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HomeMy WebLinkAboutItem 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
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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
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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
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