Loading...
HomeMy WebLinkAbout8597RESOLUTION NO. 8597 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS, 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 Redlands; 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 Redlands previously adopted Resolution No. 6576, approving Records Retention Schedules; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS: Section I. Resolution No. 6576 is hereby repealed. Section 2. The records of the City of Redlands, 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 the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Redlands. Section 3. 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 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 5. This resolution shall become effective immediately upon its passage and adoption. ADOPTED, SIGNE❑ AND APPROVED this 2nd day of ]uly, Eddie Tejeda, Mayo ATTEST: e Donaldson, City Clerk 7 l 1:1Resolutions\Res 8500-859918597 Adopting A Records Retention Schedule.docx f:lResolutions\Res 8500-859918597 Adopting A Records Retentio- Schedule.docx-ms I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 2°a day of July, 2024, by the following vote: AYES: Councihrlembers Barich, Davis, Guzman -Lowery, Saucedo; Mayor Tejeda NOES: None ABSENT: None ABSTAINED: None e Donaldson, City Clerk 2 1:1ResolutionslRes 8500-S599\8597 Adopting A Records Retention Schedule.docx r:\Resolutions\Res 8500-8599\8597 Adopting A Records Retention Schedule.docx-ms HOW TO USE RETENTION SCHEDULES ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term "records" shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)." RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or "record copy") record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Scan / Import (guideline): 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 "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is alsoplaced on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept. CW-001 Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years Mag, Mfr, OD, Ppr S / 1 Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept. CW-002 Agenda, Minutes, Video Publishing Database for Public Meetings Used for developing and publishing public meeting agendas, minutes and videos. Final (Official / Original) Agendas and Minutes are stored in a separate Trustworthy Repository. Indefinite - Minimum 4 years Mag Department Preference to match the minimum retention for City Council meeting videos; Final (Official / Original) Agendas and Minutes are stored in a separate Trustworthy Repository; GC 034090 et seq. Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept. CW-003 Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Certified Payrolls, Final Project Schedule, RFP - Request for Proposal or Successful Proposal, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead Dept. CW 004 Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Certified Payrolls, Final Project Schedule, RFP Request for Proposal or Successful Proposal, etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Covers E&O Statute of Limitations; Published Audit Standards=4- 7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-005 Assessment Districts / Community Facilities Districts / Landscape Maintenance Districts / Special Districts Engineers Reports / Assessor Tax Roll Charges 5 years ag, Mf ,, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 n/a CW 006 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No Longer Required Mag, Ppr Non records Staffing Dept. CW-007 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council MINUTES P Mag, Mfrr,,pr OD, S / I Yes: After QC & OD GC §34090(e) Staffing Dept. CW-008 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr,r,Ppr S / I Yes: After QC & OD QC Department Preference; GC §34090 Staffing Dept. CW-009 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council AUDIO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b) Staffing Dept. CW-010 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council VIDEO RECORDINGS Minimum 2 years Mag Department preference; Video recordings of meetings are required for 90 days; GC §34090.7 Lead Dept. CW-011 Cash Receipts / Revenue Backup 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to Your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti.ation, claims, com.laints, audits, .ublic records act re. uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement or com.letion . Staffing Dept. CW-012 Committees: Employee Committees, Employee Staff Meetings / Department Staff Meetings AGENDAS and MINUTES 2 years ag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Staffing Dept. CW-013 Committees: Subcommittees of the City Council (Ad -Hoc or Standing Committees) AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All actions are made by the City Council; GC §34090 Lead (Responding) Dept. CW-014 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept. CW-015 Copies or duplicates of any record Copies - When No Longer Required 1 Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-016 Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business) (e.g. e-mail, Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Ppr ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017; GC §34090; REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-017 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, PowerPoint presentations, speaker cards, speech notes, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §7927.500; Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Lead Dept. CW-018 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 Lead Dept. CW 019 Grant Applications funded by the City's General Fund 2 years ag, Mfr OD, Ppr S / I Yes: After QC & OD Finance maintains payable information in Accounts Payable; GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b/ file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. (Dept. managing the grant) CW 020 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years Mag, MfrPpr OD, S / I Yes: After QC & OD GC §34090 Lead Dept. (Dept. managing the grant) rant CW 021 Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications(successful),grant agreement, g copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR g 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept. CW-022 Newspaper Clippings When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non -records - may be obtained from the newspaper company; GC §34090 Human Resources CW 023 Personnel Files (Department Copies) Send all originals to Human Resources Separation or Transfer + 3 years Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals are retained by Human Resources; GC §34090.7 Lead Dept. CW-024 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-025 Photographs When No Longer Required Mag, Ppr Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept. (Who Uses the Vehicle) CW-026 Pre -Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090; 13 CCR 1234(c) Lead Dept. (Who Ordered the Appraisal) CW 027 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years ag, Mfr OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-028 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 n/a CW-029 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Ppr' Non -Records Lead Dept. CW-030 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by YOUR Department Minimum 2 years ag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. CW 031 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, Plans / Strategic Plans, etc.: Produced by OTHER Departments When Superseded Mag, MfrPpOD, S / I Yes: After QC & OD Copies; GC §34090.7 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-032 Reports and Studies (Historically significant - e.g., Zoning Studies) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW-033 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years ag, Mfr OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept. CW-034 Special Event Permits Expiration + 2 years ag, Mfr OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years ag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-036 Subpoenas (appearance or duces tecum) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept. CW-037 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-038 Training Presented by City Staff COURSE RECORDS (Attendance Rosters / Sign -In Sheets, Outlines and Materials; includes Brown Act, Conflict of Interest, Ethics, Harassment, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets OSHA requirements; Ethics & Harassment Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) REDLANDS, 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: CITY ATTORNEY Page CA-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) CITY ATTORNEY City Attorney CA-001 Administrative Hearings (nuisance abatement, administrative citation appeals, dangerous dog hearings, and noisy dog hearings) Final Decision + 2 years Mag, Mfr, OD, Ppr, S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-002 Amicus Briefs Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-003 City Attorney Opinions / Research 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-004 Closed Session (memos, reports, closed session summaries) 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090, City Attorney CA-005 Code Enforcement Advice (Notices of Violation, criminal citations, administrative citations, correspondence, research, policies) 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090, City Attorney CA-006 Conflict of Interest Advice (radius maps, research, opinions) 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090, City Attorney CA-007 CPRA Advice (CPRA requests, records, correspondence, research) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-008 Lawsuits / Litigation Criminal matters, Pitchess motions, Bankruptcies, Probate, Claims, Class Actions, Receiverships and Small Claims) - may include correspondence, pleadings, transcripts, appeals, settlement agreements and court orders / decisions, memos. Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, REDLANDS, 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: CITY ATTORNEY Page CA-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) City Attorney CA-009 Legal Advice Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-010 Subpoenas Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-011 Transactional Matters (correspondence, documents, informal advice) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-012 Water Advice (copies of exchange agreements, water company bylaws, stock certificates, policies, correspondence) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 REDLANDS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC 001 Agenda Packets - City Council, Redlands Financing Authority, Redevelopment Agency, Successor Agency to the Former Redevelopment Agency Includes Appeals, Budgets, Annual Financial Reports (CAFR, ACFR) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002 Agreements & Contracts, Amendments - ALL (NON -INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work)+ p p Examples of Non -Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, Airport Tenant / Lease aareements. etc. Completion 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / 1 Yes: After QC & OD Department Preference; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) REDLANDS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-003 Agreements & Contracts, Amendments - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, Liens, MOUs, Public Agencies) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004 Bonds: Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits, Monitoring Bonds Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Security; GC §34090 City Clerk CC-005 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC 006 Claim Forms 2 years Mag, Ppr Yes: After QC & OD Risk Management handles Claim Files; GC §34090 City Clerk CC 007 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED / DATABASE (NetFile) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-008 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the City's Conflict of Interest code) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(e)&(g) REDLANDS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-009 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Standard municipal government practice; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) CityClerk CC-010 FPPC Form 801(Gift to Agency Report) 9 Y p) 7years Mag,Ppr p S / I Yes: After 2 years Mustpost on website; GC §81009(e) § () City Clerk CC 011 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) CityClerk CC-012 FPPC Form 803(Behested Payment Report) Y p) 7years Mag,Ppr p S / I Yes: After 2 years GC §81009(e) § () City Clerk CC 013 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) CITY CLERK ELECTIONS (CONSOLIDATED) City Clerk CC-014 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC 015 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES - PRIOR TO ELECTRONIC FILING 5 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-016 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Campaign statements must be posted on the City's website within 72 hours and remain on line for 4 years; Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-017 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) REDLANDS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retentionresumes after settlement or completion). City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate- controlled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-019 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-020 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC 021 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Planning Commission, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-022 Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-023 Elections Petitions (Initiative, Recall or Referendum) IF INSUFFICIENT Final Examination + 1 year after petition examination Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-024 Elections - Petitions (Initiative, Recall or Referendum) IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 REDLANDS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). (End of Elections Section) City Clerk CC-025 Ethics Training Certificates for City Council, Elected Officials 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-026 Historical Records / Archives, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After OC'd & OD City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC 027 Minutes: City Council, Redlands Financing Authority, Redevelopment Agency, Successor Agency to the Former Redevelopment Agency P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-028 Ordinances P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-029 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 1 year / Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-030 Recorded Documents: Deeds, Easements, Final Order of Condemnation, Liens, Notice of Completion, Rights of Way P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) City Clerk CC 031 Recordings: Audio or Video of City Council Meetings Minimum4 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 City Clerk CC 032 Resolutions: City Council, Redlands Financing Authority, Redevelopment Agency, Successor Agency to the Former Redevelopment Agency P Mag, Mfr, OD, Ppr S / I No GC §34090(e) REDLANDS, 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 MANAGER Page CM-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-001 Board & Commission / Committee Applications (All, whether appointed or not) 2 years _ Mag, Ppr _ Yes: After QC & OD GC §34090 City Manager CM-002 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 2 CCR 18615(f), GC §34090 Department preference; GC §34090 City Manager CM-003 FPPC Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years Pag' r p City Manager CM-004 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Manager CM-005 Proclamations & Certificates 2 years , Mag, Ppr GC §34090 City Manager CM-006 Project Files / Subject Files (Subject will change over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. City Manager CM-007 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-008 Public Relations / Press Releases - ALL Departments, Excluding Police or Fire 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-009 Records Destruction Authorization Forms & Certifications (All Departments) 10 years ag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Finance CM-010 Travel Records / Expense Reports Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 REDLANDS, 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: COMMUNICATIONS Page COMM-1 Office of Record (OFR) Retention No. Records Description Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNICATIONS Communic. COMM-001 Articles Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. COMM-002 City Publications & Completed Graphic Design Projects - WITH SIGNIFICANT HISTORICAL VALUE Mag, Ppr Department Preference; The Customer (Lead Department) is responsible for retaining the final record for it's retention period; GC §34090 Lead Dept. COMM-003 City Publications & Graphic Design Projects " Mag, Ppr Department Preference; The Customer (Lead Department) is responsible for retaining the final record for it's retention period; GC §34090 Lead Dept. COMM-004 Newspaper Clippings / Media Clippings Mag, Mfr, OD, Ppr S / I Yes: After&ODC Non -records - may be obtained from the newspaper company; GC §34090 Lead Dept. COMM-005 Photographs Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §34090 Communic. COMM-006 Press Releases (excludes Police and Fire, which can issue their own) S / I Yes: After QC & OD GC §34090 Lead Dept. COMM-007 Videos - Educational, Promotional Department Preference; The Customer (Lead Department) is responsible for retaining the final record for it's retention period; GC §34090 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-1 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Lead Dept. DSD-001 _Permit Database (Cityworks) Indefinite (Perm) Yes (all) Mag Department Preference Data is interrelated; GC §34090, H&S §19850 Development Services / Building & Safety DSD-002 Activity Reports When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business (Reports can be re -run from the database); GC §34090 GC §34090, H&S §19850 Development Services / Building & Safety DSD-003 Address Files / Building Permits Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI -FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Development Services / Building & Safety DSD-004 P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Development Services / Building & Safety DSD-005 Building Plans - Cancelled or Withdrawn Upon Cancellation or withdrawal Mag, Ppr Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Development Services / Building & Safety DSD-006 Building Plans - Expired, never started construction. Upon Expiration Mag, Ppr Department preference; CBC §104.7; H&S§19850, GC §34090 Development Services / Building & Safety DSD-007 Building Plans - Expired, construction started (or unknown) - EXCLUDES SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P Mag' Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Development ServicesDSD Building& Safety 008 Building Plans - Finalled - TENANT IMPROVEMENTS P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-2 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Development Services / Building & Safety DSD-009 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES 180 days Yes (all) Mag, Ppr Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Development Services / Building & Safety DSD-010 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Ppr GC §50022.6 Development Services / Building & Safety DSD-011 Certificate of Occupancy (Cofo) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Building & Safety DSD-012 Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Development Services / Building & Safety DSD-013 Correction Notices - Building Minimum When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 Development Services / Building & Safety DSD-014 Energy Calculations Minimum When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 Development Services / Building & Safety DSD-015 Geotechnical and Soils Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Building & Safety DSD-016 Plan Check Comments Minimum When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-3 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Development Services / Building & Safety DSD-017 Stop Work Notices Minimum When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 Development Services / Building & Safety DSD-018 Structural Calculations - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Minimum When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 CDBG (Community Development Block Grant) Lead Dept. DSD-019 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years Mfr,'OD, Ppr S / I Yes: After QC & OD Yes: After QC & OD GC §34090 Lead Dept. DSD-020 Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 ECONOMIC DEVELOPMENT Development Services / Economic Development DSD-021 Economic Development Projects (Records related to Business Recruitment or Retention) Minimum 2 years Mag, Mfr, PpOD, r S/I Yes: After QC & OD Department preference; GC §34090 Development Services / Economic Development DSD-022 Downtown Business Improvement District Minimum 2 years Mag, Mfrr,,pr OD, S/I Yes: After QC & OD Department preference; GC §34090 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-4 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HOUSING (County) _ Develop. Services / Housing DSD-023 Housing Applications Cancelled, Ineligible or Rejected (First Time Home Buyers, Rehabilitation, HOME, etc.) 5 years Mag, Ppr Department preference; GC §34090 Develop. Services / Housing DSD-024 Housing Programs: Affordable Housing Projects, First time Home Buyers, HOME, Rehabilitation, CDBG-funded Housing Projects, CalHome, etc. May include inclusionary housing agreements, regulatory agreements, promissory notes, deeds of trust, resale restrictions, rights of first refusal and options to purchase, etc. WITHOUT a Recapture / Resale Restriction Loan Pay-off + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502, 982.158, 884.214; 29 CFR 97.42, GC §34090 Develop. Services / Housing DSD-025 Housing Programs: Affordable Housing Projects, First time Home Buyers, HOME, Rehabilitation, CDBG-funded Housing Projects, CalHome etc. May include inclusionary housing agreements, regulatory agreements, promissory notes, deeds of trust, resale restrictions, rights of first refusal and options to purchase, etc. WITH a Recapture / Resale Restriction 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Mag, Mfr, OD, Ppr S / 1 Yes: After QC & OD HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502, 982.158, 884.214; 29 CFR 97.42, GC §34090 LAND USE ENGINEERING Development Services / Land Use Engineering DSD-026 Drawings - where Land Use Engineering is the Lead: Record Drawings, Maps, Large -Format Drawings, Survey Record Maps, "As -Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-5 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti.ation com.laints, claims, .ublic records act re.uests, audits and/or investi.ations sus.end normal retention .eriods retention resumes after settlement or com.letion . Development Services / Land Use Engineering DSD-027 Private Development: Administrative Records Construction Inspections, Photos, Progress Meeting Agendas & Minutes, Punch Lists, etc. Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Development Services / Land Use Engineering DSD-028 Private Development: Permanent Records Abandonments, Certificate of Acceptance / Approval (copy),Department A pp Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical and Soil Reports / Grading Permits & Certifications (Pad Certifications) / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc. P Yes: UntilMa Completed g ' Mfr, OD, Ppr S/I Yes: After QC & OD preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 OCR §15095(c); CCP §337 et. seq., GC §34090 Development Services / Land Use Engineering DSD-029 Subdivision Maps / Parcel Maps P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 PLANNING Lead Dept. DSD-030 _Permit Database (Cityworks) Indefinite Perm Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-6 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Development Services / Planning DSD-031 Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, Application, etc.) Examples: Conditional Use Permits (CUPS) Density Bonus Development Permit General Plan / General Plan Amendments Lot Line Adjustment Public Art Rezones Specific Plan Tentative Subdivision Maps / Parcels Maps Use Permits Variance Zoning Clearance Zoning Ordinance / Updates P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7 Development Services / Planning DSD-032 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Peanic s/ ling DSD-033 Annexations / Boundaries / Consolidations / LAFCO P Mag' Mfrr,,pOD, r S / I Yes: After QC & OD Department preference; GC §34090 Census Bureau DSD-034 Census, Demographics When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Non -Records - Census Bureau is OFR) REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-7 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Development Services / Planning DSD-034.5 Deposit Accounts / Developer Trust Accounts Closed + 5 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Development Services / Planning DSD-035 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the Lead Correspondence and staff notes that provide insight into the project or the agency's CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency's CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.Sth 733; PRC 21167,6; GC §34090 Development Services / Planning DSD-036 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQA Inside City boundaries - Where Planning is the Lead P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Development Services / Planning DSD-037 General Plan, Elements and Amendments / Master Plans, Specific Plans, Land Use Plans and Amendments; General Plan Interpretations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Development Services / Planning DSD-038 Historic and Scenic Preservation Commission AGENDAS & STAFF REPORTS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Planning DSD-039 Historic and Scenic Preservation Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-8 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Development Services / Planning DSD-040 Historic and Scenic Preservation Commission MINUTES & RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Development Services / Planning DSD-041 Historical Designations / Historical Landmarks P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Development Services / Planning DSD-042 Materials Boards When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Development Services / Planning DSD-043 Planning Commission AGENDAS & STAFF REPORTS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Planning DSD-044 Planning Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Development Services / Planning DSD-045 Planning Commission MINUTES & RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Development Services / Planning DSD-046 Temporary Permits (Approved & Unapproved) Banner Permits, Special Event Permits, Tree Removal Permit, etc. Expiration + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Development Services / Planning DSD-047 Zoning Clearance Forms / Zoning Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Planning DSD-048 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Development Services / Planning DSD-049 Zoning Ordinance Amendments / Zone Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DSD-9 (Building & Safety , Economic Development, CDBG, Housing, Land Use Engineering, Planning, Redev. / Successor) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). REDEVELOPMENT / SUCCESSOR AGENCY Development Services / Redevelopment / Successor Agency DSD-050 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for' Permanent retention) Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Departmentpreference; GC §34090 p Department preference; GC §34090 Engineering g g Development Services / Plannin g DSD-051 DSD-052 Redevelopment Projects & Project Areas CIP Projects built byRedevelopment Agency, if any p g y' Send to , Engineering Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc. Send to Planning I Mag, Mfr, OD, P r p S / 1 Yes: After QC & OD City Clerk DSD-053 Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of Way Send to City Clerk Mag, Mfr, OD, Ppr S / 1 Yes: After QC & OD Department preference; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-1 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ADMINISTRATION (See City-wide for all other records) M Facilities & Community Services / Administration FCS-001 Cultural Arts Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, MfrPpr OD, S / I Yes: After QC & OD Department Preference; GC §34090 Facilities & Community Services / Administration FCS 002 Cultural Arts Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Facilities & Community Services / Administration FCS 003 Cultural Arts Commission MINUTES & RESOLUTIONS P Mag, Mfr, PpOD, r S / I Yes: After QC & OD GC §34090(e) AIRPORT Facilities & Community Services / Airport FCS-004 Aircraft Accident / Incident Reports: Aircraft (sent to FAA) Minimum 2 years Mag, Mfr,r,pr OD, S Yes: After QC & OD Department preference; GC §34090 Facilities & Community Services / Airport FCS 005 Airport Advisory Board AGENDAS & STAFF REPORTS Minimum 2 years Mag, MfrPpr OD, S / I Yes: After QC & OD Department Preference; GC §34090 Facilities & Community Services / Airport FCS 006 Airport Advisory Board AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Facilities & Community Services / Airport FCS 007 Airport Advisory Board MINUTES & RESOLUTIONS P Mag, Mfr, PpOD, r S / I Yes: After QC & OD GC §34090(e) REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-2 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description r Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Airport FCS-008 Airport Security Access Applications / AOA Access Personnel Records / Gate User Acknowledgements / Proximity Cards (Employees and Tenants) Termination + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Facilities & Community Services / Airport FCS-009 Airport State License (Safety Inspections) P Yes Mag, Mfr, OD, Ppr S No Department preference; GC §34090 City Clerk FCS-010 Airport Tenant Agreements Copies - When No Longer Required ag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Facilities & Community Services / Airport FCS 011 CalTrans Aeronautics Inspections (Annual - Includes letters of corrections and citations) 2 years Mag, Mfr, OD, r S / I Yes: After QC & OD GC §34090 et seq. Facilities & Community Services / Airport FCS-012 Citations / Lease Enforcement Actions / Rules & Regulations Enforcement / Notices of Violations includes written noise and safetycomplaints) ( P ) Resolution + 3 years Mag, Mfr, OD, Ppr p S / I Yes: After QC & OD Department Preference (consistent with other Code Enforcement and Operational Complaints); GC§34090 et p ); seq. Facilities & Community Services / Airport FCS-013 Emergency Operations Plan / Disaster Recovery Plan / Earthquake Information, Airport Certification Manual, Airport Emergency Plan Until Superseded Yes Mag, Mfr, OD, Ppr S No Most are non -records; GC §34090 Facilities & Community Services / Airport FCS-014 FAA Inspections / Reports / FAA Forms: Daily Inspection Logs & Maintenance Work Orders; Meter Reading & Adjustments, Facility Maintenance Logs, Radio Equipment Operation Records, NavAid & AWOS Error Data, Certification & Inspections; NOTAMS , Technical Performance Records 2 years Mag, Ppr S Yes: After QC & OD GC §34090, 14 CFR 171.13 - 171.327 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-3 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Airport FCS 015 Oil / Water Separator (Concrete) 3 years Mag, Mfr, OD, P r p S / I Yes: After QC & OD Department preference (consistent with stormwater / NPDES requirements; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Facilities & Community Services / Airport FCS-016 Permits: Use Permits, Short -Term Use Permits, Short -Term Rentals Termination + 2 years ag, MM, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Facilities & Community Services / Airport FCS-017 Stormwater: Chain of Custody, Guidance Information, Lab Reports - Airport Only 3 years Mag, Ppr Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Facilities & Community Services / Airport FCS-018 Stormwater: Industrial Notices / Code Enforcement / Violations / SpResponse - Airport Only Resolution + Mag, Mfr, OD, Ppr S / I Yes: After Code of Federal Regulations requires 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. ANIMAL SERVICES Facilities & Community Services / Animal Services FCS-019 Adoption Receipts / Ownership 3 years ag, MM, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Facilities & Community Services / Animal Services FCS-020 Animal Address Files: Bite Reports, Complaints, Cruelty Investigations and Administrative Hearing Officer Findings, Dangerous Dog Reports, Impound Notices, Investigations, Barking Dogs, Loose Dogs, etc. Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Facilities & Community Services / Animal Services FCS-021 Animal Shelter Manager Software Database Indefinite Minimum 3 years Yes Mag Data Fields / Records are interrelated; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-4 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Animal Services FCS-022 Complaints - Regarding Animals (Barking, etc.) Minimum 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. Facilities & Community Services / Animal Services FCS-023 Impound Notices / Contact Requests End of Impound + 3 years Mag, Ppr Department preference; 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Facilities & Community Services / Animal Services FCS-024 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, vicious animals, etc.) Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Facilities & Community Services / Animal Services FCS 025 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) Minimum 3 years Mag, Ppr Department Preference; GC §34090 et seq. Facilities & Community Services / Animal Services FCS-026 Rabies Vaccination Clinics 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., Facilities & Community Services / Animal Services FCS-027 Record of All Efforts to Contact Owner and/or Microchip's Primary Registrant 2 years Mag, Ppr FA §§31108.3 and 31752.1; GC §34090 CEMETERY Facilities & Community Services / Cemetery FCS-028 Cemetery plots, plans P Mag, Mfr, OD, Ppr S / I Yes: After 2 years & QC & OD No specific time period mentioned in law; HS §§8330, 8331 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-5 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Cemetery FCS-029 Daily Maintenance Reports 2 years Mag, Ppr GC §34090 Facilities & Community Services / Cemetery FCS-030 Internment Records (Examples: Administration, event scheduling) Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After 2 years & QC & OD Complies with City Standards; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Errors and Omissions does not apply; CCP §§337. 337.1(a), 337.15, GC §34090 Facilities & Community Services / Cemetery FCS-031 Internment Records (Examples: Plot location, date of receipt and internment) P Mag, Mfr, OD, Ppr S / I Yes: After 2 years & QC & OD No specific time period mentioned in law; HS §§8330, 8331 Facilities & Community Services / Cemetery FCS-032 Plot Ownership Records P Mag, Mfr, OD, Ppr S / I Yes: After 2 years & QC & OD No specific time period mentioned in law; HS §§8330, 8331 CITRUS & STREET TREES Facilities & Community Services / Citrus & Street Trees FCS-034 Citrus Preservation Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, PpOD, S / I Yes: After QC & OD Department Preference; GC §34090 Facilities & Community Services / Citrus & Street Trees FCS-035 Citrus Preservation Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-6 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retentio periods (retention resumes after settlement or completion). Facilities & Community Services / Citrus & Street Trees FCS-036 Citrus Preservation Commission MINUTES & RESOLUTIONS P ag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Lead Dept. FCS-037 Herbicide or Pesticide Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Lead Dept. FCS 038 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment ag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Facilities & Community Services / Citrus & Street Trees FCS 039 Street Tree Committee AGENDAS & STAFF REPORTS Minimum 2 years Mag, MfPpD, S / I Yes: After QC & OD Department Preference; GC §34090 Facilities & Community Services / Citrus & Street Trees FCS 040 Street Tree Committee AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Facilities & Community Services / Citrus & Street Trees FCS 041 Street Tree Committee MINUTES & RESOLUTIONS P Mag, MfPp D, S / I Yes: After QC & OD GC §34090(e) Facilities & Community Services / Citrus & Street Trees FCS-042 Tree Maintenance, Trimming, Arborists Reports 5 years Mag, MfPpD, S / I Yes: After QC & OD Department preference; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-7 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work FCS-043 Work Orders / Service Requests / Service Orders CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work FCS-044 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work FCS-045 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 CODE ENFORCEMENT Facilities & Community Services /Code Enforcement FCS-046 Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, and Code Enforcement Complaint Letters) Excludes Liens Minimum 2 years Yes: Until Resolution Mag, Mfrr,,pr OD, S/I Yes: After QC & OD Department preference; GC §34090 Facilities & Community Services / Code Enforcement FCS-047 Hearing Officer Determinations / Appeals of Code Enforcement Actions Minimum 2 years Mag, Mfr, Ppr S/I S/I Yes: After QC & OD GC §34090 FACILITIES / BUILDING MAINTENANCE REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-8 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. FCS-048 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, P r p S / I Yes: After QC & OD Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Division Providing Service / Work FCS-049 Work Orders / Service Requests / Service Orders CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work FCS 050 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work FCS-051 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 FACILITIES / FLEET Facilities & Community Services / Maintenance / Fleet FCS-052 AQMD Permits for ALL Divisions of Facilities & Community Services - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-9 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Maintenance / Fleet FCS-053 Fleet - Pre -Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c) Facilities & Community Services / Maintenance / Fleet FCS-054 Fleet - Tire Disposal / Waste Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 14 CCR 18459.3; GC §34090 Facilities & Community Services / Maintenance / Fleet FCS-055 Fleet - Used Oil Disposal Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Facilities & Community Services / Maintenance / Fleet FCS-056 Fleet - Vehicle & Equipment History Files Maintenance, Brakes, Smog Certificates, etc. Disposal of Vehicle or Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3; CCP §337 et. seq., 3 CCR 1234(f); GC §34090 Facilities & Community Services / Maintenance / Fleet FCS-057 Fleet Management Database Indefinite - Disposal of Vehicle or Equipment + 2 years Mag Data is interrelated; GC §34090 Facilities & Community Services / Maintenance / Fleet FCS-058 Generator Operation Logs & Inspections for ALL Divisions of Facilities & Community Services 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400—E-13a instructions; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-10 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. FCS-059 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Lead Dept. FCS-060 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. Facilities & Community Services / Maintenance / Fleet FCS-061 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) for ALL Divisions of Facilities & Community Services Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. Lead Dept. FCS-062 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years I Mag, Mfr, OD, P r p S / I Yes: After QC & OD Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Facilities & Community Services / Maintenance / Fleet FCS-063 Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 Division Providing Service / Work FCS-064 Work Orders / Service Requests / Service Orders CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Minimum 5 years Mag Data is interrelated; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-11 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work FCS-065 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work FCS-066 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 FACILITIES / STREETS & ELECTRICAL SERVICES Lead Dept. FCS-068 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Lead Dept. FCS-069 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, P r p S / I Yes: After QC & OD Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Facilities & Community Services / Maintenance / Streets FCS-070 Street Light Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-12 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Maintenance / Streets FCS-071 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years Mag' Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(e) 34090 Data is interrelated; GC §34090 Lead Dept. FCS-073 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Division Providing Service / Work FCS-074 Work Orders / Service Requests / Service Orders CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Minimum 5 years Mag Division Providing Service / Work FCS 075 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work FCS-076 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 PARKS Lead Dept. FCS-077 Herbicide or Pesticide Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Facilities & Community Services / Recreation FCS 078 Parks & Recreation Advisory Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, MfrPpr OD, S / I Yes: After QC & OD Department Preference; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-13 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Recreation FCS 079 Parks & Recreation Advisory Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Facilities & Community Services / Recreation FCS-080 Parks & Recreation Advisory Commission MINUTES & RESOLUTIONS P Mag, Mfr, PpOD, r S / I Yes: After QC & OD GC §34090(e) Division Providing Service / Work FCS-081 Work Orders / Service Requests / Service Orders CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work FCS 082 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work FCS-083 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 RECREATION & SENIOR SERVICES Facilities & Community Services / Recreation FCS-084 _Recreation Activity Registration Database (Active Net) Indefinite Minimum 2 years Mag, Department preference; GC §34090 Facilities & Community Services / Recreation FCS-085 Activity / Special Programs / Event Files Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-14 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Recreation FCS-086 Activity Guide / Class Guide / Program Guide (Final) Minimum 2 years Mag, Mfrr,,pr OD, S / I Yes: After QC'd & OD Department preference; GC §34090 Facilities & Community Services / Recreation FCS-087 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Liability of Waivers / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Facilities & Community Services / Recreation FCS-088 Cash Drawer Count Form 2 years Yes: During Class or Program ag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Facilities & Community Services / Recreation FCS 089 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Facilities & Community Services / Recreation FCS-090 Incident Reports / Code of Conduct Violations Minimum 2 years Mag, Ppr Department preference to retain repeat offenders longer; GC §34090 Facilities & Community Services / Recreation FCS-091 Logs: Facility Logs, Night Logs, Weekend Logs 1 year Mag, Mfrr,,pOD, S / I Yes: After QC'd & OD Preliminary draft / Content Not Substantive; GC §34090 et. seq. Facilities & Community Services / Recreation FCS 092 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (Includes copies of Insurance Certificates and ABC Permits where appropriate) 2 years ag, MM, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-15 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Recreation FCS 093 Rosters / Sign -in / Sign -Out Sheets for classes and programs 2 years ag, MM, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Facilities & Community Services / Recreation FCS-094 Schedules / Hours (classes and staff) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 SOLID WASTE / TRASH, LANDFILL & RECYCLING Facilities & Community Services / Solid Waste & Recycling FCS-095 Flare Permits and Reports (Flare for Landfill and Wastewater Treatment Plant) - Issued by AQMD, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; required for 5 years; 40 CFR 70.6; GC §34090GC §34090 Facilities & Community Services / Solid Waste & Recycling FCS-096 Landfill P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference;; GC §34090 Facilities & Community Services / Solid Waste & Recycling FCS-097 Prop. 218 (Property -based fees - Solid Waste Fees: Notices / Mailing List / Protest Letters / Ballots, Tabulation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2) Facilities & Community Services / Solid Waste & Recycling FCS-098 Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) . CalRecycle Annual Waste Diversion Report / Measure D annual report / Form 303 report (HHW report) / CaIREcycle Used Oil report / CaIREcycle Bottles & Cans report, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; required for 5 years; Low Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995.2; H&S §39730.7; GC §34090 REDLANDS, 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: FACILITIES & COMMUNITY SERVICES Page FCS-16 (Airport, Animal Services, Cemetery, Citrus, Code Enforce, Parks, Recreation, Solid Waste, Street Trees) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Facilities & Community Services / Solid Waste & Recycling FCS-099 Solid Waste Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference;; GC §34090 Facilities & Community Services / Solid Waste & Recycling FCS-100 Solid Waste: Events / HHW Events (Household Hazardous Waste) 10 years Mag' Mfr, OD, Ppr S Yes: After QC & OD Department Preference (3 years is required); 14 CCR 18812.4; GC §34090 REDLANDS, 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 - FIRE Page FR-1 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media 1=Import Paper after Comments / Reference 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 + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FIRE ADMINISTRATION Fire / Admin. FR-001 Fire Incident Database Data is interrelated; retention is required for Fire Mag, Yes: After Inspections / Business Inspection Files / Yes Mfr, OD, S / I QC & OD Occupancy Inspections / Approvals, Modification Ppr / Alternative Methods or Materials; CFC §104.6.2; GC §34090 et seq. Fire / Admin. FR 002 Awards and Certificates that are NOT sent to Human Resources ag Mfr', OD, Ppr S / I Yes: After QC & OD GC §34090 Fire / Admin. Fire / Admin. FR-003 FR-004 Disaster Council AGENDAS & STAFF REPORTS Disaster Council AUDIO or VIDEO RECORDINGS Mag, MfrPpOD, r S / I Yes: After QC & OD Department Preference; GC §34090 Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Fire / Admin. Disaster Council FR-005 MINUTES & RESOLUTIONS Mag, MfrPpOD, r S / I Yes: After QC & OD GC §34090(e) Fire / Admin. Drone (Unmanned Aerial Vehicle) FR-006 Recordings Mag ag, Mfr, OD, Ppr S / I Yes: After QC & OD Does not record regular and ongoing operations; GC §34090.6 et seq, Department Preference (rated every 10 years); GC §34090 Fire / Admin. Fire / Admin. FR-007 ISO Insurance Ratings FR-008 Monthly Statistical Reports / Run Statistics Mag, Yes: After Considered a preliminary draft / copy (the Fire Mfr, OD, S / I QC & OD database is the original, and can accurately re- Ppr create the reports); GC §34090 et seq. REDLANDS, 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 - FIRE Page FR-2 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media I=Import Paper after Comments / Reference 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 + 2 years), 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). City Clerk FR 009 Fire / Admin. FR-010 Fire / FR-011 Admin. Fire / FR-012 Admin. Mutual Aid Agreements, Joint Power Authorities (Local and State) Programs, Projects, Pubic Events (e.g. Cadet, CPR Program, Fire Service Day, etc.) Ride -A -Long Waivers Strike Team Reimbursement (OES / FEMA) ag, Yes: Before Mfr, OD, S / I Yes: After City Clerk is OFR; GC §34090.7 Completion Ppr QC & OD Mag, Yes: After Mfrr,,pOD, S / I QC & OD Department Preference; GC § 34090 et seq. r ag, Mfr, OD, S / I Yes: After GC §34090 Ppr QC & OD ag, Mfr, OD, S / I Yes: After Department Preference; GC §34090 Ppr QC & OD FIRE / EMERGENCY MANAGEMENT (See City -Wide for Grants) Fire / Emergency FR-013 Emergency Operations Plan Manage. Fire / Emergency Exercises /Drills / EOC Emergency FR-014 Activations / After Action Reports Manage. Mag, Yes: After Yes Mfr, OD, S / I QC & OD Department Preference; GC §34090 Ppr Mag, Department Preference for possible OES or Ppr FEMA reimbursement; CaIARP training and audits should be done every 3 years; GC §34090 FIRE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-015 Fire Incident ePCR Database Controlled Substance Logs, Inventories / Fire / EMS FR-016 Drug Logs Data is interrelated (e-PCRs for minors are Mag, Yes: After required until 1 year after age 18, but not less Yes Mfr, OD, S / I QC & OD than 7 years see Patient Care Reports); GC Ppr §34090 et seq. Department Preference - Controlled substances Mag, are required for 2 years after inventory or Yes Ppr transaction; 21 CFR §1304.04, 1310.04; GC §34090 REDLANDS, 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 - FIRE Page FR-3 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media I=Import Paper after Comments / Reference 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 + 2 years), 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). Fire / EMS FR-017 Employee Vaccinations, TB Test, etc. Department preference; Files maintained Yes: Until Mag, Yes: After separately; Claims can be made for 30 years for Separation Mfr, OD, S / I QC & OD toxic substance exposure; 8 CCR §3204(d)(1) et Ppr seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090 Fire / EMS FR-018 EMS Complaints Mag, Yes: After Mfr, OD, S / I QC & OD Ppr Statute of Limitations for health providers is 3 years; CaII Records are required for 3 years; 13 CCR 1100.7, CCP §340.5, GC §34090 HIPAA Policies and Procedures (Health Fire / EMS FR 019 Insurance Portability and Accountability Act) ag, Mfr, OD, S / I Yes: After Ppr QC & OD 24 CFR 164.530(j) Fire / EMS FR-020 Patient Care Reports / PCRs / e-PCRs (EMS transportation) Reports: ALL (medical and non -medical.) Includes e-PCR Database / Electronic Patient Care Report Database Patient Information Worksheets are drafts Mag, Yes: After Mfr, OD, S / I QC & OD Ppr 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 i providers' ; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98e 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 FIRE PREVENTION Fire / Fire Prevention FR-021 Fire Inspection Database 1 Data is interrelated; retention is required for Fire Mag, Yes: After Inspections / Business Inspection Files / Yes Mfr, OD, S / I QC & OD Occupancy Inspections / Approvals, Modification Ppr / Alternative Methods or Materials; CFC §104.6.2; GC §34090 et seq. REDLANDS, 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 - FIRE Page FR-4 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media I=Import Paper after Comments / Reference 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 + 2 years), 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). Fire / Fire FR-022 Prevention Fire Citations / Notice of Violations Mag' Department Preference; GC §34090 Ppr Fire / Fire Prevention FR-023 County CUPA FR-024 Fire / Fire Prevention FR-025 Fire / Fire Prevention FR-026 Fire / Fire Prevention FR-027 Fire / Fire FR 028 Prevention Fire Inspections / Business Inspection Files / Occupancy Inspections / Approvals, Modification / Alternative Methods or Materials Hazardous Materials Business Plans, Inventories, Permits, etc. Permits: Construction Fire Permits: High Piled Storage, Sprinkler Systems, etc. Department preference; Required for the Life of Mag, the Structure or Activity, or Minimum 5 years Yes: After Mfr, OD, S / I QC & OD whichever is longer for Approvals, Inspections, Ppr Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 — 104.6.4; GC §34090 Mag, Not City Records, County CUPA is the Office of Yes: After Mfr, OD, S / I QC & OD Record (CUPA = Certified Unified Program Ppr Agencies) Yes: Before Mag, Yes: After Department Preference; CFC §§ 104.6 — Event MfrPpOD, S / I QC & OD 104.6.4; GC § 34090 et seq. 1 Permits: Operational Fire Code Permits / Special Event Permits (assembly permits, burn permits, candle permits, tent permits, open flame, etc.) Plan Review / Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) Public Information / Education (when produced internally) Yes: Before Mag, Yes: After Event MfrPpOD, S / I QC & OD GC §34090 et seq. Mag, Yes: After Records are required to be retained for Yes Mfr, OD, S / I QC & OD Completion + 180 days; CFC §106.4 Ppr ag, Mfr, OD, S / I Yes: After Department Preference; GC §34090 Ppr QC & OD REDLANDS, 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 - FIRE Page FR-5 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media I=Import Paper after Comments / Reference 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 + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Fire /Fire FR-029 Weed Abatement / Vegetation Abatement Prevention Mag, Department Preference; GC §34090 Ppr OPERATIONS / SUPPRESSION Fire / Ops FR-030 Fire / Ops FR-031 Fire Operations Database (ERS / ESO) Apparatus, Equipment & Vehicle Maintenance & Testing Mag Data is interrelated; CFC §104.6.2; GC §34090 et seq. ag, Mfr, OD, S / I Yes: After Ppr QC & OD Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 State of FR-032 California Fire / Ops FR-033 California Fire Incident Reporting System (CFIRS) / CalStats, CAIRS / California Incident Data and Statistics Program, etc. Controlled Substance Logs, Inventories / Drug Logs Mag, Mfr, OD, S / I Yes: After QC & OD Ppr Not City Records, The Cal Fire and/or the State Fire Marshal is the Office of Record Mag, Yes Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04; GC §34090 Fire / Ops FR-034 Fire / Ops FR-035 Fire Investigations - Arson & Capital Crimes Only Fire Investigations OTHER Than Arson & Capital Crimes ag, Mfr, OD, S / I Ppr ag, Mfr, OD, S / I Ppr Mag, Mfr, OD, S / I Ppr Yes: After Department preference (Capital Crimes have no QC & OD statute of limitations); GC §34090 et seq. Yes: After Department preference; GC §34090 et seq. QC & OD Yes: After QC & OD Department preference; GC §34090 Fire / Ops FR-036 Fire Station Self -Inspection Reports REDLANDS, 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 - FIRE Page FR-6 Office of Record Retention No. Records Description (OFR) Image: Destroy Vital? Media I=Import Paper after Comments / Reference 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 + 2 years), 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). ag, Fire / Ops FR-037 Incident Logs / Station Log Books / Red Mfr, OD, S / I Yes: After Department Preference; GC §34090 Books Ppr QC & OD Fire / Ops FR-038 PPE Checklists (Personal Protective Equipment Checklists) ag, Mfr, OD, S / I Yes: After Department preference; GC §34090 Ppr QC & OD Fire / Ops FR-039 Pre -Fire Plans Mag, Yes: After Mfr, OD, S / I QC & OD GC §34090 et seq. Ppr TRAINING Training Database / Training File by Fire / FR-040 Employee (Vector Solutions / Target Training Solutions) Mag Department preterence; 5 years meets OSHA requirements; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090 REDLANDS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Human Resources Services Database / ERP Database (Tyler Munis) Indefinite - Minimum Separation + 30 years Yes Mag Data Fields / Records are interrelated; GC §34090 Human Resources HR-002 1095-C, 1094-C (Employer -Provided Health Insurance Offer and Coverage) & Transmittal Form) 5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-003 Benefit Plan Documents (CaIPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC §34090 Human Resources HR-004 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-005 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi.ations suspend normal retentionperiods (retention resumes after settlement or completion). Human Resources HR-006 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-007 Contracts for Investigators (Employees Only) Excludes Police Minimum 3 years Yes: Before Completion Mag, Mfr, PpOD, S / I Yes: After QC & OD Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Human Resources HR-008 COVID-19 Notifications to Employees 3 years ag Mfrl, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human Resources HR-009 DE-34 (California EDD Report of New Employees) 5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-010 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Human Resources HR 011 DMV Pull Notices When Superseded or Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-012 EDD Claims & Forms (Employment Development Department) / Unemployment Claims, Claims for Paid Family Leave / FMLA, Disability Insurance Claims & Additional Information) Close + 5 years Mag, Ppr Department Preference; meets municipal government auditing standards; GC §34090 Human Resources HR-013 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human Resources HR-014 Employment Verifications, Child Support, etc. (From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non -records, content is not substantive; GC §34090 et seq. Human Resources HR-015 Grievances Separation + 6 years Mag, MfrPpOD, S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Human Resources HR-016 Human Relations Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mf Pp D, S / I Yes: After QC & OD Department Preference; GC §34090 Human Resources HR-017 Human Relations Commission MINUTES P Mag, Mf Ppr OD, S / I Yes: After QC & OD GC §34090(e) REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed bj 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). Human Resources HR-018 I-9s Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-019 Job Descriptions / Job Classification / Job Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-020 Labor Negotiations / Bargaining Unit Negation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Human Resources HR-021 Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) (Workers Compensation is retained by Legal & Risk Management) Separation + 30 years; OR Termination of Benefits + (whi hev er is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-022 OSHA Logs 200, 300, 301, 301A 5 years Mag, MfrPpOD, S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investi. ations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR 023 Personnel Files Employee File (Official Personnel File) Includes Application, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker, Harassment Prevention Training Certificates, PAF / Personnel Action Forms, W-4s, etc.) Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; W- 4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human Resources HR 024 Personnel Files Medical File Pre -employment Medical Clearances, ADA Accommodations, Fit for Duty, Respiratory Fit Tests, etc. Separation + 30 years; OR Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Medical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-025 Recruitment and Testing File / NeoGov Database Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc. Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference _......- If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-026 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Lead Dept. HR-027 Volunteer Waivers 20 years Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Human Resources HR-028 Workers Compensation Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 30 years; OR Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 RISK MANAGEMENT Human Resources / Risk Management HR 029 Accident / Incident Reports - MEMBERS OF THE PUBLIC 2 years ag Mfrl, OD, Ppr S / I Yes: After QC & OD GC §34090 Human Resources / Risk Management HR-030 Claim for Damages / Claims Against the City Final Resolution + 5 years Yes: Until Resolution Mag' Mfr, OD, Ppr S Yes: After QC & OD Department Preference; municipal government auditing standards is 5 years; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human Resources / Risk Management HR-031 Insurance Certificates - Vendors with a current contract with the City 11 years Yes: Before Mag, Mfr' , OD, Ppr S Yes: After Inactive Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation,_ complaints, claims, public records act reuests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Management HR-032 Insurance Policies - General Liability, Workers Compensation Excess Liability P Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers longest possible statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 Human Resources / Risk Management HR-033 Insurance Policies - Property, Fire, Theft, etc. Expiration + 4 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 Human Resources / Risk Management HR-034 Insurance Requirement Exception Approvals 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Human Resources / Risk Management HR 035 Subrogation Claims:/ Property Damage Claims / Restitution / Recovery of Damages to City Property / City's Invoices to Insurance Companies 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 HUMAN RESOURCES / SAFETY Human Resources / Safety HR-036 Noise Exposure Measurements: Areas / Facilities / Equipment (jackhammers, etc.) Minimum 2 years Mag, OD, Ppr S Yes: After QC & OD Only 2 years is mandated); 8 CCR 5100(d)(1); GC §34090 et seq. Human Resources / Safety HR-037 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220-0029; GC §34090; LC §6429c Human Resources / Safety HR-038 Safety Committee / Safety Steering Committee 5 years Mag, Ppr Department preference; GC §34090 et seq. Human Resources / Safety HR-039 Safety Investigations 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090 et seq.; LC §6429c REDLANDS, 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.4.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed y file folder. HOLDS: Liti.ation, com.laints, claims, •ublic records act re.uests, audits and/or investi.ations sus.end normal retention .eriods retention resumes after settlement or com.letion . Human Resources / Safety HR-040 Site Inspection Forms / Self Inspections / Job Site Inspections / Facility Inspections 5 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 et seq. REDLANDS, 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: LIBRARY Page LIB-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? k Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). LIBRARY = Library LIB-001 _Library Information / Library Management System Database Indefinite Minimum 2 years Yes Mag Data Fields / Records are interrelated; GC §34090 Lead Dept. Library LIB-002 LIB-003 Cash Receipts / Revenue Backup 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Comment Cards / Thank-yous When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Library LIB-004 Contest Entries (Photo Contests, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Library LIB-005 Divisional Reports Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Lead Dept. LIB-006 Facility Rental Applications (Room Reservations, etc.) 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Library LIB-007 Grants: LSTA (Library Services and Technology), CLLS (California Library Literacy Services); or other Grants NOT managed by the City Manager's Office Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records Final Expenditure + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 REDLANDS, 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: LIBRARY Page LIB-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? k Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. LIB-008 Incident Reports / Code of Conduct Violations Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference to retain repeat offenders longer; GC §34090 Library LIB-009 Library Board of Trustees AGENDAS & STAFF REPORTS P Mag, Mfr,r,Ppr S / I Yes: After QC & OD QC Department Preference; GC §34090 Library LIB-010 Library Board of Trustees AUDIO or VIDEO RECORDINGS Library Board of Trustees MINUTES Minimum 4 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Library LIB-011 P ag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Library LIB-012 Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Library LIB-013 Library Statistics / Circulation Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Can be re -printed from Library Database; may be placed in Library Board's Agenda Packet; GC §34090 et seq. Library LIB-014 Patron Applications / Internet User Agreements (Entered into Library Information Database) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After ' QC'd & OD Source Drafts - Entered into Library Information Database; GC §34090 Library LIB-015 Program Sign Ups (e.g. Summer Reading) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Preliminary / Transitory documents not retained in the ordinary course of business; GC §34090 Lead Dept. LIB-016 Registrations / Sign -ins / Waivers (Signed by participants, or their parent or guardian) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. REDLANDS, 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: LIBRARY Page LIB-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Library LIB-017 Subscription for On -Line Services Completion + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. Library LIB-018 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE ADMINISTRATION Manag. Services / Finance Dept. / Admin. FIN-001 Bonds & Bond Sales / Official Statements / Transcripts / Certificates of Participations (COPs) / General Obligation Bonds / Revenue Bonds / Assessment District Bonds / CFD Bonds Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. Manag. Services / Finance Dept. / Admin. FIN-002 Citizens' Measure T Oversight Committee AGENDAS &STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag. Services / Finance Dept. / Admin. FIN-003 Citizens' Measure T Oversight Committee AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 Manag. Services / Finance Dept. / Admin. FIN-004 Citizens' Measure T Oversight Committee MINUTES & RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) MANAGEMENT & FINANCIAL SERVICES / GENERAL ACCOUNTING Manag. Services / Finance Dept. / Lead Div. FIN-005 Financial Services Database / ERP Database (Tyler Munis) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / General Accounting FIN-006 1099's, 1096's, DE542 (California Report of Independent Contractors) 5 years ag, MM, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §34090; 29 USC 436 Manag. Services / Finance Dept. / General Accounting FIN-007 Accounts Payable / Invoices and Backup (Includes Invoices, Credit Card Receipts, Employee Reimbursement, Travel Expense Reimbursements, Warrant Request, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to pass grant audits (meets municipal government auditing standards); GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-008 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions P Mag, Mfr, PpOD, S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Manag. Services / Finance Dept. / General Accounting FIN-009 Audit Work Papers 5 years Mag, MfrPpOD, S / I Yes: After QC & OD Department Preference; (preliminary drafts); GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-010 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (exceeds municipal government auditing standards to ensure FEMA or OES does not recoup money); GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / General Accounting FIN-011 Bank Statements and Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001 1 Manag. Services / Finance Dept. / General Accounting FIN-012 Bankruptcies - NOT pursued When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-013 Bankruptcies - Where a claim is filed 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Manag. Services / Dept. /QC General Accounting FIN-014 Budgets Adopted / Final P Ys:Finance Current Fiscal Year Mfr,'OD, Ppr S / I Yes: After & OD Department Preference; GC §34090 et seq. Manag. Services / Finance Dept. / General Accounting FIN-015 Budgets - Preliminary, Backup Documents Drafts - When No Longer Required Yes: Current Fiscal Year Mag, Ppr Department Preference; GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / General Accounting FIN-016 Checks / Warrant Register Report (issued) 5 years ag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-017 Checks / Warrants (Cashed or Returned / NSF) 5 years ag, MM, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-018 Escheat (Unclaimed money / uncashed checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-019 Fixed Assets - Annual Listing (Source Documents) 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-020 Journal Entries / Journal Vouchers / Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / General Accounting FIN-021 Reports, Finance Reports created from Database: General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. (Tyler Munis) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Financial system can re-create reports accurately; GC §34090 Manag. Services / Finance Dept. / General Accounting FIN-022 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, etc. 5 years Mag, Mfr, pOD, S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 MANAGEMENT & FINANCIAL SERVICES / PAYROLL Manag. Services / Finance Dept. / Lead Div. FIN-023 Financial Services Database / ERP Database (Tyler Munis) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Manag. Services / Finance Dept. / Payroll FIN-024 CaIPERS Reports, Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Most recent records are stored on CaIPERS website; Department Preference; Retained to match other auditing periods; GC §34090 Manag. Services / Finance Dept. / Payroll FIN-025 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090, 26 CFR 31.6001-1 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / Payroll FIN-026 DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Manag. Services / Finance Dept. / Payroll FIN-027 Employee Payroll File (all Copies - Human Recourses retains W-4s and other original records) Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 Manag. Services / Finance Dept. / Payroll FIN-028 Garnishments, Child Support, Court Orders regarding Employee Wages Completion or Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Manag. Services / Finance Dept. / Payroll FIN-029 Payroll Warrant Register Report Payroll Bi-10 weekly Detail Report years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag. Services / Finance Dept. / Payroll FIN-030 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Manag. Services / Finance Dept. / Payroll FIN-031 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090; 8 CCR 11040.7(c); 29 CFR 516.5 & 516.6(c); Manag. Services / Finance Dept. / Payroll FIN-032 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 I PURCHASING City Manager / Lead Div. CM--011 Financial Services Database / ERP Database (Tyler Munis) Indefinite Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 City Manager / Purchasing CM--012 Bid Packets / Pre -Qualification Packets / Solicitations / Planet Bids Database Unsuccessful Proposals, Notices, etc. Lead Department determines successful proposer 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to meet possible grant audits; GC §34090 City Manager / Purchasing CM--013 Purchase Orders & Requisitions 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match Database retention; (Professional Services always have a contract, therefore Errors & Omissions are not applicable); Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / FINANCE, PAYROLL & PURCHASING Page FIN-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti.ation, com.laints, claims, .ublic records act re.uests, audits and/or investi.ations sus end normal retention .eriods retention resumes after settlement or com.letion . City Manager / Purchasing CM--014 W-9s Vendor Inactive + 5 ears Mag, Ppr Meets IRS auditing standards; GC §34090 REDLANDS, 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: MANAGEMENT SERVICES / FINANCE DEPARTMENT / INNOVATION & TECHNOLOGY & GIS Page IT-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference _ If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). INNOVATION & TECHNOLOGY / MAPS & GIS Innovation & Technology / Maps & GIS IT-001 Backups - ALL Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Innovation & Technology / Maps & GIS IT-002 Enterprise System Catalogue (Listing of Enterprise -wide Software, posted on line - SB 272) When Superseded Mag. GC §34090 et seq. Innovation & Technology / Maps & GIS IT-003 GIS Database / Data / Layers (both City wide and Specialized) When No Longer Required Yes Mag Historically Significant data sets & Aerials / Orthos are saved as needed; GC §34090 et seq. Innovation & Technology / Maps & GIS IT-004 Network Configuration Maps & Plans When No Longer Required Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Innovation & Technology / Maps & GIS IT-005 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / (WORM / DVD-r / CD-r / Blue Ray-R / Optical Disk) or other unalterable media that does not permit additions, deletions, or changes P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. Innovation & Technology / Maps & GIS IT-006 Video Recordings - Department Activity / Building Security (Employees Performing Work, Cashiering, Building Security, etc.) See City Clerk's schedule for City Council Video Recordings 1 year Mag Records regular and ongoing operations or Building Security; GC §34090.6 et seq, Innovation & Technology / Maps & GIS IT-007 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / REVENUE Page REV-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) REVENUE Manag. Services / Finance Dept. / Lead Div. REV-001 Financial Services Database / ERP Database (Tyler Munis) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Manag. Services / Finance Dept. / Revenue REV-002 Business License Database (HdLO Indefinite - Minimum 5 years Yes (all) Mag Department Preference Data is interrelated; GC §34090, H&S §19850 Manag. Services / Finance Dept. / Revenue REV-003 Accounts Receivable / Revenue / Our Invoices to Outside Entities: Insurance Companies, Franchise Fees, Parking Citation Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Manag. Services / Finance Dept. / Revenue REV-004 Business License Registrations, Renewals, Tax Certificates 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Manag. Services / Finance Dept. / Revenue REV-005 Business License Applications (with Zoning Approvals) 5 years Mag, Mf PpOD, S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Manag. Services / Finance Dept. / Revenue REV-006 Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank Instructions Mag„ Ppr S / I Yes: Per Bank Instructions These are bank instruments, and not City records; per bank agreement. Manag. Services / Finance Dept. / Revenue REV-007 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 REDLANDS, 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. 7.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / REVENUE Page REV-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) Manag. Services / Finance Dept. / Revenue REV-008 Dog Licenses Expiration + 5 years Mag, MfrPpOD, S / I Yes: After QC & OD Department preference; GC §34090 et seq. Manag. Services / Finance Dept. / Revenue REV-009 Investment Transactions / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity + 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; FTC Reg's rely on "self - enforcement"; GC§§ 34090, 43900 Manag. Services / Finance Dept. / Revenue REV-010 Parking Permits Expiration + 2 years Mag, MfrPpOD, S / I Yes: After QC & OD Department preference; GC §34090 et seq. Manag. Services / Finance Dept. / Revenue REV-011 Treasurer's Reports signed or approved by the City Treasurer / Financial Reports, Warrant Reports, etc. 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / UTILITIES CUSTOMER SERVICE Page UCS-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) UTILITIES CUSTOMER SERVICE Manag. Services / Finance Dept. / Utilities Customer Service UCS 001 _Customer Service / Utilities Customer Service Database (enQuesta) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Department preference (The Database is the original; reports are considered drafts or copies, and can be re printed from the database); GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-002 Adjustments / Abnormal Read Reports When No Longer Required Ma g' Mfr, OD, Ppr S / I Yes: After QC & OD Manag. Services / Finance Dept. / Utilities Customer Service UCS-003 Bankruptcies NOT pursued When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-004 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / UTILITIES CUSTOMER SERVICE Page UCS-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) Manag. Services / Finance Dept. / Utilities Customer Service UCS-005 Billing Registers, Payment Registers, Adjustment Registers When No Longer Required Ma g' Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Database is the original; reports are considered drafts or copies, and can be re -printed from the database); GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-006 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Manag. Services / Finance Dept. / Utilities Customer Service UCS-007 Hydrant Meters - Rentals / Temporary (Pools, Construction) End of Rental + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-008 Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted) When No Longer Required Mag, Ppr Preliminary Documents - payments can be made without including the stub; GC §34090 et seq. Manag. Services / Finance Dept. / Utilities Customer Service UCS-009 Residential Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Documented or attached to Customer Record in database; GC §34090; H&S §116908 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / UTILITIES CUSTOMER SERVICE Page UCS-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) Manag. Services / Finance Dept. / Utilities Customer Service UCS-010 Residential Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Documented or attached to Customer Record in database; GC §34090; H&S §116908 Manag. Services / Finance Dept. / Utilities Customer Service UCS-011 Residential Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Documented or attached to Customer Record in database; GC §34090; H&S §116910 Manag. Services / Finance Dept. / Utilities Customer Service UCS-012 Residential Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded; Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-013 Residential Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Mfr, PpOD, S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Manag. Services / Finance Dept. / Utilities Customer Service UCS-014 Returned Checks / NSF Checks 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 REDLANDS, 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. 8.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES / FINANCE DEPARTMENT / UTILITIES CUSTOMER SERVICE Page UCS-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) Manag. Services / Finance Dept. / Utilities Customer Service UCS-015 Service Address Files (Application, Calculations for Adjustments, Turn-ons / Turn- offs, etc.) Close of Account in Good Standing + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-1 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / ADMINISTRATION MUED / Administration MUED-001 Municipal Utilities / Public Works Commission AGENDAS & STAFF REPORTS Minimum 2 years ag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 MUED / Administration MUED-002 Municipal Utilities / Public Works Commission AUDIO RECORDINGS Minimum 2 years Ma g Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 MUED / Administration MUED-003 Municipal Utilities / Public Works Commission MINUTES P Mag, MfrPpr OD, S / I Yes: After QC & OD GC §34090(e) MUED / Administration MUED-004 Traffic & Parking Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, PpOD, S / I Yes: After QC & OD Department Preference; GC §34090 MUED / Administration MUED-005 Traffic & Parking Commission AUDIO RECORDINGS Minimum 2 years Ma g Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 MUED / Administration MUED-006 Traffic & Parking Commission MINUTES P Mag, MfrPpOD, r S / I Yes: After QC & OD GC §34090(e) MUED / Administration MUED-007 Utility Advisory Committee AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr,Department PpOD, r S / I Yes: After QC & OD Preference; GC §34090 MUED / Administration MUED-008 Utility Advisory Committee AUDIO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); Video recordings of meetings are required for 90 days; GC §34090.7 MUED / Administration MUED-009 Utility Advisory Committee MINUTES P ag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-2 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING - CAPITAL IMPROVEMENT PROJECT, TRAFFIC ENGINEERING MUED / Engineering MUED-010 Capital Improvement Projects (CIP): MAINTENANCE -ONLY PROJECTS (Painting, Potholing, Signal Synchronization, Slurry Seal, Re -Roof, etc. - No change in Infrastructure Configuration) All Final Records (Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.) Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 MUED / Engineering MUED-011 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas & Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death -comp. + 5 years, Developers comp. + 10 years; CCP §337 et. seq., GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-3 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retentionperiods (retention resumes after settlement or completion). MUED / Engineering MUED-012 Capital Improvement Projects (CIP): Permanent File Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Fire Hydrant Calculations, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 MUED / Engineering MUED-013 Design & Construction Standards - Authored by the City for Construction of City Infrastructure (CIP or Land Development) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 MUED / Engineering MUED-014 Drawings, Maps, and Record Drawings, Large- Format Drawings, Survey Record Maps, Capital Improvement Project "As -Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 City Clerk MUED-015 Easements, Deeds, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 et seq. MUED / Engineering MUED-016 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Engineering is the Lead Correspondence and staff notes that provide insight into the project or the agency's CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency's CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-4 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Engineering MUED-017 Prop. 218 (Property -based fees - Water or Wastewater Fees: Notices / Mailing List / Protest Letters / Ballots, Tabulation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2) MUED / Engineering MUED-018 Surveys, Record of Survey P Yes (all) Mag, Mfrr,,pOD, r S/I Yes: After QC & OD Department Preference; GC §34090 MUED / Engineering MUED-019 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag, Mfrr,,pOD, r S / I Yes: After QC & OD Department preference; GC §34090 State or Police Dept. MUED-020 Traffic Collision Reports / SWTRS Copies - When No Longer Required Mag, Mfrr,,pr OD, S / I Yes: After QC & OD copies; GC §34090.7 MUED / Engineering MUED-021 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk MUED-022 Traffic Speed Surveys (certified by City Council Resolution) Copies - When No Longer Required Mag, Mfr, PpOD, S / I Yes: After QC & OD Presented to the City Council in the Council Agenda Packet; GC §34090.7 MUED / Engineering MUED-023 Traffic Stop Sign Warrants 10 years ag Mfrl, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 MUED / Engineering MUED-024 Transportation Plans / Master Plans P Mag, Mfrr,,pOD, r S / I Yes: After QC & OD Department preference; GC §34090 PROGRAMS - NPDES, WATER CONSERVATION MUED / Programs - NPDES, Water Conservation MUED-025 NPDES - Street Sweeping Tonnage Reports 5 years Mag, Mfr, OD, Ppr§34090 S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-5 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Programs - NPDES, Water Conservation MUED-026 NPDES Annual Reports 5 years Mag, Mfr, OD, P r p S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 MUED / Programs - NPDES, Water Conservation MUED-027 NPDES Inspections (Business Inspections, O&M related inspections, and Development Inspections) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 MUED / Programs - NPDES, Water Conservation MUED-028 NPDES Permits / MS-4 Permits Expiration + 5 years Mag, Mfr, OD, P r p S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 MUED / Programs NPDES, Water Conservation MUED-029 Water Conservation Programs / Rebate Programs / Check Requests / Toilets, Washers, Turf, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (meets auditing standards); GC §34090 MUED / Programs - NPDES, Water Conservation MUED-030 Water Conservation Reports / Consumption Reports 5 years Mag, Mfrr,,pr OD, S / I Yes: After QC & OD Department Preference; GC §34090 UTILITIES - LABORATORY / WASTEWATER & WATER QUALITY REPORTS - MUED / Laboratory MUED-031 _LIMS Database / Laboratory Information Management System Database / Excel Spreadsheets (Tabular Summaries) Indefinite Minimum 12 years or 2 Compliance Cycles, Whichever is Longer Mag Data is Inter -related; Lead and Copper for Potable Water is required for 12 years or 2 compliance cycles; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1 M2 4.13.3.b; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-6 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Laboratory MUED-032 Demonstrations of Capability, and MDLs / MDL Studies (Method Detection Limit) P Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; GC §34090 MUED / Laboratory MUED-033 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics Minimum 5 years Mag, OD, Ppr S / I Yes - After QC & OD Required for 5 years; Meets TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; 40 CFR 141.33(a) and (b)(1); 22 CCR §§ 64423.1(d), 64470; GC §34090 MUED / Laboratory MUED-034 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals) Minimum 10 years Mag, OD, Ppr S / I Yes - After QC & OD Required for 10 years; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1 M2 4.13.3.b; 40 CFR 141.33(a); 22 CCR §64692; GC §34090 MUED / LaboratoryMUED-035 Lab Reports & Chains of Custody: Potable Water Lead & Copper Minimum 12 years or 2 Compliance Cycles, Whichever is Longer Mag, OD, Ppr S / I Yes - After QC & OD Required for 12 years or 2 compliance cycles; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91; GC §34090 MUED / Laboratory MUED-036 Lab Reports & Chains of Custody: Non -Potable Water / Wastewater Minimum 5 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Meets TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; GC §34090 MUED / Laboratory MUED-037 Laboratory Certification 10 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-7 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Laboratory MUED-038 Laboratory Equipment Calibration Records / Testing Records & Logs 10 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference; 10 years is EPA / Good Laboratory Practice Standards for studies relating to health effects, environmental effects, and chemical fate tests require 10 years for Lab records, raw data, master schedule sheets, protocols, quality assurance inspections, training, experience, job descriptions, maintenance and calibration records and reports; TNI V1M2 4.13.3.b; 40 CFR 792.195; GC §34090 MUED / Laboratory MUED-039 Laboratory SOPs (Standard Operating Procedures) / QAM (Quality Assurance Manual), and other procedures and manuals needed for data reconstruction 10 years Mag, OD, Ppr S / I Yes - After QC & OD Department preference (retained as long as the results data); Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; 40 CFR 141.33(f); 40 CFR 792.195; GC §34090 MUED / Laboratory MUED-040 Log Books (All Laboratory Log Books) 10 years Mag, OD, Ppr S / I Yes After QC & OD Department preference; 10 years is EPA /I Good Laboratory Practice Standards for studies relating to health effects, environmental effects, and chemical fate tests require 10 years for Lab records, raw data, master schedule sheets, protocols, quality assurance inspections, training, experience, job descriptions, maintenance and calibration records and reports; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b;40 CFR 792.195; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-8 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. MUED-041 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, MfrP OD, p S / I Yes: After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 UTILITIES - WASTEWATER COLLECTIONS MUED / Wastewater Collections MUED-042 CCTV Videos of Sewer Lines 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. MUED-043 Confined Space Entries / Hot Work Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 MUED / Wastewater Collections MUED-044 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 MUED / Wastewater Collections MUED-045 Industrial Waste Permits Expiration + 3 ears y Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 MUED / Wastewater Collections MUED-046 Industrial Waste Pretreatment Files 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 MUED / Wastewater Collections MUED-047 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006- 03; 40 CFR 122.41(j)(2); GC §34090 Wastewater Collections MUED-048 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-9 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Wastewater Collections Lead Dept. MUED-049 Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Ma Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103- DWQ; GC §34090 Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(e), 34090 MUED-050 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD UTILITIES - WASTEWATER OPERATIONS (WWTP' MUED / WWTP MUED-051 _SCADA Database (Wastewater) Indefinite Minimum 12 years or 2 Compliance Cycles, Whichever is Longer Mag Data is Inter -related with LIMS; Lead and Copper for Potable Water is required for 12 years or 2 compliance cycles; Exceeds TNI Standards for accreditation of environmental laboratories; TNI V1M2 4.13.3.b; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91; GC §34090 Lead Dept. MUED-052 AQMD Permits (Air Quality Management Districts) - for Generators, etc. Issue Date + 5 years ag, MM, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 MUED / WWTP MUED-053 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Code of Federal Regulations requires 5 years; 40 CFR 503.17; 40 CFR 122.41(j)(2); GC §34090 Lead Dept. MUED-054 Confined Space Entries / Hot Work Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-10 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retentionperiods (retention resumes after settlement or completion). MUED / WWTP MUED-055 Emergency Action Plans & Audits - CaIARP (California Accidental Release Prevention) / Emergency Response Plan / Hazardous Material Business Plans / Hazard Mitigation Plan / Risk Management Program (RMPs) / Risk & Resiliency Assessment / Process Safety Managements (PSMs) - Facilities with chemicals (Chlorine, ammonia, etc.) Superseded + 3 years Mag, Ppr Department Preference (CaIARP training and audits should be done every 3 years); GC §34090 Lead Dept. MUED-056 Generator Operation Logs & Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400—E-13a instructions; GC §34090 MUED / WWTP MUED-057 Logs: Vac Con Trucks, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. MUED-058 Operations & Maintenance Manuals / 0 & M Manuals Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (some equipment is from the 1950's, and the O&M Manual isn't helpful); GC §34090 MUED / WWTP MUED-059 Permits Wastewater Regulatory / Operating Permits: Examples (CaIARP, Cal OSHA, CERS, CUPA, SWRCB, etc.) Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CCP §337 et seq. Lead Dept. MUED-060 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. MUED / WWTP MUED-061 Reports Wastewater Reports to Regulatory Agencies: Examples (CaIARP, Cal OSHA, CERS, CUPA, SWRCB, etc.) Minimum 5 years Mag' Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CCP §337 et seq. REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-11 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. MUED-062 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years J Mag, MfrP OD, p S / I Yes: After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 MUED / WWTP MUED-063 Sanitary Survey of Sewer System 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 MUED / WWTP MUED-064 Wastewater Treatment Plant Operators Certificates (posting required) When Superseded Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 UTILITIES - WATER DISTRIBUTION (POTABLE WATER) MUED / Lead Dept. MUED-065 _SCADA Database (Water) Indefinite- Minimum 5 years Mag Data is interrelated; GC §34090 Water MUED-066 Backflow Test Results / Backflow Assembly Test Reports (from Customers - City -owned Backflows are entered in CMMS Database) 3 years Mag, Ppr Department preference; 17 CCR 7605(f); GC §§34090, 60201 et seq. MUED / Water Distribution MUED-067 Consumer Confidence Report - Annual Water Quality Report P Mag, OD, Ppr S / I Yes - After QC & OD Department preference; State law requires 12 years, federal 10 years; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 40 CFR 141.33(a); GC §34090 MUED / Water Distribution MUED-068 Fire Hydrant Pressure / Water Pressure Measurements, Fire Flow Pressure Test, Flush and Valve Exercise Records Minimum 20 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 MUED / Water Distribution MUED-069 Meter Reads (Paper printouts / pre -dates all electronic systems) 2 years Mag, Ppr GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-12 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MUED / Water Distribution MUED-070 Public Notices Potable Water (Tier 1, 2, or 3) 3 years Mag, Mfr, PpOD, S / I Yes: After QC & OD Department Preference (5 years is required); GC §34090, 22 CCR §64470 MUED / Water Distribution MUED-071 Sanitary Survey of Water System 10 years Mag, Mfrr,,pOD, r S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Lead Dept. MUED-072 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(e), 34090 Division Providing Service / Work MUED-073 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work MUED-074 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S Yes - After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work MUED-075 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 UTILITIES - WATER PRODUCTION (POTABLE WATER) Lead Dept. MUED-076 Confined Space Entries / Hot Work Permits 2 years Mag, Mfr, OD, Ppr S Yes - After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 MUED / Water Production MUED-077 Corrective Actions (As a Result of a Violation) - Potable Water Resolution + 3 years Mag, Mfrr,,p D, S Yes - After QC & OD 40 CFR 141.33(b)(2); 22 CCR §64470 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-13 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. MUED-078 Generator Operation Logs & Inspections Minimum 5 years ag, Mfr, OD, Ppr S Yes After QC & OD AQMD Rule 1470; Form 400—E-13a instructions; GC §34090 MUED / Water Production MUED-079 Monthly Reports - includes any Customer Concerns / Customer Complaints / Complaint Forms: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) Minimum 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Lead Dept. MUED-080 Operations & Maintenance Manuals / 0 & M Manuals Disposal of Equipment Mag, MfPpD, S Yes - After QC & OD Department preference; GC §34090 MUED / Water Production MUED-081 Plant Operator Log Books Minimum 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department Preference; Meets Department of Public Heath requirements; GC §34090 Lead Dept. MUED-082 Regulatory Reports / Water Reports to Regulatory Agencies: CalARP, CERS, Cal OSHA, DDW (Division of Drinking Water), DWR (Department of Water Resources), EPA, MS-4, NPDES, RMP, SWRCB (State Water Resources Control Board) ,etc. Minimum 5 years Mag Mfr, OD, Ppr S Yes - After QC & OD Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq. MUED / Water Production MUED-083 Reservoirs: Dive Videos 10 years ag, Mf�, OD, Ppr S Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 MUED / Water Production MUED-084 Reservoirs: Inspection Reports, Maintenance Records P Mag, MfPp D, S Yes - After QC & OD Department preference; GC §34090 REDLANDS, 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: MUNICIPAL UTILITIES & ENGINEERING Page MU&E-14 MUED - Engineering (CIP, Traffic), Programs (Conserv. NPDES,) Utilities (Lab, Wastewater, Water) Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. MUED-085 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, MfrP OD, p S Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 MUED / Water Production MUED-086 Water Production Reads / Reports (to State DDW (Division of Drinking Water) / DWR (Department of Water Resources) / SWRCB (State Water Resources Control Board) 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 MUED / Water Production MUED-087 Water Treatment Plant NPDES Permits Expiration + 5 years Mag, MfrPpOD, S Yes - After QC & OD Department Preference; City's permit requires 5 years (Federal mandate is 3 years); 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. MUED / Water Production MUED-088 Water Treatment Plant NPDES Annual Reports 5 years ag, Mf�, OD, Ppr S Yes - After QC & OD Department Preference; City's permit requires 5 years (Federal mandate is 3 years0; 40 CFR §§122.21, 122.41, 122.44 MUED / Water Production MUED-089 Water Treatment Plant Operators Certificates (posting required) When Superseded Mag, Mfr, PpOD, r S Yes - After QC & OD Department preference; GC §34090 MUED / Water Production MUED-090 Water Treatment Plant Safety Training Certificates (posting required) Minimum 5 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 21960, 34090 REDLANDS, 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: POLICE Page PD-1 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE ADMINISTRATION / POLICE CHIEF Police / Admin. / Chief PD-001 Background Files - Successful Employee and Volunteer Applicants (Employees, Cadets, Canines, Explorers, CERT, Chaplains, Reserves, etc.) Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin. / Chief PD-002 Background Files - Unsuccessful Employee and Volunteer Applicants (Employees, Cadets, Canines, Explorers, CERT, Chaplains, Reserves, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090 Police / Admin. PD-003 CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - UNSUCCESSFUL / DENIED 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. /Chief PD-004 CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - SUCCESSFUL / APPROVED Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD 005 Complaints from Employees - WITH or WITHOUT Sustained Finding of Misconduct Final Disposition + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. /Chief PD-006 Complaints from Members of the Public - Internal Investigations WITH Sustained Finding of Misconduct Final Disposition + 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 REDLANDS, 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: POLICE Page PD-2 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD-007 Complaints from Members of the Public - Internal Investigations WITHOUT Sustained Finding of Misconduct Final Disposition + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 Fire / Admin. and Police / Admin. / Chief PD-008 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) When Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Admin. / Chief PD 009 K-9 / Canine (Police Dogs): Career File (licensee / vaccination, training certificates, POST, etc.) Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Police / Admin. / Chief PD-010 On -Duty Traffic Accident Reviews (for Employee) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960, 34090 Police / Admin. /Chief PD-011 Policies & Procedures / Lexipol / Operation Directives / General Orders (Department Policies and Procedures) Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-012 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Admin. / Chief PD-013 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. REDLANDS, 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: POLICE Page PD-3 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD 014 Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9, etc. Report of data regarding the number, type, or disposition of complaints made against its officers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Admin. / Chief PD-015 Ride -A -Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Admin. / Chief PD-016 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Admin. / Chief PD-017 Training Courses - Department Training Records -COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 ; LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Police / Admin. / Chief PD-018 Training File - BY EMPLOYEE (Includes POST printouts) Peace Officer or Dispatcher Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be consistent with Human Resources; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 LC §6429(c); GC §§12946,12960, 34090, 53235.2(b) Police / Admin. / Chief PD-019 Use of Force Reviews - Not as a result of a complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960, 34090 Police / Admin. /Chief PD-020 Weapons Inventory: Department -owned weapons, personal weapons, alternate weapons, secondary handguns, P Mag, Department preference; GC §34090 PATROL & COMMUNITY SERVICES REDLANDS, 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: POLICE Page PD-4 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Patrol & Community Services PD-021 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Patrol & Community Services PD-022 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Patrol & Community Services PD-023 Patrol Schedules When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq. Police / Patrol & Community Services PD-024 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Patrol & Community Services PD-025 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Police / Patrol & Community Services PD-026 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. SPECIAL SERVICES / INVESTIGATIONS UNIT State of California PD-027 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No Longer Required Mag, Ppr Not a City record Police / Special Services / Investigations PD-028 Criminal Intelligence Files Last Entry + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 REDLANDS, 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: POLICE Page PD-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Special Services / Investigations PD-029 Detectives Investigation Files and Arrest Files Transferred into Records Crime Report Files Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Special Services / Investigations PD-030 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Special Services / Investigations PD-031 Informant Files / Gang Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 Police / Special Services / Investigations PD 032 Pawn Slips / Secondhand Dealer Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Special Services / Investigations PD-033 Regulatory Permits & Licenses: Adult Book Stores, Live Entertainment, Pawn, Secondhand Dealer, Massage, etc. Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Court or Dist. Attny PD-034 Subpoenas (Personal Appearance of Police Employees) When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Court or District Attorney records; GC §34090 et seq. SPECIAL SERVICES / PROPERTY AND EVIDENCE Police / Special Services / Property & Evidence PD-035 _Property & Evidence Database Indefinite - Follows the Retention of the Evidence Mag Department Preference (data is interrelated); GC §34090 REDLANDS, 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: POLICE Page PD-6 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Special Services / Property & Evidence PD-036 Crime Report Photos Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Special Services / Property & Evidence PD-037 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Special Services / Property & Evidence PD-038 Property & Evidence Logs / Destruction Authorizations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Special Services / Property & Evidence PD-039 Safekeeping: Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 SUPPORT SERVICES / COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police / Communi cations PD 040 Recordings: Audio - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) / 911 Recordings 2 years Mag Department Preference; legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police / Communi- cations PD-041 Recordings: Body -Worn Cameras — LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Police / Communi- cations PD-042 Recordings: Body -Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows retention for Evidence, Minimum 2 years Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. REDLANDS, 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: POLICE Page PD-7 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Communi- cations PD-043 Recordings: Body -Worn Cameras - that are NOT evidence Minimum 90 days Mag, Department preference (law recommends 90 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Police / Communi- cations PD-044 Recordings: Mobile Audio Video (MAV) that are not evidence, Automated License Plate Readers (ALPR) and Drone Recordings / Patrol Unit Video (WatchGuard) 1 year Mag S / I Yes: After QC & OD Department preference (consistent with Lexipol retention); Recordings that become evidence are stored with evidence - these are preliminary documents / transitory recordings; GC §34090.6 et seq. Police / Communi- cations PD-045 Recordings: Video - Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) 366 days Mag Records regular and ongoing operations; GC §34090.6 et seq, Police / Communi- cations PD-046 Recordings: Video - Jail / Temporary Holding / Building Security / Department Activity (Employees Performing Work, Cashiering, Building Security, etc.) 366 days Mag Records regular and ongoing operations; GC §34090.6 et seq, Police / Communi cations PD-047 Recordings: Video - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police / Communi- cations PD-048 Vacation Checks / Patrol Requests When No Longer Required Mag, Ppr Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq. SUPPORT SERVICES / RECORDS Police / Records PD-049 _RMS Database Indefinite - Follows the Retention of the Crime Report Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD 050 Administrative Citations (Loud Party, Fireworks) 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq. Police / Records PD-051 Asset Forfeiture Notification 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 REDLANDS, 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: POLICE Page PD-8 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD 052 CHP Forms: Pursuit Report (CHP 187A), Vehicle Report (CHP 180), etc. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 Police / Records PD-053 Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq. Police / Records PD-054 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile Cases - Childhood Sexual Assault Age of Majority + 22 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police / Records PD-055 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile Cases Except Sealed Childhood Sexual Assault Per Court Order (Subject 26 years old / Sealing Date + 5 years) Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090; GC §68152(g)(1), W&I §781(d) Police / Records PD-056 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090 Police / Records PD-057 CRIME REPORTS: ALL Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated) Elder Abuse (substantiated), & Sexual Assault (Rape), Arson (Suspected or Undetermined) P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police / Records PD-058 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further Report on Suspected Abuser + 10 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) REDLANDS, 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: POLICE Page PD-9 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-059 CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others) 5 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Police / Records PD-060 CRIME REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. Police / Records PD-061 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-062 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 REDLANDS, 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: POLICE Page PD-10 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-063 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I S/M/I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-064 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Yes: Before Disposition Mag, Mfr, OD, Ppr Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-065 CRIME REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) State of California PD-066 Crime Statistics / National Incident Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) When No Longer Required Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Entered Directly into DOJ's portal (a State record) Police / Records PD-067 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD 068 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Special Services / Investigations PD-069 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 REDLANDS, 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: POLICE Page PD-11 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Special Services / Investigations PD 070 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Special Services / Investigations PD-071 Registrants: Gang Adults Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police / Special Services / Investigations PD-072 Registrants: Gang Juveniles Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090 Police / Special Services / Investigations PD-073 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Special Services / Investigations PD-074 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Court PD-075 Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Gun Violence Restraining Orders (GVROs), Legal Stipulations, Orders After Hearing (When Not filed with the case file) Expiration of the Order Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Not a City record REDLANDS, 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: