until settled + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 9 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Code Enforcement, Case files (see Nuisance Abatement) Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, citations [records on vehicle abatement/abandoned vehicles are generally Police Records] GC 34090 Until closed + 2 years Code Enforcement, Liens & Releases Utilities, abatement, licenses GC 34090 Current + 2 years Keep recorded liens until lien is paid/satisfied Code Enforcement - Logs Documentation of investigations and follow-up GC 34090 Current + 2 years Code Enforcement Regulations Other than regulations in City’s Municipal Code GC 34090 2 years Code Enforcement Reports, Federal and State Code enforcement statistics GC 34090 Current + 2 years Collective Bargaining Agreements Memoranda of Understanding (MOUs) with employee unions; represented employee groups 29 CFR 516.5 3 years Community Surveys Review final survey reports for historic significance GC 34090 2 years Complaints - Miscellaneous Miscellaneous complaints, non-code enforcement, not related to specific lawsuits involving the City and not otherwise specifically covered by the Retention Schedule. GC 34090 2 years Comprehensive Annual Financial Reports (CAFR) Finance GC 34090 CCP 337 Until audited + 4 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 10 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Conflict of Interest Code Conflict of Interest Code – required under Political Reform Act; must be reviewed by July 1st of every even-numbered year and amended if necessary GC 87300 et seq. Permanent Contracts, City (see also Agreements) Original contracts and agreements and back-up materials, including leases, license agreements, service/maintenance contracts, etc. Original contracts/agreements regarding the development of real property, design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property; may include records of retention releases, retention withheld, change orders, etc. CCP 337 CCP 337.2 CCP 343 CCP 337.15 4 years after termination/ completion 10 years after termination/completion Correspondence General correspondence, including letters and e- mail; Various files, not related to specific cases and not otherwise specifically covered by the retention schedule. GC 34090 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 11 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Credit Cards, City-owned Credit card bills or statements and related receipts. Other records related to use of City-owned credit cards (policies, correspondence, etc.) 26 CFR 31.6001- 1(e)(2) GC 34090 Until audited + 4 years Current + 2 years Deeds, Real Property (Grant Deeds) File with recorded documents; originals may not be destroyed. GC 34090 Permanent Deferred Compensation Reports Finance - pension/retirement funds 29 CFR 516.5 29 CFR 1627.3 3 years Demographic/ Statistical Data GC 34090 Current + 2 years Development Agreements Agreements for development of real property; Development and Disposition Agreements (DDAs); May include infrastructure contracts (i.e., architects, treatment plants, utility lines, etc.), franchises, etc. CCP 337, 337.1, CCP 337.15 GC 34090 48 CFR 4.703 Permanent (Sec. of State Guidelines recommends retaining paper original for minimum 7 years) Development Conditions Mitigation measures; filed with project files GC 34090 For the life of the project Development, General Subject Files Internal working files including correspondence GC 34090 2 years Development, Incident Files Emergency Call Outs GC 34090 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 12 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Development Logs Logs, registers or similar records listing permits, certificates of occupancy issued, may include inspection, building activity, daily, plan check, utility GC 34090(a) GC 4003, GC 4004 H&S 19850 - 19853 5 years Development, Photographs Aerial Photographs GC 30490 Current + 2 years Development, Projects- Not completed or denied Building, engineering, planning GC 34090 2 years Development, Reports Activity, Periodic GC 34090 2 years Development, Seismic Retrofit Program Includes Certificates of Compliance GC 34090 H&S 19850 For the life of the building; Sec.of State Guidelines recommends permanent retention Development Standards Includes standards for landscaping medians, parkway landscape development, public works construction GC 34090 Sec. of State Guidelines Permanent Development, Street Names and House Numbers Includes street dedications, street vacations/closings, address assignment/changes GC 34090 Sec. of State Guidelines Permanent Development, Studies, Special Projects & Areas Engineering, joint powers, noise, transportation GC 34090 2 years Development, Surveys Recording data and maps GC 34090 Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 13 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period DMV Drivers’ Records Reports (DMV Pull-Notice System) Motor Vehicle Pulls; Personnel record – not a public record GC 34090 GC 6254(c) VC 1808.1(c) Until superseded (should receive new report every 12 months) Drawings, Project Plan Does not include those usually filed with case or project. GC 34090 2 years Easements, Real Property File with recorded documents; originals may not be destroyed. GC 34090 Permanent Economic Development Projects Administrative records/Staff reports/Project files GC 34090 2 years EEOC Records (Equal Employment Opportunity Commission) Records, reports showing compliance with federal equal employment requirements (EEO-4 Reports, etc.) 29 CFR 1602.30 3 years Election - Administrative Documents Not ballot cards or absentee voter lists/applications. GC 34090 2 years Election – Affidavit Index Voter registration index EC 17001 5 years Election - Ballots and Related Documents STATE & LOCAL ELECTIONS: All ballot cards (voted, spoiled, canceled) arranged by precinct, unused absentee ballots, ballot receipts, absent voter identification envelopes, absentee voter applications. May be destroyed subject to any pending contest. EC 17302, 17306, 17505 6 months RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 14 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Election - Ballots and identification envelopes – Federal offices For elections to Federal office (President, Vice President, US Senator, US Representative) EC 17301 22 months Election - Ballots - Prop. 218 (Assessment Districts) Ballots - Property related fees (Assessment Ballot proceeding) [Ballots are disclosable public records during and after tabulation] GC 53755(b)(4) 2 years Election - Canvass Notifications and Publication of Election Records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results; special election results EC 17304 6 months Election - Election Official’s Package of Documents Package of 2 tally sheets, copy of index, challenge lists, assisted voters list. Public record - all voters may inspect after commencement of official canvass of voters EC 17304 6 months Election - Nomination Documents - successful All nomination documents and signatures in lieu of filing petitions EC 17100 Until term expires + 4 years Election - Nomination Documents - unsuccessful GC 81009(b) 5 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 15 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Election Petitions - Initiative/Recall/Referendum; Charter Amendments Not a public record - documents resulting in an election - retention is from election certification. EC 17200, 17400 GC 6253.5; EC 17400; GC 34458-60 8 months Election Petitions - No election Not a public record. Not resulting in an election. Retention is from final examination. EC 17200, 17400 GC 6253.5 8 months Election - Precinct Records From date of election: Precinct official material; declaration of intention; precinct board member applications; orders appointing members of precinct boards and designating polling places includes notice of appointment of office and record of service EC 17503 5 months Election - Roster of Voters From date of election; initiative; referendum recall; general municipal election; Charter Amendments EC 17300 5 years Election - Voter Affidavits Affidavits of registration retained by the elections official EC 17000 5 years Employee Benefits Benefit plans (including “cafeteria” and other plans); health insurance programs; records regarding COBRA – extension of benefits for separated employees, insurance policies (health, vision, dental, deferred compensation, etc.) 29 USC 1027 28 CCR 1300.85.1 11 CCR 560 29 CFR 1627.3(b)(2) For life of plan/policy + 6 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 16 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Employee Bonds (Fidelity) Form of insurance that covers employer (City) for losses resulting from fraudulent acts of specified employees GC 34090 While current + 2 years Employee Files Personnel files --Not a public record. GC 12946 GC 6254(c) 29 CFR 1627.3 While current + 3 years Employee Information, General Name, address, date of birth, occupation, rate of pay and weekly compensation earned GC 12946 29 CFR 1627.3 LC 1174 3 years Employee Information - CEIR Personnel--California Employer Information Report (for employers of 100 or more employees) 2 CCR 11013 (c)(1) GC 12946 Received + 2 years Employee Information - Applicant Identification Records Personnel--Data regarding race, gender, national origin of applicants 2 CCR 11013 (c)(2) Received + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 17 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Employee, Medical & Exposure Records (toxic substances or harmful physical agents) Medical records are part of personnel file --not a public record. Includes medical records made or maintained by a physician, nurse, or other health care personnel, or technician pertaining to employees exposed to toxic substances or harmful physical agents. Does not include first-aid records of one-time treatment made on-site by a non-physician or observation of minor scratches, cuts, burns, splinters, etc., which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job. (For employees of less than 1 year, no need to retain medical records regarding exposure to toxic substances/harmful physical agents if they are returned to employee upon termination) GC 6254(c) 29 CFR 1910.1020 8 CCR 3204 (d)(1)(A)(B) Length of employment + 30 years Employee, Medical Records (routine) Records of first aid treatment for minor injuries (burns, splinters, etc.); records relating to medical leave taken, etc. GC 12946, 34090 29 CFR 1627.3 Length of employment + 3 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 18 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Employee, Noise Exposure Noise exposure measurement records Employee audiometric test records 8 CCR 5100 8 CCR 5100 Current + 2 years Length of employment Employee, Non-safety Non-safety employee records may include release authorizations; certifications; reassignments; outside employment; commendations, disciplinary actions; terminations; oaths of office; pre-employment medical evaluations; fingerprints; identification cards (ID’s) 29 CFR 1627.3 LC 1174 GC 12946 GC 34090 Length of employment + 3 years Employee Programs May include Employee Assistance Program (EAP), Employee Recognition program, etc. GC 34090 GC 12946 2 years Employee, Recruitment Alternate lists/logs, ethnicity disclosures, examination materials, examination answer sheets, job bulletins GC 12946 GC 34090 29 CFR 1602.31 29 CFR 1627.3 2 years Employee, Reports Employee statistics, benefit activity, liability loss GC 34090 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 19 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Employee, Safety Police department employees (except for peace officers), fire, emergency employees-- records may include release authorizations; certifications; reassignments; outside employment; commendations; disciplinary actions; terminations; oaths of office; pre- employment medical evaluations Peace officer personnel records 29 CFR 1627.3 29 CFR 1602.31 29 CFR 516.6 et. seq. LC 1174 GC 34090 GC 12946 Op.Atty.Gen. No. 99-1111 [May 2, 2000] Length of employment + 3 years Length of employment + 5 years Employee Rights - General GC 12946 29 CFR 1602.14 Length of employment + 2 years Employment Agreements – At-Will Employees; Temporary Employees Original agreements/contracts for at-will employees or temporary employees CCP 337 CCP 343 Length of employment + 4 years Employment Applications - Not Hired Applications submitted for existing or anticipated job openings, including any records pertaining to failure or refusal to hire applicant GC 34090 GC 12946 29 CFR 1627.3 2 years Employment Eligibility Verification (I-9 Forms) Federal Immigration and Nationality Act; Immigration Reform/Control Act 1986 8 USC 1324a (b)(3) Pub. Law 99-603 3 years after date of hire, or 1 year after date of termination, whichever is later RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 20 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Employment - Public Safety certifications Certification/designations GC 34090 Length of employment + 2 years Employment - Surveys and Studies Includes classification, wage rates GC 12946 GC 34090 29 CFR 516.6 2 years Employment - Training Records, Non- Safety Paperwork documenting internal and external training for non-safety employees; includes any volunteer program training - class training materials, internships GC 34090 GC 12946 Length of employment + 2 years Employment - Vehicle Mileage Reimbursement Rates Annual mileage reimbursement rates GC 34090 Until superseded + 2 years Engineering Capital Improvement Projects Supporting documentation including bidders list, specifications, reports, plans, work orders, schedules, etc. GC 34090, CCP 337.15 Project completion + 10 years Engineering Construction Tracking, Daily Daily/weekly logs; daily/weekly reports, etc. CCP 337.15 Project completion + 10 years Engineering Drawings, Traffic Control Plan Signs, signing and striping, road construction GC 34090 Permanent Engineering Flood Control Storm Drains GC 34090 Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 21 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Engineering Special Districts Supporting documents regarding improvement districts, lighting districts, underground utility districts, etc. GC 34090 Permanent Engineering Street/Alley (Abandonment/ Vacation) Relinquishment of rights and fee title GC 34090 Permanent Engineering Traffic Signals Counts, collisions, accidents GC 34090 Completion + 2 years Enterprise Systems Catalog Catalog of software applications, computer systems used by the City. Due 7/1/2016, per Senate Bill 272 (2015 Statutes). GC 6270.5 (Eff. 7/1/2016) Must be completed by 7/1/2016, posted on City website and updated annually Environmental Quality Air Quality (AQMD) Participants/voucher logs, Total Daily Mileage Survey (TDM); various local authorities; Commute Alternative CCP 338(k); GC 34090 3 years Environmental Quality Asbestos Documents, abatement projects, public buildings GC 34090 Permanent Environmental Quality California Environmental Quality Act (CEQA) Exemptions, Environmental Impact Report, Mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations GC 34090 CEQA Guidelines Permanent Environmental Quality Congestion Management Ride sharing, trip management GC 34090 Completion + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 22 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Environmental Quality Environmental Review Correspondence, consultants, issues, conservation GC 34090 Completion + 2 years Environmental Quality Pest Control Pesticide applications, inspections and sampling, documents GC 34090 Completion + 2 years Environmental Quality Soil Analysis, construction recommendations GC 34090 Completion + 2 years Environmental Quality Soil Reports Final Reports GC 34090 Permanent ERISA Records (Employee Retirement Security Act) Employee Retirement Income Security Act of 1974 - Plan reports, certified information filed; records of benefits due 29 USC 1027 29 USC 1059 6 years Ethics Training Records (AB 1234; effective 1/1/06) Records required to be kept under Gov. Code section 53235.2. Records must show dates that local officials satisfied the training requirements and the entity that provided the training GC 53235.2 5 years after receipt of training Events Planning, Community Review for historic significance GC 34090 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 23 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Family and Medical Leave Act (federal) Records of leave taken, City policies relating to leave, notices, communications relating to taking leave 29 CFR 825.500 GC 12946 3 years (federal) 2 years (State) Federal Tax Records May include Forms 1095-C, 1096, 1099, W-4 and W-2 26 CFR 31.6001- 1(e) 29 CFR 516.5- 516.6 Current + 4 years Fee Schedules/Studies Considered by the City Council GC 34090 2 years Fire Protection District Administration Administrative documents. GC 34090 2 years Fire Safety Administration General orders, policies & procedures GC 34090 Until superseded + 2 years Fixed Assets Inventory Reflects purchase date, cost, account number GC 34090 Until audited + 2 years Fixed Assets Surplus Property Auction; disposal – Listing of property; sealed bid sales of equipment GC 34090 CCP 337 Until audited + 4 years Fixed Assets Vehicle Ownership & Title Title transfers when vehicle is sold. VC 9900 et. seq. Until sold Flood Plain Maps FEMA - not a City record, for information only. Until Superseded RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 24 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Forms Administrative - blank Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 Until audited + 2 years General Ledgers All annual financial summaries--all agencies GC 34090 CCP 337 Until audited + 4 years Published articles show 4 – 7 years retention as typical Sec. of State Guidelines recommends permanent retention General Plan . GC 34090 Permanent General Plan Amendments GC 34090 Permanent Gift to Agency Report (FPPC Form 801) FPPC form showing payment or donation made to the City or to a City official and which can be accepted as being made to the City 2 CCR 18944(c)(3)(F), (G); FPPC Fact Sheet : “Gifts to an Agency – Part 2” Must be posted on City website for 4 years (per FPPC Fact Sheet) Gifts/Bequests Finance - to the City (kept with cash receipts) GC 34090 2 years Grading Permits GC 34090 Until completed + 2 years Grading Variances GC 34090 Until completed + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 25 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Grants Community Development Block Grant (CDBG); Urban Development; other Federal and State grants Grant documents and all supporting documents: applications, reports, contracts, project files, proposals, statements, sub-recipient dockets, environmental review, inventory, consolidated plan, etc. GC 34090 24 CFR 570.502 24 CFR 85.42 Until completed + 4 years Grants - Unsuccessful Applications not entitled GC 34090 2 years Hazardous Materials & Hazardous Waste Disposal Records Examples of hazardous materials/hazardous waste: medical waste; used oil; pesticides H&S 117945 H&S 118165 22 CCR 66279.91 3 CCR 6624(g) 3 years Hazardous Materials - Permits, Hazardous Materials Storage GC 34090 While current + 2 years [Permanent retention of documents regarding environmentally sensitive materials is recommended] Hazardous Materials - Programs, Household Hazardous Waste Documents regarding federal, State or local programs on disposal of household hazardous waste GC 34090 Until superseded + 2 years Hazardous Materials - Exposure Records, etc. Employee exposure records; name/identity of chemical substance used; when & where chemical substance was used 8 CCR 3204(d) et. seq. Length of employment + 30 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 26 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Hazardous Materials - Underground Storage Tank Compliance Documents regarding: storage, location, installation, removal, remediation GC 34090 Permanent Hazardous Materials - Underground Storage Tank Maintenance and Repair Documents regarding: repairs, lining and upgrades 23 CCR 2660(j), 2712 For the life of the tank Historic Preservation Inventory Records of historic landmarks, including historic register GC 34090 Current + 2 years Home Occupation Permits Business license related GC 34090 Current + 2 years Housing Programs Planning/ Successor Agency files. GC 34090 Current + 2 years Housing Programs Examples: First-Time Home Buyer Program, Mobile Home Rehabilitation and Replacement Program, CDBG Housing Program, CalHome Program, Low/Moderate Housing programs, Rental Housing Assistance, etc. 24 CFR 570.502 24 CFR 85.42 4 years Insurance Personnel related GC 34090 While current, + 2 years Insurance, Joint Powers Agreement Accreditation, MOU, agreements and agendas GC 34090 Current + 2 years Insurance Certificates, City Liability, performance bonds, employee bonds, property; Insurance certificates filed separately from contracts, includes insurance filed by licensees. GC 34090 While current + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 27 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Insurance, Liability/Property May include liability, property, Certificates of Participation, deferred, use of facilities GC 34090 While current + 2 years Insurance, Risk Management Reports Federal OSHA Forms; Loss Analysis Report; Safety Reports; Actuarial Studies 29 CFR 1904.44 GC 34090 5 years (Federal) 2 years (State) Investment Reports, Transactions Summary of transactions, inventory and earnings report GC 34090 CCP 337 Until audited + 4 years Invoices Copies sent for fees owed, billing, related documents GC 34090 Until audited + 2 years Job Descriptions Descriptions of duties, qualifications, responsibilities for each position/classification/job title 29 CFR 1627.3 While current + 3 years Labor Organizations Records of payments, loans, promises or agreements by City to any labor organization or representative of same 29 USC 436 5 years Land Use and Development Code GC 34090 Until superseded Lease Agreement Property or equipment CCP 337 CCP 337.2 CCP 343 Until terminated + 4 years Legal Notices / Affidavits of Publication or Posting Examples: Notices of public hearings, notices of liens, etc. Also proof of publication of notice, or proof of posting of notice GC 34090 Current + 2 years, unless part of a project or matter that requires longer retention (i.e., CEQA documents) RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 28 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Legal Opinions Confidential – not for public disclosure (attorney-client privilege) GC 34090 Until superseded + 2 years Licenses/Permits – Special (Events; Solicitation) This category DOES NOT include business licenses/permits GC 34090 Current + 2 years Litigation Case files GC 34090 Until settled + 2 years Lobbying or Lobbyist Forms (FPPC forms) FPPC Form 602 – Lobbying Firm Activity Authorization; FPPC Form 635 – Report of Lobbyist Employer & Report of Lobbying Coalition – forms used when employing or contracting with a lobbying firm FPPC Reg. 18615(d) 5 years Local Appointments List (“Maddy List”) List of all regular and ongoing boards, commissions, and committees appointed by the City Council – pursuant to the Maddy Local Appointive List Act GC 54970 GC 34090 Until superseded (new list prepared each Dec. 31st) Lot Line Adjustments Land use - case files. GC 34090 Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until superseded Maintenance/Repair Records Equipment GC 34090 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 29 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Maps & Plats Engineering & field notes and profiles; cross section of roads, streets, right-of-way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. GC 34090 Permanent Marketing, Promotional Brochures, announcements, etc. GC 34090 2 years Master Plans, Annual Special or long range program plan for municipalities – coordination of services; strategic planning GC 34090 2 years Materials Board, Renderings Boards & Photographs Planning/Engineering GC 34090 2 years Memoranda of Understanding (MOU) Personnel related; agreements with employee bargaining units resulting from negotiations GC 34090; 29 USC 211(c) 29 CFR 516.5 Sec. of State Local Gov’t. Records Mgmt. Guidelines Current + 3 years Sec. of State recommends permanent retention Minutes Council/Successor Agency/Commissions. GC 34090(e) Permanent Municipal Code GC 34090 Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 30 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Municipal Facilities Construction Contains records of plans, design, construction, conversion or modification of local government-owned facilities, structures and systems GC 34090 H&S 19850 For the life of the building Municipal Facilities Facility Rentals; Use Permits, contracts, diagrams, schedules, insurance binders GC 34090 Current + 2 years Municipal Facilities Maintenance and Operations Service requests, invoices supporting documentation, buildings, equipment, field engineering, public facilities including work orders and graffiti removal GC 34090 2 years Neighborhood Planning Area and neighborhood Planning case records. GC 34090 Until Completed Newsletter, City May wish to retain permanently for historic reference. GC 34090 2 years Notices – Public Meetings Special Meetings GC 34090 2 years NPDES Permits – sewage/sludge National Pollutant Discharge Elimination System (NPDES) – permit – sewage sludge use and disposal – monitoring records 40 CFR 503.17 5 years NPDES Permits - NPDES permit - monitoring information, including calibration and maintenance records, original strip chart recordings, required reports and all data used to complete the permit application 40 CFR 122.41 3 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 31 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Nuisance Abatement Includes citations (not police), nuisance abatement, and liens resulting from nuisance abatement. GC 34090 Until settled + two years Oaths of Office Elected and public officials (i.e., Council members; commissioners; etc.) GC 34090 29 USC 1113 Sec. of State Guidelines Current plus 6 years Offers of Dedication GC 34090 Until Completed Ordinances Ordinances adopted by City Council GC 34090(e) Permanent OSHA OSHA Log 200, Supplementary Record, Annual Summary (Federal & State-Cal-OSHA); OSHA 300 Log, privacy case list, annual summary, OSHA 301 incident report forms LC 6410; 8 CCR 14300.33 29 CFR 1904.2 - 1904.6, 1904.33 5 years OSHA (Accident/Illness Reports) Personnel - Employee Exposure Records & Employee Medical Records regarding exposure to toxic substances Not a public record LC 6410; 8 CCR 14300.33; 8 CCR. 3204; GC 6254(c) Duration of employment plus 30 years Paramedic Services Documents other than original contracts. GC 34090 2 years Parcel Map Waivers Land use - planning case files GC 34090 Permanent Parcel Maps Land use - planning/engineering case files GC 34090 Permanent Parking Citations Includes administrative parking citations and appeals GC 34090 Until settled/adjudicated + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 32 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Parking Studies Engineering GC 34090 2 years Payroll - Federal/State Reports Annual W-2's, W-4’s, Form 1099s, etc.; quarterly and year-end reports 29 USC 436 26 CFR 31.6001- 4 R&TC 19530 R&TC 19704 26 USC 6001 26 CFR 301.6501(a)-1 26 CFR 31.6001- 1(e) 29 CFR 516.5 – 516.6 6 years Payroll Deduction/ Authorizations Finance 29 CFR 516.6(c) While Current + 2 years Payroll records (employee information) Records showing employee information/data – names, addresses, etc.; hours worked; regular and overtime wages, etc. 29 CFR 516.5 LC 1174(d), 1197.5 Length of employment + 3 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 33 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Payroll, registers Finance Labor costs by employee & program 29 CFR 516.5(a) LC 1174(d) 3 years (Sec. of State Guidelines – recommended permanent retention) Payroll, time cards/sheets Employee 29 CFR 516.6(a)(1) LC 1174(d) 2 years (Sec. of State guidelines – recommends retention: until audited + 6 years) Payroll - Wage Rates / Job Classifications Employee records LC 1197.5(d) LC 1174(d) GC 34090 GC 12946 29 CFR 516.6 29 CFR 1602.4 29 CFR 1627.3 While current + 3 years Permits, Construction Other than building permits - For signs, grading, encroachment, including copies of blueprints and specifications GC 34090 Until completed + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 34 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Permits, Other Alterations, encroachment, excavations, road, street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, etc. GC 34090 Until completed + 2 years PERS - Employee Benefits Retirement Plan – annual reports required to be filed under ERISA PERS Employee Benefit Plan – original document, or copies 29 USC 1027 29 CFR 1627.3(b)(2) GC 34090 6 years Current + 2 years Personnel Policies -- Rules and Regulations Including employee handbooks, employee manuals, and other policies/procedures 29 CFR 516.6 29 CFR 1627.3(a) Current + 3 years Personnel Records Payroll or other records containing name, address, date of birth, occupation, rate of pay, etc., including records relating to promotion, demotion, transfer, lay-off, termination 29 CFR 1627.3 3 years Petitions Submitted to legislative bodies GC 34090 Current + 2 years Planning Commissioners Applications and other documents relating to commissioners. GC 34090 Sec. of State Guidelines Term of office + 5 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 35 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Police - Administration Investigations Administrative/Internal Administrative reviews Initiated by citizen complaints or internally initiated; includes complaints, reports, findings, administrative reviews regarding use of force, etc. [Detailed listings of retention periods for police and other public safety records should be governed by a separate records retention schedule.] PC 832.5 EVC 1045 PC 801.5 Until closed + 5 years Policies, Administrative All policies and procedures, directives rendered by Council not assigned a resolution or ordinance number GC 34090 Until Superseded + 2 years Policies, Council/ Successor Agency/Commissions Original policies adopted by the City Council/Successor Agency/ Commissions. GC 34090 Until Superseded Political Support/Opposition, Requests & Responses Related to legislation. GC 34090 2 years Press Releases City related. GC 34090 2 years Procedure Manuals Administrative. GC 34090 Until superseded + 2 years Proclamations City issued proclamations GC 34090 2 years; if done by City Council Resolution, then permanent retention Property, Abandonment Buildings, condemnation, demolition GC 34090 Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 36 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Property Acquisition/ Disposition City owned. Supporting documents regarding sale, purchase, exchange, lease or rental of property by City CCP 337.15 10 years Public Records Act Request Requests from the public to inspect or copy public documents GC 34090 2 years Purchasing RFQ’s, RFP’s Requests for Qualifications; Requests for Proposals regarding goods and services GC 34090 Current + 2 years Purchasing, Requisitions, Purchase Orders Original Documents GC 34090 CCP 337 Until audited + 4 years Recordings - audio (e.g., for preparation of meeting minutes) Council/Commission/ Successor Agency meetings -- audio recording “made for whatever purpose by or at the direction of the local agency” GC 34090; 54953.5(b) Minimum 30 days Recordings - routine video monitoring, telephone, and radio communications Routine daily recording of telephone & radio communications; routine video monitoring including in-car video systems, jail observation/monitoring systems, building security systems. [Includes automated license plate reader (ALPR) video recordings/data] GC 34090, 34090.6 Videos - 1 year; Phone & Radio communications - 100 days (destruction must be approved by City Council & City Attorney) RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 37 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Recordings, video or digitally recorded – meetings of legislative bodies Videos or digital recordings of public meetings made by or at the direction of the city (e.g., Council/Commission/Successor Agency meetings) GC 54953.5 Minimum 30 days Recordings, video or digitally recorded (Duplicate – see Description or Example of Record) Other than videos or digital recordings of public meetings; Considered duplicate records if another record of the same event is kept (i.e., written minutes) GC 34090, 34090.7 85 Ops. Cal. Atty. Gen. 256 (2002) Minimum 90 days after event is recorded Records Management Disposition Certification Documentation of final disposition of records GC 34090 Permanent Records Retention Schedules GC 34090 Current + 2 years Recruitments and Selection Records relating to hiring, promotion, selection for training 29 CFR 1627.3 3 years Refuse Collection General administrative records GC 34090 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years Resolutions Resolutions adopted by the City Council and City Commissions GC 34090(e) Permanent Returned Checks Finance-NSF (not City checks) GC 34090 2 years after audit RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 38 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Salary/Compensation Studies, Surveys Studies or surveys of other agencies regarding wages, salaries and other compensation or benefits GC 34090 While current + 2 years Sewer Construction/ Improvement/ Maintenance Administrative records. GC 34090 2 years Speed Surveys Engineering GC 34090 Until superseded plus 2 years State Controller Annual reports. GC 34090 2 years Statements of Economic Interest - Form 700 (copies) (elected officials) Copies of original statements of elected officials forwarded to Fair Political Practices Commission (FPPC) GC 81009(f), (g) 4 years (can image after 2 years) Statements of Economic Interest - Form 700 (originals) (non-elected) Originals of statements of designated employees GC 81009(e), (g) 7 years (can image after 2 years) Stop Payments Finance - bank statements GC 34090 2 years Storm Drain Construction/ Improvement/ Maintenance Administrative records. GC 34090 2 years Street Construction/ Improvements Administrative records GC 34090 2 years Street Vacations Offers to dedicate; drainage; access rights, etc. GC 34090 Permanent Studies, Various City GC 34090 While current + 2 years RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 39 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Taxes, Special Special tax levied by a local agency on a per parcel basis CCP 338 Until audited + 3 years Unemployment Insurance Records Records relating to unemployment insurance – claims, payments, correspondence, etc. 26 USC 3301- 3311; Calif. Unemployment Insurance Code; CCP 343 While current + 4 years Utility Services - Applications Applications for utility connections, disconnects, registers, service GC 34090; Sec. of State Guidelines recommendation Current + 2 years Utility Services - Billing Records Customer name, service address, meter reading, usage, payments, applications/cancellations GC 34090; Sec. of State Guidelines recommendation Until audited + 2 years Utility Services - Journals, Utility Billing Billing including monthly activity GC 34090; Sec. of State Guidelines recommendation Current + 2 years Utility Services - Connection Records Maps, water line connections GC 34090; Sec. of State Guidelines recommendation Permanent RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code EC Elections Code (California) LC Labor Code (California) 40 Updated February 2016 09977.00001\1466276.6 Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period Utility Services - Meter Reading; Reports GC 34090; Sec. of State Guidelines recommendation Current + 2 years Utility Services - Utility Rebates, Reports GC 34090 Current + 2 years Vouchers - Payments Account postings with supporting documents GC 34090 CCP 337 Until audited + 4 years Wage Garnishment Wage or salary garnishment CCP 337 Active until garnishment is satisfied; then retain until audited + 4 years Warrant Register/Check Register Record of checks issued; approved by legislative body (copy is normally retained as part of agenda packet information) GC 34090 Until audited + 2 years Waste Management Solid Waste – Administrative documents GC 34090 2 years Workers Compensation Files Work-injury claims (including denied claims); claim files, reports, etc. 8 CCR 10102 8 CCR 15400.2 Until settled + 5 years RESOLUTION NO. 6177 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A POLICY FOR RETENTIONIDESTRUCTION OF OBSOLETE RECORDS OF THE CITY WHEREAS, Section 34090 of the California Government Code provides that, with the approval of the City Council and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his/her charge without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and WHEREAS, the, City Attorney and Staff of the City of Arcadia have prepared a "Records Retention and Destruction Policy" for consideration and adoption by the City Council; and WHEREAS, the proposed Policy complies with the provisions of Section 34090 of the California Government Code. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES' HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby approves the City's "Records Retention and'Destruction Policy," attached hereto as Exhibit "A". 1 6177 SECTION 2. The City Manager, or his/her designee, shall have ongoing authority, without furthyr approval by the City Council, and with the consent of the City Attorney for each proposed destruction of records, to authorize destruction of city records, in accordance with the "Records Retention and Destruction Policy." SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 20th day of June 2000. 4~l/U/1 A. t'iw'zl-f'j; May6'r of t14: City of Arcadia if ATTEST: A flJ--~Clerk. , '" APPROVED AS TO FORM: p, iJaJ: City Attorney 2 6177 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JUNE D. ALFORD, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6177 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 20th day of June, 2000 and that said Resolution was adopted by the following vote, to wit: AYES: Councilmember Chandler, Chang, Marshall, Segal and Kovacic NOES: None ABSENT: None 3 6177 I. PURPOSE City of Arcadia RECORDS RETENTION AND DESTRUCTION POLICY The purpose of this policy is to provide guidelines to staff regarding the retention or destruction of City of Arcadia records; provide for the identification, maintenance, safeguarding and destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements. II. AUTHORIZATION Staff must receive authorization from the City Manager, or his/her designee, and consent from the City Attorney, before destroying any City of Arcadia records. III. GENERAL GillDELINES A. 1. 2. 3, RVPUBINGS\553119 The following general guidelines apply to all City of Arcadia records. The City shall retain all original documents for a minimum of two 2) years. (Gov. Code 34090,) Except where a longer retention period is required according to this policy or according to state law, after two (2) years, the City Manager, or his/her designee, may approve the destruction of any original document, with written consent from the City Attorney, without the City retaining a record or copy of these documents. Gov. Code 34090.) In addition to the retention period required under this policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i,e., records for long-term transactions, pending litigation and/or special projects) until all matters pertaining to such records are completely resolved or the time for appeals has expired. (Gov. Code 14755, subd. (a); Gov, Code 34090.) EXHIBIT A 4. The City shall retain indefinitely the following original records: a) Records affecting the title to real property or liens thereon; b) Court records; c) Records required to be kept by statute; d) Records less than two (2) years old; and e) The minutes, ordinances, or resolutions of the City Councilor of a city board or commission. IV. SPECIFIC GUIDELINES A. Accounting Records I. Accounting Records include, but are not limited to, the following: a) Source Documents invOices purchase orders deposit permits warrants vouchers requisitions receipts claims bank statements bank deposits checks bills various accounting authorizations taken from Board minutes, resolutions or contracts b)Journals cash receipts or disbursements book note register deposit permit register accounts receivable or payable register check or warrant register general journal payroll journal RVPUB\NGSI553119 2 RVPUB\NGS\553 I 19 2. C) Ledgers expenditure revenue taxes receivable accounts payable or receivable ledger warrants payable construction appropriation general ledger d) Trial Balance e) Adjusting Entries t) Statements (Interim or Certified - Individual or All Fund) balance sheet analysis of changes in available fund balance cash receipts and disbursements expenditures revenues changes in bonded indebtedness profit and loss changes in fixed assets g) Closing Entries h) Reversing Entries i) Other schedule of investments inventory records capital asset records lease - purchase records depreciation schedule cost accounting records budgets petty cash records The City shall retain permanently all original journals, ledgers and statements. After three (3) years, the original journal, ledgers and statement may be microfilmed or reproduced on optical disk or any other medium which accurately and legibly reproduces the original record in all details and does not permit additions, deletions, or changes to the original document images. (Gov. Code 34090, 34090,5,) 3 The City shall retain all other original accounting records for a minimum of three (3) years. After the three (3) year period, the original accounting records may be microfilmed or reproduced on optical disk or any other medium which accurately and legibly reproduces the original record in all details and does not permit additions, deletions, or changes to the original document images. Thereafter, the accounting records reproduced on microfilm or other medium shall be retained for a minimum of twelve (12) years. After the three (3) year minimum retention period and after the original accounting records are microfilmed or reproduced as described above, the City may destroy the original accounting records, except journals, ledgers and statements, if: a) There is no continuing need for said record (i.e., long-term transactions, special projects, pending litigation, etc). b) There exists in a permanent file an audit report(s) covering the inclusive period of the record, 3. The City may destroy rough drafts, notes, working papers (except audit), cards, listings, nonpermanent indices, and papers used for controlling work or transitory files at any time. 4. In addition to any required legal retention period, the City shall not authorize the destruction of any record subject to audit until it has been determined that the audit has been performed. (Gov. Code 14755, subd. b); Gov. Code 34090.) B. Long-Term Debt Records RVPUBINGS\553119 1.The City Clerk shall retain the original records of proceedings for the authorization of long-term debt, bonds, warrants, loans, etc. after issuance or execution, Original records may be microfilmed or otherwise reproduced, as described in Section A. (Gov. Code 34090,34090,5.) 2.The City Clerk shall retain permanently the original records of the terms and conditions of bonds, including authorization, public hearing records, prospectus, proposals, notices, transcripts, etc. Original records may be microfilmed or otherwise reproduced, as described in Section A. (Gov, Code 34090, 34090.5.) 3,The City Clerk may destroy paid bonds, warrant certificates and interest coupons after two (2) years, upon approval of the City Manager and written consent of the City Attorney. The City Manager may set the conditions for destruction of such items. (Gov, Code 34090, 53921.) 4 Unsold bonds may also be destroyed after two (2) years, after public notice requirements are met, pursuant to Government Code sections 43900, et seq, C. City Council Records I, The City Clerk shall retain original records of the minutes of meetings of the City Council indefinitely, 2, The City Clerk shall retain original ordinances and resolutions adopted by the City indefinitely, D. Statements and Reports Filed Pursuant to the Political Reform Act. 1. The City Clerk shall retain original campaign statements and reports of elected Mayor and City Councilmembers permanently. Such statements and reports may be microfilms or otherwise reproduced as described in Section A after two (2) years, (Gov, Code 81009, subds,(b), (g),) 2. The City Clerk shall retain copies of statements or reports for four (4) years. The officer does not have to keep more than one copy of a statement or report. (Gov. Code 81009, subds. (f), (g).) E. Contracts 1. The City Clerk shall retain original contracts for five (5) years after the end of the contracts. (Code of Civ, Proc, 337,) 2. The City Clerk shall retain original contracts with any person or entity who develops real property or furnishes the design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property for ten (10) years after the completion of the construction or improvement. (Code of Civ. Proc. 337.15.) F, Property Records. The City Clerk shall retain original property records, such as title docwnents, indefmitely, or until the property is transferred or otherwise no longer owned by the City. RVPUB\NGS\553119 5 H. Payroll and Personnel Records. RVPUB\NGS\553119 1. Payroll and personnel records include, but are not limited to, the following: a) accident reports, injury claims and settlements b) medical histories c) injury frequency charts d) applications, changes and terminations of employees e) insurance records of employees f) time cards g) job descriptions h) performance or rating documents i) earning records and summaries U) retirements 2.The City shall retain personnel files for five (5) years after an individual's employment terminates. (Code of Civ. Proc. 337.) 3.The City need not retain health insurance claims maintained separately from the City's medical program and its records, first aid records for one-time treatment and subsequent observation of minor injuries, or medical records of employees who have worked less than a year if the City provides the employee with the records upon termination of employment. (8 Cat. Code Regs. 3204.) 4,The City may destroy fidelity bonds and garnishments five (5) years after they expire. 5,The City shall retain payroll records containing the name, address, date of birth, sex, job classification, hours worked, and regular and overtime wages for each employee for three (3) years (29 C.F.R. Part 516; Cat. Labor Code 1174, 1197.5.) 6,The City shall retain basic time and earning cards or sheets on which are entered daily starting and stopping time of individual employees for three 3) years. (29 C.F.R. Part 516; 8 Cal. Code Regs. 11000-11150; Labor Code 1174.)) 7.The City shall retain employment applications and employment referral records and files for two (2) years after such records or files are created, Gov. Code 12946.) 6 8. The City shall retain records regarding the race, sex, and national origin of each applicant and for the job for which such applicant applied for two (2) years from the date of the making of the record or the date of the personnel action involved, whichever occurs later. The City may either retain the original documents used to identifY applicants, or keep statistical summaries of the collected information. (2 Cal. Code Regs. 7287.0.) 9. The City shall retain any records pertaining to any payments, loans, promises or agreements by the City to any labor organization or representative of a labor organization for five (5) years. (29 U .S.c. 436.) I. Construction and Engineering Records. 1. The City may destroy original construction records, such as bids, correspondence, and change orders, after seven (7) years unless the records pertain to a project which includes a guarantee or grant in which event they shall be retained for the life of the guarantee or grant plus seven (7) years. The City shall retain as-built plans for any public facility or works as long as the facility exists. 2. The City may destroy unaccepted bids or proposals for public works after two (2) years. (Gov. Code 34090,) J. Exposure/Safety Records and Material Safety Data Sheets (MSDS). RVPUB\NGS\553 I 19 1.The City shall retain employee exposure records and exposure assessment records for at least thirty (30) years, Such records should reveal the identity of the toxic substance or harmful physical agent and where and when such substance or agent was used. (8 Cal. Code Regs. 3204.) 2.The City may destroy background data to work place monitoring after two 2) years provided a summary of relevant data is retained for thirty (30) years. The summary must contain the sampling results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the results. (8 Cal. Code Regs, 3204( d)( I )(B)( I.).) 3.The City may destroy the material safety data sheet (MSDS) for a hazardous substance after the City stops using the hazardous substance provided it keeps a record of the substance (chemical name if known) and when and where it was used for thirty (30) years. (8 Cal. Code Regs, 3204(d)( 1)(B)(2).) 7 K. Video Monitoring, Telephone and Radio Communications; Other Video and Audio Recordings 1. The City shall retain recordings of routine video monitoring (e.g., mobile in-car video systems, jail observation and monitoring systems, and building security-taping systems) for at least one (1) year. After the one (1) year retention period, the City may destroy the video recording upon approval by the City Manager, or his/her designee, and written consent of the City Attorney. (Gov. Code 34090.6.) 2. Upon authorization of the City Manager, or his/her designee, and written consent of the City's attorney, recordings of telephone and radio communications maintained by the City may be destroyed after one hundred 100) days. (Gov. Code 34090.6.) 3. If the City keeps another record, such as written minutes, of an event that is recorded on video tape (e.g., City Council meetings), the City must keep the video tape recording of the event for at least ninety (90) days after the occurrence of the event. After ninety (90) days, the video tape may destroyed or erased, upon approval by the City Manager, or his/her designee, and written consent of the City Attorney, (Gov. Code 34090.7.) 4. When an audio tape recording of a meeting (e.g., City Council) is made solely to facilitate the preparation of minutes for that meeting, the tape recording may be destroyed or erased after it is no longer required and after the minutes for that meeting have been approved. (Gov. Code 34090, 64 Ops.Atty.Gen.317.) 5. Other audio or video tape recordings which are not related to the conduct of the public's business (e.g., educational or promotional videos) are not considered to be official City records and may be destroyed after they are no longer required, upon approval by the City Manager, or his/her designee, and written consent of the City Attorney. (Gov, Code 6252, subd. (e), 34090.) V, RECORDS RETENTION SCHEDULE The "Records Retention Schedule for Cities" is attached to this policy as Exhibit "A" and is incorporated herein by reference. The Records Retention Schedule is intended to be a guideline and may be updated from time to time, RVPUB\NGS\5531 ]9 8 RVPUB\NGS\5S3119 EXHIBIT "A" RECORDS RETENTION SCHEDULE FOR CITIES A-I RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommendcd Rctcntion Rctcntion Pcriod Pcriod AccidentlIllness Reports Not a public record 8 CCR 3204(d) duration of duration of employment Employee 'Medical Records & Employee GC 6254(c) employment plus plus 30 years Exposure Records 30 years Accidents/Damage to City Risk management administration GC 34090 2 years 10 years Property CCP 337.15 Original Journals, Ledgers, Statements, IRS Reg. 1.6001- Permanent Permanent Accounts Payable Inventories I(a) Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years Purchase orders IRS Reg. 1.6001- I(e) Accounts Receivable Invoices, Checks, Reports, Investments, IRC 600 I 3 years 15 years Receipt books IRS Reg. 1.6001- I (e) Affidavits of Publication / Legal Notices GC 34090 2 years Permanent Posting Affirmative Action Required by the Office of Federal 29 CFR 1602,14 I year I year Records Contract Compliance Programs Agenda / Agenda Packets City Council, Redevelopment Agency, GC 34090 2 years Permanent Commissions B agendas and packets GC 34090.5 should be filmed immediately, A paper copy should be maintained for one year only. The filmed record shall serve as the permanent record, RVPUB\NGS\565290 Page 1 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Agreements Original contracts and agreements and GC 34090 2 years 5 years after tcrmination back-up materials CCP 337 of agreement/contract Anncxations / Notices, Resolutions, Certificatcs of GC 34090 Permanent Pcrmanent Reorganizations Complction Appraisals For Real Propcrty Owned by City or GC 34090 Permanent Pcrmanent Redevelopment Agency B GC 6254(h) Not a public record Audit Reports Financial Scrvices GC 34090 2 years Permanent for historic value A wards Awards given to or by thc City (special Nonc Rctain sclcctcd awards honors) deemed to be historically significant permancntly Bank Account Statcments, canceled checks, certificates IRC 6001 3 years 15 years Reconciliations of deposit IRS Rcg. 1.6001- I(c) Bids, Accepted Includcs plan and specifications; GC 34090 2 ycars 5 years after tcrmination notices/affidavits. CCP 337 of contract/agrcement Bids, Unacccptcd Unaccepted bid packages only GC 34090 2 years 2 years RVPUB\NGS\565290 Page 2 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIlJIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Pcriod Period Bonds Finance - authorization/public hearing GC 34090 Permanent Permanent records/prospectus/ proposals/ certificates/noti ces transcri pts )/regi sters/ statements. Paid Bonds; warrant certificates; interest GC 34090 2 years (City 2 years coupons GC 53921 Treasurer may set conditions for destruction) Unsold Bonds GC 34090 2 years (must give 2 years GC 43900 et seq, public notice before destruction) Brochures/ Retain selected documents only for GC 34090 2 years Permanent Publications historic value, Budget Annual budget documents GC 34090 2 years Permanent Building Plans Not to be reproduced until authority is GC 34090 2 years Permanent obtained from architect of record. Business License Annual Finance GC 34090 2 years Permanent Reports Business Licenses/Permits City issued GC 34090 While current plus While current plus 4 2 years years Cal-OSHA Personnel-Logs, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary (Federal & State) 6410; 8 CCR 14307 R VPUB\NGS\S65290 Page 3 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attomey Record Dcscription Authority Legal Recommcnded Retcntion Rctcntion Pcriod Period California Income Tax R&TC 19704 6 years 6 years Records Campaign Statements - Original statements of elected candidates GC 81009(b) Permanent (can Permanent Mayor, City Council - and committees supporting elected GC 81 009(g) microfilm after 2 elected (originals) candidates for Mayor, City Council years) Campaign Statements - Original statements of candidates and GC 81009(b) 5 years (can 5 years candidates for Mayor, City supporting committees for candidates not GC 81 009(g) microfilm after 2 Council - not elected elected for Mayor, City Council years) originals) Campaign Statements for Original statements of all other persons GC 81009(c), (e) 7 years (can 7 years other than Mayor, City and committees; other original reports and GC 81 009(g) microfilm after 2 Council; other campaign statements years) reports (originals) Copies of Campaign Copies of reports/statements (if filing GC 81009(f) 4 years (can 4 years Statements/Reports - officer is not required to keep more than GC 81009(g) microfilm after 2 one copy) years) Certificates of Compliance Building department documents GC 34090 2 years Permanent Citizen Feedback General correspondence. GC 34090 2 years 2 years Claims Against the City Risk Management GC 34090 Until settled 10 years after settled Collective Bargaining 29 CFR 516.5 3 years 3 years Agreements R VPUB\NGS\565290 Pagc 4 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHII3IT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Recommended Retention Retention Period Period Community Surveys Review final survey reports for historic GC 34090 2 years *only documents deemed significance significant will be imaged and maintained permanently.* Complaints/Requests Various files, non-code enforcement, not GC 34090 2 years 2 years related to specific cases and not otherwise specifically covered by the retention schedule. Complaints Against Police Complaints by members of the public PC 832.5(b) 5 years 5 years Personnel Comprehensive Annual Finance GC 34090 2 years Permanent Financial Reports (CAFR) Conflict of Interest Originals - Fair Political Practices GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 Commission. microfilm after 2 years) Contracts, City Original contracts and agreements and CCP 337 5 years after Permanent for historic/ back-up materials. termination! evidential value completion Correspondence General administrative; GC 34090 2 years 2 years Various files, not rclatcd to specific cases and not otherwise specifically covered by the retention schedule, Deeds, Real Property File with recorded documents; originals GC 34090 Permanent Permanent may not be destroyed. RVPUB\NGS\565290 Page 5 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Retention Retention Period Period Deferred Compensation Finance - pension/retirement funds 29CFR 516.5 3 years 3 years Reports Demographic/ Retain for historical purposes. GC 34090 2 years Permanent Statistical Data DMV Driver Information PersonnelnNot a public record, GC 34090 Until Superseded Until Superseded Reports GC 6254(c) Easements, Real Property File with recorded documents; originals GC 34090 Permanent Permanent rnay not be destroyed. Economic Development Administrative records/Staff GC 34090 2 years Permanent Projects reports/Project files Economic Interest Copies of statements forwarded to Fair GC 81009(f), (g) 4 years (can 4 years Statements - Form 700 Political Practices Commission. microfilm after 2 copies) years) Economic Interest Originals of statements of designated GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 employees microfilm after 2 originals) years) Election - Administrative Not ballot cards or absentee voter GC 34090 2 years Permanent Documents lists/applications. Election - Ballots and All ballot cards (voted, spoilcd, canceled) EC 17302, 17306, 6 months 6 months Related Documents arranged by precinct, unused absentee 17505 ballots, ballot receipts, absent votcr identification envelopes, absentee voter applications. May be destroyed subject to any pending contest. RVPUB\NGS\565290 Page 6 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHII3IT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Rctcntion Retention Pcriod Period Election - Election Package of2 tally sheets, copy of index, EC 17304 6 months 6 months Official=s Package of challenge lists, assisted voters list. Documents Public record - all voters may inspect after commencement of official canvass of voters Election - Nomination All nomination documents and signatures EC 17100 during term and 4 during term and 4 years Documents in lieu of filing petitions years after after Election Petitions - Not a public record - documents resulting EC 17200, 17400 8 months 8 months InitiativeIRecalllRef. in an election - retention is from election GC 6253.5 certification. Election Petitions - No Not a public record. Not resulting in an EC 17200, 17400 8 months 8 months election election. Retention is from final GC 6253,5 examination. Employee Files Personnel--Not a public record. GC 12946 minimum 2 years 5 years after termination GC 6254(c) CCP 337 Employee Information - PersonnelnCalifornia Employer 2 CCR 7287(a), 2 years 2 years CEIR Information Report 2 CCR 7287(c)(I) for employers of 100 or more employees) GC 12946 Employee Information - Personnel-- Data regarding race, sex, 2 CCR 7287(b), 2 years 2 years Applicant Identification national origin of applicants (c )(2) Records Employment Applications Personnel n Not a public record, GC 12946 minimum 2 years 2 ycars Not Hired GC 6254(c) RVPUB\NGS\565290 Page 7 RECOIms RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Employment Eligibility Federal Immigration and Nationality Act 8 USC 1324a (b)(3) 3 years after date of 3 years after date of hire, Verification (I-9 Forms) hire, or 1 year after or I year after date of date of termination, termination, whichever is whichever is later later ERISA Records Employee Retirement Income Security Act of 1974 plan reports, certified information filed 29 USC 1027 6 years 6 years records of benefits due 29 USC 1059 Indefinitely Indefinitely Events Planning, Review for historic significance GC 34090 2 years *only documents deemed Community significant will be imaged and maintained permanently* Family and Medical Leave Records of leave taken, City policies 29 CFR 825,500 3 years (federal) 3 years (federal) Act (federal); relating to leave, notices, communications GC 12946 2 years (state) 2 years (state) Family Rights Act relating to taking leave California) Federal Income Tax IRS Reg. 3 years 15 years Records 301.650(a)-1 Fee Schedules/Studies Considered by the City Council GC 34090 2 years Permanent Fire Protection District Administrative documents. GC 34090 2 years Permanent Administration Flood Plain Maps FEMA - not a City record, for information Until Superseded Until Superseded only, R VPUB\N'GS\565290 Page 8 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommcnded Retention Retention Period Period Forms Administrative - blank Until Superseded Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 2 years 7 After Audit General Ledgers All annual financial summaries--all GC 34090 2 years Permanent agencies General Plan Image on completion. GC 34090 Permanent Permanent General Plan Amendments Image on completion. GC 34090 Permanent Permanent Gifts/Bequests Finance - to the City (kept with cash GC 34090 2 years 7 After Audit receipts) Grading Permits GC 34090 1 year Permanent Grading Variances GC 34090 Until Completed Permanent Grants Administration Grants to the City. GC 34090 Until Completed 3 years After Audit Historic Preservation e.g.; Historical landmarks, historic GC 34090 2 years Permanent register Historical Records Records deemed historically valuable. GC 34090 2 years Permanent History, City Review for historic significance GC 34090 Until Superseded *only documents deemed Organizational significant will be imagcd and maintained permancntly* Home Occupation Permits Business license related GC 34090 While Current 4 years after expiration Housing Programs Planning! GC 34090 2 years Pernlanent RVPUB\NGS\565290 Page 9 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Rccord Description Authority Legal Rccommended Retention Retention Period Period Redevelopment Agency files. Insurance Personnel related. GC 34090 Until Superseded Permanent Insurance Certificates, City e.g.; liability, performance bonds, GC 34090 Until Superseded Until Superseded plus 2 employee bonds, property years Land Use and GC 34090 Until Superseded Permanent Development Code Law Enforcement Records *Governed by separate Police Records * * * Retention Schedule. Documcnts presented to Council are permanent records to be imaged and maintained as part of Administration records. Legal Notices/Affidavits of GC 34090 2 years Permanent Publication Licenses/Permits City issued e,g, solicitation, special GC 34090 While Current 4 years after expiration events. This category DOES NOT include business licenses/permits Litigation Case files GC 34090 Until settled 8 years after settlement Lot Line Adjustments Land use - case files. GC 34090 Permanent Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until Superseded Until Superseded Maintenance/Repair Equipment GC 34090 2 years 2 years Records RVPUB\NGS\565290 Page 10 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended Retention Retention Pcriod Period Materials Board, PlanninglEngineering GC 34090 2 years 2 years Renderings Boards & Photographs Media Relations Review for historic significance, only GC 34090 2 years Permanent documents deemed significant will be imaged and maintained permanently, * Medical Files, Employee Personnelunot a public record 8 CCR 3204 duration of duration of employment GC 6254( c) employment plus plus 30 years 30 years Membership Applications/ Other agencies, organizations, GC 34090 Until Terminated Until Terminated Renewals associations Minutes Council/Redevelopment GC 34090 Permanent Permanent Agency/Commissions. Documents are to be imaged immediately, Paper records are to be maintained permanently by the City Clerk Division. Municipal Code Retain old versions for historic value. GC 34090 Until Superseded Permanent Neighborhood Planning Area and neighborhood Planning case GC 34090 Until Completed Permanent records. Newsletter, City Rctain permanently for historic reference. GC 34090 2 years Permanent Nuisance Abatement Includes citations (not police), nuisancc GC 34090 Until Settled Until Settled plus 2 years abatement, and liens resulting from nuisance abatement. RVPUBINGS\565290 Page II RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Oaths of Office Personnel/Council/ GC 34090 While Current plus Permanent Commission 2 years Offers of Dedication Kept even though some may not occur. GC 34090 Until Completed Permanent Opinions, City Attorney GC 34090 2 years Permanent Ordinances Vital records - originals may never be GC 34090 Permanent Permanent destroyed. Image immediately. . Organizations, Outside General correspondence, This category is GC 34090 2 years 2 years inclusive of all outside organizations, community groups, other governmental agencies, etc. OSHA OSHA Log 200, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary (Federal & State-Cal- 6410; 8 CCR 14307 OSHA) 29 CFR 1904.2 - 1904.6 OSHA (Accident/Illness Personnel - Employee Exposure Records 29 USC 651; LC Duration of Duration of employment Reports) & Employee Medical Records 6410; 8 CCR 14307; employment plus plus 30 years Not a public record 8 CCR. 3204; GC 30 years 6254(c) Paramedic Services Documents other than original contracts, GC 34090 2 years Permanent Parcel Map Waivers Land use - planning case files GC 34090 Until Completed Permanent Parcel Maps Land usc - planning/engineering case filcs GC 34090 Until Completed Permanent Parking Studies Engincering GC 34090 2 ycars Permanent RVPUB\NGS\565290 Page 12 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Deslruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Lcgal Rccommended Retention Retention Period Period Payroll - Federal/State Annual W-2's, quarterly and year-end IRC 600 I 3 years 15 years Reports reports IRS Reg. 301.6501(a)-1 Payroll Deduction! Finance 29 CFR 516,6(c) While Current 5 years after termination Authorizations Payroll, registers Finance 29 CFR 516.5(a) 3 years Permanent LC I I 74(d) . Payroll records, terminated Finance files 29 CFR 516,5 3 years from date of 7 years after audit employees last entry Payroll, time cards/sheets Employee 8 CCR 11000-11150 3 years 7 years after audit 29 CFR 516,6(a)(I) LC I 174(d) PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years 6 years Personnel Records Records relating to promotion, demotion, 29 CFR 1627.3 3 years 3 years transfer, lay-off, termination Personnel Rules and Including employee handbook GC 34090 Until Superseded Permanent Regulations Planning Commissioners Applications and other documents relating GC 34090 Until Superseded Until Superseded + 2 to commissioners, years R VPUB\NGS\565290 Page 13 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Managcr approval and consent of City Attorney Record Description Authority Legal Recommcnded Retcntion Retention Period , Period Police Records *Govemed by separate Police Records * * * Retention Schedule. Documents presented to Council are permanent records to be imaged and maintained as part of Administration records. Policies, Administrative GC 34090 Until Superseded Until Superseded Policies, Council! Original policies adopted by the City GC 34090 Until Superseded Permanent CRAlCommission Council!CRA/ Commission. Imaged immediately as part of Council packet or minutes, Political Related to legislation. GC 34090 2 years 2 years Support/Opposition, Requests & Responses Polygraph tests Records relating to the administration of a 29 CFR 801.30 3 years after test 3 years after test polygraph examination Press Releases City related. GC 34090 2 years 2 years Procedure Manuals Administrative, GC 34090 Until Superseded Until Superseded Proclamations City issued proclamations GC 34090 2 years 2 years Property Acquisition! City and CRA owned. GC 34090 2 years Permanent Disposition RVPUB\NGS\565290 Page 14 RECORI>S RETENTION SCIIEI>ULE FOR CITY OF ARCAI>IA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Anomey Record Description Authority Legal Recommended Retention Retention Period Period Public Relations Review for historic significance, GC 34090 2 years *only documents deemed significant will be imaged and maintained permanently* Recordings - audiotaped CounciVCommission/ GC 34090 Until no longer Until minutes are for preparation of meeting Redevelopment Agency meetings 640ps.Atty.Gen required for approved minutes) 317 preparation of minutes Recordings - routine video Routine daily taping/recording of GC 34090, 34090,6 Videos - I year; Videos - I year; monitoring, telephone, and telephone communications & radio Phone & Radio Phone & Radio radio communications communications; routine video communications - communications - 100 monitoring including in-car video 100 days days (destruction must systems, jail observation/monitoring (destruction must have approval of City systems, building security systems have approval of Council & written City Council & consent of City Attorney) written consent of City Attorney) Recordings, videotaped Council/Commission/Redevelopment GC 34090, 34090.7 90 days after event 90 days after event Agency meetings recorded and recorded and minutes minutes approved approved Recordings, videotaped PromotionallEducational videos broadcast GC 34090 Until no longer Until no longer required on local cable access channel, not required generally considered as official records of City business Recruitments and Selection Records relating to hiring, promotion, 29 CFR 1627,3 3 years 3 ycars selection for training R VI'UB\NGS\565290 Page 15 RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Rccommended Retention Retention Period Period Refuse Collection General administrative records GC 34090 2 years 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years 2 years Reports - Agenda reports, Council/Redevelopment GC 34090 2 years Permanent staff reports Agency/Commission. All staff reports and GC 34090,5 correspondence presented as part of a meeting are pcrmanent records. Paper copies of CounciVCRA packcts will be maintaincd for I year as complctc packcts. Originals are imaged immediately for pcrmanent rctention. Paper records will be maintained I year in thc City Clerk Division as part of a complete copy ofthc agenda packet materials). The filmed record shall serve as thc permanent record. Resolutions Vital records - originals may ncver be GC 34090 Permanent Pcrmanent destroyed. Image immediatcly, Returned Chccks Financc-NSF (not City checks) GC 34090 2 years after audit 2 ycars aftcr audit Salary Surveys GC 34090 2 years 2 years Sewer Construction! Administrative records. GC 34090 2 ycars Permanent Improvcment! Maintenance Sister Citics Retain permancntly for historic refercnce. GC 34090 2 ycars Pcrmanent R VPVB\NGS\565290 Page 16 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXH1I31T A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Social Events/Celebrations Review for historic significance, only GC 34090 2 years Permanent* documents deemed significant will be imaged and maintained permanently. * Speed Surveys Engineering GC 34090 Until Superseded Until Superseded plus 6 plus 2 years years State Controller Annual reports. GC 34090 2 years 7 years after audit Stop Payments Finance - bank statements GC 34090 2 years 7 years after audit Storm Drain Construction! Administrative records. GC 34090 2 years Permanent Improvement! Maintenance Strect Construction! Administrative records GC 34090 2 years Permanent Improvements Studies, Various City Various file number locations, GC 34090 2 years Permanent Subdivision!Tract Files PlanninglEngineering GC 34090 Until Completed Permanent Surplus Property Administration relating to auctions. GC 34090 2 years 2 years Tax Administration Includes Tax & Revenues Anticipation GC 34090 While Current 7 years After Audit Notes, Utility User=s Tax and related documents, Telephone Reports Finance - monthly sumrnary and detail GC 34090 2 years 2 years reports, Treasurer=s Report GC 34090 2 years Permanent RVPUB\NGS\565290 Page 17 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended Retention Retention Period Period Unemployment Insurance IRC 3301-3311 4 years 4 years Records Vacations Street; offers to dedicate; drainage; access GC 34090 2 years Permanent rights, etc. Wage and Hour Records- For covered employees and other records 41 USC 35-45 3 years 3 years federal requirements for employees under 19 years old Wage Rates / Job Employee records LC 1197,5(d) 2 years 2 years Classifications LC I I 74(d) Warrant Registers Finance - list of demands (retain as part of GC 34090 Permanent Permanent agenda packet information) Waste Management Solid Waste - Administrative GC 34090 2 years Permanent Water System records Sampling data, analyses, reports, surveys, 22 CCR 64692 12 years I 2 years letters, evaluations, schedules, Department determinations Wires Finance - fund transfers GC 34090 2 years 7 After Audit Work Orders Community Services GC 34090 2 years 2 years Workers Compensation Work-injury claims (including denied 8 CCR 10102 5 years 5 years Files claims) RVPUB\N'GS\565290 Page 18 RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA EXHIBIT A Destruction of any City record must have City Manager approval and consent of City Attorney Legal Authoritv Abbreviations CCP CCR CFR EC GC IRC Code of Civil Procedure (California) California Code of Regulations Code of Federal Regulations Elections Code (California) Government Code (California) Internal Revenue Code IRS LC PC R&TC USC RVPUB\NGS\565290 Internal Revenue Service Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code Page 19