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HomeMy WebLinkAbout7539RESOLUTION NO. 7539 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Arcadia; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the City of Arcadia previously adopted Resolution No. 6066, approving the Destruction of Certain Police Department Records, and Resolution No. 6177 approving a policy for Retention/Destruction of Obsolete Records of the City; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA DOES HEREBY FIND, DETERMING AND RESOLVE AS FOLLOWS: SECTION 1. Resolution Nos. 6066 and 6177 are hereby repealed. SECTION 2. The records of the City of Arcadia, as set forth in the Records Retention Schedule Exhibit "A", attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon thq request of the Department Director and with the consent in writing of the Department Director, City Manager, City Attorney and City Clerk, without further action by the City Council of the City of Arcadia. 1 SECTION 3. With the consent of the Department Director, City Manager, City Attorney, and City Clerk, ministerial amendments are hereby authorized to be made to the Records Retention Schedules without further action by the City Council. SECTION 4. The term "ministerial amendment" as used herein shall include changes in state law regarding retention of public documents. SECTION 5. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. SECTION 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 7. This resolution shall become effective immediately upon its passage and adoption. [SIGNATURES ON THE NEXT PAGE] 2 Passed, approved and adopted this 16th day of January, 2024. ATTEST: .4�ert/46� City Clerk APPROVED AS TO FORM: �r M chael J. Maurer City Attorney 3 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, GENE GLASCO, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 7539 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 16th day of January, 2024 and that said Resolution was adopted by the following vote, to wit: AYES: Cheng, Kwan, Wang, Cao, and Verlato NOES: None ABSENT: None .19 City Clerk of the City of Arcadia Exhibit "A" RECORDS RETENTION SCHEDULE LEGEND 01995 —2024 Gladwell Governmemal 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 flegal 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 sicinificant details from the original and be an adequate substitute for the original document for all iruruoses, 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 ARCADIA, CA. m1995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image:V Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & C'd? Retentions anniv to the department that is NOT the Office of Record OFRJ, or the "Lead Department". Ifyou 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 perfonned by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion], CITY-WIDE Used byAll Departments Accident/ Incident Reports - MEMBERS OF Mag, Yes' After Lead Dept. CW -001 THE PUBLIC 2 years Mfr, OD, SII QC & OD GC §34090 Employees are sent to Human Resources Ppr I Brown Act challenges must be filed within Affidavits of Publications / Affidavits of Posting Mag, Yes: After 30 or 90 days of action; Statute of Lead Dept. CW -002 Notices / Legal Advertising / Notices / Proofs of 2 years Mfr, OD, S / I QC & OD Limitations on Municipal Govemment Publications / Public Hearing Notices Ppr actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) City preference; Covers E&O Statute of (Project Administration, Certified Payrolls, Limitations; Published Audit Standards=4- Project Schedules, RFP - Request for Proposal Mag, Lead Dept. CW -003 or Successful Proposal, etc.) Completion + Yes: Before Mfr, D, Yes: After 5 / I 7 years; Statute of Limitations: Contracts 10 years Completion Pp QC & OD & Spec's=4 years, Wrongful Death=comp. Send all Original Agreements /Contracts, + 5 years, Developers=comp. + 10 years;CCP Amendments, and Insurance certificates to the §337 et. seq., GC §34090 City Clerk Some grant funding agencies require Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) Completion + audits; Statute of Limitations for Errors & (Project Administration, Certified Payrolls, 10 years or Omissions is 10 years; Statute of Project Schedules, RFP - Request for Proposal After Funding Mag, Yes: Before Yes: After Limitations: Contracts & Spec's=4 years, Lead Dept. CW -004 or Successful Proposal, etc.) Agency Audit, Mfr, OD, Completion S / I QC & OD Wrongful Death=comp. + 5 years, if required, Ppr Developers=comp. + 10 years; CCP §337 Send all Original Agreements / Contracts, whichever is at. seq., 2 CFR 200.334; 24 CFR Amendments, and Insurance certificates to the longer 91.105(h), 92.505, & 570.502(b), 29 CFR City Clerk 97.42; OMB Circular A-1 33GC §34090 Agreements & Contracts: UNSUCCESSFUL Lead Dept. BIDS, PROPOSALS or RESPONSES to RFPs CW -005 2 Years Mag Mfr Ob, ' S / I Yes: After Includes unopened bids; GC §34090 (Request for Proposals) and/or RFQs (Request QC & OD for Qualifications) that don't result in a contract ARCADIA, CA. m1995-2023 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 Image: Destroy Paper Record Retention No. Records Description Total Vital? I Media 1=Import after Comments !Reference (OFR) Retention Options Mfr Imaged & S=Scan c•da Retentions apply to the department that is NOT the Office of Record (OFR). or the 'Lead De artmenr. Ifyou are the OFR refer to yourdepartment retention schedule. Retentions begin when the act is completed, and imply a full file folder e.g last document + 2 yearsj, since destruction is normally performed by file folder. HOLDS: Litigation, claims, com lainfs, audits, public records act recluests, and/orinvesti ations sus end normal retentionperiods retention resumes after settlement or com letion Boards, Commissions, & Committees: External Organizations -Agendas, Minutes, n/a CW -006 When No Longer Mag, Non -records Resolutions, or other documents Required Ppr (e.g. County Board of Supervisors) Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Copies - Mag, City Clerk CW -007 Council When No Mfr, OD, S / I Yes: After Send all originals to the City Clerk; GC MINUTES Longer Ppr QC & OD §34090.7. Send Original Minutes to the City Clerk Required Boards, Committees, Commissions, Advisory Copies - Bodies: Citizen Advisory Created by the City City Clerk When No Mag' Yes: After Send all originals to the City Clerk; GC CW -008 Council Longer MfPOD D, S / I QC & OD §34090.7. AGENDAS & STAFF REPORTS Required 30 days, or Boards, Committees, Commissions, Advisory After Minutes Staffing Dept. CW -009 Bodies: Citizen Advisory Created by the City have been Mag Department preference; Audio Required Council Approved, for 30 days; GC §54953.5(b) AUDIO RECORDINGS whichever is _ _ Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the Cit Department preference; Video recordings Staffing Dept. CW -010 Council P§34090.6 Mag of meetings are required for 90 days; GC iVIDEO RECORDINGS Committees: Employee Committees, Only Citizen Advisory Boards appointed by Employee Staff Meetings I Department Staff Mag, Yes: After the City Council must retain minutes Staffing Dept. CW -011 Meetings 2 years Mfr, OD, S / I permanently (Council Subcommittees QC & OD AGENDAS and MINUTES Ppr present their recommendations to the full Council); GC §34090 et seq. ARCADIA, CA. ©19952023 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 ARCADIA, CA. 01995-2023 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention Vital? O ptions M=Mfr after Comments / Reference (OFR) S=Scan Imaged & Retentions apply to the department that is NOT the Office of Record OFR], or the "Lead Department". If ou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, andimply a full file folder fe.g. last document + 2 ears , since destruction is normaltvaarlibrmed by file folder. HOLDS: Litigation, claims, complaints, audits, rublic records act requests, and/or investiations sus end normal retention periods retention resumes after settlement or com pletiom Committees: Subcommittees of the City Copies - Mag' City Clerk CW -012 Council il ( (Ad -Hoc or Standing Committees) When No Mfr, OD, S / I Yes: After Send all originals to the City Clerk; GC AGENDAS and MINUTES L Longer L Ppr OC & OD §34090.7. aired City preference; Statute of Limitations for Lead Complaints /Concerns from Citizens CW Minimum 2 Mag, personal property, fraud, etc. is 3 years; Yes: After (Responding) -013 (Excludes Police Officers) years Mfr, OD, S / I Claims must be filed in 6 months; CCP OC & OD Dept. Ppr §§338 at seq., 340 at seq., 342, GC §34090 Copies - Lead Dept. CW -014 'Copies or duplicates of any record When No Longer Mag Ppr GC §34090.7 Required Dept. that Correspondence - ROUTINE (Content relates _ Authors in a substantive way to the conduct of the Document public's business) CW Mag, Yes: After or -015 2 years Mfr, OD, S / I GC §34090 CIC & OD Receives the (e.g. Letters, Memorandums, Administrative, Ppr City's Original Chronological, General Files, Reading File, Document Workin•j Files, etc. ARCADIA, CA. 01995-2023 Gladwell Govemmental 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 Image; Destroy Paper Record Retention No. Records Description Total Media 1=Import vital? after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? � Retentions a h, to the department that is NOT the Office of Record OFR or the "Lead De artment". If you are the OFR. refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normally performed by file folder. HOLDS: Lifiaafion, claims. complaints, audits, public records act requests, and/or investi ations rend normal retention ❑eriods retention resumes after settlement or completion). Correspondence - TRANSITORY! PRELIMINARY DRAFTS, Interagency and Electronic and paper records are filed and Intraagency Memoranda NOT retained in the retained based upon their CONTENT. ordinary course of business Records, e-mails, electronic records, or social media postings where the Content Content NOT Substantive, or NOT made or relates in a substantive way to the retained for the purpose of preserving the conduct of the public's business, or Dept. that informational content for future reference that ARE made or retained for the Authors purpose of preserving the informational Document (e.g. calendars, checklists, e-mail, social media When No Mag, content for future reference are saved or CW -016 posting, employee directories, flyers, invitations, Longer P rby p printing them out and placing in a file Receives the instant messaging, inventories, logs, mailing Required folder, or saving them electronically in a City's Original lists, meeting room registrations, PowerPoint folder outside the e-mail system; If not Document presentations, speaker cards, speech notes, mentioned here, consult the City Attorney staff videoconference chats, notes and to determine if a record is considered recordings, supply inventories, telephone transitory / preliminary drafts. GC §34090, messages, text messages, transmittal letters, GC §7927.500; Ops. Cal, Atty. Gen. 317 thank yous, requests from other cities, (1981)); City of San Jose v. Superior Court preliminary notices for construction projects, (Smith). S218066. Supreme Court of undeliverable envelopes, visitors logs, voice California, 2017 mails, webpages, etc.) As long as the drafts and notes are not Lead Dept. CW -017 Drafts Notes: Drafts that are revised (retain When No Longer Mag' retained in the "Regular Course of Business". Consult the City Attorney to version) final ver r Required Ppr determine if a record is considered a draft. _ GC §§34090, 6252, 6254(a) ARCADIA, CA. 01995-2023 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 Image: estroy Paper Record Retention No. Records Description Total Media 1=I mport Vital? after Comments / Reference (OFR) Retention Options Mfr Imaged & S=Scan C' Retentions a t to the department that is NOT the Office of Record OFR). or the "Lead Department". If you are the OFR refer to 4our 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 bV file folder. HOLDS: Litioation, claims, complaints, audits. public records act requestfts, and/orinvesti ations suspend normal retention periods retention resumes aftersettlement orcomrletion; The Lead Department should print out When No historical documents (or save source data) Lead Dept. CW -018 GIS Database /Data /Layers (both City-wide Longer Yes Mag prior to replacing the data, if they require and Specialized) Required the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. 2 years Grant Applications funded by the City's General Lead Dept. CW -019 Mag' Mfr, OD, S / I Yes: After Finance maintains payable information in Fund Ppr QC & OD Accounts Payable; GC §34090 _ Lead Dept. CW -020 Grants (UNSUCCESSFUL Applications, 2 years Mfr OD, S / I Yes: After GC §34090 .& Correspondence) Ppr QC OD Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Meets auditing standards; Grants covered Claims / FEMA Reimbursements / OES by a Consolidated Action Plan are Reimbursements (SUCCESSFUL Reports, required for 5 years; Uniform Admin. other records required to pass the funding After Funding Requirements for Grants to Local Lead Dept. CW -021 agency's audit, if required) Agency Audit, if required - Mag, Mfr, OD, S / I Governments is 3 years from expenditure Yes: After report or final payment of grantee or Applications (successful),grant agreement, Minimum 5 Ppr QC & OD subgrantee; statewide guidelines propose copies of invoices, program m rules, regulations & years 4 years; 2 CFR 200.334; 24 CFR procedures, reports to grant funding agencies, 490, 91.105(h), 92.505, 570.490, & 92, 0 correspondence, audit records, completion 570.50(h), CFR OMB records 34090 CircularA-110 & A-133; GC § Lead Dept. CW -022 Newspaper Clippings Mag, Mfr, OD, Sit Yes: After Non -records - may be obtained from the When No Longer R uired i Ppr QC & OD I newspaper company; GC §34090 ARCADIA, CA. 01995-2023 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 Image: Office of Destroy Paper Record Retention No. Records Description Total Retention Media 1=Import Vital? Options I Mfr Comments i Reference OFR Imaged & S=Scan C'dY Retentionsapply to the de artment that is NOT the Office of Record (OFR), or the "Lead -Department". If ou are the OFR refer to wwjr department retention schedule. Retentions begin when the act is com deted, and imply a full file folder (a. g. last document + 2 yeansl, since destrucfion is normally performed by file folder. HOLDS: Lifi ation, claims, comp laints. audits, public records act reauests, and/or inves . ations sus end normal retention periods retention resumes after settlement or completion) Send any copies to Human Copies) (Department Personnel Files De CW -023 ( p p ) Human Resources Before Mag, Annual Mfr, OD, S / I Yes: After Originals are retained Human Resources Send all originals to Human Resources upon Evaluation Ppr OC & OD Resources; GC §34090.0. 7 Separation or Transfer Shred After Incorporation into Before Mag, Notes maintained in a separate folder to Lead Dept. CW -024 Personnel Files (Supervisor's Notes) Performance Annual Mfr, OD, S / I Yes: After be incorporated into performance Evaluation or Evaluation Ppr OC & OD evaluation, or to document progressive Documented discipline; GC §34090 et seq. Discipline When No Preliminary Drafts (retention is placed on Lead Dept. CW -025 Photographs Longer Mag, the final record in which the photograph is Required Ppr published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept. Pre -Trip Inspections /Vehicle Safety Checks/ (Who Uses the CW -026 Daily Vehicle Inspections / Daily Equipment 2 years Ppr GC §34090; 13 CCR 1234(c) Vehicle) Checks Mag, Mfr, OD, S / I Yes: After QC & OD GC §34090 Lead Dept. CW -027 Public Relations /Press Releases 2 years Real Estate Appraisal Reports: Property NOT 2 Years Ppr Mag' Mfr, OD, S / I Yes: After Not accessible to the public; GC p §§34090, Lead Dept. (Who Ordered CW -028 the Appraisal) i purchased, Loans not funded, etc. Ppr QC & OD 7928.705 ARCADIA, CA. 01995-2023 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 ARCADIA, CA. 01995-2023 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Total Media I 1=mport Paper Record Retention No. Records Description Retention Vital? Options Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFRJ. or the "Lead Department" ' e artment". de If ou are the OFR refer to our artment retention schedule. Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 ears), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations sus end normal retention periods retention resumes after settlement or comr•letion !. Not accessible to the public until purchase Lead Dept. Real Estate Appraisal Reports: Purchased CW Minimum 5 Mag, Yes: Before Mfr, / I has been completed; meets grant auditing Yes: After (Who Ordered -029 p Property, Funded Loans years OD, Purchase S OC & OD � requirements; 2 CFR 200.334; 24 CFR the Appraisal) Ppr 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: When No ag n/a CW -030 Produced by OUTSIDE ORGANIZATIONS Longer Ppr' Non -Records (League of California Cities, Chamber of Required Commerce, etc.) Reference Materials: Policies, Procedures, Mag' Lead Dept. Brochures, Flyers, Manuals, Newsletters, CW -031 Minimum 2 Mfr, OD, S / I Yes: After Department preference; GC §34090 Administrative Policies, Strategic Plans, etc.: years Ppr OC & OD Produced by YOUR Department Reference Materials: Policies, Procedures, Mag' Lead Dept. Brochures, Flyers, Manuals, Newsletters, CW -032 When MfPO D, S / I Yes: After Copies; GC §34090.7 Administrative Policies, Strategic Plans, etc.: Superseded QC & OD Produced by OTHER Departments Reports and Studies (Historically significant- Mag' Yes: After Administratively and Historically Lead Dept. CW -033 Ie.g., Zoning Studies) P Mfr, OD, S / I QC & OD significant, therefore retained 1. 1_ Ppr permanently; GC §34090 Mag' Department preference; Information is Lead Dept. Reports and Studies (other than Historically CW -034 10 years MEPP D, S / I Yes: After outdated after 10 years; If historically significant reports - e.g. Annual Reports) OC & OD significant, retain permanently; GC §34090 Expiration + 2 Lead Dept. CW -035 Special Event Permits Mag, MfPpr, 5 / I Yes: After Department Preference; GC §34090 et yearn QC & OD seq. Minimum 2 Lead Dept. CW -036 Special Projects I Subject Files / Issue Files Mf , OD, S / I Yes: After Department Preference; GC §34090 at years P r OC & OD seq. ARCADIA, CA. 01995-2023 Gladwell Govemmental 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 Image: Destroy Total Media 1=Import Paper Record Retention No. Records Description Retention Vital? Media M=Mfr Imaged & Comments / Reference S=Scan C'd" Retentions a ! to the de artment that is NOT the Office of Record OFR or the "Lead Department". If ou are the OFR, refer to vourd, rtmant 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. Lead Dept. CW -037 Subpoenas (appearance or duces tecum) 2 years Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey Lead Dept. CW -038 forms are considered a draft or transitory 2 years record, and can be destroyed as drafts (When No Longer Required) Training Presented by City Staff - COURSE RECORDS Lead Dept. CW -039 (Attendance Rosters, Outlines and Materials; 5 years includes Ethics, Harassment, & Safety Training & Tailgates) Lead Dept. Lead Dept. Volunteer / Unpaid Intern Applications & CW -040 Agreements - Unsuccessful or Pending Applicants Volunteer/ Unpaid Intern Applications & CW -041 Agreements (includes emergency contact information) - Successful Applicants 3 years Inactive / Separation + 3 years iat rerenron enoas rerenron resumes atter settlement or com letionl. Mag, Mfr, OD, 3/1 Yes: After Department Preference; GC §34090 at Ppr QC & OD seq. Mag, Mfr, OD, Yes: After SII GC §34090 Ppr QC & OD Department preference; Meets OSHA requirements; Ethics Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years Mag, Mfr, OD, S / I Yes:: After for promotion, demotion, transfer, selection, or discharge; State Law Ppr QC OD 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) Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for Ppr promotion, demotion, transfer, selection, or d i--'arge; ; 29 CFR 1627.3(b)(i), 29 134090; CR 1602.14; GC §§12946,12960, 29 USC 1113 Department Preference; EEOC / FLSA / Mag, ADEA (Age) requires 3 years for Mfr, OD, S Yes: 1 promotion, demotion, transfer, selection, Ppr year or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090; 29 USC 1113 ARCADIA, CA. 019952023 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 Image: Destroy- I Record Retention No. Records Description Total vital? Media I=Import Paper after Comments t Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed hererefer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder fe. . last document + 2 years), since destruction is normally performed by file folder. HOLDS: LiS ation. complaints claims. Qublic records act requests, audits and/or investi ations suspend normal retention enods retention resumes after settlement or comolefiom. FINANCE / ADMINISTRATION Finance / Financial Services Database /ERP Database Indefinite - Data Fields /Records are interrelated; Lead Div. FIN -001 (Pentamation) Minimum 5 Yes Mag GC §34090 ears Mag, Mfr, SII Yes: After Department Preference; GC §34090 at Finance I FIN -002 Audit Reports I Annual Consolidated Financial P Admin. Report (ACFR) and related Audit Opinions OD, Ppr QC & OD seq. 'Department Preference; (meets Finance I Admin. FIN -003 Audit Work Papers 5 years Mag, Ppr municipal government auditing standards); GC §34090 P Yes:Mag, Current Mfr, SII Yes: After Department Preference; GC §34090 at Finance / FIN -004 Budgets - Adopted / Final Admin. Fiscal Year OD, Ppr QC & OD seq. Drafts - Yes: Finance / FIN -005 Budgets -Preliminary, Backup Documents When No Current Mag, Ppr Department Preference; GC §34090 Admin. Longer Fiscal Year Re uired Copies - City Clerk FIN -006 Citizen's Financial Advisory Committee - When No Mag, Mfr, S / I Yes: After Send all originals to the City Clerk; GC AGENDAS &STAFF REPORTS Longer OD, Ppr QC & OD §34090.7. Re uired 30 days. or After Finance / Citizen's Financial Advisory Committee - Minutes Department preference; Audio Admin. FIN -007 AUDIO RECORDINGS have been Mag Required for 30 days; GC §54953.5(b) Approved, whichever is r. - City Clerk FIN -008 Citizen's Financial Advisory Committee - o LRe Mag, Mfr, S / I Yes: After Send all originals to the City Clerk; GC MINUTES r OD, Ppr QC & OD §34090.7 d ARCADIA, CA. 01995 - 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 Image: Destroy Record Retention No. Records Description Total vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci v -Wide Standards Retentions begin when the act 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/orinvestigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Citizen's Financial Advisory Committee - Department preference; Video Admin. FIN -009 VIDEO RECORDINGS 2 years Mag recordings of meetings are required for 90 days; GC §34090.6 Finance / Single Audits / Transportation Audits / PERS Mag, Mfr, Yes: After Department Preference (meets Admin. FIN -010 Audit, etc. 10 years OD, Ppr S / I QC & OD municipal government auditing standardsi� GC 34090 FINANCE 1 GENERAL ACCOUNTING Department Preference; IRS: 4 years Finance /after tax is due or paid (longer for General FIN -011 1099's, 1096's, DE542 (California Report of 5 years Mag, Ppr auditing & contractor delinquency); Ca. Accounting Independent Contractors) FTB: 3 years; IRS Reg §31.6001- _ _ Accounts Payable / Invoices and Backup I 1(e)(2), R&T §19530, GC §34090; 29 USC 436 Department Preference to pass grant Finance / General FIN -012 (Includes Invoices, Travel Expense 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD audits (meets municipal government Accounting Reimbursements, Warrant Request, etc.) auditing standards); GC §34090 Accounts Receivable I Revenue I Our Invoices to Outside Entities: Insurance Companies, Department Preference; Finance / FIN -013 Franchise Fees, DUI Billing, TransientYes: 5 years Until Mag, Mfr, S / I (meets Yes: After municipal government auditing Admin. Occupancy Tax (TOT), Auctions of Surplus Paid OD, Ppr QC & OD Property, Credit Card Payment Receipts, standards); GC §34090 Tenant Billing / Rent, etc. Bank Statements and Trustee Statements, Finance / Fiscal Agent Statements, Trustee Statements, General FIN -014 Investment Account Statements, Pars 5 years Mag, Ppr Department preference; GC §§34090, Accounting I Statements, Bank Reconciliations, Wire 26 CFR 31.6001-1 Transfers Public Works When No Preliminary drafts not retained in the Services / FIN -015 Bankruptcies - NOT pursued Longer Mag, Ppr ordinary course of business; GC Utility Required §34090 Billinn 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 lmage:Total estroy Record Retention No. Records Description Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr I Imaged & i to nvLua: un anon, cvmpramrs claims punuc recoros acr uests.aucirsanazorinvesmig onssusoena normal retenuon enoas retention resumes after settlement Orcomaietionm Public Works Department Preference (negative Services / FIN -016 Bankruptcies - Where a claim is filed 7 years Mag, Ppr information remains on credit ratings Utility for 7 years); GC §34090 Billing Finance / General FIN -017 Checks /Warrant Register Report (issued) 5 years Mag, Mfr, S Yes: After Department Preference; Meets auditing Accounting OD, Ppr QC & OD standards; GC §34090 Finance / General FIN -018 Checks / Warrants (Cashed or Returned ! 5 years Mag, Mfr, S Yes: After Department Preference; Meets auditing Accounting NSF) 4 OD, Ppr QC & OD standards; GC §34090 Public Works Checks deposited to Bank (City scans them for Follow Bank These are bank instruments, and not Services / FIN -019 the Bank, rather than physically taking the Instructions Mag, Ppr City records; per bank agreement. Utility checks to the bank to deposit them.) Billing 'Public Warks Department Preference; Negative Services / credit information remains on credit Utility reports for 7 - 10 years; Meets auditing Billing FIN -020 Collection Agency Assignments / Unpaid 7 years Mag, Ppr standards; City does not Lien property OR Accounts (Liens are good for 10 years from Finance / recording date, and may be extended General by re-recording lien); WC 36729; GC Accounting) §34090 Public Works Services! FIN -021 Daily Cash Summaries, Bank Deposits, Bank 5 years Mag, Ppr Department preference; GC §§34090, Utility Transmittal Advice, Cashier's Reports 26 CFR 31.6001-1 Billing 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 mage: Destroy Record Retention No. Records Description Total vital? Media I=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder fe.Q. last document + 2 years), since destruction is normally performed bly file folder. HOLDS: Litigation, complaints, claims public records act reouests audits and/or investi ations suspend normal retention periods retention resumes after settlement or co letion Department preference; All tangible Finance / Escheat (Unclaimed money /uncashed property held by government agencies General FIN -022 checks) 5 years Mag, Ppr escheats after 3 years; Statute of Accounting Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / General FIN -023 Fixed Assets - Annual Listing (Source 5 years Mag, Mfr, S / I Yes: After Department Preference; Meets auditing Accounting Documents) OD, Ppr i OC & OD standards; GC §34D90 Finance / Investments / Arbitrage I Bonds (Receipts I Maturity + 5 Yes: Until Department Preference; Meets auditing General FIN -024 Advisor Reports /Trade Tickets / LAIF (Local Mag, Ppr Paid standards; FTC Reg's rely on "self - Accounting Agency Investment Fund)) years enforcement'; GC§§ 34090, 43900 Finance / J al Vouchers / Budget Journal Entries I Journal Mag, Mfr, I Yes: After Department Preference; meets municipal government auditing General Accounting FIN -025 Adjustments years OD Ppr i S" I OC & OD standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Finance / Payment Stubs / Water Receipts Utility When No Preliminary Documents - payments can General FIN -026 Receipts (when payment is submitted) Longer Mag, Ppr be made without including the stub; GC Accounting Required §34090 et seq. When No Finance / Reports, General Ledgers Subsidiary Ledgers, Financial system can re-create reports General FIN -027 Reconciliations, Registers, Transaction Longer Mag, Ppr accurately; GC §34090 Accounting Histories, Balance Sheets, etc. (Springbrook) Required Reports: Annual State or Federal: State Finance / Controller's Report, Local Government General FIN -028 Compensation Report, Gas Tax, MOE 5 years Mag, Ppr Department Preference; Meets auditing Accounting (Maintenance of Effort) Report, Fixed Charge standards; GC §34090 Special Assessment Report, Public Self Insure Report (SIP Report), Street Report, etc. ARCADIA, CA. 01995 - 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 mage: Destroy Record Retention No. Records Description Total Vital? Ldl=lmportPaper after Comments / Reference (OFR) Retention M=Mfr Imaged & If the record is not listed here. refer to the Retention for Ci -I/Kde Standards �bin henet is com leted, andimply a full file folder e. . last document + 2 yearsJ, since destruction is normal!y pefformedb fits folder. HOLDS: Lit! ation, complaints, claims, ❑ublic records act requests, audits and/orinvesf at/ons suspend normal retention periods retention resumes after settlement or comi)letionl. Finance / General FIN -029 Treasurer's Reports /Quarterly Budget Reports 5 years Mag, Ppr Department Preference; Meets auditing Accounting (to Council -Copies) standards; GC §34090 Vendor Finance / Meets IRS auditing standards; GC General FIN -030 W -9s Inactive+ 5 Mag, Ppr §34090 Accounting ears FINANCE ! PAYROLL Finance / _Payroll Database /ERP Database FIN -031 �(Springbrook) ndefinile - Minimum 5 E] Yes Mag Data Fields /Records are interrelated; Lead Div. GC §34090 1 CaIPERS Reports, Annual Valuation Reports, Most recent records are stored on Finance / FIN -032 (Actuarial Valuation Reports, Annual Employer 5 years Mag, Mfr, S / I Yes: After Cal PERS website; Department Payroll Statements OD, Ppr QC & OD Preference; Retained to match other auditing periods; GC §34090 5 years Mag, Mfr, S / I Finance / Checks / Warrant Register Report- Payroll FIN -033 Yes: After Department Preference; GC §34090 Payroll Only OD, Ppr QC & OD Finance / FIN -034 Checks / Warrants - Cancelled - Payroll Only Department Preference; GC §34090, 5 years Mag, Ppr Payroll 26 CFR 31.6001-1 4 years Mag, Ppr Finance / FIN -035 Department Preference; R&T §195301 Payroll GC §34090 DE -6, DE -7, DE -9 DE -43, W-3, & DE -166, 941 Department Preference; IRS: 4 yrs Finance / Forms, IRS 5500 Forms (Employee Benefit after tax is due or paid; Ca. FTB: 3 Payroll FIN -036 Plans), PERS / FICA & Medicare Adjustments - 5 years Mag, Ppr years; IRS Reg §31.6001-1(e)(2), R&T Quarterly Payroll Tax Returns / OASDI, Federal §19530; 29CFR 516.5 - 516.6, 29USC Tax Deposits, Adjustments, etc. 436, GC §34090 Produced by Deferred Comp. Provider; Finance / FIN -037 Deferred Compensation (City Statements) 5 years Mag, Ppr Payroll GC §304090, 26 CFR 31.6001.1 Finance / Payroll Reports (includes Leave Registers, Department preference; (meets Payroll FIN -038 time Transaction Reports, etc. F71— Mag, Ppr 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) 3373516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page AS/FIN-6 Office of Image: I Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for Cit -ode Standards Retentions begin when the act is completed, and imply a full file folder I e.last document + 2 years). since destruction is normally performed by rile folder. HOLDS: Litf ation, com,,4aints, claims, ; ublic records act requests, audits and/or investigations suspend normal retention Deriods retention resumes after settlement or com letionl. Finance / Payroll FIN -039 PERS Statements (Books) 5 years Mag, Mfr, Yes: After OD, Ppr S / I QC & OD Department Preference; GC §34090 Finance / Retiree Medical Enrollment I Retiree Billing / Mag, Mfr, Yes: After Department preference; Meets Payroll FIN -040 COBRA Billing 5 years OD, Ppr S / I QC & OD municipal government auditing standards; GC §34090 _ Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit +4 Finance / Time Sheets / Time Cards / Overtime Sheets / Mag, Mfr, Yes: After years); IRS requires 4 years; Ca. Payroll FIN -041 Overtime Cards 5 years OD, Ppr S / I QC & OD 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); Department Preference; IRS: 4 yrs Finance / after tax is due or paid; Ca. FTB: 3 Payroll FIN -042 W -2's 5 years Mag, Ppr years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436 GC 434090 FINANCE / PURCHASING Department Preference (Professional Services always have a contract, Finance / Yes: Before Mag, Mfr, Yes: After therefore Errors & Omissions are not Purchasing FIN -043 Change Orders to Purchase Orders 5 years Completion OD, Ppr S / I QC & OD 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 mage: Destroy Record Retention No. Records Description Total Vital? Media I 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and im I a full file folder e. g. last document + p years), since destruction is normally performed by rile folder. HOLDS: Liti anon, com taints, claims, ; ublic records act requests, audits and/orinvesti afions suspend normal retention periods fretentfion resumes after settlement or conaletion . Department Preference (Professional Services always have a contract, Finance / Yes: Before Mag, Mfr, Yes: After therefore Errors & Omissions are not Purchasing FIN -044 I Purchase Orders & Requisitions 5 years Completion OD, Ppr S / I QC & OD applicable); Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Sale or Finance/ Vehicle Titles ("Pink Slips") Ppr Given to Auction House / New Owner; PurchasingFIN-045 Disposal 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 Page AS/HR-1 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total Vital? i Media 1=Import Paper after Comments 1 Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd7 If the record is not listed here refer to the Retention for Cir -Wide Standards Retentions begin when the act is completed, and imply a full file folder r e.. last document + 2 years, since destruction is normally performed b� file folder. HOLDS: Litigation complaints claims public records act requests. audits and/or investigations sus:,end normal retention Periods; retention resumes after settlement or com.lefion HUMAN RESOURCES bepartment Preference; Instructions state 11095-C, 1094-C (Employer -Provided Health "Generally, keep copies of information Human HR-001Insurance Offer and Coverage) & Transmitta 5 years Mag, Ppr returns you filed with the IRS or have the Resources Form) ability to reconstruct the data for at least 3 years, from the due date of the returns'; GC §34090 EEOC / ADEA (Age) requires 1 year after Duration of the Yes: For benefit plan termination; Federal law Human Benefit Plan Documents (Cal PERS, Dental, HR -002 Contract + 6 Duration Mag, Mfr, S / I Yes: After requires 6 years after filing date for Resources Vision, etc.) Contract t OD, Ppr QC & OD retirement; State Law requires 2 years years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.65.1; GC §34090 Department preference to match retention California Civil Rights Department (CRD) I for personnel files; All State and Federal Human HR -003 Department of Fair Employment & Housing Separation + Mag, Mfr, S / I Yes: After laws require retention until final disposition Resources (DFEH or EEOC) Claims / Harassment years OD, Ppr QC & OD of formal complaint; State requires 4 years Claims after "fully and finally disposed'; 2 CCR 11013(c); GC §§12946, 12960, 34090 Department preference; Bureau of Classification / Reorganization Studies (for National Affairs recommends 2 years for Human HR -004 employee classifications and department Minimum 3 Mag, Mfr, S / I Yes: After all supplementary Personnel records; Resources structures) years OD, Ppr QC & OD Wage rate tables are 1 or 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Department preference; Bureau of National Affairs recommends 2 years for Human HR -005 CoensatioS mpn urveys &Studies Minimum 3 Mag, Mfr, S / I Yes: After all supplementary Personnel records; Resources years OD, Ppr QC & OD Wage rate tables are 1 or 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 ARCADIA, CA. 01995-2023 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 Page AS/HR-2 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retenfions be in when the act is corn leted, and imply a full file folder e.. last document + 2 ears), since destruction is norma!k performed by rile folder. HOLDS: Litigation, complaints claims. public records act requests. audits and/or investi afions susp end normal retention penods retention resumes after settlement or completion Contracts for Investigators (Employees Only Department preference; Statute of Human HR -006 City Manager retains Department Heads) d Completion + Yes: Before Mag, Mfr, S / I Yes: After Limitations for contractual obligations is 4 Resources Excludes Police 5 years Completion OD, Ppr QC & OD years; CCP §§337. 337.1(a), 337.15, 343; _ GC §34090 3 years Human HR -007 Resources COVID-19 Notifications to Employees _ _ _ Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Department Preference; Instructions state "Generally, keep copies of information Human HR -008 DE -34 (California EDD Report of New 5 years Mag, Ppr returns you filed with the IRS or have the Resources Employees) ability to reconstruct the data for at least 3 years, from the due date of the returns" _ GC §34090 Department preference to match retention Ifor personnel files; statute of limitations for Human Separation + Mag, Mfr, Yes: After EEOC/FLSA/ADEA (Age) requires 3 years Resources HR -009 Employee Investigations years OD, Ppr S / I QC & OD 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 HR -010 Employment Verifications (requested by Mag, Mfr, S / I Yes: After Non -records, content is not substantive; When No Longer Resources outside loan companies, etc.) Revuired OD, Ppr QC & OD GC §34090 et seq. 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 Human HR -011 Grievances Separation + 6 Mag, Mfr, S / I Yes: After 3 years for promotion, demotion, transfer, Resources years OD, Ppr QC & OD (selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 34090; LC �GC,§3105,12946,12960, 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) ARCADIA, CA. ©1995-2023 Gladwell Govemmental 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 Page AS/HR-3 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments t Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.. last document + 2 ears), since destruction is normally performed by file folder. HOLDS: Litigation, complaints. claims. public records act requests audits andlor invesfi ations suspend normal retention periods retention resumes after settlement or completion.; Human Harassment Prevention Training Certificates Mag, Mfr, Yes: After GC §§ 3105, 12946, 12960, 34090, Resources HR -012 Employees and Elected Officials / 5 years OD, Ppr S/1 QC & OD 53235.2(b); 53237.2(b) Councilmembers Copies - City Clerk Human Resources Commission - HR -013 When No Mag, Mfr, S / l Yes: After Send all originals to the City Clerk; GC AGENDAS & STAFF REPORTS Longer OD, Ppr QC & OD §34090.7. Required 30 days, or After Minutes Human Human Resources Commission AUDIO have been Department preference; Audio Required Resources HR -014 RECORDINGS Approved, Mag for 30 days; GC §54953.5(b) whichever is Lon er. Copies - City Clerk Human Resources Commission - HR -015 When No Mag, Mfr, S / I Yes: After Send all originals to the City Clerk; GC MINUTES Longer OD, Ppr QC & OD §34090.7. Re, uired Human Human Resources Commission - Department preference; Video recordings Resources HR -016 VIDEO RECORDINGS 2 years Mag of meetings are required for 90 days; GC §34090.7 Required for 1 year from termination or 3 years from hiring, whichever is later; Human Separation + 6 Mag, Mfr, Yes: After EEOC / FLSA / ADEA (Age) requires 3 Resources HR -017 1-9s years OD, Ppr S / I QC & OD 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. 01995-2023 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 Page AS/HR-4 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total 1=Import Paper after Vital? Comments / Reference Retention Options M=Mfr Imaged & (OFR) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti alion, com laints claims. aublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; EEOC/FLSA/ADEA (Age) requires 3 years Minimum for promotion, demotion, transfer, Human Job Descriptions / Job Classification / Job HR -018 Superseded + Mag, Mfr, Yes: After S / I selection, or discharge; State Law requires Resources Specifications 4 years OD, Ppr QC & OD 4 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) at seq., GC §§12946, 12960, 34090 Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA Personnel Files - Employee File (Official (Age) requires 3 years for promotion, Personnel File) demotion, transfer, selection, or discharge; Human Includes Application, Discipline, Evaluations, Separation + Mag, Mfr, Yes: After State Law requires 4 years; W -4s are Resources HR -019 Policy Acknowledgements, Employee's Oath years OD, Ppr S / I QC & OD required four years after the due date of of Office / Oath for Disaster Worker, such tax for the return period to which the Harassment Prevention Training Certificates, records relate, or the date such tax is paid, PAF / Personnel Action Forms, etc.) 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 Medical Files for all employees are required to be maintained at least the Separation + duration of employment plus thirty (30) Human Personnel Files - Medical File 30 years OR YesAfter Yes: Until Mag, Mfr : years; Files maintained separately; Claims Resources HR -020 Pre-employment Medical Clearances, ADA Deceased + 5 SII & OD Separation OD, Ppr, QC can be made for 30 years for toxic Accommodations, Fit for Duty, etc. substance exposure; 8 CCR §3204(d)(1) years let seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 ARCADIA, CA. 01995-2023 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 I HUMAN RESOURCES Page AS/HR-5 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan CtC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document + 2 yeam, since destruction is normally erformed b file folder. HOLDS: Litigation complaints, claims, public records act reguests, audits and/or investivations suspend normal retention petiods retention resumes after settlement or completion). Recruitment and Testing File / NeoGov Database State Law requires 4 years; EEOC / FLSA Human Includes Advertisements, Applications for Hiring Mag, Mfr, Yes: After / ADEA (Age) requires 1-3 years; 29 CFR Resources HR -021 Unsuccessful Candidates, Interview Notes, Decision + 4 OD, Ppr S / I QC & OD 1627.3(b)(1), 29 CFR 1602.14 at seq.2 Job Brochures, Test Data, TestingAnalysis y years CCR 11013(c); GC §§12946,12960, & statistical Metric, Job Analysis, Rating 34090 Sheets, Scantrons, Background Checks, etc. IRS Regulation 31-6001-1 four years after Human No Longer in Mag, Mfr, Yes: After the due date of such tax for the return Resources HR -022 W -4's Effect + 4 OD, pr P S / I QC & OD period to which the records relate, or the years date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 Department preference; Files maintained Workers Compensation Claims / Long TermSeparation + separately; Claims can be made for 30 Human HR -023 Disability Claims (Includes all Accident, 30 years OR Yes: Until Mag, Mfr, S / I Yes: After years for toxic substance exposure; 8 CCR Resources Incident, or Injury Reports from Employees) Deceased + 5 Separation OD, Ppr j QC & OD §3204(d)(1) at seq., 8 CCR 5144, 8 CCR years 15400.2; 29 CFR 1910.1020(d)(1)(i), GC III §§12946, 12960, 34090 HUMAN RESOURCES / RISK MANAGEMENT Human Final Department Preference; Meets municipal Resources / HR -024 Claim for Damages /Claims Against the City Resolution + 5 Yes: Until Mag, Mfr, S Yes: After government auditing standards; Statute of Risk Resolution OD, Ppr QC & OD Limitations is 4 years; CCP §§337 et seq., Management years 343; GC §34090, Human Department Preference; Covers longest Resources / Insurance Policies - Yes: Until Mag, Mfr, Yes: After possible statute of limitations; CCP §337 Risk HR -025 General Liability, Workers Compensation P Paid OD, Ppr S / I QC & OD at seq.; 8 CCR §3204(d)(1) at seq., 8 CCR Management 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 Page AS/HR-6 (Human Resources, Risk Management) Office of Image: Destroy Record Retention No. Records Description Total Vitals Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e._q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints. claims. public records act requests. audits and/or investi at/ons suspend normal retention petiods retention resumes after settlement or completion). Human Resources ! Insurance Policies - Expiration + 4 Yes: Until Mag, Mfr, Yes: After Department Preference; Covers statute of Risk HR -026 Property, Fire, Theft, etc. years Paid OD, Ppr S / I QC & OD limitations for contracts; CCP §337 et seq.; Management GC §34090 Human Resources / Mag, Mfr, Yes: After OSHA requires 5 years; State law requires Risk HR -027 OSHA Citations and Inspections 5 years OD, Ppr S/1 QC & OD 2 years; 8 CCR §3203(b)(1), OMB 1220 - Management 0029; GC §34090; LC §6429c Human Resources / Mag, Mfr, Yes: After OSHA requires 5 years; State law requires Risk HR -028 OSHA Logs - 200, 300, 301, 301A 5 years OD, Ppr S / I QC & OD 2 years; 8 CCR 14300.33(a), 8 CCR Management §3203(b)(1), GC §34090.7; LC §6429c Human Resources / Mag, Mfr, Yes: After Department preference; Meets municipal Risk HR -029 Property Damage Claims / Restitution 5 years OD, Ppr S / I QC & OD government auditing standards; GC Management 1 §34090 ARCADIA, CA. 01995-2023 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 I INFORMATION TECHNOLOGY Page AS/IT-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & I I S=Scan QC'd? If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, andimoly a full file folder e. . last document + 2 years), since destruction is normallyperthnnedby file folder. HOLDS: Litigation, complaints, claims, public records actrequests, audits andlor investigations suspend normal retention periods fretention resumes after settlement or com letion . INFORMATION TECHNOLOGY Used for Disaster Recovery Purposes Information IT -001 Backups - DAILY, WEEKLY Yes Mag. Only; Considered a copy and can be Technology ;Required destroyed when no longer required; GC §34090 et seq. Enterprise System Catalogue (Listing ofInformation Technology IT -002 Enterprise -wide Software, posted on line - upersee Mag. GC §34090 at seq. SB 272) When No Information Preliminary documents not retained in the Technology IT -003 Network Configuration Maps & Plans Longer Mag. ordinary course of business; GC §34090 Required at seq. UNALTERABLE MEDIA / IMMUTABLE For legal compliance for Trustworthy CLOUD BACKUP / (WORM / DVD -r / CD -r Electronic Records (when the electronic Information IT -004 Blue Ray -R / Optical Disk) or other P OD record serves as the official record); must Technology unalterable media that does not permit be stored in a "safe and separate additionsdeletionsor changes location"; GC 34090, 12168.7, EVC 1550, , , _ 2 CCR 2_2620 at seq. Video Recordings - Department Activity (Employees Performing Work, Cashiering, Information IT -005 Building Security, etc.) 1 year Mag Records regular and ongoing operations; Technology GC §34090.6 at seq, See City Clerk's schedule for City Council Video Recordings When No Longer Information Video Recordings -Public Areas /Public IT -006 Mag Does not record regular and ongoing Technology Activity Re•j u ired operations; GC §34090.6 at 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. 1.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA -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: Image: Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged I & C'd? !f the record is not listed here, refer to the Retention for Cil -Vi4de Standards Retentions begin when the act is com leted, and im 1 a full fife folder e. .last document + 2 ears), since destruction is normally erformed by rile folder. HOLDS: Lid ation, claims, complaints, audits. p ending records requests. and/or fnvesti a6ons suspend normal retenfion oerfods retention resumes after settlement . CITY ATTORNEY Final Mag, Mfr, Yes: City AttomeyCA-001 Administrative Hearings (Animals, etc.) Decision + OD, Ppr S / I After QC Department Preference; GC §34090 CA -002 ears Mag, Mfr, S / I & OD Yes: After QC Department Preference; GC §34090 City Attorney Amicus Briefs Minimum 2 years OD, Ppr Mag, Mfr, Sit & OD Yes: After QC Department Preference; GC §34090 City Attorney CA -003 City Attorney Opinions 10 years OD, Ppr 1 & OD Human Resources ! (Do not send to City Clerk); Department Risk CA -004 Contracts for Investigators Completion Yes: Before Mag, Mfr, Sit I Yes: After preference; Statute of Limitations for contractual Management + 5 years Completion OD, Ppr QC & OD obligations is 4 years; CCP §§337. 337.1(a), OR 337.15, 343; GC §34090 City Attorney Lawsuits / Litigation - May include Department Preference; Initial Claim must be Yes: City Attorney CA -005 correspondence, pleadings, transcripts, P Yes: Until Mag, Mfr, S / I filed within 1 year, lawsuit within 2 years; CCP After QC a A appeals, Settlement Agreements, Court Resolution OD, Ppr P & OD §337 at seq.; GC §§911.2, 34090, 34090.6; PC i Decisions, etc. Mag, Mfr, S / I §832.5(b) Yes: After QC Department Preference; GC §34090 City Attorney CA -006 Legal Advice Files Minimum 2 T years OD, Ppr & OD Indefinite Legal Case Management Software City Attorney CA -007 Mag, Mfr, S / I Yes: After QC Department Preference; GC §34090 Database OD, Ppr & OD City Attorney CA -008 Work Request / Legal Advice Request 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 & OD 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 I Image: Destroy T ' Total Media 1=Import PaperafterlRetention Record Retention No. Records Description Vital? Options M=Mfr Imaged 8 Comments /Reference (OFR) I S=Scan QC'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards. Retentions begin when the act is completed and imply a full file folder e. g. last document + 2 ears), since destruction is normall ertormed b file folder. HOLDS: Litigation, complaints claims, public records act requests. audits and/or investigations su§Rend normal retention periods fretenfion resumes after settlement or completion). CITY CLERK (Agenda Packets- City Council, Redevelopment Agency, Successor (Agency, Oversight Board, City Clerk CC -001 P Mag, Mfr, S l I Yes: After Department preference; GC §34090 OD, Ppr QC & OD Includes Appeals, Budgets, Annual Financial Re-oorts(CAFR ACFR, Agenda Packets - Advisory Bodies except for Planning Commission (Arcadia Beautiful Commission, Arcadia Museum Commission, Architectural Review Board, Charter Review City Clerk CC P Mag, Mfr,Yes: After SII -002 Committee, Citizen's Financial Advisory OD, Ppr QC & OD Department preference; GC §34090 Committee, Historic Preservation Commission, Human Resources Commission, Library Board ` of Trustees, Recreation & Parks Commission, Senior Citizens' Commission) Agreements & Contracts, Amendments - AL (NON -INFRASTRUCTURE, Professional Services Agreements, Tenant I Lease Agreements - NOT IMAGED) Excludes Recreation Department Preference; Statute of Limitations Agreement or Contract includes all contractual Completion Yes: Before Mag, Mfr, Yes: After is 10 years for Errors & Omissions; 4 years for City Clerk CC -003 obligations (e.g. Specifications and Successful + 10 years Completion OD, Ppr SII QC & OD all contracts; CCP §§337. 337.1(a), 337.15, Proposal or Scope of Work), insurance 343; GC §34090, Contractor has retention certificates requirements in 48 CFR 4.703(a) Examples of Non -Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Prvessdonalsefces etc ARCADIA, CA. 01995-2023 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 I Image: Destroy Record Retention No. Records Description Total Vltal? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards . Retentions begin when the act is completed. and imply a full file folder e. g. last document + 2years).since destruction is normally erformed by file folder. HOLDS. L'tication. com lainls. claims, ublic records act uests audits and/or investigations suspend nomral retention periods retendon resumes after settlement or com:lletion,. greements ontrac s, me men s - (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUS) Agreement or Contract includes all contractual Department Preference; All infrastructure obligations (e.g. Specifications and Successful contracts should be permanent for emergency Proposal or Scope of Work), insurance Yes: Before Mag, Mfr, Yes: After response; Statute of Limitations is 10 years for City Clerk CC -004 certificates P S / I Completion OD, Ppr QC & OD Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC Examples of Infrastructure: Architects, Buildings, §34090, Contractor has retention requirements bridges, covenants, development, environmental, in 48 CFR 4.703(a) Joint Powers, MOUS, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. Bid Opening Files: Proposals, Bid Opening City Clerk List 2 years Mag, Mfr, S / I Yes: After GC §34090 Lead Department determines successful OD, Ppr QC & OD proposer Board & Commission / Committee Applications Yes: After Mag, Ppr GC §34090 City Clerk CC -005 2 years (All, whether appointed or not) Board & Commission / Committee Maddy Act QC & OD Mag, Ppr Yes: After GC §34090 City Clerk CC -006 2 years Lists/ Vacancy Notices QC & OD Bonds: Private Development Labor & Release of City Clerk CC -007 Materials, Performance Bonds, Letters of Bond / Lette Mag, Mfr, S / I Yes: After Security; GC §34090 Credit, Encroachment Permits, Monitoring of Credit OD, Ppr QC & OD Bonds City Articles of Incorporation p Mag, Mfr, S / I Yes: After OD, Ppr QC & OD Department preference; GC §34090 City Clerk CC -008 ARCADIA, CA. 01995-2023 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 Image: Destroy Record Retention No. Records Description Total Vital? 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here. refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed. and imply a full file folder e.. last document + 2 ears since destruction is normall pe,rformad by file folder. HOLDS: Litigation complaints, claims, public records act requests. audits and/or inves ' at'ons suspend normal retention ped ds retention resumes after settlement or comaletioni Committees: Subcommittees of the City Council Subcommittees present their City Clerk CC -009 Council (Ad -Hoc or Standing Committees - 2 years Mag, Mfr, S / I Yes: After recommendations to the full Council; GC Health Committee, etc.) OD, Ppr QC & OD §34090 et seq. AGENDAS and MINUTES City Clerk CC -010 Claim Forms 2 years Mag, Ppr Yes: After Risk Management handles Claim Files; GC _ _ _ Economic Interest Filings (FPPC 700 Series QC & OD §34090 Forms - Statement of Economic Interests): Mag, Mfr, Yes: After 2 City maintains original statements; GC City Clerk CC -012 DESIGNATED EMPLOYEES & 7 years OD, Ppr S / I years §81009(e)&(g) CONSULTANTS (specified in the City's Conflict of Interest code; Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): Standard municipal government practice; City City Clerk CC -013 PUBLIC OFFICIALS (elected & not elected. 7 years Mag, Mfr, S / I Yes: After 2 maintains copies only; original statements are Includes City Council Members, Planning OD, Ppr years filed with FPPC; GC §81009(f)&(g) Commission Members, City Manager, City _ Treasurer & City Attorney) CC -014 Economic Interest Filings (FPPC Form 635 / City Clerk 5 years Mag' 2 CCR 18615(d), GC §34090 602) - Lobbyist Authorization / Reporting Ppr Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT, City Clerk CC -015 LAND, PLANNING, CAPITAL P Mag, Ppr Yes: After Department preference; GC §34090 QC & OD IMPROVEMENT INFRASTRUCTURE PROJECTS Filing System / Subject Files / Function Filing CC -016 Mag, Ppr Yes: After Department preference; GC §34090 City Clerk Minimum 2 System -NOT HISTORICALLY SIGNIFICANT years Mag, Ppr S / I QC & OD Yes: After Must post on website; GC §81009(e) City Clerk CC -017 FPPC Form 801 (Gift to Agency Report) 7 years _ Mag, Ppr S / I 2 years Yes: After Should post on website for 4 years; GC City Clerk CC -018 FPPC Form 802 (Event Ticket / Pass 7 years Distributions AgencyReport) , 2 years 81009(e) ARCADIA, CA. 01995-2023 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 Image: Destroy Record Retention No. Records Description Total Retention Vital? Media Options 1=Import Paper after Comments / Reference M=Mfr Imaged & [OFR) f S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards. Retentions begin when the act is completed and imclr a full file folder(e. . last document + 2 ears), since destruction is normally performed b file folder. HOLDS: Litigation, cornplaint& claims ublic records act requests. audits and/or inves ' ations suspend normal retention periods r retention resumes after settlement or com ledom City Clerk CC -019 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After GC §81009(e) FPPC Form 806 (Agency Report of Public City Clerk j CC 2 years Yes: After Mag, Ppr' S / I Must post on website; 2 CCR 18705.5; 2 CCR 7 -020 Official Appointments) years 2 years 18702.5(b)(3); GC §34090; GC §81009(e) I CITY CLERK ELECTIONS CONSOLIDATED Campaign Filings (FPPC 400 Series Forms & Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC -021 Form 501): UNSUCCESSFUL 5 years OD, Ppr S / I 2 years GC §81009(b)&(g) CANDIDATES Mag, Mfr, Yes: After Paper must be retained for at least 2 years; Campaign Filings (FPPC 400 Series Forms & City Clerk CC -022 Form 501): SUCCESSFUL CANDIDATES P OD, Ppr S / l 2 years GC §81009(b)&(g) (Elected Officials) Campaign Filings (FPPC 400 Series Forms): Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC -023 THOSE NOT REQUIRED TO FILE ORIGINAL 4 years OD, Ppr S / I 2 years GC §81009(f)&(g) WITH CITY CLERK (copies) Campaign Filings (FPPC 400 Series Forms): Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC -024 OTHER COMMITTEES (PACS - not candidate 7 years S / I OD, Ppr 2 years GC §81009(c)&(g) controlled) Candidate File: Nomination Papers, Candidate Term of Department Preference; CA law states term of City Clerk CC -025 Statement Farms, Ballot Designation Forms, Office + 4 Mag, Mfr, S / I Yes: After office and 4 years after the expiration of term etc. -SUCCESSFUL CANDIDATES years OD, Ppr QC & OD and does not delineate between unsuccessful & successful candidates; EC §17100 Candidate File: Nomination Papers, Candidate Department Preference; CA law states term of City Clerk CC -026 Statement Forms, Ballot Designation Forms, Election + 4 Mag, Mfr, Yes: After office and 4 years after the expiration of term S / I etc. - UNSUCCESSFUL CANDIDATES years OD, Ppr QC & OD and does not delineate between unsuccessful I &successful candidates; EC §17100 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 Image: Destroy Record Retention No. Records Description Total Vital? Media1=Import Paper after Comments f Reference (OFR) Retention Options M=Mfr Imaged & , S=Scan QC'd? If the record is not listed here, refer to the Retention for Ci Wide Standards . Retentions be -in when the act is completed and imply a full file folder I . last document + 2 vearsl, since destruction is norma!ly performed by file folder. HOLDS: Litigation. complaints- claims, public records act requests, audits and/or investigations susc•end normal retention edods retention resumes after settlement or com letion . Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Ci Clerk CC -027 Council, Planning Commission, Precinct Maps, ry Minimum 2 Mag, Mfr, Yes: After SII GC §34090 County Election Services, Candidate years OD, Ppr QC & OD Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections - HISTORICAL Files (Copies of City Clerk CC -028 Sample Ballot, Copy of Resolution Declaring P Mag, Mfr, OD, Ppr Y: After S / I Yes: & OD Department preference; GC §34090 Results, etc.) Final Not accessible to the public; The 8 month Elections - Petitions (Initiative, Recall or Examination retention applies after election results, or final City Clerk CC -029 Referendum) - IF INSUFFICIENT + 1 year Ppr examination if no election, unless there is a after petition legal or FPPC proceeding. EC §§17200(b)(3), examination 17400 Not accessible to the public; The 8 month Elections - Petitions (Initiative, Recall or City Clerk CC -030 Results + 8 Ppr retention applies after election results, or final Referendum) - IF SUFFICIENT months 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 GC §§ 3105, 12946, 12960, 34090, 53235.2(b) QC & OD Historical Records, Photographs, & Historical City Clerk determines historical significance City Clerk CC -032 Projects (e.g. City Anniversaries, P Mag, Mfr, S / I Yes: After records can address a variety of subjects and Incorporation, City Seal, Awards of significant OD, Ppr QC'd & OD media. Some media (e.g. audio and video historical interest, Grand Openings, etc.) 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 Image: Destroy Record Retention No. Records Description Total Retention Vital? Media Options 1=Import Paper after M=Mfr Imaged 8 Comments /Reference (OFR) i S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 years) since destruction is normallperformed b • file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retenfion Periods (retention resumes after settlement or com +letion i. Insurance Certificates - Those that cannot be City Clerk CC -033 matched to a specific agreement or contract, 11 years Yes: Before Longest Statute of Limitations is 10 years; Mag, Mfr, S Yes: After Conforms with Agreement Retention (usually and MAY have a current agreement / contract Completion OD, Ppr Inactive filed with agreement); CCP §337 at seq.; GC with the City §34090 When No Insurance Certificates - Those that cannot be City Clerk CC -034 matched to a specific agreement or contract, Longer Mag, Ppr Not a City record and DOES NOT have a current agreement / Required contract with the City Final Department Preference; Meets municipal City Attorney CC -035 Lawsuits / Litigation Resolution + Yes: Until Mag, Mfr, S / I Yes: After government auditing standards; Statute of 5 years Resolution OD, Ppr, QC & OD Limitations is 4 years; CCP §§337 at seq., 1 343; GC §34090, _ Minutes: City Council, Redevelopment City Clerk CC -036 Agency, Successor Agency, Oversight Board, and All Boards and Commissions P Mag, Mfr, S / I No GC §34090(e) OD, Ppr Minutes - Advisory Bodies except for Planning Commission (Arcadia Beautiful Commission, Arcadia Museum Commission, Architectural Review Board, Charter Review City Clerk CC Committee, i Mag, Mfr, Yes: After -037 i Citizen's Financial Advisory P OD, Ppr S/1 QC & OD Department preference; GC §34090 Committee, Historic Preservation Commission, Human Resources Commission, Library Board of Trustees, Recreation & Parks Commission, Senior Citizens' Commission) Department Preference; Statute of Limitations: City Clerk CC -038 Oath of Office / Appointments: City Council, Separation Mag, Mfr, Sit Yes: After Public official misconduct is discovery of Board and Commission Members 6 years OD, Ppr' QC'd & OD offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC -039 Ordinances P Mag, Mfr, S / I No GC §34090(e) OD, Ppr 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 Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments I Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imoly a full file folder e.. last document + 2 years , since destruction is normally p erformed by file folder. HOLDS: Lits ation, complaints, claims, public records act requests. audits and/or investigations suspend normal retention refiods Iretenfion resumes after settlement or com •leficim Petitions (submitted to Council on any subject City Clerk CC -040 Dog Parks, Parking, Traffic Calming, etc.) 1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 See Elections for Initiative, Recall or Referendum Petitions Mag, Mfr, S / I Yes: After GC §34090 City Clerk CC -041 Public Records Requests / Subpoenas Duces 2 years Tecum CC -042 Recorded Documents /Real Property: Deeds P OD, Ppr QC & OD Mag, Mfr, Yes: After S / I GC §34090(a) City Clerk OD, Ppr QC & OD 30 days, or City Clerk CC -043 Recordings: Audio of City Council Meetings after Minutes are Adopted, Department preference; Audio Required for 30 Mag whichever is days; GC §54953.5(b) longer Department preference; Video recordings of Minimum 4 City Clerk CC -044 Recordings: Video of City Council Meetings Mag meetings are required for 90 days; GC Records Destruction Authorization Forms & CC -045 years 10 years §34090.7 Mag, Mfr, Yes: After S / I Department preference; GC §34090 City Clerk Certifications (All Departments) OD, Ppr QC'd & OD Mag, Mfr, Yes: After Data is updated as residents register or move; Refusal Register Database (Residents that do City Clerk CC -046 not want to be solicited) Indefinite OD, Ppr S QC'd & OD Magnetic database is original, printouts are considered copies; GC § 34090 P City Clerk CC -047 Resolutions: City Council, Redevelopment Mag, Mfr, S / I I No GC §34090(e) Agency, Successor Agency, Oversight Board, OD, Ppr City Clerk CC -048 Sister City Commission Minutes and P Mag, Mfr, S Yes: After The Sister City Commission was formed by the ` Formation Records OD, Ppr QC'd & OD City Council; GC §34090 et seq. 1 ARCADIA, CA. 01995-2023 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 ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Retention �ta1? Options M=Mfr Imaged & Comments /Reference (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards . Retentions begin when the act is completed, andimply a full file folder e. . last document + 2 years), since destruction is normally erformed by ti/e folder. HOLDS: Liti ation, complaints claims, public records act re uests, audits and/or investi at' ns suspend normal retention riods retenfion resumes after settlement or com letion Sister City Commission: Agendas, Notices, Brown Act challenges must be filed within 30 City Clerk CC -049 Affidavits of Postings, Proof of Publications, 2 years Mag, Ppr or 90 days of action; GC §§34090, j etc. CC -050 Unsuccessful Proposals (sent by Purchasing) 54960.1(c)(1) Mag, Mfr, S / I es GC §34090 City Clerk 2 years OD, Ppr & Oer 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 ARCADIA, CA. ®1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without priorwritten permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options , M=Mfr after Comments 1 Reference S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for Cit -tide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by rile folder. HOLDS: Litigation complaints. claims Public records act requests audits and/or invesfi ations suspend normal retention petiods retention resumes after settlement or com letion . CITY MANAGER Copies - Yes: City Clerk CM -001 Arcadia Beautiful - AGENDAS & STAFF When No Mag, Mfr, S / I After QC Send all originals to the City Clerk; GC §34090.7. REPORTS Longer OD, Ppr & OD R uired 30 days, or After City Manager CM -002 Arcadia Beautiful - AUDIO Minutes have been Mag Department preference; Audio Required for 30 RECORDINGS Approved, days; GC §54953.5(b) i Lon er. fwhichever Copies - Yes: City Clerk CM -003 Arcadia Beautiful - MINUTES and hen No Mag, Mfr, S / I After QC Send all originals to the City Clerk; GC §34090.7. Formation Records Longer OD, Ppr & OD e uired City Manager CM -004 Arcadia Beautiful - VIDEO 2 years Mag Department preference; vVdeo recordings of RECORDINGS meetings are required for 90 days; GC §34090.6 City Manager CM -005 City Manager Weekly Reports Mag, Ppr GC §34090 .3.leas Minimum 2 City Publications & Completed Graphic City Manager CM -006 Mag, Ppr Department Preference; GC §34090 Design Projects ears City Publications & Completed Graphic City Manager CM -006 Design Projects - WITH SIGNIFICANT P Mag, Ppr Department Preference; GC §34090 HISTORICAL VALUE Contracts for Investigators (Department Department preference; Statute of Limitations for City Manager CM -007 Heads only - Human Resources retains Completion Yes: Before Mag, Mfr, Yes: After S / I contractual obligations is 4 years; CCP §§337. Employees) + 5 years Completion OD, Ppr QC & OD 337.1(a), 337.15, 343; GC §34090 Excludes Police ARCADIA, CA. ®1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without priorwritten permission from GGS (909) 337-3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM -2 ARCADIA, CA. @1995 - 2023 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Retention No. Records Description TotalMedia vital? I=Import Paper after Comments i Reference Record (OFR) Retention Options M=Mfr S=ScanImaged 8 C'd? If the record is not listed here refer to the Retention for Ci!-blride Standards. Retentions be in when the act is com leted, and imply a full file folder le. 9. last document + 2 ears), since destruction is normal!y performed by file folder. HOLDS: Liti afion, complaints, claims, public records act re nests, audits and/or investigations suspend normal retention periods retention resumes aftersettlement or completion) City Manager CM -008 Legislative Advocacies, Support or Opposition to proposed Federal or State Minimum 2 Mag, Mfr, S / I Yes: After QC Department preference; GC §34090 years OD, Ppr Legislation & OD Proclamations & Certificates 2 vears City Manager CM -009 Mag, Ppr GC §34090 City Manager CM -010 Project Files / Subject Files (Subject will Minimum 2 Mag, Mfr, S / I Yes: After QC Department Preference; GC §34090 at seq. change over time) years OD, Ppr & OD Yes: Copies - Finance CM -011 Travel Records / Expense Reports When No Mag, Mfr, S / I After QC GC §34090.7 Longer OD, Ppr & OD Required ARCADIA, CA. @1995 - 2023 Gladwell Govemmental 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 Page DSD -1 (Building, Code Enforcement, Economic Development, Engineering, Planning) 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: Image: estroy Office of Record No. Records Total Media 1=Import Vital? Paper (OFR) Retention Description Retention Options M=Mfr after Comments / Reference S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions bealn when the act is completed, and imply a full file folder e.g. last document + 2 ears , since destruction is normally performed by file folder. 17 HOLDS: Lift at' n com:-laints claims -ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or corn lettonl BUILDING & SAFETY Lead Dept. DSD -001 Database (Tyler EnerGov) Indefinite Yes (all) Mag Department Preference - Data is _Permit perm Mag, interrelated; GC §34090, H&S §19850 Yes: After Preliminary drafts not retained in the Develop. When No Services / DSD -002 Activity Reports Longer Mfr, OD, S / I ordinary course of business (Reports can QC & OD Building & Safety Required Ppr Mag, be re -run from the database); GC §34090 Preliminary drafts; Content does not Yes: After Develop. Address Files / Building Permit Applications Upon Services / DSD -003 Never Issued (Applicant Notified Ready for Expiration Yes (all) Mfr, OD, S / I relate in a substantive way to the conduct OC & OD Building & Safety Issuance and never followed through) Ppr of the public's business; GC §34090, Develop. Mag, OD, Y: Afters eses Services / DSD -004 Address Files / Building Permits P Yes (all) Mfr, S / I & OD GC §34090, H&S §19850 Building &Safety Ppr Mag, Law requires for the life of the building for Develop. Building Plans - Finalled - INDUSTRIAL, Services / DSD -005 COMMERCIAL, MULTI -FAMILY DWELLINGS, P Yes (all) Mfr, OD, S / I Yes: After commercial and common interest Building & Safety PLACES OF PUBLIC ACCOMMODATION Ppr QC & OD dwellings only; CBC 104.7 & 107.5, Mag, H&S§19850, GC §34080 Develop. Upon Department preference; Preliminary Services / DSD -006 Building Plans - Cancelled or Withdrawn Cancellation Mfr, OD, S / I Yes: After drafts not retained in the ordinary course Building & Safety or withdrawal Ppr QC & OD business; CBC §104.7; H&S§19850, Building Plans -Expired, never started DSD -007 Mag, Mfr, OD, S / I G GC §34090 Department preference; CBC §104.7; Develop. Services / Upon Yes: After Building & Safety construction. Building Plans - Expired, construction started DSD -008 Expiration Ppr ± Mag' Mfr, OD, S / I OC & OD H&S§19850, GC §34090 Department preference; CBC §104.7; Develop. Services / P FPpr Yes: After Building &Safety (or unknown) QC & OD 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 Page DSD -2 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image.estroy Office of Record Retention No. Records Description Total Media Vital? 1=Import Paper after Comments / Reference (OFR) Retention Options Mfr S=Scan Imaged & —d? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 rears:, since destruction is normal!v perfonned by file folder. HOLDS: Litigation. complaints, claims, public records act requests, audits and/or investi• ations suspend normal retention periods retention resumes after settlement or completion), Department Preference; Law requires for Services / DSD -009 Building Plans -Finalled - TENANT P Yes (all) Mf S / I Yes: After the life of the building for commercial and Building & Safety IMPROVEMENTS ,aOD, Ppr QC & OD common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 i Building Plans - Finalled - SINGLE FAMILY - Department preference; Law requires for Develop. RESIDENTIAL - SFR and APPURTENANCES - Mag, the life of the building for commercial Services / DSD 010 FINAL Finalled + Mfr, OD, S / I Yes: After only; CBC and UAC require plans be Building &Safety 180 days Ppr OC & OD retained 180 days from completion date Other than Site Plan for residential and appurtenances; CBC _ 104.7 & 107.5, H&S§19850, GC §34090 Department preference; State law requires plans need not be filed for Building Plans - Finalled - SINGLE FAMILY dwellings less than 2 stories, garages & Services DSD -011 RESIDENTIAL - SFR and APPURTENANCES p Yes (all) Mf ,aOD, S / I Yes: After appurtenances, farms/ranches, 1 -story Building & Safety Ppr QC & OD with bearing walls less than 25; CBC SITE PLAN ONLY requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Develop. Minimum Mag' Services / California Building Codes / Uniform Building DSD -012 While Mfr, OD, S / I Yes: After GC §50022.6 Building &Safety Codes Ordinance is Ppr OC & OD in Force Develop. Mag, Services / DSD -013 Certificate of Occupancy (CofO) P Yes (all) Mfr, OD, S / 1 Yes: After es Department Preference; GC §34090 Building & Safety Ppr & OD Public Works Services / Environ. Services OR Development DSD -014 Construction Waste Management 10 years Mf ,aOD, S QC & OD Yes: After Department Preference; GC §34090 Services / Ppr Building ARCADIA, CA. 01995-2023 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 Page DSD -3 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: JI Image: Destroy Office of Record Retention No. Records Description Total I Media Vital? I=Import Paper after Comments / Reference (OFR) Retention II Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for C' -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. g. last document + 2 ears , since destruction is normal!y performed by file folder. HOLDS: Litigation,comtaints,claims, publicrecordsactuests,audits and/orinvesti.,ationssu nd normal retention periods(retention resumes aftersettlementorco Son Develop. Copyright Release Forms / Requests & Mag, Yes: After Services / DSD -015 Permissions to Receive Copies of Plans (to and 2 years Mfr, OD, SII OC & OD GC §34090 Building & Safety from Architects) _ Ppr _ Develop. Minimum I Mag, Yes: After Department Preference (Preliminary Services / DSD -016 Correction Notices - Building When Permi Mfr, OD, S / I QC & OD Drafts); GC §34090 Building & Safety is Finalled Ppr Minimum Develop. Mag, Yes: After Department P referrefer enen Preference (Preliminary Services / DSD -017 Energy Calculations When Permit Mfr, OD, S / 1 OC & OD Drafts); §34090 Building & Safety is Finalled Ppr Develop. Geotechnical and Soils Reports- INDUSTRIAL, COMMERCIAL, MULTI DWELLINGS, Mag, Yes: After Mfr, S / I P Services / DSD -018 -FAMILY OD, QC & OD Department Preference; GC §34090 Building & Safety PLACES OF PUBLIC ACCOMMODATION Ppr Minimum Develop. Mag, Yes- After Services / DSD -019 Geotechnical and Soils Reports - RESIDENTIAL When Permit Mfr, OD, S / IApproved QC & OD by City Attorney; GC §34090 Building & Safety is Finalled Ppr Develop. Mag, Yes: After '& Services / DSD -020 Grading Permits P Mfr, OD, S / I QC OD Department Preference; GC §34090 Building & Safety Ppr Develop. Minimum Mag, Yes: Afterl Department Preference (Preliminary Services / DSD -021 Plan Check Comments When Permit Mfr, OD, i S/I QC & OD Drafts); GC §34090 Building & Safety is Finalled Ppr Minimum Mag, Yes: After Department Preference (Preliminary Develop. Services / DSD -022 Stop Work Notices When Permit Mfr, OD, S/I QC & OD Drafts); GC §34090 Building & Safety is Finalled Ppr Minimum Department Preference (Preliminary Develop. � Structural Calculations -SINGLE FAMILY Mag, Yes: After Services / DSD -023 RESIDENTIAL -SFR and APPURTENANCES When Permit Mfr, OD, S / I OC & OD Drafts); GC §34090 Buildini & Safet: is Finalled Ppr BUSINESS LICENSE Develop. Indefinite Department Preference - Data is Services / DSD -024 _Business License Database (Minimum 5 Yes (all) Mag �- interrelated; GC §34090, H&S §19850 Business License ears, ARCADIA, CA. 01995-2023 Gladwell Govemmental 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 Page DSD -1 (Building, Code Enforcement, Economic Development, Engineering, Planning) 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: Image: Destroy Office of Record TotalMedia 1=Import Paper (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation- complaints, claims public records act reouests audits andlor investi ations suspand norma/ retention penods retention resumes after settlement or com; detion Develop. Business License Applications, Registrations and Services / DSD -025 5 years I Department preference; Meets auditing Ppr Renewals Business License standards; GC §34090 at seq. CODE ENFORCEMENT Develop. Code Enforcement / Abatement Case Files Minimum 2 Yes: Until Mag , Yes: After Services / Code DSD -026 (Includes Citations, Notice of Violations, Photos, Resolution Mfr, OD, S/I OC & OD Department preference; GC §34090 Enforcement and Code Enforcement Complaint Letters) years Ppr Yes: After S/I GC §34090 Develop. I Hearing Officer Determinations / Appeals of Code Services / Code DSD -027 Minimum 2 Mag' Mfr, OD, Enforcement Actions Enforcement years Ppr QC & OD Develop. Mag, Yes: After Services / Code DSD -028 Liens & Releases P Mfr, OD, S/I QC & OD GC §34090(a) Enforcement Por ECONOMIC DEVELOPMENT _ Develop. Economic Development Projects (Records related Minimum 2 Mag, Mfr, S/I Yes: After Services / Econ. DSD -029 to Business Recruitment or Retention) years OD, QC & OD Department preference; GC §34090 Develop, Pnr ENGINEERING LAND DEVELOPMENT I PRIVATE DEVELOPMENT Develop. Assessment Districts / Community Facilities Mag, Yes: After S / I Services / DSD -030 Districts ! Street Lighting Districts / Special P Mfr, OD, Department Preference; GC §34090 OC & OD Engineering Districts Ppr Mag, Yes: After Develop. Services / DSD -031 Benchmarks P Mfr, OD, S / I QC & OD Department Preference; GC §34090 Engineering Ppr fYes: After S / I Develop. Drawings, Maps, and Record Drawings, Large- Drawings, Record Maps, Land P Yes Mag, Mfr, OD, Services ! DSD -032 Format Survey (all) Drafts should be destroyed; GC §34090 QC & OD Engineering Development / Private Development "AtBuilt" Ppr Develop. Encroachment Permits: Permanent (Structures in Yes: Until Yes- After '& Services / DSD -033 I the City's Right of Way, Retaining Walls, etc.) P Completion Mag, Ppr S / I QC ODI Department Preference; GC §34090 Engineering Includes Insurance Certificates 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 Page DSD -5 (Building, Code Enforcement, Economic Development, Engineering, Planning) 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: Image: Destroy Office of Record (OFR) Retention No. Records Description Total Retention Media I Vital? 1=Import Paper after Comments I Reference Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 -years! since destruction is normal!y performed bLfile folder. HOLDS: Litig ation, co mp taints, claims, p ublic records act recl uests audits and/or investigations sus >end normal retention periods retention resumes after settlement or com lefion . Encroachment Permits: Temporary (Excavation, Develop. Street Permits, Temporary Construction, Sidewalk Services / DSD -034 Repairs, Street Cuts, Traffic Control, Expiration + Yes: Until Mag, Pr S / I Yes: After GC § 34090 Engineering Transportation Permits, Utility Cuts (Installation & 2 years Completion QC & OD Patching), etc.) Includes Insurance Certificates Not all internal communications and Environmental Determinations: Environmental Public Works notes are required to be saved; "E-mails Impact Reports (EIRs), Negative Declarations, Services / that do not provide insight into the project etc.) /CEQA -Where Engineering is the Lead Engineering or Project Approval or the agency's CEQA compliance with Mag, or Yes: After respect to the project — are not within the Mfr, OD, S / I Develop.DSD-035 Correspondence and staff notes that provide Denial Ppr QC & OD scope section 2 , subdivision Services / insight into the project or the agency's CEQA Engineering + 2 years and need not be retained." Golden Door compliance with respect to the projectProperties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Develop. Private Development: Administrative Records Mag, Statute of Limitations is 4 years; 10 years / Services DSD -036 Construction Inspections, Photos, Progress + Completion 10 UntilMfr,Yes: After for Errors & Omissions; land records are Mfr, OD, S/I Engineering Meetings, Project Schedules, etc. y ears om Completed QC & OD P Ppr permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Private Development: Permanent Records Abandonments, Certificate of Acceptance / Department preference; retained for Develop. Approval (copy), Dedications, Deeds (copies) Mag,disaster preparedness purposes; Final Services / DSD 037 Drainage, Driveway, Easements (copies), Geotechnical Soil Reports P Yes: Until Mfr, OD, S/l Yes: After environmental determinations are Engineering and / Hydrology Completed Ppr QC & OD required to be kept a "reasonable period Reports, Private Lab Verifications, Testing Lab of time'; 14 CCR §15095(c); CCP §337 Final Reports, Rights of Way (copies), Studies, et. seq., GC §34090 Reports. etc. 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 Page DSD -6 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record Total Media I=Import Paper (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments t Reference S=Scan Imaged & C'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. g. last document + 2 years.. since destruction is normally performed by rile folder. HOLDS: Lifi.•ation, com )aims, claims, p ublic records act re j uests, audits and/or in . ations sus :end normal retention periods fratanfinn resumes after settlement or completion). Develop. Mag, Services I DSD -038 Subdivision Maps / Parcel Maps P Yes (all) Mfr, OD, Yes: After S/I Yes: Department Preference; GC §34090 Engineering Ppr QC OD Develop. Services / Engineering .. Traffic Calming Requests (Speed Humps, Red DSD -039 Curbs, Stop Signs, etc.) 10 years Mag, Mfr, OD, Ppr P Yes: After S / I Department preference; GC §34090 QC & OD Copies - When No Police or State of Mag' Yes: After California DSD -040 Traffic Collision Reports / SWTRS Longer Mfr, O D, S / I QC & OD copies; GC §34090.7 R uired Develop. Mag, SerViCes / DSD -041 Traffic Counts / Traffic Studies 10 years Mfr, OD, S / I Yes: After Department preference; GC §34090 QC & OD Engineering Ppr Copies - When No Traffic Speed Surveys (certified by City Council Mag, Yes: After) Presented City Clerk DSD -042 Mfr, OD, to the City Council in the S / f Resolution) Longer Ppr QC & OD Council Agenda Packet; GC §34090.7 Reu uired Develop. Mag, Services / DSD -043 Traffic Stop Sign Warrants 10 years Mfr, OD, Y: After S / I Yes: Department preference; GC §34090 Engineering Ppr QC OD Develop. Mag, Services / DSD -044 Transportation Plans / Master Plans P Mfr, OD, S / I Yes: After Department preference; GC §34090 En-ineerinu Ppr QC & OD PLANNING Lead Dept. DSD -045 Database (Tyler EnerGov) Indefinite Yes (a11) Mag Department Preference - Data is _Permit Perm; interrelated; GC §34090, H&S §19850 ARCADIA, CA. 01995-2023 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 Page DSD -7 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record Retention No. Records Description Total Media Vital? 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr S=Scan Imaged & C'd? If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is com;.leted, and imoly a full file folder i'e. . last document + 2 years). since destruction is nonnally performed by file folder. HOLDS: L ilip ation, ccmolaints, claims, p ubtic records act req uests, audits and/orinvesfi ations sus nd normal retention periods, retention resumes aRer.settlement or completion). Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CECIA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, Uniform Development Application, etc.) Examples: Department preference; Final Develop. Conditional Use Permits (CUPS) Mag, environmental determinations are Yes: After Services / DSD -046 Density Bonus P Yes Mfr, OD, S / I required to be kept a "reasonable eriod QC & OD Q P P Planning Development Permit Ppr of time"; 14 CCR §15095(c); GC §34090, General Plan / General Plan Amendments 34090.7 Lot Line Adjustment Public Art Rezones Specific Plan Tentative Subdivision Maps / Parcels Maps Use Permits Variance Zoning Clearance Zoning Ordinance / Updates Develop. Services / DSD -047 Advanced Planning / Long Range Planning ! Mag' Mfr, OD, S / I Yes: After Department Preference; GC §34090 P Planning Project Implementation (Final Documents only) Ppr OC & OD Develop. Mag, Services / DSD -048 Aerial Photographs (Historical) P Mfr, OD, S / I Y: After Yes: Department Preference; GC §34090 Plannin Ppr QC OD ARCADIA, CA. 01995-2023 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 Page DSD -8 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record Retention No. Records Description Total Media Vital? I=Import Paper after Comments /Reference (OFR) Retention i Options M=Mfr & S=Scan QC'Imagedd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imoly a full file folder (e.g. last document + 2 ears - since destruction is normal!y performed by rile folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or comr.-letion!. Develop. Services / DSD -049 IAnnexations /Boundaries /Consolidations / P Mag' Mfr, OD, S / I Yes: After Department preference; GC §34090 Planning — LAFCO Ppr QC & OD Copies - Mag City Clerk DSD -050 Architectural Review Board -AGENDAS & STAF . When No , Mfr, D, i S / I Yes: After Send all originals to the City Clerk; GC REPORTS Longer 0 OC & OD §34090.7. Required 30 days, or Develop. After Minutes Services / DSD -051 Architectural Review Board - AUDIO have been Mag Department preference; Audio Required Planning RECORDINGS Approved, for 30 days; GC §54953.5(b) whichever is Long er. Develop. Architectural Review Board - VIDEO Department preference; Video recordings Services / DSD -052 RECORDINGS 2 years Mag of meetings are required for 90 days; GC Planning §34090.7 Copies - Mag, City Clerk DSD -053 Architectural Review Board -MINUTES When No Longer Mfr, OD, Ppr Sit Yes: After Send all originals to the City Clerk; GC QC & OD §34090.7. Required When No Mag, Yes: After Census Bureau DSD -054 Census, Demographics Longer Mfr, OD, SII (Non -Records - Census Bureau is OFR) QC & OD Required Ppr Copies - Mag, City Clerk DSD -055 Historic Preservation Commission - AGENDAS & When No Mfr, OD, S / I Yes: After Send all originals to the City Clerk; GC STAFF REPORTS Longer Ppr QC & OD §34090.7. Required ARCADIA, CA. 01995-2023 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 Page DSD -9 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record (OFR) Retention No. Records Description Total Retention vital? Media 1=Import Paper after Comments / Reference Options M=Mfr S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention Por City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2ears , since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlor invest ations sus end normal retention Periods retention resumes after settlement or com letion). 30 days, or Develop. After Minutes Services / DSD -056 Historic Preservation Commission - AUDIO have been Mag Department preference; Audio Required Planning RECORDINGS Approved, for 30 days; GC §54953.5(b) whichever is _ Lonner. Gopies - Mag, City Clerk DSD -057 Historic Preservation Commission - MINUTES When No Mfrr,,O D, S / I Yes: After Send all originals to the City Clerk; GC Longer QC & OD §34090.7. R wired Not all internal communications and Environmental Determinations: Environmental notes are required to be saved; "E-mails Impact Reports (EIRs), Negative Declarations, that do not provide insight into the project Develop. etc.) /CEQA -Where Planning is the Lead Project Mag, or the agency's CEQA compliance with Services / DSD -058 Approval or Mfr, OD, S / I Yes: After respect to the project — are not within the Planning Correspondence and staff notes that provide Denial Ppr QC & OD scope of section 21167.6, subdivision (e) insight into the project or the agency's CEQA + 2 years and need not be retained." Golden Door compliance with respect to the project Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Environmental Determinations: Environmental Develop. Impact Reports (EIRs), Negative Declarations, Mag, Usually filed in the project file; Final Services I DSD -059 Notice of Exemption (NOE), etc.) I CEQA P Mfr, OD, S / I Yes: After environmental determinations are Planning Inside City boundaries - Where Planning is the Ppr QC & OD required to be kept a "reasonable period Lead of time"; 14 CCR §15095(c); GC §34090 Develop. General Plan, Elements and Amendments / Mag, Services / DSD -060 Master Plans, Specific Plans, Land Use Plans and P Mfr, OD, S l I Yes: After Department preference; GC §34090 _Planning Amendments; General Plan Interpretations ppr QC & OD Develop. Mag' Services I DSD -061 Historical Designations I Historical Landmarks P Mfr, OD, S / I Yes: After Department preference; GC §34090 Planning Ppr QC & OD ARCADIA, CA. 01995-2023 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 Page DSD -10 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: age: Destroy Office of Record Retention No. Records Description Total Vital? Media [=Import FSM="Scan Paper after Comments / Reference (OFR) Retention OptionsMfr Imaged & •d? If the record is not listed here refer to the Retention for Cir -Wide Standards Retentions beuin when the act is com Meted, and imply a full file folder e.. last document + 2 ars , since destruction is normallyperformed bY file folder. HOLDS. Lift ation, cromplain ts, claims, p ublic records act re q uests, audits and/or investi ations sus no normal retention nods retention resumes after settlement or completion Develop. When No Mag, Yes: After Preliminary drafts not retained in the Services / DSD -062 Materials Boards Longer Mfr, OD, Sit QC & ODI ordinary course of business; GC §34090 Planning Required Ppr Mag' Mfr, OD, S / I Yes: After Department Preference; GC §34090 et Develop. Services / DSD -063 Planning Commission -AGENDAS & STAFF P Planning REPORTS Ppr QC & OD seq. 30 days, or Develop. After Minutes 1 Services / DSD -064 Planning Commission -AUDIO RECORDINGS have been Mag Department preference; Audio Required Planning Approved, for 30 days; GC §54953.5(b) whichever is Loner. Mag, / Yes: After Develop. Services / DSD -065 Planning Commission . MINUTES P Mfr, OD, S I OC & OD GC §34090(a) Planning Ppr Department preference; Video recordings Develop. Services / DSD -066 Planning Commission - VIDEO RECORDINGS 2 years Mag of meetings are required for 90 days; GC Planning §34090.7 Regulatory Business Permits (Approved & No Longer In Develop. Yes: Mag, Yes: After Services / DSD -067 Unapproved) Business + 2 During Mfr, OD, S / I Department preference; GC §34090 OC & OD Planning Develop. Cannabis Permits years Event Yes: Ppr Mag, Yes: After Temporary Permits (Approved & Unapproved) Expiration + Services / DSD -068 Banner Permits, Special Event Permits, Tree 2y ears During Mfr, OD, S / I OC & OD Department preference; GC §34090 Planning Removal Permit, etc. _ Event Ppr P Develop. Services / DSD -069 Zoning Clearance Forms / Zoning Verification Yes (all) Mag' Mfr, OD, S / I Yes: After Department Preference; GC §34090 Planning Letters Ppr QC & OD Develop. Mag, FmPpr S / I Yes: After Services / DSD -070 Zoning Maps (Historically Significant) P Yes (all) r, OD, QC & OD Department Preference; GC §34090 Planning ARCADIA, CA. 01995-2023 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 Page DSD -11 (Building, Code Enforcement, Economic Development, Engineering, Planning) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record Retention No. Records Description (OFR) Media Vital? 1=Import Paper after Comments f Reference RetTotal ention Options M=Mfr S=Scan Imaged to C,d4 1 If the record is not listed here, refer to the Retention for Cir -Wide Standards Retentions bein when the act is completed, and im a full file folder e.. last document + 2 ears!. since destruction is normal! erformed by file folder. HOLDS. Litt ation, complaints, claims, public records act r uests, audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or com letionY Develop. Meg, Services / DSD -071 Zoning Ordinance Amendments / Zone Changes P Yes I Mfr, OD, S / I Yes: After Department Preference (copies); GC Planning Ppr I QC & OD §34090.7 ARCADIA, CA. 01995-2023 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 Image: Destroy Record Retention No. Records Description Total Vital? Media I 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & — o If the record is not listed here. refer to the Retention for Ci -I/ifilde Standards Retentions begin when the act is completed and imply a full rile folder f e. g. last document + 2 ears , since destruction is normally performed by file folder. HOLDS: Lifi ation, com faints claims. cublic records act requests, audits and/orinvestigations sus end normal retention periods iretention resumes after settlement or completion) FIRE ADMINISTRATION Indefinite - Minimum Life of the Data is interrelated; retention is required for Fin: Fire / Structure or Mag, Yes: After Inspections / Business Inspection Files / FR -001 Fire Incident Database (ERS / ESO) Admin. — Activity or Yes Mfr, OD, S / I QC & OD Occupancy Inspections / Approvals, Modification Minimum 5 Ppr /Alternative Methods or Materials; CFC §104.6.2; years, GC §34090 et seq. Whichever i Longer Fire / FR -002 ISO Insurance Ratings Mag' MfPO D, S / I Yes: After _ Department Preference (rated every 10 years); 15 years Admin. QC & OD GC §34090 When No Longer Fire / FR -003 Monthly Statistical Reports / Run Statistics Mag, Mfr, OD, S / I Yes: After Considered a preliminary draft / copy (the Fire Admin. Required Ppr QC & OD database is the original); GC §34090 et seq. Copies - Mag' Mutual Aid Agreements, Joint Power City Clerk FR -004 When No Yes: Before Mfr, OD, SII Yes: After City Clerk is OFR; GC §34090.7 Authorities (Local and State) Longer Re uired Completion Ppr OC & OD _ Fire / Programs and Projects (e.g. Cadet, CPR Minimum 2 Mag' Yes: After Admin. FR -005 Program, Fire Service Day, etc.) years Mfr,P D, S / I QC & OD Department Preference; GC § 34090 et seq. Fire / Mag 'Yes: After Admin. FR -006 Ride -A -Long Waivers 2 years Mfr,O D, S / 1 QC & OD GC §34090 Fire / Mag' Yes: After Admin. FR -007 Strike Team Reimbursement (OES / FEMA) 10 years Mfr, OD, S / I QC & OD Department Preference; GC §34090 pr FIRE / EMERGENCY MEDICAL SERVICES ARCADIA, CA. 01995-2023 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 Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments 1 Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci! -tide Standards Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 years). since destruction is normal/V j7erformed by file folder. HOLDS: Litigation complaints, claims public records act requests, audits and/or invest rations suspend normal retention periods retention resumes after settlement or com: ledon i. Indefinite - Mag, Data is interrelated (e-PCRs for minors are Fire / EMS FR -008 _Fire Incident ePCR Database (Medic Minimum 20 Yes Mfr, OD, S / I Yes: After required until 1 year after age 18, put not less Reports to Whitman for billing) years Ppr QC & OD than 7 years - see Patient Care Reports); GC §34090 et seq. Department Preference - Controlled substances Fire / EMS FR -009 Controlled Substance Logs, Inventories / 3 years Yes Mag, are required for 2 years after inventory or Drug Logs Ppr transaction; 21 CFR §1304.04, 1310.04; GC _ §34090 Mag, Yes: After Statute of Limitations for health providers is 3 Fire /EMS FR -010 EMS Complaints 3 years Mfr, OD, S / I QC & OD years; Call Records are required for 3 years; 13 Ppr CCR 1100.7, CCP §340.5, GC §34090 Superseded HIPAA Policies and Procedures (Health Fire /EMS FR -011 Mag' MfrP, D, S / I Yes: After 24 CFR 164.530Q) Insurance Portability and Accountability Act) + 6 years O 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 Patient Care Reports / PCRs / e-PCRs (EMS providers'; Statute of Limitations for health transportation) Reports: ALL (medical and Mag, Yes: After providers is 3 years; CCP §340.5, GC §34090; Fire / EMS FR -012 non-medical.) 20 years Mfr, OD, S / I QC & OD H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 Includes a -PCR Database / Electronic Ppr CCR 9444,22 CCR 70751(c) & 71551(c); 22 Patient Care Report Database (ImageTrend) 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 I 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 Image: Destroy Record Retention No. Records Description Total vital? 1=Import Paper aftertal7 Comments !Reference (OFR) Retention Options) M=Mfr I Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder fe. r. last document + 2 arsj, since destruction is normally performed by file folder. HOLDS: Lib ation, corn paints, claims, public records act requests, audits and/orinvesti ations suspend normal retention Periods fretention resumes after settlement or com pletionl Indefinite - Minimum Life of the Data is interrelated; retention is required for Fire Fire I Fire Structure or Mag, Yes: : After Inspections I Business Inspection Files / Prevention FR -013 _Fire Inspection Database (ERS / ESO) Activity or Yes Mfr, OD, S / I & OD Occupancy Inspections / Approvals, Modification Minimum 5 Ppr / Alternative Methods or Materials; CFC §104.6.2; years, GC §34090 et seq. Whichever i Longer Life e Fire Inspections / Business Inspection Structure or Department preference; Required for the Life of Fire / Fire Files / Occupancy Inspections / Activity, or Mag, Yes: After the Structure or Activity, or Minimum 5 years Prevention FR -014 Approvals, Modification / Alternative Minimum 5 Mfr, OD, S / I QC & OD whichever is longer for Approvals, Inspections, Methods or Materials years, Ppr Fires, Modification /Alternative Methods or Whichever Materials; CFC §§ 104.6 — 104.6.4; GC §34090 is nnr F+r Department preference; Not required for the Life Mag' of the Structure or Activity, or Minimum 5 years Fire /Fire Fire Inspections /Citations /Notice of FR -015 Minimum 2 Mfr, OD, S / I Yes: After whichever is longer - only applies to Approvals, Prevention Violations Y ears Ppr QC & OD Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 — 104.6.4; GC §34090 le e Structure or Fire / Fire Permits: Construction & Operational Fire Activity, or Ma Yes: Before g' Yes: After Department Preference; CFC 104.6 FR -016 Permits: High Piled Storage, Sprinkler Minimum 5 Mfr, OD, S / I §§ — 104.6.4; Prevention Systems, etc. years, Event P pr QC & OD GC § 34090 et seq. Whichever Permits: Fire Code Permits / Special Event Expiration o Mag, Fire /Fin Permits (assembly permits, burn permits, FR -017 Permit + 2 Yes: Before Mfr, OD , S r I Yes: After GC §34090 et seq. Prevention candle permits, tent permits, open flame, Event QC & OD etc. years Ppr ARCADIA, CA. 01995-2023 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 Image: i Destroy Record Retention No. Records Description Total )Atal? Media I=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for Cir -Wtde Standards Retentions begin when the act is completed, and imply a full rile folder fe. q. last document + 2 ears), since destruction is normally erformed by rile folder. HOLDS: Li ation, complaints, claims, public records act requests, audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or corn lefion . Lite of t a Structure or Fire / Fire Plan Review / Fire Sprinkler, Fire Safety FR -018 Plans (Final, Approved by the Fire Activity, or Minimum 5 Mag, Mfr, OD, Yes: After S / I Department Preference; CFC §§ 104.6 — 104.6.4, Prevention Department Only) years, Ppr QC & OD 105.2; GC § 34090 et seq. Whichever Fire / Fire FR -019 Public Information / Education (when is r Minimum 2 Mfr OD, S / I Yes: After Department Preference; GC §34090 Prevention produced internally) years QC & OD Ppr OPERATIONS/SUPPRESSION Indefinite - Minimum Life of the StructureData Fire /Ops FR -020 _Fire Operations Database (ERS /ESO) Activity orr Mag is interrelated; CFC §104.6.2; GC §34090 Minimum 5 et seq. years, Whichever i Call Log / Summary Report / Station Log FR -021 Longer Mag' Mfr, OD, Yes: After S / I Department Preference; GC §34090 Fire /Ops 10 years Books /Red Books Ppr QC & OD Department Preference - Controlled substances Fire I Ops FR -022 Controlled Substance Logs, Inventories I 3 years Yes Mag, are required for 2 years after inventory or Drug Logs Ppr transaction; 21 CFR §1304.04, 1310.04; GC §34090 Mag, Department Preference to be in compliance with Fire / Ops FR -023 Equipment Records & Testing Surplus + 2 Mfr, OD, S / I Yes: After NFPA Standards for in-service automotive fire years Ppr QC & OD 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 ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Image: Destroy Office of Total Media I=Import Paper after Record Retention No. Records Description Retention Vitali Options M=Mfr Imaged & Comments / Reference (OFR) If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed andimply a full file folder 'e. . last document + 2 ysaarm, since destruction is normaltv Performed by file folder. HOLDS: Liff ation, complaints, claims, public records act requests, audits and/or invests ations suspend normal retention petiods retention resumes after settlement or completion), Fire Investigations- Arson & Capital Yes: After Department preference (Capital Crimes have no Fire /Ops FR -024 Crimes Only P Mfr OD, r, O S / I QC & OD statute of limitations); GC §34090 et seq. FR -025 Fire Investigations - OTHER Than Arson & Ppr Mag' Mfr, D, S / I Yes: After Department preference; GC §34090 at seq. Fire I Ops Minimum 2 Capital Crimes years Ppr Mag, QC & OD Yes: After Fire / Ops FR -026 Fire Station Inspection Reports 3 years Mfr, OD, S / I QC '& OD Department preference; GC §34090 Ppr _ FR -027 PPE Checklists (Personal Protective 3 years Fire /Ops Mfr OD, S / I Yes: After Department preference; GC §34090 Equipment Checklists) Ppr Mag' Mfrr,, O D, Sit QC & OD Yes: After QC & OD GC §34090 et seq. Fire / Ops FR -028 Pre -Fire Plans When Superseded Department Preference to be in compliance with Fire / Ops FR -029 Vehicle History (Minor Repairs) Surplus + 2 Mfr OD, S / I Yes: After NFPA Standards for in-service automotive fire years Ppr QC & OD apparatus; NFPA 1911.4.7.3 & Annex C.5, GC 34090 Fire / Database (Vector Solutions / _Training Target Solutions) Mag Data is interrelated; GC §34090 et seq. FIndefiniteFR-030 Department preference; Claims can be made for Fire! Database of Exposure Reports, Respiratory Yes: Until Mag, Yes: After 30 years for toxic substance exposure; 8 CCR Training FR -031 Fit Tests, and copies of Performance years Separation Mfr, OD, S / I QC & OD §3204(d)(1) et seq., 8 CCR 5144, 8 CCR Evaluations, Workers Compensation, etc. Ppr 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946,34090 Separation Department preference; Files maintained Fire / 30 years OR Yes: Until Mag, Yes: After QC separately; Claims can be made for 30 years for Training FR -032 Exposure Reports, Respiratory Fit Tests Deceased + Separation Mfr, OD, S / I & OD toxic substance exposure; 8 CCR §3204(d)(1) at 5 years Ppr seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)li), GC §§ 12946, 12960, 34090 ARCADIA, CA. 01995-2023 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 Image: Destroy Record Retention No. Records Description Total vital? Media 1=Import Paper after Comments I Reference (OFR) Retention Options M=Mfr I Imaged & 7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is corn letedand im 1 a full file folder e. . last document + 2 earsl, since destruction is normal erformed b file folder. HOLDS: Litigation, corn faints, claims. ❑ub&c records act requests, audits and(orinvesti rations suspend normal retention nods retention resumes after settlement or com letion . Departmentpre erence; ee s Training File (by employee - in Vector requirements; Ethics Training is 5 years; Solutions Database) Ma g' EEOC/FLSA/ADEA (Age) requires 3 years for Fire / FR -033 Minimum 5 Mfr, OD, 5 / I Yes: After promotion, demotion, transfer, selection, or Trainin g Individual Training Certificates, Continuing yearn ppr QC & OD discharge; State Law requires 4 years for Education for Paramedics personnel actions; 8 CCR §3203 at 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 pennission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Image: Destroy Paper Record Retention No. Records Description Total Retention Media I=Import Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & 9 If the record is not listed here, refer to the Retention for City -Wide Standards. Retentions begin when the act is coTpleted and imply a full file folder e.. last document + 2 ears), since destruction is normal!y performed by file folder. OLDS. Litigation. complaints- claims, public records act requests. audits and/or invesfi ations suspend normal retention periods fretenfion resumes after settlement or comp/et LIBRARY Libra Information / Libra Library Indefinite - Library _Library LIB -001 Minimum 2 Yes Mag, Ppr Data Fields /Records are interrelated; GC Management System Database §34090 ears Content not substantive; Preliminary drafts Mag, Ppr in Library LIB -002 Comment Cards / Statements from When No Longer patrons not retained the ordinary course of Require d business; GC §34090 Content not substantive; Preliminary drafts When No Library LIB -003 Contest Entries (Photo Contests, etc.) Longer Mag, Ppr not retained in the ordinary course of Required business; GC §34090 Mag, Ppr GC §34090 at. seq. Mag, Ppr GC §34090 et. seq. Yes: Library LIB -004 Contest Winners (Photo Contests, etc.) Contracts for Digital Services / LIB -005 Subscription for On -Line Services Facility Rental Applications (Room 2 years Library Completion + 2 ears Library LIB -006 Reservations, etc. - also see Insurance on 2 years Before Mag, Ppr GC §34090 City-wide) Grants: LSCA (Library Services and Event Construction), LSTA (Library Services and Technology), SLRC (State Literac Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act, IMLS Library LIB -007 (Institute of Museum & Library Final Expenditure Per California State Library Records Mag, Mfr, S/ I Yes: After Management Program Services), and PLF (Public Library + 5 OD, Ppr QC & OD Requirements (April Foundation) ONLY. For all others, years 27,1998); GC §34090 follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services CITY OF ARCADIA, CA. 02005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Office of Record Retention No. Records Description FR0.011.nTo (OFR) i Image: Destroy Media 1=Import Paper vital? Options M=Mfr after Comments / Reference S=Scan IImaged & +2 resumes Page L-2 Mag, Mfr, OD, Ppr 'History Collection Releases / Grant Deeds Yes: After Department preference; GC §34090 at. seq. QC & OD Library LIB -008 / Copyright Usage Permission / Photo or P Department Preference; GC §34090 Video Release Agreement/ Use Items from Library Collection, etc. _ Library LIB -009 Incident Reports Minimum 2 Mag, Mfr, Library LIB -010 Inter -Library Loan Records (not accessible 2 years to the public) Mag, Mfr, S / I Yes: Send all originals to the City Clerk; GC A& Copies - City Clerk LIB -011 Library Board of Trustees - AGENDAS & When No STAFF REPORTS Longer Mag, Ppr Copies (placed in Library Board's Agenda Required Packet); GC §34090.7 Copies - City Clerk LIB -012 Library Board of Trustees - MINUTES When No Yes Mag, Ppr Longer Required Preliminary / Transitory documents not Library Programs - Education, Youth & Minimum 2 Library LIB -013 Families, Lifelong Learning, etc. (Program retained in the ordinary course of business; Manager's Records) years GC §34090 Mag, Ppr GC §34090 at. seq. When No Library LIB -014 Library Statistics / Circulation Reports Longer Required Library LIB -015 Patron Applications /Internet User 2 years Agreements When No Library LIB -016 Program Sign Ups (e.g. Summer Reading Longer ed Registrations / Sign -ins / Waivers (Signed Library LIB -017 by participants, or their parent or r2years guardian r Image: Destroy Media 1=Import Paper vital? Options M=Mfr after Comments / Reference S=Scan IImaged & +2 resumes Page L-2 Mag, Mfr, OD, Ppr S/ I Yes: After Department preference; GC §34090 at. seq. QC & OD Mag, Ppr Department Preference; GC §34090 Yes: Before Mag, Ppr GC §34090 Event Mag, Mfr, S / I Yes: Send all originals to the City Clerk; GC A& OD, Ppr ODC §34090.7. Mag, Mfr, S / I Yes: Send all originals to the City Clerk; GC A& Ppr ODC §34090.7. Mag, Ppr Department Preference; GC §34090 Mag, Ppr Copies (placed in Library Board's Agenda Packet); GC §34090.7 Yes Mag, Ppr GC §34090 Preliminary / Transitory documents not Mag, Ppr retained in the ordinary course of business; GC §34090 Mag, Ppr GC §34090 at. 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 CITY OF ARCADIA, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: Image: Destroy Office of Total Media I=Import Paper Record Retention No.i Records Description Retention Vital? Options M after Comments / Reference (OFR) Scan Imaged & S=Sca If the record is not listed here refer to the Retention for C6 -Wide Standards . Retentions begin when the act is completed and imply a full file folder i e. g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation. complaints, claims, public records act requests. audits andlor investigations suspend normal retention periods retention resumes after settlement or com ler Library LIB -018 Waivers / Release Forms (Artists / 2 years Mag, Ppr GC §34090 at. seq. Exhibitor's work in DisDnay Cases USEUMf:GILB MUSEUM:OF:ARCADIA HERITAGE Museum LIB -019 _Museum Management System Database I Indefinite Yes Mag, Ppr Data Fields 1 Records are interrelated; GC (Catalogue -IT) _ _ §34090 Copies - When No Arcadia Museum Commission - City Clerk LIB -020 Mag, Mfr, S ! I Yes: Send all originals to the City Clerk; GC After& AGENDAS & STAFF REPORTS Longer OD, Ppr ODC §34090.7. Reouired Copies - Yes: City Clerk LIB -021 Arcadia Museum Commission - MINUTES When No Mag, Mfr, S /I Send all originals to the City Clerk; GC After QC Longer OD, Ppr & OD §34090.7. R uired Yes: Museum LIB -022 Deeds of Gifts P Before Mag, Ppr Department Preference; GC §34090 Event Exhibit Yes: Museum LIB -023 Exhibitors Release Forms Returned + Before Mag, Ppr Department Preference; GC §34090 2 ears Event Museum LIB -024 Museum Commission Agenda Packet P No Department Preference; GC §34090 Mag, Mfr, OD, Ppr S / I Indefinite Yes Mag Museum LIB -025 Museum Management System (Past Data Fields / Records are interrelated; GC Perfect) §34090 CITY OF ARCADIA, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: x0101V014N=10=1kiII WLE-Yy:iabill =1■1•»N -. Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan -1 If the record is not listed hererefer to the Retention for City -Wide Standards Retentions begin when the act is comcleted, and imply a full file folder l e.g. last document + 2 ears), since destruction is normal!y performed by file folder. HOLDS: Litigation complaints claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes alter settlement or completion). POLICE ADMINISTRATION / POLICE CHIEF Police / Background Files - Successful Employee years; EEOC / FLSA / ADEA (Age) requires 3 Admin. / and Volunteer Applicants (Employees, PD -001 Separation + Yes: Until Mag, Mfr, S / I Yes: After years for promotion, demotion, transfer, Chief Cadets, Explorers, CERT, Chaplains, 4 years Separation OD, Ppr QC & OD selection, or discharge; ; 29 CFR 1627.3(b)(i), Reserves, etc.) ^gin r-ro QAC 1=8 -,non State Law requires 4 years; EEOC / FLSA / Police / Background Files - Unsuccessful ADEA (Age) requires 3 years for promotion, Admin. / Employee and Volunteer Applicants PD -002 4 years Mag, Mfr, S / I Yes: After demotion, transfer, selection, or discharge; Chief (Employees, Cadets, Explorers, CERT, OD, Ppr QC & OD State Law requires 4 years; 29 CFR Chaplains, Reserves, etc.) 1627.3(b)(i), 29 CFR 1602.14; GC _ .§§12946,12960,34090 CCW Applications/ Renewals (Carry Police / Mag, Mfr, Yes: After Admin. PD -003 Concealed Weapon Applications and 5 years OD, Ppr S / I QC & OD Department Preference; GC § 34090 et seq. Permits) - UNSUCCESSFUL / DENIED Expiration + Police / CCW Applications / Renewals (Carry Weapon Applications Mag, Mfr, Yes: After Admin. / PD -004 Concealed and 5 years OD, Ppr S / I QC & OD Department Preference; GC § 34090 et seq. Chief Permits) - SUCCESSFUL I APPROVED Police / Admin. I Complaints from Employees - WITH or PD -005 Mag, Mfr, S / I Yes: After Department Preference; GC § 34D90 et seq. Final Disposition + Chief WITHOUT Sustained Finding of Misconduct 2 years OD, Ppr QC & OD Police / _ Complaints from Members of the Public - Mag, Mfr, Yes: After Final Admin. / PD -006 Internal Investigations WITH Sustained Disposition + OD, Ppr S / I QC & OD PC §§832.5(b), 832.7; GC§ 34090 Chief Finding of Misconduct 15 ears _ _ Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require Police / Complaints from Members of the Public - Final retention until final disposition of formal Admin. / PD -007 Internal Investigations WITHOUT Disposition Mag, Mfr, S / I Yes: After complaint; State requires 2 years after action is Chief Sustained Finding of Misconduct 5 years OD, Ppr QC & OD 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. 81995 - 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 Image: Destroy Record Retention No. Records Description Total vital? Media 1=Import Paper after Comments I Reference (OFR) Retention Options M=Mfr Imaged & = C' If the record is not listed here. refer to the Retention for City-1/vide Standards Retentions begin when the act is completed. and imply a full file folder e. . last document + 2 years). since destruction is normally performedbyfile folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention pariods retention resumes after settlement or completion) Fire / Admin. Emergency Operations Plan (includes When Mag, Mfr, Yes: After and Police PD -008 Office of Emergency Management & Superseded Yes (all) OD, For S" I QC & OD GC §34090 I Admin. I Homeland Security) Chief Police I Officer Recordings: Body -Worn Cameras Admin. / PD -009 _ LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 at seq. Chief _ _ _ Officer Recordings: Body -Worn Cameras - Fellows Police / Admin. / that ARE evidence, Officer Involved PD -010 retention for Evidence, Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 at seq. Chief Shootings I Detention or Arrest/ Minimum 2 Comp Complaints ears Minimum 90 _ Police / Officer Recordings: Body -Worn Cameras - Department preference (law recommends 90 Admin. / PD -011 that are NOT evidence days Mag, days); PC§ 832.18(b)(5)(A); GC §34090.6 at Chief _ se G• Department Preference to be consistent with Human Resources; OSHA requires safety Police I Personnel Training File - BY EMPLOYEE training 5 years; EEOC/FLSA/ADEA (Age) Admin. / PD -012 (Includes POST printouts) Peace Officer Separation • Mag, Mfr, S / I Yes: After requires 3 years for promotion, demotion, 6 years OD, Ppr QC & OD transfer, selection, or discharge; State Law Chief or Dispatcher requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Superseded Police / Policies & Procedures I Lexipol I Operation Mag, Mfr, Yes: After Admin. I PD -013 Directives I General Orders (Department + 2 years OD, Ppr' / I QC & OD Department Preference; GC § 34090 at seq. Chief Policies and Procedures) 2 years Police / Admin. / PD -014 Press Releases - Police Only Mag, Mfr, S / I Yes: After GC §34090 Chief OD, Ppr QC & OD Police / Mag, Mfr, Yes: After Admin. / PD -015 Reports and Studies - HistoricalP OD, Ppr S / l QC & OD Department Preference; GC § 34090 et seq. Chief ARCADIA, CA. 01995 - 2023 Gladwell Govemmental 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 mage: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments 1 Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and implv a full file folder e. 0. last document + 2 ears) since destruction is normal!y performed by file folder. HOLDS: Lifi ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion+ Reports to State or Federal Agencies: Report to POST Commission of peace Police / officer employment, compliant, finding, Admin. / disposition, or judgement pursuant to §PC PD -016 2 years Mag, Mfr, Sit I Yes: After GC §34090 et seq. Chief 13510.9, etc. OD, Ppr QC & OD Report of data regarding the number, type, or disposition of complaints made against its officers Mag, Mfr, S/M/I Yes: After 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Admin. / STOP Source Data, Audit Log / Racial and PD -017 3 years Chief Identity Profiling Act (RIPA) Annual Report Training - Department Training Records - OD, Ppr QC & OD Rosters are sent to POST; OSHA requires COURSE RECORDS safety training 5 years; EEOC/FLSA/ADEA Police / Minimum 5 Mag, Mfr, Yes: After (Age) requires 3 years for promotion, demotion, Admin. / PD -018 (Attendance Rosters, Outlines and years OD, Ppr S / I transfer, selection, or discharge; State Law QC & OD Chief Materials; includes Use of Force training, requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 -,LC §6429(c); GC safety training, etc.) _ §§12946,12960, 34090, 53235.2(b) F2y, Police / Admin. / Use of Force Reviews - Not as a result of a PD -019 Mag, Mfr, S / I Yes: After Department Preference; GC §§12946, 12960, Chief complaint from a member of the public OD, Ppr QC & OD 34090 FIELD OPERATIONS / PATROL Police / Mag, Mfr, Yes: After Field Ops / PD -020 Ops Plans (Fourth of July, etc.) 5 years OD, Ppr S / I QC & OD Department preference; GC §34090 at seq. Patrol Police / Field Ops / PD -021 PAS Device Calibration Logs 2 years Mag, Mfr, S / I Y: After Yes: GC §34090 at seq. Patrol OD, Ppr & OD Police / Field Ops / PD -022 Patrol Schedules When No Longer Mag, Mfr, S / I _ Yes: After Preliminary drafts (the timecard / timesheet is Patrol R uired OD, Ppr QC & OD 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 perm ission from GGS (909) 3373516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD -4 Office of mage: s roy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr __ Imaged & If the record is not listed here, refer to the Retention for C' -tide Standards Retentions begin when the act is com leted, and =1Y a full file folder e.. last document + 2 ears) since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlor invest. ations suspend normal retention periods retention resumes after settlement or completion) Police / Field Ops / PD -023 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,Yes: OD, Ppr After S / I QC & OD Department preference; GC §34090 et seq. Patrol Mag, Mfr, Yes: After S / I GC §34090 et seq. Police / Field Ops / PD -024 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 Patrol years OD, Ppr QC & OD RIME'ANALYSIS !,DETECT VES t INVESTIGATIONS Stateof Alcoholic Beverage Control Licenses I When No Longer Mag, Ppr CaliforniaofPD-025 permits /ABC Permit Applications Not a City record Required Police I Crime PD -026 Asset Forfeiture Notification 5 years Mag, Mfr, S / I Yes: After Per Federal DOJ requirements (Equitable Analysis / OD, Ppr QC & OD Sharing Guide); GC §34090 Detectives Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is Police / Criminal Intelligence Files involved in criminal conduct or activity and the Crime PD 027 Last Entry + Mag, Mfr, S / I Yes: After information is relevant to that criminal conduct Analysis / Confidential informant information & 5 years OD, Ppr QC & OD or activity. Misleading, obsolete or unreliable Detectives activities information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police/ Transferred Crime PD 028 Detectives Investigation Files and Arrest into Record's Mag, Mfr, S / I Yes: After Transfer all Official Reports to Records to be Analysis I Files Crime OD, Ppr QC & OD placed in the Crime Report Files. Detectives Re rt Files Police / Crime PD -029 Guns: Dealers Record of Sale (DROS) I 2 years Mag, Mfr, Sit Yes: After GC §34090 Analysis / I OD, Ppr QC & OD Detectives 1 ARCADIA, CA. 01995 - 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 mage: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments t Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for Ci -fflde Standards Retentions begin when the act is completed. and imply a full file folder (e.g. last document + 2 ears) since destruction is normally performed by file folder. HOLDS: Lifi ation complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods iretention resumes after settlement or com letiom Police / Informant information; Does not contain Crime PD -030 Informant Files Gang Files Minimum 2 Mag, Mfr, S / I Yes: After criminal intelligence information concerning Analysis / years OD, Ppr QC & OD individuals; Department preference; GC Detectives §34090 Police / Department Preference to provide information Crime Mag, Mfr, to other agencies; Non -records used for Yes: Analysis / PD -031 Pawn Slips 2 years OD, Ppr S / I After QC & OD investigations; Originals entered into the State Detectives Automated Property System; most agencies retainfor2 ears GC '34090 COMMUNICATIONS ! CAD f DISPATCH Police / Audio Recordings or Tapes - (CAD/RMS) Department Preference; legally mandated for Commun. PD -032 Recordings of Telephone & Radio 366 days Mag 100 days; (may be discoverable or made public Communications Dispatch Tapes (CAD) 1 in some circumstances), GC §§34090, 34090.6 Police / Commun. PD -033 Vacation Checks / Patrol Requests Mag, Ppr Preliminary Draft (entered in RMS I CAD When No Longer Renuired system; GC §34090 et seq. PROPERTY AND EVIDENCE Police / Property & PD -034 _Property & Evidence Database Indefinite Mag Department Preference (data is interrelated); Evidence GC §34090 Police / Property & Evidence - PD -035 Crime Report Photos Mag, Mfr, ODPpr , 1 Yes: After S / I I QC & OD Department Preference; GC §34090 I Follows the Retention of the Evidenc Police / Property & Gun and Narcotics Destruction LogMinimum PD -036 2 Mag, Mfr, Yes: After S / I Department Preference; GC §34090 Evidence (Documents related to) years OD, Ppr QC & OD ARCADIA, CA. 01995 - 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 Image; I Destroy Record Retention No. Records Description Total Media vital? 1=Impart Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged 8i If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folderf e.. last document + 2 years), since destruction is normallrformed by file folder. HOLDS: Lit! ation, complaints, claims, public records act requests, audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion). Police / Property & Evidence Logs / Destructicn Mag, Mfr, Property & PD -037 Authorizations 2 years OD, Ppr Yes: After S/1 QC & OD GC §34090 Evidence Police / Property & PD -038 2 years Mag, Mfr, Yes: After SII GC §34090 Safekeeping: Lost & Found Property Evidence (Documents related to) OD, Ppr QC & OD — RECORDS Police I Records PD -039 RMS Database — Indefinite Yes Mag Data Fields I Records are interrelated; .§34090 Expiration + Police I PD -040 Alarm Permits Mag, Mfr, Yes: After S / I GC §34090 Records 2 ears OD, Ppr QC & OD 2 years Police / PD -041 CHP Forms: Pursuit Report (CHP 187A), Mag' Mfr' S/M/I Yes: After GC §34090 Records Vehicle Report (CHP 180), etc. OD, Ppr QC & OID Police / Citations (Parking, Traffic, Marijuana / Records PD -042 Cannabis). Includes requests for 2 years Mag, Mfr, OD, Ppr S/MII Yes: After QC & OD GC §34090 at seq. dismissals, cancellations, and appeals. CRIME REPORTS / SEALED RECORDS: Police / Age of Mag, Mfr, Yes: After Records PD -043 Sealed Juvenile Cases - Childhood Sexual Majority + 22 Yes OD, Ppr S/M/l CCP §§340.1, GC §34090 QC & OD Assault years Per Court CRIME REPORTS/ SEALED RECORDS: Order Police / PD -044 (Subject 26 Yes Mag, Mfr, S/M/I Yes: After CCP §§340.1, GC §34090; GC §68152(8)(1), �W&I Records Sealed Juvenile Cases years old / OD, Ppr QC & OD §781(d) Except Sealed Childhood Sexual Assault Sealing Date + 5 years) I CRIME REPORTS: _ Police / PD -045 Until Found Mag, Mfr, Yes: Ager Department Preference to facilitate Three Records Lost Property: Firearms entered into or Yes OD, Ppr S/M/I QC & OD Strikes law and ease of document imaging CLETS (if not Permanent Retention Recovered administration; PC§ 11108.2(b); GC §34090 ARCADIA, CA. 01995 - 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 Image:estroy Record Retention No. Records Description p Total 1=Import Vital? Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 ears). since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlor investi ations sus end normal retention periods Irstention resumes after settlement or completion CRIME REPORTS: Department Preference; DOJ retains CACI ALL Capital Crimes, Homicide, Juvenile, (Child Abuse Central Index) information for Police / PD -046 Child Abuse (substantiated), Elder Abuse P Yes Mag, Mfr, S/M/I Yes: After adults 100 years; Most have no limitations on Records (substantiated), & Sexual Assault (Rape), OD, Ppr QC & OD commencement of action; PC §§ 261, 286, Arson (Suspected or Undetermined) 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 111169 et seq.; 11170(a); WIC 707(b) No f=urther CRIME REPORTS: Police / PD -047 Records Child Abuse or Neglect Investigation Report on Suspected Mag, Mfr, S/M/I Yes: After PC §§11169(c),11170(a)(3) Reports - Unsubstantiated or Abuser + 10 OD, Ppr QC & OD Inconclusive ears Department Preference; Provided there are no r CRIME REPORTS: outstanding warrants, unrecovered identifiable Police / PD Minimum 5 Mag, Mfr, Yes: After items, criminal deaths, they are not historically -048 Records Except those specifically mentioned in years Yes OD, Ppr SIM/I QC & OD significant, and it is not classified under PC the schedule (ALL Others) §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. CRIME REPORTS: Misdemeanor or Infraction -Adult Conviction Police / PD -049 Marijuana /Cannabis - H&S No or Arrest (If Yes: Before Mag, Mfr, S/M/I Yes: After (Courts and other Agencies "Shall" destroy); Records §11357(b)(c)(d)(e) or H&S §11360(b) (with Conviction) Disposition OD, Ppr QC & OD H&S§ 11361.5 et seq. procedure in H&S §11361.5) - Except those + 2 years with outstanding stolen property, including firearms. or lost firearms ARCADIA, CA. 01995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Office of mage: Destroy i Record Retention No. Records Description Total I Media Vital? 1=Import Paper, after 1 Comments I Reference (OFR) Retention Options M=Mfr Imaged & R=Scan C' If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invesfi ations suspend normal retention periods retention resumes after settlement or completion). CRIME REPORTS: Police / PD -050 Misdemeanor or Infraction -Juvenile 2 years or Juvenile Yes: Beton: Mag, Mfr, S/M/l Yes: After If no subsequent conviction ("Shall" Destroy); Records Marijuana I Cannabis - H&S §11357(6) - Years old d Disposition OD, Ppr QC & OD H&S §11361.5 Except those with outstanding stolen property, including firearms, or lost firearms P CRIME REPORTS: (If Returned, Police / PD -051 Follows the Yes: Before Mag, Mfr, S/M/I Yes: After Department Preference; GC §34090 Records Missing Persons Retention foo Disposition OD, Ppr QC & OD the Crime Report) CRIME REPORTS: Date of Individual petitions District Attorney; Sheriff Police / PD -052 Factually Innocent Petition Accepted Arrest + 3 Yes: Before Mag, Mfr, S/M/l Yes: After concurs that person is factually innocent, then Records Records Sealed Pending Destruction - Disposition OD, Ppr QC & OD seals record ("Shall" Destroy); GC §34090; PC Except those with outstanding stolen years §851.8(a) property, including firearms, or lost firearms CRIME REPORTS: Police / PD -053 Misdemeanor or Infraction Marijuana / Offender isYes: 180Years Before Mag, Mfr, S/M/l Yes: After (Courts and other Agencies "Shall" destroy); Records Cannabis §11357(de) - Juvenile on ld Disposition OD, Ppr QC & OD H&S§ 11361.5 et seq., 11357(e) School Grounds during School Hours (with 1-rocedure in H&S X11361.5 i CRIME REPORTS: Police / PD -054 Vacatur Relief Granted by Court - Victim of Court Order Mag, Mfr, S/M/I Yes: After Individual petitions Court ("Shall" Destroy); GC Records Human Trafficking, or Victim of Intimate + 1 year OD, Ppr QC & OD §34090; PC §§236.14(k); 236.15(k) Partner Violence or Sexual Violence Nonviolent Crimes ARCADIA, CA. ®1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 3373516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD -9 Office of mage: a roy Record Retention No. Records Descri tion p Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M --Mfr Imaged & C' ? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder 11e. Q. last document + 2 ears since destruction is normally performed by file folder. HOLDS. Li&,ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes aRersettlement or com letiorlL Police / Crime Statistics / Uniform Crime Reports PD -055 P Mag, Mfr, S/M/l Yes: After Department De Records (UCR) -Summaries (BCS) 2 ears y OD, Ppr Mag, Mfr, S / I QC & OD p preference; GC §34090 Yes: After GC 34090 Police / PD -056 Hearing Officer Determinations (Citation Records Appeals, Tows, etc.) OD, Ppr QC & OD § Police/ PD -057 Permits -Amplified Sound, Dance, etc.. Expiration + Mag, Mfr, S / I Yes: After GC §34090 Records 2 ears OD, Ppr QC & OD Police / Permits: Cannabis, Firearms Dealers, PD -058 Secondhand Dealers, Pawn Brokers Expiration + Mag, Mfr, S / I Yes: Y: After GC §34090 Records Licenses 2 years ODPpr , p & OD Department preference; Pursuant to PC §457.1 Police / PD -059 Registrants: Arson Rittilt egsraons: Adus P, or Death Mag, Mfr, S / I Yes: After et seq.; required to register for fife; If released Records of Registrar: OD, Ppr QC & OD from CYA, records are destroyed after age 25 sealing pursuant to W&I §781; GC §34090.7 ge 25 or rSSealingDat-. Registrants: Arson Registrations: Police / PD -060 Juveniles released from California Youth Mag, Mfr, �ior Pursuant to PC 457.1 et se If released from Yes: After § q.; Records OD, Ppr P S / 1 QC & OD CYA, records are destroyed after age 25 or Authority 5 years sealing pursuant to W&I §781; GC §34090.7 ARCADIA, CA. 01995 - 2023 Gladwell Govemmenial 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 I Image: Destroy Record Retention No. Records Description p Total vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged 8 — 9 If the record is not listed here, refer to the Retention for Ci! -Wide Standards Retentions begin when the act is completed, and im I a full file folder j e.g. last document + 2 ears], since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests audits and(or investigations suspend normal retention periods f retention resumes after settlement or completion) - Department Preference; After 2021, Offenders Police ! PD -061 Registrants: Sex Offender Registrations: P, or Death Mag, Mfr, Sit Yes: After can petition Court for removal 10 or 20 years Records Adults ref Registrani OD, Ppr QC & OD after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. F or Sealing Date + 5 years Department Preference; After 2021, Offenders Police ! Registrants: Sex Offender Registrations: PD -062 Court Mag, Mfr, Yes: After can petition Court for removal 10 or 20 years S / I Records Juveniles r Oder OD, Ppr QC & OD after offense, provided there are no subsequent Deathh off offenses; Pursuant to PC §290 et seq. Registrant Restraining Orders, Emergency Protective Court PD -063 Orders, Temporary Restraining Orders, Expiration Mag, Mfr, Yes: After S!M/I Not a City record Legal Stipulations, Orders After Hearing the Order OD, Ppr QC & OD (When Not filed with the case file) Police / PD -064 Ride A -Long Waiver Form Mag, Mfr, S/M/l Yes: After GC §34090 at seq. 2 years Records OD, Ppr QC & OD Police /PD -065 Ride -A -Long Waiver Form S / I GC §34090 at seq. 2 years OD, Ppr QC & OD Court or Subpoenas (Personal Appearance of Police PD -066 Mag, Mfr, Yes: After Court or District Attorney records; GC §34090 S/I When No Longer Dist. Attny Employees) Re . u ired OD, Ppr QC & OD et seq. Police ! Video Recordings - Jail / Temporary Records PD -067 Holding / Building Security, City 1 year Mag Records regular ongoing operations of the City; Operations GC §34090.6 et seq. Police / Video Recordings - Public Areas / Public PD -068 g When No Longer I Mag Does not record regular and ongoing Records I I Activity Required I I 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 Page PWS -1 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) 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: Image: Destroy Office of Retention No. Records Description Record (OFR) Total Retention Vital? Media Options 1=Import Paper after Comments / Reference M=Mfr Imaged & =Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder: e. c;. last document + 2 ears , since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlorinvesti afions suspend normal retention Periods retention resumes after settlement or completion). PUBLIC WORKS SERVICES / ENGINEERING apua mprovemen Projects �: MAINTENANCE -ONLY PROJECTS (Painting, Completion + Pavement Resurfacing, Potholing, Signal 5 years or Public Works Synchronization, Slip Lining, Slurry Seal, Re- After Fundin Mag, Statute of Limitations for Errors & Omissions Services / PWS -001 Roof, etc. - No change in Infrastructure Agency 'rf Yes: Until Mfr, OD, not applicable; Some grant Yes: After SII funding agencies require audits; Statute Engineering Configuration) Audit, Completed p Ppr OC & OD of Limitations: Contracts & Spec's=4 required, All Final Records (Plans, RFP /Specifications & whichever is years, CCP §337 et. seq., GC §34090 Addenda, Successful Proposal, Change Orders, longer _ Notice of Completion Photos etc.) Capital Improvement Projects (CIP): Administration File Completion : 10 years or Some grant funding agencies require Project Administration, Certified Payrolls, Certificate After Fundinin;; audits; Statute of Limitations for Errors & Public Works Compliance, Construction Managers Logs,Mag, Agency Yes: Until Omissions is 10 years; Statute of Yes: After Services / PWS -002 Correspondence, Costs, Estimates, Daily Inspections, Audit, if Completed Mfr, OD, S / I OC & OD Limitations: Contracts & Spec's=4 years, Engineering Insurance Certificates, Preliminary Notices, Project required, Ppr Wrongful Death=comp. + 5 years, Schedules, Public Relations, Meeting Agendas & whichever is Developers=comp. + 10 years; CCP §337 Minutes, Monthly Reports, Notices, Real Estate longer et. seq., GC §34090 Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc. Capital Improvement Projects (CIP): Permanent File Department preference; retained for Public Works Plans, RFP / Specifications & Addenda, Successful Mag disaster preparedness purposes; Final Services / PWS -003 Proposal, Change Orders, EIRs, Negative P Yes: Until Mfr, OD, S / I Yes: After environmental determinations are "reasonable Engineering Declarations, Categorical Exemptions, Materials Completed Ppr QC & OD required to be kept a period TestingReports, Gradin Permits, Hazardous P 9 of time"; 14 CCR §15095(c); CCP §337 Materials, Notice of Completion, Photos, Record et. seq., GC §34090 Drawings Soils Reports, Studies, Submittals, Surveys, etc. Public Works Design & Construction Standards - Authored by Mag, Services / PWS -004 the City for Construction of City Infrastructure P Mfr, OD, Yes: After S/1 Department Preference; GC §34090 Engineering (CWP or Land Development) Ppr QC & OD 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 Page PWS -2 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 3373516 Adopted: Image: Destroy Office of Record OFR Retention No. Records Description (OFR) TotalMedia Retention 1=Import Paper after Vital? Comments / Reference Options M=Mfr Imaged & S=Scan I QC'd? If the record is not listed here, refer to the Retentionfor Ci -Wide Standards Retentions begin when the act is completed and imply a full file folder e.. last document + 2 years), , since destruction is normally erformed b file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/orinvestigations su end normal retention eriods retention resumes after settlement or com letion . Public Works Drawings, Maps, and Record Drawings, Large- Services / PWS -005 Format Drawings, Survey Record Maps, P Mag, Yes: After Yes (all) Mfr, OD, S / I Drafts should be destroyed; GC §34090 Engineering Capital Improvement Project "As -Built" Ppr QC & OD Public Works Services / Easements, Right of Ways, Abandonments / Engineering or Mag, PWS -006 Vacation, Liens /Lien Releases (Send Deeds to Develop. P Yes: After Mfr, OD, S/I GC §34090(a) Services / City Clerk) Ppr QC & OD Engineering Not all internal communications and Environmental Determinations: Environmental Public Works notes are required to be saved; "E-mails Impact Reports (EIRs), Negative Declarations, Services/ that do not provide insight into the project etc.) / CEQA -Where Engineering is the Lea Project Mag,p or theagency's CEQA com compliance 'once with Engineering or PWS -007 Approval or Yes: After Mfr, OD, S/ I respect to the roject — are not within the p project Develop. Services / Correspondence and staff notes that provide Ppr QC & OD scope of section 21167.6, subdivision (e) Engineering insight into the project or the agency's CEQA +Denial 2 years and need not be retained." Golden Door compliance with respect to the project Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Public Works Mag' Services / PWS -008 Surveys, Record of Survey P Yes: After Yes (all) Mfr, OD, S/I Yes: OD Department Preference; GC §34090 Engineerinu P�.r PUBLIC WORKS SERVICES / EQUIPMENT MAINTENANCE & FLEET/ GENERAL SERVICES Public Works Services / Equipment & Fleet Maint PWS -009 AQMD Permits - for Generators, etc. Issue Date + Mag' Yes: After Mfr, OD, S / I FCFR0.6; GC §34090 5 years QC & OD (General Ppr Services) I ARCADIA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 3373516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS SERVICES Page PWS -3 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) 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: Image: Destroy Office of Total Media 1=Import Paper after Record (OFR) Retention No. Records Description Retention vital? Options M=Mfr Comments t Reference Imaged & S= n Cid? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder fe.g. last document + 2 ears), since destruction is norma// ertormed by file folder. HOLDS: Lift ation, complaints, claims, public records act requests, audits and/orinvesti ations suspend normal retention periods iratention resumes after settlement or completion) Public Works Services / Fleet - Pre -Trip Inspections / Vehicle Safety Mag, Equipment & PWS -010 Checks / Daily Vehicle Inspections / Daily 2 years Mfr, OD, S / I Yes: After GC §34090; 13 CCR 1234(c) Fleet Maint Equipment Checks Ppr QC & OD (General Services) Public Works Services / Equipment & PWS -011 Fleet- Tire Disposal / Waste Manifests 3 years Mfr OD, S / I Yes: After 14 CCR 18459.3; GC §34090 Fleet Maint Ppr QC & OD (General Services) Public Works Services / Mag' Equipment & PWS -012 Fleet -Used Oil Disposal Manifests 3 years Mfr, D, S / I Yes: After 22 CCR 66266.130(c)(5), H&S Fleet Maint Pp QC & OD §25250.18(b), 25250.19(a)(3) et seq. (General Services) Public Works Department Preference; If a motor Services / Disposal of carrier, required for 18 months after required Equipment & Fleet - Vehicle & Equipment History Files Vehicle or Mag, vehicle CHP requires life of Yes: After Fleet Maint PWS -013 Equipment+ Mfr, OD, S / I QC & OD vehicle; OSHA requires 1 year; 8 CCR § (General Maintenance, Brakes, Smog Certificates, etc. 2 years Ppr 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR Services) 396.3; CCP §337 at. seq., 3 CCR 1234(f); _ GC §34090 Public Works Services/ Mag, Equipment & PWS -014 Generator Operation Logs &Inspections 5 years Mfr, OD, S / I Yes: After AQMD Rule 1470; Form 400—E -13a Fleet Maint Ppr QC & OD instructions; GC §34090 (General Services) 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 Page PWS -4 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record (OFR) Retention No. Records Description Total Retention Vitali Media Options 1=Import M=Mfr Paper after Comments /Reference Imaged & S= can QC'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imp!Z imp!a full file folder e. g. last document + 2 yearW, since destruction is normally performed by file folder. HOLDS: Liti ation, com taints, claims, ubfic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letionl Public Works Services / Equipment & Operations & Maintenance Manuals (O&M PWS -015 Life y or Facility Mfr,OD S / I Yes: After Department Preference; GC §34090 et. Fleet Maint Manuals) Equipment , , Ppr QC & OD seq. (General Services) Public Works Services / Equipment & PWS -016 Pressure Vessel Certifications or Permits (Air Expiration of Certificate or Mag, Mfr, OD, S / IPermit Yes: After Department preference; GC §34090 et. Fleet Maint Compressors, Propane, etc.) Ppr QC & OD seq. (General Services) Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be it Public Works destroyed as long as a record of the Services I Safety Data Sheet (SDS) I Material Safety Data chemical I substance I agent, where & Equipment & PWS 017 Sheet (MSDS) / Chemical Use Report Form (or 30 years Mfr OD, S / I Yes: After when it was used is maintained for 30 Fleet Maint records of the chemical I substance I agent, Ppr QC & OD years; Applies to qualified employers; (General where & when it was used) Claims can be made for 30 years for toxic Services) 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 / FOG (Fats, Oil & Grease) Inspections / Mag, Yes: After Department preference; Monitoring Environ. PWS -018 Pretreatment Annual & Quarterly Reports 3 years Mfr & D , S / I QC OD records required for 3 years; 40 CFR Services PO §§122.21, 122.41; 40 CFR 403.12 Public Works Services / PWS -019 Industrial Waste Permits No Longer in Business + 2 Mag Ppr Department Preference; GC §34090 et Environ. seq. Services i years ARCADIA, CA. 01995-2023 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 Page PWS -5 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Retention No. Records Description Total Vitali Media 1=Import Paper after Comments / Reference Record (OFR) Retention Options M=Mfr Imaged & 5= can I 2C'd? If the record is not listed here, refer to the Retention for Cil -wide Standards Retentions begin when the act is completed, and imply a full file foider e.. last document + 2 yearsj. since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Public Works Services / Mag, Department preference; Monitoring Yes: After Environ. PWS -020 Industrial Waste Pretreatment Files 3 years Mfr, OD, S / I records required for 3 years; 40 CFR QC & OD Services Ppr §§122.21,122.41; 40 CFR 403.12 Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection Department preference; required for 5 Public Works and Recycling). CalRecycle Annual Waste Mag, years; Low -Carbon Fuel Standard Services / PWS -021 Diversion Report / Measure D annual report/ 10 years Mfr, OD, S / I Yes: After regulations credits can be received for 10 Environ. Form 303 report (HHW report) / CaIREcycle Ppr QC & OD years, and are eligible for an extension; Services Used Oil report/ CaIREcycle Bottles & Cans 14 14 CC CC R § 18995.2; H&S §39730.7; GC report, etc. 090 Public Works Services / Environ. PWS -022 Solid Waste Tonnage Reports I Statistics 10 years Mfr, OD, S / I Yes: After Department preference; GC §34090 QC & OD Services Ppr Public Works Services / Environ. Services OR PWS Solid Waste: Mag, Yes: After -023 Construction Waste Management 10 years Mfr, OD, S QC & OD Department Preference; GC §34090 Development Ppr Services / Building Public Works Mag' Services / Solid Waste: Events / HHW Events (Household PWS -024 10 years Mfrr,,O D, S Yes: After Department Preference (3 years is Environ. Hazardous Waste) QC & OD required); 14 CCR 18812.4; GC §34090 Services Public Works Services / pWS-025 Storm Drain System Maintenance (Slip Lining, 5 years Mfr agOD, S / I Yes: After Department Preference; GC §34090 Environ. etc.) Ppr QC & OD Services ARCADIA, CA. 01995-2023 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 Page PWS -6 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: estroy Office of Retention No. Records Description Total Vital? Media 1=Import Paper after Comments I Reference Record (OFR) Retention Options M=Mfr Imaged & $= Scan C'd? If the record is not listed here, refer to the Retention for C' -Wide Standards Retentions begin when the act is com feted, and imply a full file folder (e.g. last document + 2 veam, since destruction is normally erformed by rile folder. HOLDS. Lifi ation, complaints, claims public records act requests, audits and/or ' vestigations sus end normal ratentionperiods retention resumes after settlement or completion). Public Works Services / PWS -026 Stormwater Illicit Discharges 5 years Mag' Mfr, OD, S / I Yes: After Required for a minimum of -3 years; 40 CFR 122.41Q)(2); SWRCB Order 2006- Environ. Ppr QC & OD 03; 40 CFR §§122.21,122.41, 122.44; Services GC §34090 Public Works Stormwater Inspections (Business Inspections, Services / Mag, Yes: After Department Preference; Federal mandate PWS -027 Environ. O&M related inspections, and Development 5 years Mfr, OD, S / I QC & OD is 3 years; SWRCB Order 2006-03; Services Inspections) Ppr 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Mag, Yes: After Department Preference; Federal mandate PWS -028 Environ. Stormwater: NPDES Annual Reports 5 years Mfr, OD, s i I QC & OD is 3 years; SWRCB Order 2006-03; Services Ppr 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Expiration + Mag, Yes: After Department Preference; Federal mandate Environ. PWS -029 Stormwater: NPDES Permits / MS -4 Permits 5 years Mfr, OD, S / I QC & OD is 3 years; SWRCB Order 2006-03; Services Ppr 4§§122.21, 122.41, 122.44; GC §34090 Public Works Services / Mag, Yes: After Department Preference; Federal mandate PWS -030 Environ. Street Sweeping Tonnage Reports 5 years Mfr, OD, S / I QC & OD is 3 years; SWRCB Order 2006-03; Services Ppr 4§§122.21, 122.41, 122.44; GC §34090 PUBLIC WORKS SERVICES / STREETS & TREES Public Works Mag, Yes: After Department Preference (agricultural Services / PWS -031 Herbicide or Pesticide Application Forms pp 2 ears y Mfr, OD, S / I QC & OD Pesticide records are required for 2 Streets & Trees Ppr years); GC §34090; 3 CCR 6623 Public Works Mag, Services / PWS -032 Playground Equipment Maintenance 5 years Mfr, OD, S / I Yes: After QC & OD Department preference; GC §34090 Streets & Trees Ppr Public Works Mag, Services / PWS -033 Street Light Maintenance 5 years Mfr, OD, S / I Yes: After QC & OD Department preference; GC §34090 Streets & Trees Ppr ARCADIA, CA. 01995-2023 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 Page PWS -7 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Retention No. Records Description Total Vital? Media 1=Import Paper after Comments I Reference Record (OFR) Retention Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years i, since destruction is normal2 performed by rile folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/orinvestigations suspend normal retention periods eretention resumes after settlement or completion . Public Works Streets -Sidewalk Maintenance, Grinding, WS-034 Services /FP_ 5 years Mag' Yes: After Mfr, OD, S / I Department preference; GC §34090 Asphalt Ramping (Logs and Forms) Streets &Trees OC & OD Ppr Public Works r Indefinite - I Services / , PWS -035 Tree DATABASE Streets & Trees Mintmum 5 years Mag i Data is interrelated; GC §34090 Public Works Tree Maintenance, Trimming, Arborists Reports Services / PWS -036 5 years , Mag Yes: After Mfr, OD, S / I Department preference; GC §34090 Streets & Trees (ALL City -owned trees) OC & OD _ Ppr Public Works Mag Department Preference (the Regional Services / Lead PWS -037 Underground Service Alerts (USA's) / Dig Alerts 3 years Mfr, OD, Sit Yes: After Notification Center has the obligation to Div. Ppr OC & OD retain the notice for 3 years); GC _ §§4216.2(d) & 4216.3(d), GC §34090 Division Work Orders / Service Requests / Service Providing PWS -038 I Orders - CRM / CMMS DATABASE (Computerized Maintenance Management Indefinite Mag Data is interrelated; GC §34090 Service / Work System) Work Orders / Service Requests / Service Division Mag, When No Orders - All Information Entered in CRM ! Providing PWS -039 Longer Yes: After Preliminary drafts (the database is the Mfr, OD, SII CMMS Database Service /Work Required OC & OD original); GC §34090 Ppr (Paper drafts) Work Orders / Service Requests / Service Orders - NOT entered In CRM / CMMS Division Database (or partial information entered into Mag, Providing PWS -040 CMMS Database) 5 years Yes: After City Preference; CCP §§338 et seq., 340 Mfr, OD, S / I Service / Work (Division providing service retains originals; Ppr OC & OD et seq., 342, GC §34090 Division requesting service is considered a copVJ PUBLIC WORKS SERVICES I UTILITY BILLING Public Works Indefinite - Services / Utility PWS -041 _Utility Billing Database Minimum 5 Yes Mag Data Fields /Records are interrelated; Billing ears GC §34090 ARCADIA, CA. 01995-2023 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 Page PWS -8 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of (OFR) Record OFR Retention No. Records Description p Total Retention Vital? Media Options 1=Import Paper after Comments t Reference M=Mfr Imaged & If the record is not listed here, refer to the Retention for Ci -14rde Standards Retentions begin when the act is completed. and imply a full file folder e.. last document + 2 ears since destruction is normal!v performed by file folder. HOLDS: Litigation. complaints, claims, public records act requests, audits and/or invest' ations sus end normal retention periods &etenfion resumes after settlement or completion). Public Works Department Preference; Negative credit Services / Utility information remains on credit reports for Billing Collection Agency Assignments / Unpaid 7 - 10 years; Meets auditing standards; OR PWS -042 Accounts 7 years Mag, Ppr City does not Lien property (Liens are Finance / good for 10 years from recording date, General and may be extended by re-recording Accounting lien); WC 36729; GC §34090 Public Works j Fire Membership Billing (for Medical Department preference (meets municipal Services /Utility PWS -043 Subscriptions) 5 years Mag, Ppr government auditing standards); GC g ) BillingTransportation §34090 et seq. When No Depart Providing PWS -044 Meter Change Orders / On & Off Orders Longer Mag, Ppr Department preference (Copies); GC Service / Work Re wired §34090.7 Public Works Services / UtilityPWS-045 Water Billing: Appeals - Payment Delinquency Final + 2 Mag, Ppr, Mfr, Documented or attached to Customer Yes: After S/1 Record in database Billing & Impending Discontinuation ars OD QC & OD GC §34090; H&S §116906 Public Works Services /Utility Water Billing: Non-payment Notices / Notice PWS Payment Delinquency &Impending n No Mag, Documented or attached to Customer Yes: After -046 ger Ppr, Mfr, S / I Record in database GC §34090; H&S Billing Discontinuation wired OD QC & OD §116908 Public Works Services / Utility I r PWS -047 Water Billing: NSF Checks /Adjustments toger Mag, Ppr, Mfr, Documented or attached to Customer S / I Yes: After n No Customer accounts Record in database GC 34090; H&S QC&OD Billing MDenon iredOD §116908§Public Works Services / Utili PWS-048Water Billing: Payment Plans: Amortization,letion tion orMag, Documented or attached to Customer Yes: AftertY Billing Altemative Payment Plans, Deferrals, etc.ment anPublic Ppr, Mfr, r, S / I Record in database GC §34090; H&S QC & OD§116910 enServices Works / Utilit PWS -049 Water Billing: Policy on Discontinuation ofeded; yResidential Mag' Ppr, MfrS/IQC Yes: After Must post to Website; H&S §116906; GC Billing Service for Nonpayment um 2 ODrs & OD §34090 ARCADIA, CA. 01995-2023 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 Page PWS -9 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Govemmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: I Destroy Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options I=Import Paper after M=Mfr Imaged & Comments I Reference S=qcan C'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full rile folder (e.g. last document + 2 ears since destruction is normally performed by rile folder. HOLDS: Lib ation, complaints, claims, public records act requests, audits and/or' vesti ations spend normal retention pedods retention resumes after settlement or completion), Public Works I Services / Utility Water Billing: Report of Annual PWS -050 Minimum 2 Mag' Ppr, Mfr, S / I Yes: After Must post to Website; H&S §116918; GC Billing Discontinuations of Residential Service years OD QC & OD §34090 Public Works Services / Utility PWS -051 Water Billing:: AutoPay Applications Minimum 2 Yes Mag, Mfr, OD, S / I Yes: After Department preference; GC §34090 Billin years P^r QC & OD PJJBLICWORKS SERVICES / SEWER Public Works PWS -052 CCN Videos of Sewer Lines 2 years Mag, Mfr, OD, S / I Yes: After GC §34090 Services / Sewer FPpr Ppr QC & OD Public Works Mag, Services Lead PWS -053 Confined Space Entries /Hot Work Permits 2 years Mfr, OD, S / I Yes: After 8 CCR 5157(d)(14) & (e)(6); 29 CFR Div.. QC & OD 1910.146(e)(6) GC §34090 Public Works _ Services / PWS -054 Sanitary Spills Overflows Mag' Yes es After Required for a minimum of 5 years; 40 Wastewater and (SSOs) 5 years Mfr, OD, S / I QC & OD CFR 122.410)(2); SWRCB Order 2006- Collections Ppr 03; 40 CFR 122.410)(2); GC §34090 Public Works Services / Wastewater PWS -055 Sewer Odor Complaints / Investigations 5 years Mag' Mfr, OD, S / I Yes: Y: After QC OD Department preference; GC §34090 Collections Ppr Public Works Sewer System Management Plans (SSMP) and Mag' Department preference; SSOs are Services / Audits / Sanitary Spills Overflow Prevention PWS -056 Superseded Mfr, OD S / I Yes: After required for a minimum of 5 years; 40 Wastewater Plan (SSOPP) and Sanitary Sewer Overflow + 5 years , Ppr P p QC & OD CFR 122.410)( 2) ; SWRCB Order 2006- Collections Response Plan 03; GC §34090 3 years Public Works Services / Lead PWS -057 Underground Service Alerts (USA's) / Dig Alerts Mag' Mfr, OD, ! S / I Yes: After Required for 3 years; GC §§4216.2(f) & Div. Ppr QC & OD 4216.3(d); GC §34090 Indefinite - Division Work Orders /Service Requests - CRM / Providing PWS -058 CMMS DATABASE (Computerized Minimum 5 Mag Data is interrelated; GC §34090 Service/ Work , Maintenance Management System) ears ARCADIA, CA. 01995-2023 Gladwell Govemmental 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 Page PWS -10 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Retention No. Records Description Total Vitali Media ]=Import Paper after Comments !Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and im ly a full rile folder e.. last document + 2 ears , since destruction is normall erformed b file folder. HOLDS: Lift ation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention 2eriods retention resumes after settlement or com letionl Division Work Orders / Service Requests - All When No Mag, Providing PWS -059 Information Entered in CRM / CMMS Longer Mfr, OD, S / I Yes: After Preliminary drafts (the database is the Service / Work Database Required Ppr QC & OD original); GC §34090 Pa,er drafts. Work Orders / Service Requests - NOT entered Division in CRM / CMMS Database (or partial Mag, Providing information entered into CMMS Database) PWS -060 5 years Mfr, OD, S / I Yes: After City Preference; CCP §§338 at seq., 340 Service /Work (Division providing service retains originals; Ppr QC & OD at seq., 342, GC §34090 Division requesting service is considered a copy) PUBLIC WORKS SERVICES / WATER Public Works Indefinite - Services / Water PWS -061 _SCADA Database (Water) Minimum 5 Mag Data is interrelated; GC §34090 ears i Department preference; Required for 12 Public Works f Consumer Confidence Report -Annual Water PWS -062 P Mag, S" I Yes - After years or 2 compliance cycles; 22 CCR Services / Water Quality Report OD, Ppr QC & OD 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Department Preference; Only Lead & Public Works Lab Reports & Chains of Custody: ALL Potable Minimum 12 Mag, Copper is Required for 12 years or 2 Yes -After Services /Water PWS -063 Water (Bacteriological and Organics, years OD, Ppr S / I compliance cycles; 22 CCR 64400.25; 22 QC & OD Chemical, Lead & Copper) CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91; Public Works Prop. 218 (Property -based fees) - Notice Services / Lead PWS -064 Mailing List, Protest Letters / Ballots, 2 years Mag, Ppr GC §53753(e)(2) Div. _ Tabulation 10 years Public Works PWS -065 Reservoirs: Dive Videos Mag' Mfrr,,O D, S Yes - After Department preference (covers 2 Services / Water pr QC & OD mandated cycles); GC §34090 P Public Works Reservoirs: Inspection Reports, Maintenance PWS -066 Mag' Mfrr,,OrD. S Yes - After Department preference; GC §34090 Services / Water Records QC & OD ARCADIA, CA. 01995-2023 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 Page PWS -11 (Engineering, Env. Services, Equip & Fleet, Streets & Trees, Sewer, Water) ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options 1=Import M=Mfr Paper after Comments /Reference Imaged & can C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imolv a full file folder (e.g. last document + 2 ears), since destruction is normally erformed by file folder. HOLDS: Uti ation, complaints. claims, ublic records act nests, audits and(or vestigations su end normal retention periods rretention resumes after settlement or comcletion ). Public Works Mag' I ServicesLead PWS -067 Underground Service Alerts (USA's) /Dig Alerts 3 years Mfr, OD, S Yes - After Required for 3 years; GC §§4216.2(f) & Div. Ppr QC & OD 14216.3(d); GC §34090 Public Works Services / Water PWS -068 Water Conservation Programs / Pool Covers, Faucet Replacements, etc. 5 ears y Mfr OD, S / I Yes: After QC & OD (meets auditing standards); GC §34090 _ Ppr P Public Works Services / Water PWS -069 Water Rights Mag' Mfr, OD, S / I Yes: After QC & OD Department Preference; GC §60201 Ppr Public Works Water Supply Assessments, Studies, Reports / PWS -070 Stream Studies Flow/ Water Planning Mag, Yes: Y: After Services /Water and P Mfr, OD, S / I & OD Department Preference; GC §60201 Studies Ppr Public Works Services /Water PWS -071 Water System Variances P Mag' Mfr, OD, Sit Yes: Y: After Department Preference; GC §60201 Ppr & OD Public Works Services / Water PWS -072 Wells (including abandoned or destroyed wells) P Mag' Mfr, OD, S Yes -After es Department preference; GC §34090 Ppr OD Division Work Orders/ Service Requests - CRM/ PWS -073 CMMS DATABASE (Computerized EIndefinite]Providing mumMag Data is interrelated; GC §3409D Service / Work Maintenance Management System) arsWork Orders / Service Requests - AllDivision Mag, When N Providing Information Entered in CRM /CMMS PWS -074 Longer Mfr, OD, S Yes -After Preliminary drafts (the database is the Service /Work Database Required Ppr QC & OD original); GC §34090 (Paper drafts) Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial Division Providing information entered into CMMS Database) PWS -075 5 years Mag' Mfr, OD, S Yes - After City Preference; CCP §§338 et seq., 340 Service /Work (Division providing service retains originals; Ppr QC & OD et 342, GC 34090 seq., q § Division requesting service is considered a copy) ARCADIA, CA. 01995-2023 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 ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: estroy Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options I=Import M=Mfr Paper after Comments /Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 yearsJ, since destruction is normal!y performsb file folder. HOLDS: Litigation. complaints, claims, public records act reuests, audits and/or investi ations sus end normal retention nods retention resumes after settlement or completion) RECREATION & COMMUNITY SERVICES Recreation & Recreation Activity Registration Database Indefinite - Community R&CS-001 (RecOne) Minimum 2 Mag, Department preference; GC §34090 Services ears Recreation & Activity I Special Programs I Event Files Mag, Yes: After Community R&CS-002 Children's Programs, Cultural Arts, Sports, Minimum 2 Mfr, OD, S ! I QC'd & Department preference; GC §34090 Services Seniors, Filming, Theatre Programs etc. years Ppr OD Recreation & Activity Guide / Class Guide / Program Guide Mag, Yes: After Community R&CS-003 (Final) 2 years Mfr, OD, S / I QC'd & GC §34090 Services Ppr OD Recreation & Community Agreements & Contracts - Class Instructors, R&CS-003.5 Performers, Special Events, Sponsorships, Others Completion Mag, Yes: Before Mfr, OD S / I Yes: After Department Preference; Statute of Limitations for Errors & Omissions is not Services where Errors & Omissions don't apply 2 years Completion , Ppr QC & OD applicable; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Applications / Participants' Registration / Liability Recreation & Forms / Release of Liability Forms / Photo Yes: During Mag, Yes: After Community R&CS-004 Releases / Waivers of Liability / Permissions: 2 years Class or Mfr, OD, S / I QC'd & GC §34090 Services Camps, Field Trips, Authorization to give Program Ppr OD Medicine, etc. CDBG Funding; Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 Recreation & Mag, 9 Yes: years from expenditure report or final Community R&CS-005 Client Intake Forms / CDBG Intake Forms Last Visit + 5 Mfr, S / I When payment of grantee or subgrantee; 21 Services years Ppr Inactive 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. 01995-2023 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 ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Image: Destroy Office of Record (OFR) Retention No. Records Description Total Retention Media Vital? Options 1=Import Paper after Comments 1 Reference M=Mfr S=Scan Imaged 8 QC'd? If the record is not listed here, refer to the Retention for Ci[ -Wide Standards Retenfions begin when the act is com feted, and i I a full file folder e. . last document + 2 vears;, since destruction is normally performed by rile folder. HOLDS. Litf ation, complaints, claims, public records act requests, audits and/or investigations su end normal retention periods {retention resumes after settlement or co letion . Recreation & Evaluations / Surveys(Programmatic Evaluations Y Community R&CS-006Longer When No Mag, Mfr, OD, I Yes: After Content Not Substantive /Preliminary S / I QC'd & Services of Recreation programs) Required Ppr drafts / Transitoryrecords; GC 34090 § Recreation & _OD Yes: After Mag, Community R&CS-007 Incident Reports 2 years Mfr, OD, S / I QC'd & GC §34090 Services Ppr OD Recreation & Mag, Yes: After Community R&CS-008 Liability Waivers (if separate from another record) 2 years Mfr, OD, S / I QC'd & GC §34090 Services Ppr OD Recreation & Park Facility Use Requests/ Field Rentals/ Mag, Yes: After Facility Use Applications and Permits (Includes Community R&CS-009 � Insurance Certificates and ABC Permits where 2 years Mfr, OD, S / I QC'd & GC §34090 et. seq. Services appropriate) Ppr OD Copies - Ci Clerk R&CS-010 Recreation &Parks Commission -AGENDAS & City When No Mag' Mfr, D, Yes: After Send all originals to the City Clerk; GC S / I STAFF REPORTS Longer O QC & OD §34090.7. R uired 30 days, or Recreation & After Minutes Community R&CS-011 Recreation & Parks Commission - AUDIO have been Mag Department preference; Audio Required Services RECORDINGS Approved, for 30 days; GC §54953.5(b) whichever is _ Longer. Copies - City Clerk R&CS-012 Recreation & Parks Commission -MINUTES When No Mag, Mfr, OD, S / I Yes: After Send all originals to the City Clerk; GC Longer Ppr QC & OD §34090.7. R uired Recreation & Recreation & Parks Commission - VIDEO Depart m ent preference; Video recordings Community R&CS-011 RECORDINGS 2 years Mag of meetings are required for 90 days; GC Services §34090.6 ARCADIA, CA. 01995-2023 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 ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Destroy Office of Record (OFR) Retention No. Records Description Total Retention Vital? Medi Optioafter T Paper Comments / Reference I Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. g. last document + 2 ears , since destruction is normally performed by file folder. HOLDS: Lifigatfon, complaints, claims, public records act requests, audits and/or investi ations susoend normal retention iefiods retention resumes after settlement or com letionl. Recreation & Rosters / Sign -in / Sign -Out Sheets for classes Mag, Yes: After Community R&CS-013 and programs 2 years Mfr, OD, S / I QC'd & GC §34090 Services Ppr OD Recreation & Mag, Yes: After Content not substantive; Preliminary When No Community R&CS-014 Schedules / Hours (classes and staff) Longer Mfr, OD, S / I QC'd & drafts not retained in the ordinary course Services Required Ppr OD of business; GC §34090 Copies - Mag, I City Clerk R&CS-015 Senior Citizens' Commission -AGENDAS & When No MfPpr, S / I Yes: Afteri Send all originals to the City Clerk; GC STAFF REPORTS Longer QC & OD §34090.7. Required 30 days, or Recreation & Community R&CS-011 Senior Citizens' Commission -AUDIO have been After Minutes Mag, Mfr, OD, S / I Yes: After Department preference; Audio Required Services RECORDINGS Approved, Ppr QC & OD for 30 days; GC §54953.5(b) whichever is Lonraer. Copies - Mag' City Clerk R&CS-017 Senior Citizens' Commission -MINUTES When No Mfrr,,O D, S / I Yes. After Send all originals to the City Clerk; GC Longer QC & OD §34090.7. Re uired Recreation & Community R&CS-016 Senior Citizens'Commission -VIDEO Mag, preference; Video recordings Yes:Aftmeetings RECORDINGS 2 years Mfr, OD, S/I TDfepartment are required for 90 days; GC QC & O4090.6 Services Ppr ARCADIA, CA. 01995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: