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Resolution No. 2017-053
RESOLUTION NO. 2017-53 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND REPEALING ALL RESOLUTIONS IN CONFLICT THEREWITH WHEREAS, on August 22, 2000, the City Council of the City of Vernon adopted Resolution No. 7605 approving and adopting the City of Vernon Records Retention Schedule 2000, as amended by Resolution Nos. 8269, 8409, 8449, 2013-77, and 2017-08, for maintaining documents and records by all City departments except the Police Department; and WHEREAS, on April 28, 1987, the City Council of the City of Vernon adopted Resolution No. 5379, as amended by Resolution Nos. 7187 and 8089, authorizing the Police Chief to destroy certain Police Department Records pursuant to Sections 12236, 34090, 34090.5 and 34090.6 of the Government Code of the State Of California; and 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 Vernon; 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 State of California has adopted guidelines for retention period for various government records; and WHEREAS, by memorandum dated October 17, 2017, the City Clerk has recommended the approval and adoption of a comprehensive update to the City of Vernon Records Retention Schedule, directing document and record management by all City Departments; and WHEREAS, the City Council consents to the destruction of the records if made pursuant to the updated Records Retention Schedule. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 2: The City Council of the City of Vernon finds that this action is exempt from California Environmental Quality Act ("CEQA") review, because it is an administrative activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a "project" as defined by CEQA guidelines section 15378. SECTION 3: The records of the City of Vernon, 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 City Clerk and City Attorney, without further action by the City Council of the City of Vernon, as established in the City's Records Destruction Procedure/Policy. SECTION 4: With the consent of the City Clerk, City Administrator, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates may include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Any changes in the Total Retention and/or adding new records - 2 - series must be presented to the City Council of the City of Vernon prior to taking effect. SECTION 5: The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. SECTION 6: All resolutions or parts of resolutions, specifically Resolution Nos. 5379, 7187, 7605, 8089, 8269, 8409, 8449, 2013-77, and 2017-08, not consistent with or in conflict with this resolution are hereby repealed. SECTION 7: The City Clerk, or Deputy City Clerk, of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the City Clerk, or Deputy City Clerk, of the City of Vernon shall cause this resolution and the City Clerk's, or Deputy City Clerk's, certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 24th day of October, 2017. Name: Ma s s A . Ybarra ATTEST: aria Ayala City Clerk / Meputry e ty--ele_ k n APPROVED AS TO FORM: Zay oussa, Sen or Deputy City Attorney Title: Mayor / - 3 - STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, Maria E . Ayala, City Clerk the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 2017-53, was duly passed, approved and adopted by the City Council of the City of Vernon at an adjourned regular meeting of the City Council duly held on Tuesday, October 24, 2017, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this day of October, 2017, at Vernon, California. (SEAL) - 4 - Maria E . Ayala City Clerk EXHIBIT A of l� FOUNO S S4'ELY &0 M Records Retention Adopted by Resolution No. Amended by Resolution No Amended by Resolution No Amended by Resolution No Amended by Resolution No Amended by Resolution No Schedule 2017 7605 on August 22, 2000 8269 on August 27, 2003 8409 on March 24, 2004 8449 on July 14, 2004 2013-77 on September 17, 2013 2017-08 on February 21, 2017 HOW TO USE RETENTION SCHEDULES ©1995-2016 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 has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. 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 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: All original records that have exceeded their retention period must be authorized for destruction according to City Policies & Procedures prior to destroying them. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is a minimum retention (" Minimum 2 years"), it must be authorized for destruction before it is destroyed, as it is an original record. • 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 completion)." RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2016 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 original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records) Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. 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 Unalterable Media / Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Computer Magnetic Media (hard drives, tapes, USB Drives, thumb drives, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd (guideline, if record is imaged): QC'd=Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported) in accordance with the Trustworthy Electronic Records / ECMS / Document Imaging Policy and stored on Unalterable Media (Optical Disk — CD-R, WORM or DVD-R), and both the images and indexing Quality Checked ("QC'd"). 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) USC: United States Code (US) WC: Water Code B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code (CA) GC: Government Code (CA) LC: Labor Code (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) 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) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) TABLE OF CONTENTS CITY-WIDE STANDARDS (CW 1-14) 1-14 CITY ADMINISTRATOR (CADM 1) 15 CTIY ATTORNEY (CA 1-2) 16-17 CITY CLERK (CC 1-12) 18-29 FIRE (FR 1-5) 30-34 HEALTH & ENVIRONMENTAL CONTROL (H&EC 1-4) 35-38 HUMAN RESOURCES (HR 1-6) 39-44 INFORMATION TECHNOLOGY (IT 1) 45 POLICE (PD 1-10) 46-55 PUBLIC UTILITIES CUSTOMER SERVICE (UT/CS 1-3) 56-58 ELECTRICITY (UT/EL 1-7) 59-65 FIBER OPTICS (UT/FO 1-2) 66-67 GAS (UT/GAS 1-6) 68-73 WATER (UT/WATER 1-5) 74-78 PUBLIC WORKS BUILDING & SAFETY (PW/BS 1-3) 79-81 CODE ENFORCEMENT (PW/CE 1) 82 DEVELOPMENT SERVICES (PW/DS 1-2) 83-84 ENGINEERING (PW/ENG 1-6) 85-90 GARAGE (PW/G 1) 91 HOUSING (PW/HOU 1-2) 92-93 MAINTENANCE (PW/MNT 1-2) 95 PLANNING (PW/PL 1-3) 96-98 SOLID WASTE (PW/SOLID 1) 99 STORMWATER (PW/STORM 1) 100 WASTEWATER (PW/WW 1-3) 101-103 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. q. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records act requests, and/or investigations sus end normal retention periods retention resumes after settlement or completion). 'Accounts Payable, Invoices, i Petty Cash, Warrant Requests, Copies - Copies - etc. When No When No Yes: Before Mag, All originals go to Finance Finance CW-001 Longer Longer Payment Ppr (these are copies); GC ALL backup is forwarded to Required Required §34090.7 Finance - Brown Act challenges must be Affidavits of Publications / ' filed within 30 or 90 days of Public Hearing Notices /Legal Mag, action; Statute of Limitations Lead Dept. CW-002 Advertising /Affidavits of 2 years 2 years Mfr, OD, on Municipal Government Posting Ppr actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC 34090, 54960.1(c)(1) Copies Copies - City Clerk CW-003 Agenda Packets / Staff When No When No Mag' Mfr, OD, Yes: After S GC §34090.7 Reports: City Council Longer Longer Ppr QC &OD Required Re uired Copies - _ Yes: Upon Copies Mag, City Clerk retains the originals City Clerk CW-004 Agreements & Contracts - When No When No Mfr, OD, S Completio of any agreement or contract with City Clerk's Attestation Longer Longer Ppr n that the City Clerk attests to; Required Required GC 34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records act request and/or investigations sus end normal retention periods retention resumes after settlement or completion). Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit A reements & Contracts - 9 Mag, Upon Standards=4-7 years; Statute City Clerk CW-005 WITHOUT City Clerk's Completion + 10 Completion + 10 Yes: Before Completion Mfr, OD, ,Yes: S/I Completio of Limitations: Contracts & years years Ppr n Spec's=4 years, Wrongful (Attestation Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP 337 et. se _., GC §34090 Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 Agreements & Contracts: years; Statute of Limitations: ADMINISTRATIVE FILES Completion + Completion + Contracts & Spec's=4 years, (with Grant Funding) 10 years or 10 years or Wrongful Death=comp. + 5 After Funding After Funding Yes: Before Mag, Yes: Upon years, Developers=comp. + 10 Lead Dept. CW-006 (Correspondence, Project Agency Audit, Agency Audit, Completion Mfr, OD, S/I Completio years; Statewide guidelines Administration, Project if required, if required, Ppr n propose termination + 5 years; Schedules, Certified Payrolls, whichever is whichever is CCP §337 et. seq., 21 CFR Invoices, Logs, RFP, etc.) longer longer 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC 34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy Inactive Paper � Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, claims complaints, audits public records act requests, and/or investi ations sus end normal retention eriods retention resumes after settlement or completion). Covers E&O Statute of Limitations (insurance Agreements & Contracts: certificates are filed with ADMINISTRATIVE FILES agreement); Published Audit Ma g' Yes: Upon p Standards=4-7 years; Statute Lead Dept. CW-007 p (Correspondence, Project Completion + Completion + Yes: Before Mfr, OD, S/I Completio of Limitations: Contracts & Administration, Project 10 years 10 years Completion Ppr n Spec's=4 years, Wrongful Schedules, Certified Payrolls, Death=comp. + 5 years, Invoices, Logs, RFP, etc.) Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP 337 et. seq., GC §34090 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL The RFP / RFQ and the Lead Dept. CW-008 PROPOSALS or RESPONSESuest 2 years 2 years Mag, successful proposal becomes to RFPs (Request q for Ppr p part of the agreement or Proposals) and/or RFQs contract; GC §34090 (Request for Qualifications) that don't result in a contract Audits / Audit Reports / CAFR - Copies - Finance CW-009 Comprehensive Annual p When No M Mag, Copies; GC §34090.7 Financial Reports Longer Ppr Required CW-010 Bids: See Agreements & Contracts VERNON, CA 01995-2017 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: CITY-WIDE STANDARDS Page CW-4 Office of Retention No., Records Description Retention I Disposition Record Comments I Reference Destroy Image: Inactive Paper OFR Active Total ? Media 1=Import ( ) (in office) (Records Retention Vital? Options M=Mfr Center g Imaged & S=Scan Cad? 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 be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complaints, auditspublic records act requests, and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Committees: City Council Staffing Dept. CW-011 Subcommittees 2 years 2 years Ppr' All recommendations are presented to the City Council; (Composed solely of less than GC §34090 et seq. a quorum of the City Council - - Boards, Commissions, & Committees: External When No When No CW-012 Organizations Longer Longer Ppr' Non -records (e.g. County Board of Required Required _ Supervisors Boards, Commissions, & Committees: Residents Advisory Bodies Formed by Brown Act challenges must be Staffing Dept. CW-013 CITY COUNCIL Minimum 2 Minimum 2 Mag, filed within 30 or 90 days of years years Ppr action; GC §§34090, AGENDAS, AGENDA 54960.1(c)(1) _ PACKETS. Boards, Commissions, & Committees: Residents Advisory Bodies Formed by Department preference; State Staffing Dept. CW-014 CITY COUNCIL 10 years 10 years Op' law only requires for 30 days; GC §54953.5(b) AUDIO RECORDINGS of Meetings / Audio Tapes VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted-. 4 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Imaged & Retention Options M=Mfr Center)g S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records act request and/or investigations sus end normal retention periods retention resumes after settlement or completion). Boards, Commissions, & (Committees: Residents Advisory Bodies Formed by Department Preference; Video Staffing Dept. CW-015 CITY COUNCIL 10 years 10 years Mag, recording of meetings are only OD required for 90 days; GC VIDEO RECORDINGS of §§34090.7, 34090 Meetings / Audio Tapes Boards, Commissions, & Committees: Residents Staffing Dept. CW-016 Advisory Bodies Formed by P p Mf ODS No Department preference; GC CITY COUNCIL , §34090 Ppr MINUTES & BYLAWS Co ies - p Copies - p Finance CW-017 Budgets - Finals 9 When No When No Yes: Current S/I Mfr, OD, Yes: After Final must be filed with County Auditor; GC §34090.7, 40802, Longer Longer Fiscal Year Ppr S years 53901 _ Required Required Cash Receipts Detail / Backup Copies - Copies - Finance CW-018 / Accounts Receivable Detail / When No When No Mag, �GC §34090.7 Refund Detail Longer Longer Ppr Required Re uired Copies - Copies - When No When No City Attorney CW-019 ,Claims Longer Required Longer Required Yes: Before Settlement Mag' Mfrr,, OD, S/I Yes: After Settlement'( GC §§34090.7, 34090.6 (Upon (Upon p Settlement) I I Settlement VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Record Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive Total Media 1=Import Paper (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C' 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 ears since destruction is normal) erformed by file folder. Liti ation claims complaints, audits public records act requests, and/or investigations sus end normal retention periods retention resumes after settlement or completion). City preference; Statute of Limitations for personal Lead (Responding) CW-020 Complaints / Concerns from Minimum 2 Minimum 2 Mag, property, fraud, etc. is 3 years; Dept. Citizens years years Ppr Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Send to Send to Mag Human Resources CW 021 Complaints Against Employees Human Human Ppr' GC §34090.7 Resources Resources CW-022 Contracts: See Agreements Copies - Copies - Lead Dept. p CW-023 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Required Dept. that Authors Correspondence - ROUTINE Document or CW-024 (e.g. Administrative, Chronological, 2 ears y 2 years Mag' GC 34090 § Receives the General Files, Letters, Ppr City's Original Memorandums, Reading File, Working Files, etc.) Document VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 6 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total Media 1=1m ort Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & ' � S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complaints, auditspublic records act requests, and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Electronic ana paper recor s Correspondence - are categorized, filed and TRANSITORY I retained based upon the PRELIMINARY DRAFTS, CONTENT of the record. Interagency and Intraagency Records where either the Memoranda not retained in the Content relates in a ordinary course of business substantive way to the conduct of the public's Content NOT Substantive, or business, or that ARE made NOT made or retained for the or retained for the purpose Dept. that purpose of preserving the of preserving the Authors informational content for informational content for Document future reference When No When No Mag' future reference are saved by or CW-025 Longer Longer Ppr placing them in an electronic or Receives the (e.g. calendars, checklists, e-mail Required Required paper (project) file folder and City's Original or social media posting, instant retained for the applicable Document messaging, inventories, retention period, If not invitations, logs, mailing lists, meeting room registrations, mentioned here, consult the speaker slips, supply inventories, City Attorney to determine if a Y Y telephone messages, text record is considered transitory messages, transmittal letters, / preliminary draft. GC thank yous, requests from other §§34090, 6252, 6254(a); 64 cities, undeliverable envelopes, Ops. Cal. Atty. Gen. 317 visitors logs, voice mails, (1981)); City of San Jose v. webpages, etc.) Superior Court (Smith). S218066. Supreme Court of Deeds, Easements, Final Copies - _- _-- C:alifnrnia 2017 -- Copies - City Clerk CW-026 Orders of Condemnations, When No When No Mag, Send all originals to the City Liens, Recorded Documents, Longer Longer Ppr Clerk; GC §34090.7 Rights of Was All Required Required VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Record Retention / Disposition Comments I Reference Image: Destroy (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Center) Retention I Options M=Mfr Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions be in when the act is com leted and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. 1 Litigation, claims complaints, auditspublic records act requests and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Lead Dept. CW-027 Deposit Accounts / Trust Accounts / Refundable Close + 5 Close + 5 Mag, Department preference; meets Deposits years years Ppr auditing standards; GC §34090 Transitory or source records not retained in the ordinary When When course of business; CHID Lead Dept. CW-028 DMV Pull Notices Superseded or Superseded Mag Ppr audits every 2 years; Bureau of Separated or Separated National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 As long as the drafts and notes are not retained in the "Regular Drafts &Notes: Drafts that are When No When No Mag' Course of Business". Consult Lead Dept. CW-029 revised (retain final version) Longer Longer Ppr the City Attorney to determine Required Required if a record is considered a draft. GC §§34090, 6252, 6254 a The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW-030 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC - -_- _- _ -- - 34090 et seq. 2 years 2 years Mag' Lead Dept. CW-031 Grants (UNSUCCESSFUL GC §34090 Applications, Corres ondence P r VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference Image: Destroy (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead De artment". If ou 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 ears since destruction is normally Performed by file folder. Litigation, claims complaints, auditspublic records act requests, and/or investigations sus end normal retention periods retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are Grants / CDBG /Reimbursable required for 5 years; Uniform Claims / FEMA Claims Admin. Requirements for (SUCCESSFUL Reports, other After Grants to Local Governments records required to pass the Funding After Funding is 3 years from expenditure funding agency's audit, if Agency Agency Audit, report or final payment of Lead Dept. CW-032 required) 2 years Audit, if if required - Mag, grantee or subgrantee; Applications (successful), grant Required - q Minimum 5 Ppr statewide guidelines propose 4 agreement, program rules, Minimum 5 years years; 7 CFR 3016.42; 21 CFR regulations & procedures, reports years 1403.36 & 1403.42(b); 24 CFR to grant funding agencies, 85.42, 91.105(h), 92.505, correspondence, audit records, 570.490, & 570.502(a&b), 28 completion records CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 110 & A-133; GC 34090 Send all grievances to Human Copies - Copies - Resources; All State and Human Grievances and Informal When No When No Yes: Before Mag, Federal laws require retention Resources CW-033 Complaints (Employees) Longer Longer Disposition Ppr until final disposition of formal Required Required complaint; State requires 2 years after action is taken; GC 12946, 34090 Copies - Copies - When No When No Mag' Risk Management CityAttorneyCW-034 Lawsuits, Litigation, Pending Longer Longer Yes: Before Mfr, OD, S/I Yes: After administrates pre -litigation Litigation Required Required Settlement Ppr Settlement claims; GC §§34090.7, (Upon (Upon 34090.6 Settlement) I Settlement VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 9 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention I Options, M=Mfr Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normal) V performed by file folder. Litigation, claims complaints, audits public records act requests, and/or investigations sus end normal retention periods retention resumes after settlement or completion). Leave Slips /Time Off When No Mag, Preliminary drafts not retained Lead Dept. CW-035 Requests Longer FReuired Ppr in the Regular Course of Required Business GC §34090 Previous MSDS may be obtained from a service; MSDS may be destroyed as long as Material Safety Data Sheet a record of the chemical / (MSDS) / Safety Data Sheet substance I agent, where & Chemical Use Report While Mag, Yes -After when it was used is Lead Dept. CW-036 p Form Form (or records of the Chemical In 30 ears y 30 ears y Mfr, OD, S QC & OD maintained for 30 years; chemical / substance / agent, Use Ppr Applies to qualified employers; where & when it was used) Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(dA(1)(i), GC Copies - Copies - When No When No Mag, Originals maintained by City City Clerk CW-037 Minutes - City Council Longer Longer I Yes (all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §34090.7 Municipal Code Yes: Current Return any whole unused Copies - When No Copies - When No Mag' City Clerk CW-038 y1 (these are Mfr, OD, I No codes to the City Clerk; copies) Longer Longer Original Ppr Originals maintained by City __Required Required Clerk Permanently; GC §34090 When No When No Non -records - may be obtained Lead Dept. CW-039 Newspaper Clippings Longer Longer Ppr from the newspaper company; _ Required Re uired GC §34090 Notices: Public Hearing Staffing Dept. CW-040 Notices and Proofs of 2 years 2 years Ppr' GC §34090 Publications VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ice Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention I Disposition Record Comments / Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, claims complaints, audits public records act request and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Copies - Copies - City Clerk CW-041 Ordinances - City Council When No When No Yes (all) Mfr,, OD, S No Originals maintained by City Longer Longer Ppr Clerk Permanently; GC §34090 - Required Re uired Calif. Labor Division is required to keep their records 7 years; Lead Dept. CW-042 OSHA Inspections or Citations 5 years 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC _ 6429c Send to Send to Personnel Files (Department- De ( p Ensure records kept in Human level Files) Human Resources Human Resources Before Mag, Department files comply with Resources CW-043 Except for Fire & Police Upon Upon Separation Ppr City policy (all originals are sent to Human Resources); GC Department p Separation or Separation or §34090.7 Transfer Transfer Shred After Shred After Incorporation Incorporation Notes maintained in a separate Personnel Files (Supervisor's into into Before Mag' folder to be incorporated into Lead Dept. CW-044 Notes) Performance Performance Annual Ppr performance evaluation, or to Evaluation or Evaluation or Evaluation document progressive Documented Documented discipline; GC §34090 et seq. Discipline line When No Preliminary Drafts; destroy n No Lead Dept. CW-045 Photographs Longer ger Ppr p unnecessary photographs. GC Re uired uired 34090, 6252, 6254 aCopies - LD ies - City Clerk CW-046 Public Records Requests (ALL); When No n No Yes (all) Mfrl, OD, S NoOriginals maintained by City Longer ger Ppr Clerk; GC §34090.7 Re uired uired VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: iff Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy I Active Inactive Total Media I=Import Paper (OFR ) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Liti ation claims complaints, auditspublic records act request and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Lead Dept. CW-047 Public Relations / Press 2 years 2 years PPr' i GC §34090 Releases Purchase Orders / Requisitions 2 years 3 years S Department preference; GC Lead Dept. CW-048 5 years Mag, Mfr, OD, Yes: After Ppr QC &OD §34090 Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered I CW-049 Property NOT purchased, 'Loans 2 years 2 years Par' p Statewide Guidelines show 2 the Appraisal) not funded, etc. ears; GC §§34090, 6254(h) Not accessible to the public until purchase has been Lead Dept. Real Estate Appraisal Reports: Minimum 3 Minimum 5 Yes: Before , Mag Yes: After completed; meets grant (Who Ordered CW-050 Purchased Property, Funded 2 years Mfr, OD, S auditing requirements; 24 CFR the Appraisal) Loans years years Purchase Ppr QC &OD 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC 34090 Records Destruction Lists / Copies - Copies - _ City Clerk CW-051 Certificate of Records When No When No Mag, GC §34090.7 Destruction Longer Longer Ppr Required Re wired Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No CW-052 Produced by OUTSIDE Longer Longer Mag Non -Records ORGANIZATIONS (League of Required Required Ppr' California Cities, Chamber of Commerce, etc. Reference Materials: Policies, Procedures, Brochures, Flyers, Minimum 2 Minimum 2 Mag, Statewide guidelines propose Lead Dept. CW-053 p Manuals, Newsletters, etc: superseded + 2 or 5 years; GC Produced by YOUR years years Ppr §34090 Department VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 12 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Officeof Retention No. Records Description Retention I Disposition Record Comments I Reference Image: Destroy Inactive Active Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C' 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 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records act re uests and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Lead Dept. CW-054 Manuals, Newsletters, etc: When Superseded When Superseded Mag, Ppr Copies; GC §34090.7 Produced by OTHER Departments CW-055 Reference or Working Files: See Correspondence Mag, Reports and Studies Administratively and Lead Dept. CW-056 (Historically significant - e.g., 10 years P P Mfr, OD, S/I Yes: After Historically significant, Zoning Studies) Ppr 10 years therefore retained ermanentl ; GC §34090 Information is outdated after 10 Reports and Studies (other Mag, years; statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 10 years propose 2 years; If historically reports - e.g. Annual Reports) p significant, retain permanently; GC §34090 Copies - Copies - I When No When No Mag, Originals maintained by City City Clerk CW-058 Resolutions - City Council Longer Longer Yes (all) Mfr, OD, S No Clerk Permanently; GC _ Required Re uired Ppr §34090.7 Lead Dept. CW-059 Mag, Department Preference; GC Special Projects / Subject Files Minimum 2 Minimum 2 / Issue Files years years Ppr §34090 et seq. - Surveys / Questionnaires (that the City issues). If a summary of the data is Lead Dept. CW-060 compiled, the survey forms are 2 years 2 years Ppr' GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted-. 13 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.: Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records act request and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB Time Cards / Time Sheets / keeps 3 years; Most Finance / CW-061 Time Off Request Forms / Payroll Certifications / Leave Copies - When No Copies - When No Ma g' Yes: After Employees provide digital signatures when they submit Payroll y Requests / Payroll Exception Longer g Longer g Mfr, OD, S / I Ppr QC & OD their timecards, but some in Forms Required Required Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep Training - ALL COURSE their OSHA records 7 years; RECORDS EEOC/FLSA/ADEA (Age) Lead Dept. CW-062 2 3 Mag, Yes: When requires 3 years for promotion, ((Attendance Rosters, Outlines years years 5 years Mfr, OD, S Inactive demotion, transfer, selection, and Materials; includes Ethics Ppr or discharge; State Law '& Safety Training &Tailgates) requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC 12946 34090 53235.2 b VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 14 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) 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. Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). City CADM 001 Board & Commission Applications 2 years 2 years Mag, Ppr GC §34090 Adminis. (Successful and Unsuccessful) Minimum 2 Mag, Mfr, S / I Yes: After City CADM-002 City Council Correspondence Minimum 2 Department Preference; GC Adminis. years years OD, Ppr QC &OD §34090 Grand Jury Reports and City Department Preference (the ' MagMfr Yes: After Adminis. CADM-003 Responses (Regarding City 5 years 5 years OD,, Ppr, S / I QC &OD Grand Jury keeps their reports 5 Operations) -__years)-, GC §34090 Copies - Copies - Independent Reform Monitor City Clerk CADM-004 When No When No Mag, Ppr Included in City Council Agenda Reports Longer Longer Packets; GC §34090.7 Required Required 5 years 5 years Mag, Mfr, City CADM-005 Lobbyist Reporting (FPPC Form S / I Yes: After 2 CCR 18615(d) Adminis. 635) Minimum 2 OD, Ppr QC &OD City Projects, Programs, Subject & CADM-006 Issues (Issues and/or projects will Minimum 2 Mag, Mfr, S / I Yes: After Department Preference; GC Adminis. vary over time) years years OD, Ppr QC &OD §34090 Notes, drafts, or preliminary City Speech Notes ! PowerPoint CADM-007 When No Longer When No Longer Mag, Ppr Adminis. Presentations Required Required documents; GC §34090 et seq. Copies - Copies - Finance CADM-008 Travel /Conferences When No When No Mag, Ppr Invoices are maintained by Longer Longer Finance; GC §34090.7 Required Required VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 15 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). When No When No Longer Longer City Attorney CA-001 Advice Files / Department Files Required - Required - Mag, Department Preference; GC Minimum 5 Minimum 5 Ppr §34090 years years When No When No ag Preliminary drafts not retained City Attorney CA-002 Bankruptcies - NOT pursued Longer Longer Pprr' in the ordinary course of Required Required business; GC §34090 Department Preference City Attorney CA-003 Bankruptcies - Where a claim 10 years 10 years Mag, (negative information remains is filed Ppr on credit ratings for 7 years); -- -- GC §34090_ P Yes City Attorney CA-004 City Attorney Opinions and P Mf OD, S / I Yes: After Department Preference; GC Opinion Index r, r QC & OD §34090 Minimum Minimum Department preference; CCP City Attorney CA 005 Claim for Damages -ALL Final Final Yes: Until Mag, §§ 337 et seq.; GC §§ 911.2, Resolution + Resolution + Settlement Ppr 945.6, 34090, 34090.6; PC - 5 years 5 years §832.5(b) _ When No - When No - Longer Longer City Attorney CA-006 Closed Session Materials Required - Required - Mag, Department Preference; GC Minimum 5 ears Minimum 5 years Ppr §34090 Department preference; CCP Litigation Files / Lawsuits / Minimum City Attorney CA 007 Court Case Files - Real Final P P Yes: Until Mag, §§ 337 et se GC 911.2, q , §§ Property or Historical) P Y Y Resolution + Settlement Ppr 945.6, 34090, 34090.6; PC Significant 5 years §832.5(b) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: in Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Otions p M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation com laints claims ublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Litigation Files / Lawsuits / Minimum Minimum Department preference; CCP City Attorney CA-008 Court Case Files - NOT Real Final Final Yes: Until Mag, §§ 337 et seq.; GC §§ 911.2, Property or Historically Resolution + Resolution + Settlement Ppr 945.6, 34090, 34090.6; PC Significant 5 ears 5 years §832.5(b) Copies - Copies - Mag' Send all final settlement CityClerk CA-009 Settlement Agreements / Final When No When No Mfr, OD, S / I Yes: After agreements and court Court Settlements Longer Longer P r p QC & OD settlements to City Clerk; GC _ Required Required 34090 2 years 2 years City Attorney CA-010 Summons GC §34090 Pa9' VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 17 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Record Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Total Media I=Import Paper after L(RecordsVital? (in office) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed b y file folder. Litigation, complaints, claims public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . Agenda ac a s: Active - City Council, Board of Library Trustees, Business & Industry Commission (BIC), Green Vernon Commission (GVC), Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant Committee (VCFGC), Vernon Housing Commission (VHC), Vernon City Clerk CC-001 Historic Preservation Society P P Mag, Mfr, S / Yes: After Department preference; GC (VHPS) OD, Ppr QC & OD §34090 Inactive -Industrial Development ,Authority (IDA), Personnel Committee, Police & Fire Commission, Public Benefits Resource Committee (PBRC), Redevelopment Agency, Vernon Housing Authority (VHA), Vernon Natural Gas Financing, Finance VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 18 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. q. last document + 2years),since destruction is normally performed b v file folder. Litigation, complaints, claims public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). AgendaCertifications: Active - City Council, Board of Library Trustees, Business & Industry Commission (BIC), Green Vernon Commission (GVC), Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant Committee (VCFGC), Vernon Housing Commission (VHC), Vernon Historic City Clerk CC-002 Preservation Society (VHPS) 2 years 2 years Mag, Ppr GC §34090 Inactive - Industrial Development Authority (IDA), Personnel i Committee, Police & Fire Commission, Public Benefits Resource Committee (PBRC), Redevelopment Agency, Vernon Housing Authority (VHA), Vernon Natural Gas Financing, Finance Comm ttee VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: W, Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Inactive � Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations sus end normal retention eriods retention resumes after settlement or completion). Agreements & Uontracts (INFRASTRUCTURE, with City Clerk's Attestation) Settlement Agreements, MOUs, etc. Department Preference; All Agreement or Contract includes all contractual infrastructure, JPAs, &Mutual Aid contracts should be obligations (e.g. permanent for emergency Specifications and preparedness; Statute of Successful Proposal / Yes: Mag, Limitations is 4 years; 10 Yes: After CityClerk CC-003 Completion Scope of Work), Insurance i p P P Before Mfr, OD S years for Errors &Omissions; Certificates, Notice of Completion Ppr Inactive land records are permanent Completion by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Examples of Infrastructure: Contractor has retention Architects, buildings, bridges, requirements in 48 CFR covenants / CC&Rs, golf course 4.703(a) redesign / construction, development, park improvements, property restrictions, reservoirs, settlement, sewers, sidewalks, street & alley improvements, utilities. water. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 20 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Records Vital? Retention Options M=Mfr Imaged & (in office) Center) S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. q. last document + 2 ears since destruction is normally performed b v file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Agreements & Contracts (NON -INFRASTRUCTURE,, with City Clerk's Attestation) Covers E&O Statute of Limitations (insurance Agreement or Contract certificates are filed with includes all contractual agreement); Published Audit obligations (e.g. Specifications Standards=4-7 years; Statute and Successful Proposal / 'Completion Completion Yes: Mag, Yes: Upon of Limitations: Contracts & CityClerk CC-004 Scope of Work), Insurance P ) 10 years Before Mfr, OD, S/I Spec's=4 years, Wrongful Certificates, Notice of + 10 years Completion Ppr Completion Death=comp. + 5 years, Completion Developers=comp. + 10 years; Statewide guidelines Examples of Non -Infrastructure: !propose termination + 5 Consultants, Franchises, years; CCP §§337. 337.1(a), Landscape Maintenance, Painting, Slurry Seals (Paving), Tree 337.15, 343; GC §34090 Trimming, Leases, Human - Resources Professional Services Board & Commission / — City Clerk CC-005 Committee Maddy Act Lists / 2 years 2 years Mag, Ppr GC §34090 Vacancy Notices City Clerk CC-006 Budgets - Adopted / Final P P Yes: Current Mag, Mfr, S / I Yes: After Department preference; GC City Council, Board & Fiscal Year OD, Ppr 90 days et seq. ___§34090 City Clerk CC-007 Commission Historical List of P P Mag, Mfr, S / l Yes: After Department preference; GC Members OD, Ppr QC &OD §34090 Economic Interest Filings City Clerk CC-008 (FPPC 700 Series Forms - 7 years 7 years Mag, Mfr, S / I Yes: After 2 City maintains original statements; GC Statement of Economic OD, Ppr years Interests): ALL §81009(d)(e)(f)&(g) City Clerk CC-009 FPPC Form 801 (Gift to 7 years 7 years Mag, Mfr, S / I Yes: After 2 Must post on website; GC Agency Report) OD, Ppr ears 81009 e VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: PEI Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally erformed bv file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention eriods retention resumes after settlement or completion). FPPC Form 802 (Event Ticket City Clerk CC-010 / Pass Distributions Agency 7 years 7 years Mag, Mfr, S / Yes: After 2 Should post on website for 4 Report)OD, Ppr years years; GC §81009(e) City Clerk FPPC Form 803 (Behested GC §81009(e) CC 011 7 years 7 years Mag, Mfr, S / I Yes: After 2 Payment Report) OD, Ppr ears City Clerk CC-012 FPPC Form 804 (Agency P P Mag, Mfr, S / I Yes: After 2 FPPC Regulation 18734(c); Report of New Positions OD, Ppr ears GC §81009(e) FPPC Regulation 18734(c); City Clerk CC-013 FPPC Form 805 (Agency P P Mag, Mfr, S / I Yes: After 2 Report of Consultants) OD, P r years GC 81009(e) FPPC Form 806 (Agency Mag, Mfr, Yes: After 2 Must post on website; 2 CCR City Clerk CC-014 Report of Public Official 7 years 7 years OD, Ppr p S / I 18705.5; GC §34090; GC A ointments) years 81009 e Minimum Minimum City Clerk CC-015 FPPC Referral Letters Term of Term of Mag, Ppr Department preference; GC Office + 2 Office + 2 §34090 ears years ELECTIONS - CONSOLIDATED Assessment District Ballots, City Clerk CC-016 Protest Letters, & Envelopes - 2 years 2 years Ppr GC §53753(e)(2) Prop.218proceedin s Campaign Filings (FPPC 400 City Clerk CC-017 Series Forms & Form 501) 2 P P Mag, Mfr, S Yes: After 2 Paper must be retained for at SUCCESSFUL CANDIDATES years OD, Ppr years least 2 years; GC (Elected Officials) §81009(b)&(g) Campaign Filings (FPPC 400 CityClerk CC-018 Series Forms & Form 501): 5 years 5 years Mag, Mfr, S Yes: After 2 Paper must be retained for at least 2 years; GC UNSUCCESSFUL OD, Ppr years §81009 O&(g) CANDIDATES I I VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 22 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention No. Records Description Retention I Disposition Record Comments I Reference stroy Total Media Ilmimport Paper after ActiveL(Record]s (OFR) Vital.Options (in office)Retention M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally Performed by file folder. Litigation, complaints, claims ublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Campaign Filings (FPPC 400 Series Forms): THOSE NOT Paper must be retained for at City Clerk CC-019 REQUIRED TO FILE 4 years 4 years Mag, Ppr least 2 years; GC ORIGINAL WITH CITY CLERK §81009(f)&(g) (copies) Campaign Filings (FPPC 400 Series Forms): OTHER Paper must be retained for at City Clerk CC-020 COMMITTEES (PACs -not 7 years 7 years Mag, Ppr least 2 years; GC _ candidate -controlled) §81009(c)&(g) Department Preference; Statewide guidelines Candidate File: Nomination proposes 4 years for Papers, Candidate Statement Term of Term of successful candidates, 2 City Clerk CC 021 Forms, etc. - SUCCESSFUL Office + 4 Office + 4 Mag, Ppr years for unsuccessful; CA CANDIDATES years years law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 Statewide guidelines Candidate File: Nomination proposes 4 years for Papers, Candidate Statement successful candidates, 2 City Clerk CC-022 Forms, etc. - Election + 4 Election + 4 MagPpr ' p years for unsuccessful; CA UNSUCCESSFUL years years law states term of office and 4 CANDIDATES years after the expiration of term and does not delineate between the two; EC 17100 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 23 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of i Retention No. Records Description Retention / Disposition Record Comments / Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Records Vaal? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full rile folder e. . last document + 2 ears since destruction is normally Performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election City Clerk CC-023 Services, Candidate 2 years 2 years Mag, Ppr GC §34090 Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc. Elections - HISTORICAL (Sample ballot, copies of City Clerk CC-024 resolutions with the final 2 years P P Mag, Mfr, S No Retained for Historical Value, results-, Certificate of Election, OD, Ppr GC §34090 Oath of Office Not accessible to the public; Results or Results or The 8 month retention applies Elections - Petitions (Initiative, Final Final after election results, or final City Clerk CC-025 Recall or Referendum) Examination Examination Ppr examination if no election, if No Election if No Election unless there is a legal or + 8 mo. + 8 mo. FPPC proceeding. EC 17200 17400 ELECTIONS - STAND-ALONE use in con'unction with Consolidated elections ... records series are not repeated) CityClerk CC-026 Applications to View Voter Registration Information 5 years 5 years Ppr EC 2188(f) Assessment District Ballots, City Clerk CC-027 Protest Letters, & Envelopes - 2 years 2 years Ppr GC §53753(e)(2) Prop. 218 roceedin s CityClerk CC-028 Ballots, Ballot Security Envelopes - After Election 6 mo. 6 mo. Ppr EC §17302 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 24 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims ublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). City Clerk CC-029 Ballots, Ballot Security Envelopes - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-030 Ppr If uncontested, EC §17304 Challenged & Assisted Voters List 6 mo. 6 mo. City Clerk CC-031 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC-033 Roster of Voters 5 years 5 years Mag, Mfr, EC §17300 OD, Ppr City Clerk CC-034 Tally Sheets, Logic & Accuracy 6 mo. 6 mo. Ppr EC §17304 Test Certifications Vote -by -Mail Applications, City Clerk CC-035 Roster of Absentee 6 mo. 6 mo. Ppr EC §17505 il— Applications CC-036 6 mo. Ppr City Clerk Vote -by -Mail Identification 6 mo. EC §17302 _ Envelopes Voter Index Copies used as the City Clerk i CC-037 - - Votin�Record at Polling 6 mo. 5 vears 6 mo. Ppr - P r EC §17304 EC 417001 Citv Clerk CC-038 Voter Index Oriclinal - -- 5 vears End of Elections Section City Clerk CC-039 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §§12946, 29 USC 1113 City Clerk determines Historical Records, historical significance; Photographs, & Historical records can address a variety City Clerk CC-040 Projects (e.g. Incorporation, P P Mag, Mfr, S No of subjects and media. Some City Seal, Awards of significant OD, Ppr media (e.g. audio and video historical interest, etc.) tape) may be limited because of the media's life ex ectancy; GC §34090 2 years Mag, Ppr City Clerk CC-041 Housing Lottery /Interest Forms 2 years GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 25 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Cit -tide Standards Retentions be in when the act is completed, and imply a full file folder e. q. last document + 2years),since destruction is normally performed by file folder. Liti ation com taints claims ublic records act reguests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Minutes: Active - City Council, Board of Library Trustees, Business & Industry Commission (BIC), Green Vernon Commission (GVC), Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant Committee (VCFGC), Vernon Housing Commission (VHC), Vernon Historic Preservation City Clerk CC-042 Society (VHPS) P P Mag, Mfr, S / I No GC §34090 OD, Ppr Inactive - Industrial Development Authority (IDA), Personnel Committee, Police & Fire Commission, Public Benefits Resource Committee (PBRC), Redevelopment Agency, Vernon Housing Authority (VHA), Vernon Natural Gas Financing, Finance Committee) Municipal Code When No When No Preliminary drafts not City Clerk CC-043 Administration, Distribution, Longer Longer Mag, Ppr retained in the ordinary etc. Required Re uired I I Icourse of business; GC VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 26 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=ScanQC'd? If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normal/V performed by file folder. Liti ation complaints, claims public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Notices: Active - City Council,' Board of Library Trustees, Business & Industry Commission (BIC), Finance Committee, Green Vernon Commission (GVC) Inactive - Industrial Development Authority (IDA), Personnel Committee, Police & Statute of Limitations on Fire Commission, Public Municipal Government City Clerk CC-044 Benefits Resource Committee 2 years 2 years Mag, Ppr actions is 3 - 6 months; (PBRC), Redevelopment CCP§337 et seq; GC §34090 Agency, Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant Committee (VCFGC), Vernon Housing Authority (VHA), Vernon Housing Commission (VHC), Vernon Historic Preservation Society (VHPS), Vernon Natural Gas Financing --Authority VNGFA Oath of Office: City Council, Term of Mag, Mfr, Yes: After Department Preference; GC City Clerk CC-045 Boards & Commission Office + 4 P P OD, Ppr S / I QC'd & OD §34090 Members Ordinances ears GC §34090 City Clerk CC-046 P P Mag, Mfr, S / I No Public Records Requests / OD, Ppr City Clerk CC-047 Request for Records / 2 years 2 years Mag, Mfr, S / I Yes: After GC §34090 Subpoenas (Records / Duces OD, Ppr QC'd & OD Tecum VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 27 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Officeof Retention No. Records Description Retention I Disposition Record Comments I Reference Inactive Image: Destroy I Active (OFR) Total Vital? Media I=Import Paper after (Records (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally e►formed by file folder. Litigation, complaints, claims ublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference; Real Property: Deeds, Mag, Finals are maintained by City City Clerk CC-048 Easements, Liens, Rights of P P Yes (all) OD, PprMfr, S No Clerk; Department file may Way include correspondence; GC 34090 et seg. Recordings - A ICY RECORDINGS of Meetings / Audio Tapes Active - City Council, Board of Library Trustees, Business & Industry Commission (BIC), Industrial Development Authority (IDA), Green Vernon Commission (GVC), Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant Committee Department preference; State City Clerk CC-049 (VCFGC), Vernon Housing 10 years 10 years Mag, OD law only requires for 30 days; Commission (VHC), Vernon GC §54953.5(b) Historic Preservation Society (VHPS) Inactive - Industrial Development Authority (IDA), Personnel Committee, Police & Fire Commission, Public Benefits Resource Committee (PBRC), Redevelopment Agency, Vernon Housing Authority (VHA), Vernon Natural (was Financina Emnnnnp_ P City Clerk CC-050 Records Destruction 10 years P Mag, Mfr, S / I Yes: After Department preference; GC Authorization Forms _ QC'd & OD 34090 Records Retention Schedules / Mag, Mfr, City Clerk CC-051 Amendments to Records 10 years P P OD, Ppr S / I No GC §34090 et. seq. Retention Schedules VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 28 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Retention No. Records Description I Retention I Disposition Comments / Reference Record _ Image: Destroy Inactive Active Total M edia I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally erfo►med by file folder. Liti ation complaints, claims ublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). City Clerk CC-052 Redevelopment Plans P ! P � Mag, , Mfr, ODPpr S Yes: After QC & OD Department Preference- GC §34090 - Resolutions: Active -City f - - - -_ - - _ Council, Board of Library Trustees, Business & Industry Commission (BIC), Green Vernon Commission (GVC), Successor Agency (SA), Oversight Board (OB), Vernon Community Fund Grant j Committee (VCFGC), Vernon Housing Commission (VHC), Vernon Historic Preservation Mag, Mfr, City Clerk CC-053 Society (VHPS) P p OD, Ppr S / I No GC §34090 Inactive - Industrial Development Authority (IDA), Personnel Committee, Police & Fire Commission, Public Benefits Resource Committee (PBRC), Redevelopment Agency, Vernon Housing Authority (VHA), Vernon Natural Gas Financing, Finance mmi 1 Mag, Mfr, Yes: After Subpoenas for Personal City Clerk CC-054 Appearance (City Hall 2 years 2 years OD, Ppr S / I OC'd & OD GC §34090 Employees, Fire Employees) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 29 Ver 6.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # - - Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention I Options M=Mfr Center) 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. Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement). ADMINISTRATION Emergency Operations Plan Superseded Superseded Mag, Fire / FR-001 (includes Office of Emergency and and Yes (all) Mfr, OD, S/I No GC §34090 Admin. Management & Homeland Security) Approved Approved Ppr Fire / FR-002 EOC Activations & Drills S / I I Yes: Department Preference; GC I After QC §34090 10 years 10 years Mfr, OD, Admin. Ppr Fire Sprinkler Inspections and/or Minimum 10 Minimum 10 Mag, Fire / Department Preference; GC Admin. FR-003 Certifications (includes Title 19 years years Ppr §34090 certifications) _ Monthly Statistical Reports /Run Fire / When No When No Mag' Considered a preliminary draft / FR-004 Admin. Statistics Longer Longer Ppr copy (the Fire database is the Required Required on inal); GC §34090 et seq. - Copies - Copies - _ Originals Maintained by City Clerk City Clerk FR-005 Mutual Aid Agreements, Joint When No When No Longer Mag, Ppr or County Clerk of the Board Power Authorities Longer Permanently; GC §34090.7 Required Re uired 2 years 2 years Mag, ' GC §34090 Fire FR-006 Ride -A -Long Waivers Admin. Department preference; Preliminary drafts not made or Fire / Minimum 2 Minimum 2 Mag, Yes: retained for the purpose of FR-007 Special Events / Ops Plan Mfr, OD, S / I After QC preserving the informational Admin. years years Ppr & OD content for future reference; GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)) Strike Team Reimbursement (OES 10 years 10 years Mag, Department Preference; GC Fire / FR-008 Admin. / FEMA Ppr 34090 EMERGENCY MEDICAL SERVICES VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 30 Ver 6.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Records Description Retention / Disposition Comments I Reference Record Series # Destroy � Image: Inactive paper Active Total Media 1=Import (OFR) (Records Vital? j after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investigations susp,end normal retention periods retention begins after settlement). Department Preference - Controlled Substance Logs, Controlled substances are required Fire / EMS FR-009 Inventories / Ambulance Inventory 3 years 3 years Yes Ppr for 2 years after inventory or Logs transaction; 21 CFR §1304.04, 1310.04 Data is interrelated; GC §34090, Fire / EMS FR-010 Emergency Medical Database Indefinite Indefinite Yes Mag and Admin. 60201 et seq. Statute of Limitations for health EMS Complaints / CQI (Continuous Mag, providers is 3 years; 13 CCR Fire / EMS FR-011 Quality Improvement) / Quality 3 years 3 years Ppr 1100.7, UFC §104.3.2, §104.3.4, Assurance GC §34090, 60201 et seq. HIPAA Policies and Procedures Superseded Superseded Mag, Yes: Fire / EMS FR-012 (Health Insurance Portability and + 6 years + 6 years Mfr, OD, S After 1 24 CFR 164.5300) Accountability Act) P year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare Patient Care Reports / PCRs / providers"; Statute of Limitations Fire / Paramedic Release Forms (EMS Mag, Yes: for health providers is 3 years,- Admin. & FR-013 transportation) / Consent Form with 20 years 20 years Mfr, OD, S After 1 CCP §340.5, GC §34090-1 H&S §§1797.98(e) 123145; 42 CFR EMS Assignment of Benefits: ADULTS Ppr year 482.24(b)-1 9 CCR 9444, 22 CCR AND JUVENILES 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1-1 CMS Pub. 100-4, Chapter 1, Section 110.3 FIRE MARSHAL I FIRE PREVENTION VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 31 Ver 6.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # - - - - - Destroy II Image: Inactive Active Total Media I=Import paper cords Retention Vital. ' Options M=Mfr (OFR) I I (in office) ( after Center)R S=Scan Imaged & QC'd If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Liti ation, claims, complaint , public records act requests, audits and/or investi ations sus end normal retention periods retention begins after settlement). Life of the Life of the Fire / Fire Annual Fire Inspection Notices / Structure or Structure or Prevention Citations / Notice of Violations Activity, or Activity, or Mag, Yes: Required for the Life of the Admin. / FR-014 Minimum 5 Minimum 5 Mfr, OD, S / I After QC Structure or Activity, or Minimum 5 Public Fire (Cspections Permits), and years, years, Ppr & OD years CFC §§ 104.6 - 104.6.4 Works Occupancy inspections are maintained pant Whichever is Whichever i in Public Works Address Files Longer LongerFire - - Minimum 2 Minimum 2 / Fire Mag, Department Preference; GC § Prevention FR-015 Film Permits (Issued by Film LA) years years Ppr 34090 et seq. Admin. Mag, Fire / Fire Yes: Department preference (Capital Marshal FR-016 Fire Investigations Arson & P P Mfr, OD, S / I After QC Crimes have no statute of Admin. Capital Crimes Only - - - Ppr & OD - limitations); GC §34090 et seq. - - - When No When No - - - - - - - - Fire / Fire Fire Investigations -OTHER Than Longer Longer Mag, Department preference; GC Marshal FR-017 Arson & Capital Crimes Required - Required - Ppr §34090 et seq. Admin. Minimum 5 Minimum 5 ears ears When No _ When No Fire / Fire Public Information /Education Longer Longer Mag, Department Preference; GC Prevention FR-018 (When produced internally) Required - Required - Ppr §34090 Admin. Minimum 2 Minimum 2 ears years When No When No Fire / Fire Weed Abatement /Vegetation Longer Longer I Mag, Department Preference; GC Prevention FR-019 Abatement Required - Required - Ppr §34090 Admin. Minimum 2 Minimum 2 ears I years VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 32 Ver 6.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # Destroy Image: Inactive Paper (OFR) Active Total Media 1=Import (Records Vital? after � (in office) i Center) Retention ,Options M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imDlv a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention eriods retention begins after settlement). OPERATIONS I SUPPRESSION Department Preference to be in Fire / Ops FR-020 Apparatus, Equipment &Vehicle I Surplus + 2 Surplus + 2 Mag, compliance with NFPA Standards for in-service automotive fire Records &Testing years years Ppr apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 When No When No Longer Longer i Fire / Ops FR-021 Daily Log Books Required - Required - Ppr GC §34090 Minimum 2 Minimum 2 ears When Superseded, Mag, Department Preference; GC Fire / Ops FR-022 DMV Pull Notices (Fire Personnel) or Upon Ppr §34090 Separation F Department preference; Calif. Labor Division is required to keep their OSHA records 7 years; Employee Training File (by EEOC/FLSA/ADEA (Age) requires employee) Mag, Yes: 3 years for promotion, demotion, Fire / Ops FR-023 ' Separation + Separation + Mfr, OD, S When transfer, selection, or discharge; Individual Training Certificates, 5 years 5 years Ppr Inactive State Law requires 2 -3 years for Continuing Education for personnel actions; 8 CCR §3203 Paramedics et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b Minimum 10 Mag, Department Preference; GC Fire Hydrant Valve Exercises / Minimum 10 Fire / Ops FR-024 Notice of Deficiency years ears Ppr 34090 Mag, Fire / Data is interrelated; GC §34090 et Admin. & FR-025 (Fire Incident RMS Database Indefinite Indefinite Yes Ppr seq. Ops i VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 33 Ver 6.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Records Description Retention / Disposition Comments /Reference Record Series # - -- Destroy I 1 Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC' If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, public records act requests, audits and/or investi ations sus end normal retention periods retention be ins after settlement). Fire / Ops FR-026 Fire Training Center - Waivers of 2 years 2 years Mag, GC §34090 Liability Ppr 15 years Mag, Fire / Ops FR-027 ISO Insurance Ratings 15 years Department Preference (rated Ppr every 10 years); GC §34090 When Yes: Before Mag, Preliminary drafts; GC §34090 et Fire / Ops FR-028 Pre -plan Sheets When Superseded Superseded Event Ppr seq. Fire / Programs and Projects (e.g. Cadet, Admin. & FR-029 CPR Program, Fire Service Day, Minimum 2 Minimum 2 Mag, Department Preference; GC § Ops etc.) years Indefinite years Ppr 34090 et seq. Fire / Ops FR-030 Training Database / Log (Target Indefinite Mag, Data is interrelated; GC §34090 et Solutions) Ppr seq. Vehicle Safety Checks / Daily When No When No Vehicle Inspections / Daily Longer Longer Fire / Ops FR-031 Equipment Checks (Fire Vehicles Required - Required - Ppr GC §34090 Only) Minimum 2 Minimum 2 ears years VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 34 Ver. 4.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Officeof Retention No. Records Description Record Retention / Disposition Comments / Reference Destroy Image: Inactive Paper (OFR) Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normallyperformed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Aboveground Storage Tanks (City- Department Preference; Health & Owned and/or Privately Owned) applies to both Tier I and Tier Environmental H&EC-001 20 years 20 years Mag, Ppr II Tanks; (Tier II tanks are Control Spill Prevention Control and I required to have an integrity Countermeasures (SPCC), Inspections, test every 20 years); GC Integrity Testing, Maintenance, Repairs §60201 Department preference; Health & Animal Control - Transportation of Transportation of dead Environmental H&EC-002 Animals 3 years 3 years Mag, Ppr animals are required for 1 Control year; 3 CCR 1180.15; GC 34090 Health & ControlAnimal Investigations Environmental H&EC-003 g Resolution+ Resolution + MagPpr Department Preference; GC Problem Files Control Y 3 years , §34090 et seq. Health & Animal Control Notices to Comply, Environmental H&EC-004 Warning Letters / Notices / Citation 3 years 3 years Mag, Ppr Department preference; GC Control Books §34090 Health & Environmental H&EC-005 Animal Licenses / Dog Licenses I 3 years 3 years Ppr Department preference., GC Control §34090 Department preference; Health & Backflow: Water System Mag, Yes (after Meets California Department Environmental H&EC-006 Backflows / Cross- Connection 5 years 5 years Mfr, OD, S / I 2 years) of Health requirements (3 Control Ppr years); GC §34090; 17 CCR 7605 Health & Bite Reports / Rabies Control Environmental H&EC-007 3 years [Ed Mag, Ppr Department Preference; GC Records Control I §34090 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 35 Ver. 4.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media ' I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C' d? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation, complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Health & CalARP (California Accidental When No Environmental H&EC-008 Release Prevention) Risk Longer Mag, Ppr City is not lead agency; given Control Management Reviews, Comments Required 7years back to facility Health & Catering Truck Permits,Environmental H&EC-009 Inspections, Citations, Violations 2 years Mag, Ppr GC §34090 Control Health & Development SWPPP Stormwater Mag, Department preference; Environmental H&EC-010 Pollution Prevention Plan / Finalled + 3 Finalled + 3 Mfr, OD, S / I Yes: After Monitoring records required Control Construction Monitoring years years Ppr QC & OD for 3 years; 40 CFR Health & Environmental Assessments / 122.21, 122.41, 122.44 Mag, Environmental H&EC-011 Phase 1 Environmental P P Mfr, OD, S Yes: After Department Preference; GC Control Assessments Ppr 1 year §34090 et. seq. Health & Environmental H&EC -012 Free Sale Letters / Food Shipping 2 years 2 years Mag, Ppr GC §34090 Control Certificates Health & Mag' Environmental H&EC-013 Groundwater Quality / Infiltration P P Mfr, OD, S Yes: After Department Preference; GC Control Ppr 1 year §34090 et. seq. Health & Environmental H&EC-014 Hazardous Materials Business Superseded + Superseded Mag, Ppr Department Preference; GC Control Plans (HMBP) 5 years + 5 years §34090 Health & Department Preference; 40 Environmental H&EC 015 Hazardous Waste Manifests / 5 years P P Mf OD, S Yes: After CFR 262.40, 8 CCR Control Certificates of Disposal Ppr QC & OD 3204(d)(1)(A), 22 CCR - 66262.40 - _- Health & Environmental H&EC-016 Jail Inspections 2 years 2 years Mag, Ppr GC §34090 Control Indefinite Yes Finance / H&EC-017 Permitted Uses / Health Permit Indefinite Mag Data Fields /Records are Accounting Database Envision interrelated; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 36 Ver. 4.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Image: I Destroy Inactive Paper Active Total Media 1=Import' (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) 'Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Health & Permitted Uses Billing / Invoices Mag, Department Preference Environmental H&EC-018 (Food, Garment, Hazardous Materials, Underground Storage 5 years 5 years Mfr, OD, S / I Yes (after 2 years) (meets municipal government Control Tanks, etc. Ppr records); GC §34090 Health & Environmental H&EC-019 Department Preference; GC Permitted Uses: Hazardous P P Mag' Mfr, OD, S/ I Yes (after Control Materials / USTs (Salmon) Ppr 2 years) §34090 Health & Environmental H&EC-020 Permitted Uses: Food Processing Department Preference; GC Change of Occupant + 2 Change of Occupant + 2 Mag, Mfr, OD, S / Yes (after Control Occupancies (Green) Permitted Uses: Garment ears ears Ppr Mag, Mfr, OD, 2 years) §34090 Department Preference; GC Health & Environmental H&EC-021 Change of Occupant + 2 Change of Occupant + 2 S / Yes (after Control Assemblild y Occupances (Go) ears ears Ppr 2 years) §34090 Health & Mag, Permitted Uses: Light Use Change of Change of Environmental H&EC-022 Occupancies - No Permits Occupant + 2 Occupant + 2 Mfr, OD, S / I Yes (after Department Preference; GC Control Required (White) years Ppr 2 years) §34090 Health & Environmental H&EC-023 Permitted Uses: Solid Waste / Mag, Mfr, OD, Yes (after Department Preference; GC Change of Occupant + 2 Change of Occupant + 2 S / I Control Recycling ears years Ppr 2 years) §34090 Department Preference Health & Pest Control / Pesticide Use (agricultural pesticide records Environmental H&EC-024 Reports 2 years 2 years Mag, Ppr are required for 2 years); 3 Control CCR 6623, 40 CFR 171.11 et -_- seg.; GC §34090 Remediation Cases /Studies and Health & Mag, ---- H&EC-025 Re orts, Contamination Data, p P P 1 Mfr, OD, S / I Yes (after Department Preference; GC Control Permits for Soil Bong, Site Safety Boring, Ppr 2 years) §34090 Plans, etc. Health & Solid Waste Franchise Hauler Environmental H&EC-026 Permits / Recycling Permits / Truck Expiration + 2' Expiration + Mag, Ppr,, Department Preference; GC Control Inspections years 2 years §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 37 Ver. 4.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Retention Options M=Mfr Center) Imaged & '', S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Health & Solid Waste Tonnage Reports / AB g Environmental H&EC-02710 y ears 10 years Mag, Mfr, OD, S / I Yes (after Department Preference; GC Control 939 Compliance Ppr 2 years) §34090 Department Preference; Health & Stormwater Monitoring / NPDES Minimum 5 !, Minimum 5 Monitoring records required Environmental H&EC-028 Monitoring and Inspection (by Mag, Ppr for 3 years; 40 CFR Control ;Address) years years §§122.21, 122.41, 122.44-1 CCP §337 et seq. Required for a minimum of 5 Health & Environmental H&EC-029 Stormwater: Business Inspections Minimum 5 Minimum 5 Mag, Mfr, OD, S / I Yes: After years; 40 CFR 122.410)(2); SWRCB Order 2006 03; 40 Control (by Address) years years Ppr i QC & OD CFR §§122.21, 122.41, 122.44; GC §34090 Monitoring and Maintenance Underground Storage Tank (City- records are required on site Owned and/or Privately Owned) for 3 years, 6 '12 years for Health & cathodic protection Environmental H&EC-030 UST Monitoring, Inspections and 7 years 7 years Mag, Ppr maintenance, 5 years for Control Maintenance, Release Detection calibration & maintenance of Systems, Cathodic Protection release detection systems; 23 Maintenance Records CCR 2712(b); H&S 25284.2(i Department Preference Underground Storage Tanks (City- Health & Owned and/or Privately Owned) Environmental H&EC-031 P I Mag, Yes: After (required for the life of the P Mfr, OD, S 1 tank); 23 CCR 2712(b), H&S Control iLocations, Soil Remediation, Ppr year §25284.2(i); GC §34090 et. Monitoring Well Records I I seg. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 38 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for ON -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. q. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department Preference-, IRS: 4 yrs after tax is due or paid; Human 1095-C (Employer -Provided Ca. FTB: 3 years; Articles HR-001 Resources Health Insurance Offer and 5 years 5 years Mag, Ppr show 7 years; 26 CFR Coverage) §31.6001-1(e)(2), R&T §19530-129 CFR 516.5 - 516.6, 29 USC 436, GC 34090 Background File / Recruitment Department preference; 29 Human HR-002 File - (SUCCESSFUL) Separation + Separation + Ma Ppr g' p CFR 1602.31 & 1627.3(b)(ii), Resources Except for Police Dept. 6 years 6 years GC §§ 3105, 12946, 34090; 29 USC 1113 Background File / Recruitment Department preference; 29 Human HR-003 Resources File - (UNSUCCESSFUL) 3 yeas 3 years Mag, Ppr CFR 1602.31 & 1627.3(b)(ii), Except for Police Dept. GC §§ 3105, 12946, 34090; 29 USC 1113 Bureau of National Affairs Classification /Reorganization recommends 2 years for all Human HR 004 Studies (for employee Minimum 3 Minimum 3 supplementary Personnel Resources classifications and department years years MagPpr , records; Wage rate tables are structures) 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR _ 1602.14, GC 12946, 34090 Bureau of National Affairs recommends 2 years for all supplementary Personnel Human HR-005 Compensation Surveys & Minimum 3 Minimum 3 Mag, Ppr records; Wage rate tables are Resources Studies Y ears Y ears 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 39 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention No. Records Description Record Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active Total Media 1=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . IAll State and Federal laws require retention until final Human Department of Fair Final Final disposition of formal Resources HR-006 Employment & Housing (DFEH Disposition + Disposition + Mag, Ppr complaint; State requires 2 or EEOC) Claims 3 years 3 years years after "fully and finally disposed"; 2 CCR 7287.0; GC 12946, 34090 When When Human HR-007 DMV Pull Notices (All, Superseded, Superseded, Mag, Ppr Department Preference; GC Resources Including Fire & PD) or Upon or Upon §34090 _ Separation Separation Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) Human HR 008 Drug & Alcohol Test Results 5 years 5 years Mag Ppr requires 3 years physical Resources (All - Positives and Negatives) examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Employee Computer Loan / Tuition Reimbursement Employee in Employee in Department Preference; Human Determination Memorandas, Good Good Meets Municipal Government Resources HR 009 (Employee is in Good Standing + 5 Standing + 5 Mag, Ppr Auditing Standards; Statute of Standing) / Receipts and years years Limitations is 4 years; CCP Payments §337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 40 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Officeof Retention No. Records Description Record Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for Human HR-010 Grievance Files Resources Separation + 6 years Separation + 6 years Mag, Ppr promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC 1113 Non -citizens must re -certify periodically; Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA Human HR-011 I-9s Separation + Separation + Mag Ppr (Age) requires 3 years for Resources 3 years 3 years "any other forms of employment inquiry", State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 41 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. I Records Description Record Retention / Disposition Comments / Reference Image: Destroy Inactive (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Ci -wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human HR-012 Job Descriptions / Minimum Superseded Minimum Superseded Mag, Mfr, S / I Yes: After transfer, selection, or discharge; State Law requires Resources Classification Specifications p + 3 years + 3 years OD, Ppr QC & OD 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113 Labor Relations Files - Human HR 013 (Negotiation Notes, 5 years P P Mag, Mfr, S / I Yes: After Department Preference; GC Resources Correspondence, Interpretation OD, Ppr QC & OD §34090 of MOU Provisions, Documentation, etc. Calif. Labor Division is required to keep their records Human HR-014 OSHA Logs & Citations - Osha 5 years 5 years Mag, Mfr, S Yes: After 7 years; OSHA requires 5 Resources Lo 200, 300, 301, 301A, etc i 9 OD, Ppr QC & OD years; State law requires 2 years; 8 CCR §3203(b)(1), GC 34090.7; LC §6429c VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 42 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record i Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? Vi (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claims ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Department Preference; statute of limitations for Personnel Files - Employee retirement benefits is 6 years File from last action; EEOC/FLSA/ADEA (Age) Human HR 015 Includes Application, Separation +', Separation + Mag, Ppr requires 3 years for Resources Evaluations, Policies, Oaths of 6 years 6 years promotion, demotion, Office, PAFs (Personnel transfer, selection, or Action Forms), etc. discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC 1113 Personnel Files - Medical File Separation + Department preference; Files (all employees) 24 years, or 30 years, or maintained separately; Human Termination Separation + Termination Yes: Until MagMfr Yes: After Claims can be made for 30 HR-016 Resources Pre -employment Health of Benefits, 6 years of Benefits, Separation OD,,Ppr, S Separation + years for toxic substance Clearances, ADA whichever is whichever is 1 year exposure; 8 CCR §3204(d)(1) Accommodations, Respirator longer loneret g seq., 29 CFR Fit Tests, etc. 1910.1020 d 1 i , GC Recruitment and Testing File Department preference; (Includes Advertisements, EEOC / FLSA / ADEA (Age) Human Applications for Unsuccessful Hiring Hiring requires 1-3 years; State Law Resources HR-017 Candidates, Interview Notes, Decision + 3 Decision + 3 Mag, Ppr requires 2 - 3 years; 29 CFR Job Brochures, Test Data, years years 1627.3(b)(i), 29 CFR 1602.14 Testing Analysis & statistical et seq. 2 CCR 7287.0(c)(2), Metric, Job Analysis, Rating GC §§12946, 34090 Sheets, Scantrons, etc. Studies & Surveys - Informal - When No When No Preliminary drafts not Human HR-018 Conducted on Behalf of the Longer Longer Mag, Ppr retained in the ordinary Resources CitySick Leave, Attrition, ( Required Required course of business; GC Benefits, etc. 34090 VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 43 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Retention No. Records Description Record Retention / Disposition Comments I Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & ! S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Human HR 019 Workers Compensation Claim 5 years 5 years MaP gpr Meets auditing standards; GC Resources ! Runs / Monthly Reports 34090 Separation + Department preference; Files Workers Compensation Claims P 20 ears, or y 30 years, or maintained separately; Human / Long Term Disability Claims Separation + Termination Termination Yes: Until Mag, Mfr, Yes: After Claims can be made for 30 Resources HR-020 (Includes all Accident, Incident, 10 years of Benefits, of Benefits, Separation OD, Ppr S QC & OD years for toxic substance or Injury Reports from whichever is whichever is exposure; 8 CCR §3204(d)(1) Employees) longer longer et seq., 29 CFR 11910.1020 d 1 i , GC VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 44 Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media 1=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) 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. Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Used for Disaster Recovery When No When No Purposes Only; Considered a Information IT-001 Backups - DAILY (Monday - Longer Longer Yes Mag. copy and can be destroyed Technology Sunday) Required Required when no longer required; tapes are in autochangers and are _ overwritten; GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off -site in When No When No commercial storage for disaster Information IT-002 Backups - WEEKLY Longer Longer Yes Mag. recovery; Considered a copy Technology Required Required and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. When No Preliminary documents not Information Network Configuration Maps & Technology IT-003 Plans Longer rReed Yes Mag. retained in the ordinary course Reguired of business; GC §34090 et seq. For legal compliance for WORM / DVD-r / CD-r / Blue Ray- Trustworthy Electronic Records Information IT-004 R or other unalterable media that P P OD (when the electronic record Technology does not permit additions, serves as the official record); GC deletions, or changes 60200, 12168.7, EVC 1550, CCR 22620 et seq.. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 45 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active i Inactive Total (Records Vital? Media I=Import Paper after (in office) ! Retention Center) 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 ears since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CAD / DISPATCH Department Preference Audio Recordings or Tapes - (consortium standard); Statewide Police / (CAD/RMS) Recordings of Minimum Minimum guidelines propose 180 days Commun. PD-001 Telephone & Radio 180 days 180 days Mag (legally mandated for 100 days); Communications Dispatch Tapes (may be discoverable or made (CAD) public in some circumstances), GC §§34090, 34090.6 DETECTIVE BUREAU Police / Investigation Files and Arrest Transfer to Transfer to Final reports and records are Detectives PD-002 Files Records Records Mag, Ppr transferred to the case file stored in Records; GC §34090 et seq. PATROL Canine (Police Service Dogs) 3 years is required for animal Police / PD 003 Program Files !Training Files: Separation +' Separation + Mag, Ppr care / treatment records; FA Patrol Animal Files 3 years 3 years §32003(e), PC §597.1(d); GC §34090 et seq. Canine (Police Service Dogs) Police / Department preference; GC Patrol PD-004 Program Files: Action Reports, 5 years 5 years Mag, Ppr §34090 et seq. Monthly Reports Department preference; Police / PD-005 Extra Patrol requests 2 years 2 years Mag Preliminary drafts not retained in Patrol the ordinary course of business; GC §34090 et seq. 5 years Police / PD-006 PAS Device Calibration Logs 5 years Mag, Ppr Department preference; GC Patrol §34090 et seg. 2 years Department preference; GC Police / PD-007 Ride -A -Long Waivers 2 years Mag Patrol §34090 et seg. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 46 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total ' Media I=Im ort Paper after Vital? I (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normallyperformed b file folder. Liti ation, complaints- claims, ublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Police / PD-008 Scheduling / Telestaff Database Indefinite Indefinite Yes Mag Data Fields / Records are Patrol 2 Years Mag, Ppr interrelated; GC §34090 GC §34090 et seq. Police / ffic TraControl: Radar Patrol PD-009 Calibration Records 2 years Department preference; Police / PD-010 Watch Commander Logs 2 years 2 years Mag Preliminary drafts not retained in Patrol the ordinary course of business; GC 34090 et seq. PROFESSIONAL STANDARDS UNIT Department Policies & Police / PD-011 Procedures / Operation Directives / General Orders / Minimum 5 Minimum 5 Mag, Mfr, S / I Yes: After Department Preference; GC § PSU Lexipol (Department Policies and years years OD, Ppr superseded 34090 et seq. Procedures) State requires for at least 5 years Internal Affairs Investigations - for Citizen's complaints; other Individual Officers / Complaints State & Federal laws require Against Officers Final Final retention until final disposition of Police / PD-012 Disposition + Disposition + Mag, Ppr formal complaint; State requires PSU (May include criminal acts, moral 5 years 5 years 2 years after action is taken; turpitude, complaints generated Statute of Limitations is 4 years from a citizen) for misconduct; EVC § 1045(b)(1), GC §§12946, 34090; Incident + 5 VC §2547 Police / PD-013 Internal Pursuit Critiques 5 Mag, Ppr Department preference; GC PSU ears 2 years §34090 et seg. Police / PD-014 Press Releases PSU tnden Mag, Ppr Mag, PprPSU GC §34090 Department preference; GC Police / PD-015 Range Qualifications 5 years §34090 et se . Incident + 5 5 Mag, Ppr Department preference; GC Police / PD 016 Use of Force Review PSU ears 12946, 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 47 Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive (OFR) Active (Records Total Media I=Import Paper after Vital? (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PROPERTY & EVIDENCE Police / Follows the Follows the ' Property & PD-017 Crime Report Photos Retention Retention of Mag, Mfr, Yes: After 1 Department Preference; GC S / I Evidence Period of the the Evidenc OD, Ppr year §34090 Evidence Police / Gun and Narcotics Destruction Property & PD-018 Department Preference; GC Minimum 2 Minimum 2 Log (Documents related to) years years Mag, Ppr §34090 Evidence Police / Lost & Found Property Property & PD-019 (Documents related to) 2 years Mag, Ppr GC §34090 Evidence Police Property & PD-020 Property & Evidence Logs 2 years L2years Mag, Ppr GC §34090 Evidence Police / Property & PD-021 Property Auctions 2 years Mag, Ppr GC §34090 Evidence RECORDS Police / Administrative Reviews: Records PD-022 Citations / Notice to Appear - ALL' 2 years 2 years Mag, Ppr GC §34090 et seq. (Parking, Marijuana, Moving) Police / Case Log Books / Proof of cases Minimum 2 PD-023 Minimum 2 Mag, Ppr Department Preference; GC Records filed prior to 1999 ears ears §34090 Police / Citations / Notice to Appear - ALL PD-024 2 years Records (Parking, Marijuana, Moving) 2 years Mag, Ppr GC §34090 et seq. VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 48 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Image: Destroy Inactive Active Total Media 1=Import Paper after (OFR) (Records Vital? (in office) Retention Center) Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT Provided there are no REPORTS: outstanding warrants, unrecovered identifiable items, ALL FELONIES & criminal deaths, they are not Police / MISDEMEANORS, Except Mag, Mfr, historically significant, and it is Yes: After 3 PD-025 Those Specifically Mentioned Records 10 years 10 years Yes ODPpr S/M/I not classified under PC §800 & in the Schedule , years 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile e.g., Burglaries, Domestic marijuana after age18; H&S Violence, Traffic Collision, 5150, Detention Reports, etc. §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. CRIME REPORTS / INCIDENT REPORTS: Individual petitions District Factually Innocent Petition Police / Date of Date of Yes: Before Mag, Mfr, Attorney; Sheriff concurs that Yes: After 3 Records PD-026 Accepted Records Sealed Arrest + 3 Arrest + 3 Disposition OD, Ppr S/M/I Person is factually innocent, then Pending Destruction - Except years years years seals record ("Shall" Destroy); those with outstanding stolen GC §34090; PC §851.8(a) property, including firearms, or lost firearms CRIME REPORTS / INCIDENT REPORTS: Police PD-027 Firearm Found or Firearm Found or Mag, Mfr, Yes Yes: After 3' S/M/I PC§ 11108(b); GC§ 34090 Reco ds Firearms entered into CLETS OD, Ppr years (if not Permanent Retention) - Recovered Recovered Found / Recovered Firearms VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 49 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally erformed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). CRIME REPORTS /INCIDENT REPORTS: Department Preference; DOJ retains CACI (Child Abuse IF IMAGED, Capital Crimes I Central Index) information for Homicides /Major Crimes I adults 100 years; others have no Police / PD-028 Serious Felonies I Sex Crimes / P P Yes Mag, Mfr, S/M/I Yes: After 3 limitations on commencement of Records Child Abuse / Fatals / Felony OD, Ppr years action; Courts keep permanently DNA (Crimes Subject to the PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, Death Penalty), Sex Crimes (PC 803(h), 11169 et seq.; 11170(a); §288, 290, WIC 707(b)), PC WIC 707(b) 803 h CRIME REPORTS / INCIDENT Date of Date of REPORTS: Incident + 10 Incident + 1 Police / PD-029 years, years, Yes: Before Mag, Mfr, S/M/I Yes: After 3 PC §§11169(i); 11170(a); GC Records Juvenile Child Abuse or If No If No Disposition OD, Ppr years §34090 Severe Neglect Subsequent Subsequent Reports Reports CRIME REPORTS /INCIDENT _ REPORTS: Misdemeanor or Infraction - Adult Marijuana - H&S Police / Yes: Before Mag, Mfr, Yes: After 2'' ("Shall' Destroy); H&S §11361.5; Records PD-030 §11357(b)(c)(d)(e) or H&S 2 years 2 years Disposition OD, Ppr S/M/I i years GC §34090 §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms VERNON, CA. 01995-2017 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: POLICE Page PD-6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Active (Records Total Vital? Media 1=Import Paper after (OFR) ', (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. end normal retention periods retention resumes after settlement or completion). Litigation, complaints, claims, public records act requests, audits and/or investigations sulor CRIME REPORTS / INCIDENT REPORTS: Conviction Conviction Police / Misdemeanor or Infraction - or Arrest (if Arrest (if Yes: Before Mag, Mfr, 'Yes: After 2 (Courts and other Agencies , 'Shall" Records PD-031 Juvenile Marijuana - H&S No No Disposition OD, Ppr S/M/I years Destroy); H&S §11361.5; §11357(E) - Except those with Conviction) Conviction) GC §34090 outstanding stolen property, + 2 years + 2 years )including firearms, or lost firearms _ CRIME REPORTS / INCIDENT REPORTS: Police / Misdemeanor or Infraction Offender is Offender is Mag, Mfr, Yes: After 2 (Courts and other Agencies Records PD-032 Marijuana §11357(e) -Juvenile 18 Years 18 Years Yes ODP pr S/M/I years "Shall" destroy); H&S§ 11361.5 on School Grounds during Old Old , yet seq., 11357(e) School Hours (with procedure in H&S §_ 11361.5) Until CLETS Until CLETS CRIME REPORTS / INCIDENT Entry No Entry No Police / PD 033 REPORTS: Longer Longer Yes: Before Mag, Mfr, S/M/I Yes: After 2 Department Preference; GC Records Exists - Exists - Disposition OD, Ppr years §34090 Missing Persons (Returned) Minimum 2 Minimum 2 ears years VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 51 Ver.2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Inactive I Image: Destroy (OFR) Active (Records Total Media 1=Import Paper after Vital? (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT REPORTS: Adult, Juvenile and .Sealing Date . Sealed records for juveniles and ,Sealed Police / Ward Cases - Except those with PD-034 + 5 years Sealing Date + 5 Yes: Before Mag, Mfr, Yes: After 3 wards of the Court must be Records Except Child Abuse or Severe (Or Court years (or Disposition S/M/I OD, Ppr years destroyed 5 years after sealing Neglect, (Substantiated), Order) Court Order) date; CCP §§340.1, GC §34090; outstanding stolen property, II W&I §§389(a), 781(d) including firearms, or lost firearms Police / Crime Statistics / Uniform Crime Filed on line with the State; GC Records PD-035 Reports (UCR) - Summaries 2 years 2 years Mag, Ppr §34090 (BCS) Police / Due Diligence Reports (for � PD-036 Records warrants) 2 years 2 years Mag, Ppr GC §34090 Minimum 5 Minimum 5 Police / Department preference; Meets Records PD-037 False Alarm Reports years years Mag municipal government auditing requirements; GC §34090 et seq. Department preference Police / PD-038 Field Investigation Cards (FI's) 2 years 2 years Mag, Ppr (Preliminary Drafts entered into Records After Entry into RMS RMS database); GC§ 34090 et Police / se . PD-039 NCIC Validation Records 2 years 2 years Mag, Ppr GC §34090 Officer Recordings: Mobile Those segments of videos that Police / PD-040 Audio Video (MAV) Recordings - 1 year 1 year Mag are determined to be evidence Records that are NOT evidence are retained as evidence; GC §34090.6 et seq. 2 years 2 years Mag, Ppr Police / PD-041 I Pitchess Motions Notifications T GC §34090 Records I VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 52 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Police / PD-042 Police RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are Records interrelated; GC §34090 Department preference; Pursuant to PC §457.1 et seq.; required to Police / PD-043 Registrants: Arson - Adults 5 years P P Mag, Mfr, Yes: After 5 S/M/I register for life, If released from Records i OD, Ppr ', years CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Pursuant to PC §457.1 et seq.; If Registrants: Arson - Juveniles Age 25 or Police / Age 25 or Mag, Mfr, Yes: After released from CYA, records are PD-044 released from California Youth Sealing Date Records Sealing Date S/M/I ODPpr QC & OD destroyed after age 25 or sealing Authority + 5 years + 5 years , pursuant to W&I §781; GC - — §34090.7 Department Preference; Police / PD-045 Registrants: Narcotic 5 years 5 years Mag, Ppr Registration is required for 5 Records years; GC §34090, H&S §11590 et seg., H&S §11594(a) P Police / PD-046 Registrants: Sex Offenders - P Mag, Mfr, S/M/I Yes: After Department Preference; Records Adults OD, Ppr QC & OD Pursuant to PC §290 et seq. P P or Sealing Police / Registrants: Sex Offenders - or Sealing Mag, Mfr, Yes: After Pursuant to PC §290 et seq.; PD-047 Date + 5 Records Juveniles Date + 5 S/M/I OD, Ppr QC & OD I W&1 §781; years (or years (or Court Order) Court Order)_ When No Police / When No I Preliminary drafts not retained in Records PD-048 Repossession Notices Longer Longer Mag, Ppr the ordinary course of business; I Required Required GC §34090 Expiration of Police / PD-049 Restraining Orders Expiration of Mag, Ppr Court records Records 1 the Order the Order VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 53 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: I Destroy Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Liti ation, com taints, claims, ublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Police / Subpoenas -provided by DA in Minimum 2 Minimum 2 ' Records PD-050 DocuPeak (Personal Appearance Mag, Ppr GC §34090 or Duces Tecum) years years 2 years 2 years I Police / PD-051 Subpoenas (Records) Records Mag, Ppr GC §34090 Police / Video Recordings - City PD-052 1 year 1 year Mag Records "regular and ongoing Records Operations operations"; GC §34090.6 When No When No Does not record "regular and Police / Video Recordings - Parking Records PD-053 Lots, Public Areas Longer Longer Mag ongoing operations", GC Required Required §34090.6 Police / PD-054 Warrants (Recalled or Served) 2 years 2 years Mag Department preference;; GC Records I I 1434090 et seq. TEMPORARY HOLDING FACILITY Police / Jail PD-055 Doaily Inspection Log, Juvenile 2 years 2 years Mag, Ppr GC §34090 Police / Jail PD-056 Monthly Counts, Official Counts 2 years 2 years Mag, Ppr GC §34090 Police / Jail PD-057 Video Recordings (Temporary 1 year 1 year Mag GC §34090.6(a) Holding Facility) TRAINING Background File / Recruitment Police / Separation +' Separation + City preference; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ PD-058 File -Police Employees &Police Training 5 years 5 years Mag, Ppr 3105, 12946, 34090; 29 USC Interns (SUCCESSFUL) 1113 Department preference; 29 CFR Background File / Recruitment Police / PD-059 File - Police Employees & Police 3 yeas 3 years Mag, Ppr 1602.31 & 1627.3(b)(ii), GC §§ Training Interns (UNSUCCESSFUL) 3105, 12946, 34090; 29 USC 1113 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 54 Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference lInactive Image: Destroy (OFR) Active (Records Total Media I=Import Paper after, Vital? (in office) Center) Retention Options M=Mfr Imaged & S=Scan I QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Personnel Files - Police Separation + Police / ' PD-060 Department Employees / Separation + Before , Mag, Ppr City preference; 29 CFR 1602.31 I & 1627.3(b)(ii), GC §§ 3105, Training 5 years Training Files (By Employee) 5 years Separation 12946, 34090; 29 USC 1113 Police / Personnel Training Evaluations / When No When No Preliminary drafts not retained in PD-061 Longer Training Daily Observation Reports Longer Mag, Ppr the ordinary course of business; Required Required _ GC §34090 et seq. Department preference; Files maintained separately; Claims Police / Respirator Fit Tests - Police Separation + Yes: Until Mag, Mfr, Yes: After can be made for 30 years for Training PD-062 Personnel Separation 30 years 30 years Separation OD, Ppr S Separation toxic substance exposure; 8 CCR + 1 year §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 34090 Separation + Police / Separation + Before City preference; 29 CFR 1602.31 PD-063 Training File I Training g 5 years 5 years Separation Mag, Ppr & 1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC 1113 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 55 Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: I Destroy Inactive Active Total Media I=Im ort Paper after (OFR) (Records Vital? (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CUSTOMER SERVICE / UTILITY BILLING ELECTRICITY FIBER OPTICS GAS WASTE WATER WATER Utilities / Accounts Receivable - Customer Mag, Mfr, Yes: After Department preference; Meets Customer CS-001 Billing Services /Utility g 5 years 5 years OD, Ppr P S / I QC & OD auditing standards; GC §34090 Service et seq. Mag, Mfr, Yes: After Utilities / Adjustments / Abnormal Read Department preference; Meets Customer CS-002 Reports 5 years 5 years OD, Ppr S / I QC & OD auditing standards; GC §34090 Service et seq. Copies - _ Copies - City CS-003 Bankruptcies Attorney When No Longer When No Longer Mag, Ppr GC §34090.7 Required Required Department preference (The Billing Registers, Payment When No When No Business License & Permit Lead Dept. CS-004 Registers, Adjustment Registers Longer Longer Mag, Ppr Database is the original; reports Required Required are considered drafts or copies); Collections / Collection Agency GC §34090 Department preference; Lead Dept. CS-005 ICase Files & Statements / 7 years 7 years Mag, Ppr Delinquencies remain on credit Delinquent Accounts reports for 7 years; GC §34090 _ et seq. When No When No Utilities / (Conservation Programs / Longer Longer Department Preference; GC Customer CS-006 Rebates /Incentives Required - Required - Mag, Ppr §34090 Service Minimum 5 Minimum 5 years ears Utilities / Customer Service / UtilityBilling Customer CS-007 Indefinite Yes Mag Indefinite Data Fields / Records are Service Database interrelated; GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 56 Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & j Center) 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). When No When No Utilities / Development Service Files / Customer CS-008 Longer Required - Longer Required - Mag, Mfr, S / I Yes (after Department preference; GC Review & Comment Service Minimum 2 Minimum 2 OD, Ppr QC) §34090 ears ears Utilities / End of End of Hydrant Meters -Rentals ! Customer CS-009 Rental + 2 Rental + 2 Ppr Department preference; GC Service Temporary (Pools, Construction) ears years §34090 Utilities / Lock Box Reports /Payment Mag, Mfr, Yes: After Department preference; Meets Customer CS-010 Detail Reports 5 years 5 years ODPpr , S / I QC & OD auditing standards; GC §34090 Service et seq. Utilities / Customer Reports to DOE (Department of Mag, Mfr, Yes: After Department preference; Meets Service OR CS-011 Energy) 5 years 5 years OD, Ppr S / I QC & OD auditing standards; GC §34090 Utilities / et seq. Electricity? 5 years Mag, Ppr Department Preference; Meets Lead Dept. CS-012 Returned Checks / NSF Checks 5 years auditing standards; GC §34090 Service Address Files Close of Close of Utilities / (Application, Credit Report, Account in Account in Inspections, Water Liability Customer CS-013 Good Good Mag, Mfr, S / I Yes: After Department preference; GC Service Forms, Requests for Power Load Standing + 2 Standing + 2 OD, Ppr QC & OD §34090 et seq. Data, Control Cards, Work Orders, etc.) years years l When No When No Preliminary drafts not retained in Utilities / Stubs /Payment Coupons Customer CS-014 (returned with payment) Longer Longer Mag, Ppr' the ordinary course of business; Service Required Required GC §34090 When No When No Preliminary drafts not retained in Utilities / Customer CS-015 Turn Ons and Turn Offs Longer Longer Mag, Ppr the ordinary course of business; Service Required Required GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 57 Ver. 2.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference Image: Destroy Inactive Active (OFR) (Records Total Media Vital? I=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full rile folder (e.g. last document + 2 ears since destruction is normally erformed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Utilities / Utility Adjustment Slips / Meter Mag,Department Mfr, Yes: After preference; Meets Customer CS-016 Mis-reads, Credits / Debits to 5 years 5 years S / I auditing standards; GC §34090 Service Accounts OD, Ppr �, OD, ' QC & OD et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 58 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Records Image: I Destroy Active Total Media I=Import Paper after (OFR) Center, Vital? (in office) Retention i Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normaliV Derformed by file folder. Litigation, claims com taints audits ublic records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). ELECTRICITY Utilities / EL-001 Electricity AQMD Fuel Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 40 CFR 70.6; GC §34090 Lead Dept. EL-002 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr Bulk Power Log Sheets / Utilities / EL-003 Purchasing / Suppliers 10 years 10 years Mag, Ppr Department Preference; GC Electricity (Evaluations, Financial Data. §34090 Reports or Studies) Capital Improvement Projects (CIP): Administration File / NOT Scanned (Electricity) Department preference; Some Completion + grant funding agencies require Project Administration, Certified 10 years or 10 years or audits; Statute of Limitations for Payrolls, Community Outreach / After Funding After Funding Errors & Omissions is 10 years; Utilities / Notifications, Project Upon Agency Agency Yes: Until Statute of Limitations: Contracts ElectricityEL-004 Schedules, Progress meetings, Completion Audit, if Audit, if Completed Mag, Ppr & Spec's=4 years, Wrongful Punch Lists, Real Estate required, required, Death=comp. + 5 years, Appraisals, RFIs & whichever is whichever is Developers=comp. + 10 years; Responses, Temporary longer g longer Statewide guidelines propose Easements, Construction termination + 5 years; CCP §337 Manager's Logs, Daily et. seq., GC §34090 Inspections, Daily Loqs, etc. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 59 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Records Active Total Media I=Import Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits public records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Capital Improvement Projects (CIP): Permanent File / Scanned Records (Electricity)i Specifications / RFP & Addenda, Agreement / Department preference; retained Contract, Successful Proposal, ! Mag, Yes: for disaster preparedness Utilities / EL-005 Change Orders, Geotechnical Upon P P Yes: Until Mfr, OD, S/I Complet. + purposes; Statewide guidelines Electricity Studies & Reports, Operations Completion Completed Ppr 10 years propose Permanent for & Maintenance Manuals (O&M Infrastructure plans; GC §34090 Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. 8 CCR 5157(d)(14) & (e)(6); 29 Lead Dept. EL-006 Confined Space Entries 2 years 2 years Ppr CFR 1910.146(e)(6); GC 34090 Utilities / EL-007 Cooling Tower Activity Sheets 2 years 2 years Mag, Ppr GC §34090 Electrici and Reports 8 CCR 344.80 & 81; GC §34090 Utilities / EL-008 Crane Maintenance Reports 5 years 5 years Ppr Electricity Fixed / Stationa ) 2 years 2 years Mag, Ppr Utilities / EL-009 Daily Activity Reports GC §34090 Electricity Department of Energy (DOE) Mag, Yes (after Utilities / Department Preference; GC Electricity EL-010 Licenses and Regulatory P P Mfr, OD, S / I QC) §34090 Correspondence Ppr Department of Energy (DOE) 5 years 5 years Utilities / EL-011 Mag, Ppr Department Preference; GC ElectricityReports 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 60 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Records Image: Destroy Active Total Media 1=Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normallv Performed bv file folder. Litigation, claims complaints, auditspublic records requests, and/or investigations sus end normal retention periods retention resumes after settlement). City Clerk EL-012 Easements P P Mag' Mfr, OD, S Yes: After Department Preference (copies); Ppr QC GC §34090.7 When No Electric Utility Service When No Utilities / EL-013 Electricity Equipment Requirements Committee (EUSERC) - All Longer Longer Mag, OD Not City Records Records Required Required Utilities / EL-014 Electricity Drawings / As-Builts / P P Mag, Yes (after Department Preference Electricity Record Drawings Mfr, OD, S / I QC ) (Engineering has originals); GC Ppr 34090.7 Utilities / Equipment Records (Manuals, Disposal of Disposal of Department Preference; CCP EL-015 Electricity Tests, Inspections, Studies, Equipment + Equipment + Mag, Ppr §337 et. Seq., GC §34090 Reports) 2 ears 2 ears Facility Histories / Infrastructure P P Mag' Mfr, OD, Utilities / EL-016 S/ I Yes (after Department Preference; GC Electricity Y Design 9 Ppr QC) §34090 Utilities / EL-017 Electricity34090 Generation Reliability Reports 5 years 5 years Mag, Ppr Department Preference; GC Utilities / EL-018 Electricity Generation Reports 2 years 2 years Mag, Ppr GC §34090 Generator Operation Logs & Lead Dept. EL-019 Inspections - Fixed 1 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Stationary Generators _ AQMD Rule 1470; Form Generator Operation Logs & Lead Dept. EL-020 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators - §34090 Joint Pole Agreements P Mag' Mfr, OD, S / I Yes (after Utilities / EL-021 P Department Preference; GC Electricity Joint Pole Committee Industry Pr QC) §34090 Utilities / When No When No Electricity EL-022 Committee - All Records Longer Longer Mag, Ppr Not City Records Required Required VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 61 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Records Image: Destroy (OFR) Active Total Media I=Import Paper after Center, Vital? (in office) Retention Options', M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complaints, auditspublic records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Utilities / Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, S / I Yes (after Department Preference (meets municipal government auditing P r QC) requirements); GC §34090 Utilities / EL-024 Joint Pole Locations, History, Replacement Replacement Mag' Mfr, OD, S / I Yes (after Department Preference; GC Electricity Maintenance (Card Files) of the Pole of the Pole QC) §34090 P r Utilities / Electricity EL-025 Load Records 10 years 10 years Mag, Ppr Department Preference; GC §34090 Utilities / EL-026 Power Operations Reports / 10 years 10 years Mag, Ppr Department Preference; GC ElectricityOutage Reports Indefinite §34090 Utilities / EL-027 ElectricityDatabase Power Outage Report Indefinite Mag, Ppr Data is interrelated; GC §34090 Utilities / EL-028 Power Production Operating 10 years 10 years Mag, Ppr Department Preference; GC ElectricityData Logs / Diaries Power Trading / Power 34090 _ Utilities / EL-029 Scheduling Completion + 2 Years Completion + Mag, Ppr Department Preference (auditing standards are 5 years); GC Electricity 3 years 5 years Check Out Worksheets §34090 Power Trading / Power Utilities / EL 030 Electricity Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Confirmations, Invoices Power Trading / Power Utilities / EL-031 Electricity Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Generation Worksheets) Power Trading / Power Utilities / EL-032 Electricity Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Pathin Sheets VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 62 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of Retention No. Record Records Description i Retention / Disposition Comments I Reference Records Image: Destroy (OFR) Active Center, Total Vital? Media I=Import Paper after (in office) OD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full rile folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints auditspublic records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Power Trading / Power Utilities / EL-033 Scheduling 2 years 2 years Mag, Ppr Department Preference; GC Electricity §34090 Voice Recordings) Utilities / Regulatory Agency Audits: Electricity & EL-034 CEC,CFTC, CPUC, EPA, 10 years 10 years Mag, Ppr Department Preference; GC Gas FERC, NERC, NPDES, WECC, §34090 etc. Regulatory Agency - Utilities / Compliance Reports & Electricity & EL-035 Confirmations: CEC,CFTC, 10 years 10 years Mag, Ppr Department Preference; GC Gas CPUC, EPA, FERC, NERC, §34090 NPDES, WECC, etc_. RegulatoryAgency When No When No Utilities / Correspondence: Longer Longer Electricity & EL-036 CEC,CFTC, CPUC, EPA, Required - Required - Mag, Ppr Department Preference; GC Gas FERC, NERC, NPDES, WECC, Minimum 10 Minimum 10 §34090 etc.. years ears Utilities / Mag' Regulatory Agency Electricity & EL-037 Inspections: CEC,CFTC, 10 years 10 years 'Mfr, OD, S / I Yes (after ' Department Preference; GC Gas CPUC, EPA, FERC, NERC, Ppr p QC) §34090 NPDES, WECC, etc. Regulatory Agency Licenses: Utilities / Mag' Electricity & EL-038 CEC,CFTC, CPUC, EPA, P P Mfr, OD, S / I Yes (after Department Preference; GC Gas FERC, NERC, NPDES, Ppr OC) §34090 WECC, etc. Utilities I EL-039 Mag, Pprl Department Preference; GC Sampling I Circular & Strip 5 years 5 years Electricity Charts SCADA Database (Electricity) _ 34090 Data is interrelated; system Utilities / Electricity EL-040 (Supervisory Control and Data i Indefinite Indefinite Yes Mag qualifies as a "trusted system- Ac uisition GC 34090 12168.7 VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 63 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of Retention No. Records Description Retention I Disposition Record Comments I Reference Records Image: Destroy Active Total Media I' =Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally Performed bv file folder. Litigation, claims complaints, auditspublic records requests, and/orinvestigations sus end normal retention periods retention resumes after settlement). Utilities / EL-041 Electricity SCADA Printouts / Reports / Log Books 10 years _ 10 years Mag, Ppr, Preliminary drafts, GC §34090 Stormwater Monitoring / Department Preference; Utilities / NPDES Monitoring and Monitoring records required for 3 EL-042 Electricity Inspection (from Former 5 ears y 5 ears y Ma Ppr 9, P years; 40 CFR §§122.21, Electricity Generation Plant) 122.41, 122.44; CCP §337 et seq. Stormwater: NPDES Annual Mag Department preference; Utilities / EL-043 Reports (from Former 5 years 5 years Mfr, OD, S / I Yes: After Monitoring records required for 3 Electricity Electricity Generation Plant) Ppr QC years; 40 CFR §§122.21, 122.41, 122.44 _ Department Preference; Utilities / Stormwater: NPDES Permits Expiration + 5 Expiration + Yes: Until Monitoring records required for 3 Electricity EL-044 (from Former Electricity years years Expiration Mag, Ppr years; 40 CFR §§122.21, Generation Plant) 122.41, 122.44; CCP §337 et 10 years seg. Utilities / Switching Order Logs / System 10 years Mag, Ppr Department preference; GC ElectricityEL-045 Los 34090 AQMD Rule 1470; Form Utilities / Electricity EL-046 Turbine Activity Reports 5 years 5 years Mag, Ppr 400—E-13a instructions; GC _ _ 34090 Division Work Orders / Service Providing EL-047 Service / Requests CMMS DATABASE (Computerized Maintenance Indefinite Indefinite Mag Data is interrelated; GC §34090 Work Management System) Work Orders / Service Division Providing Requests - All Information When No When No Preliminary drafts (the database EL-048 Service / Entered in CMMS Database Longer Longer Mag Ppr is the original); GC §34090 Work Required Required (Paper drafts VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 64 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-7 Officeof Record Retention No. Records Description Retention / Disposition Comments I Reference Image: Destroy (OFR) Records Active Center, Total Media Vital? I=Import I Paper after (in office) OD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally Performed by file folder. Litigation, claims complaints, audits public records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Work Orders / Service Requests - NOT entered in CMMS Database (or partial Division information entered into CMMSProvid Database) City Preference; CCP §§338 et Service EL-049 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service §§945.6, GC §34090 retains originals; Division requesting service is considered a co VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 65 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/F0-1 Office of Retention No. Records Description Retention I Disposition Record Comments / Reference Image: Destroy Records Active Total ! Media I=Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged S OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normallyperformed b file folder. Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIBER OPTICS Capital ImprovementProjects (CIP): Administration File / Department preference; Some NOT Scanned - Fiber Optics Completion + grant funding agencies require Projects 10 years or 10 years or audits; Statute of Limitations for After Funding After Funding Errors & Omissions is 10 years; Utilities / Project Administration, Certified Upon Agency Agency Yes: Until Statute of Limitations: Contracts Fiber Optics FO-001 Payrolls, Community Outreach / Completion Audit, if Audit, if Completed Mag, Ppr & Spec's=4 years, Wrongful Notifications, Project Schedules, required, required, Death=comp. + 5 years, Progress meetings, Punch Lists, whichever is whichever is Developers=comp. + 10 years; Real Estate Appraisals, RFIs & longer longer Statewide guidelines propose Responses, Temporary termination + 5 years; CCP §337 Easements, Construction et. seq., GC §34090 _ Manager's Los Daily Ins ections - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Fiber Optics Proiects Specifications / RFP & Addenda, Department preference; retained Utilities / Agreement / Contract, Successful Upon Yes: Until Mag, Yes: for disaster preparedness FO-002 Fiber Optics Proposal, Change Orders, Geotechnical Studies & Reports, Completion P P Mfr, OD, Completed S/I Complet. + purposes; Statewide guidelines Operations & Maintenance Manuals Ppr 10 years propose Permanent for (O&M Manuals,) Materials Testing Infrastructure plans; GC §34090 Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys. etc. P EI S / I Yes (after Utilities / FO-003 FCC Licenses / Regulatory Mag' Mfr, OD, Department Preference; GC Fiber Optics Licenses QC) §34090 Ppr VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 66 Ver. 3.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-2 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Records Image: Destroy Active Total Media I=ImportPaper after, (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits, public —records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Utilities / FO-004 Fiber Optic Customers (Internet Close + 5 Close + 5 MaP g, pr Department Preference (meets Fiber Optics & Dark Fiber) ears P ears Mag' auditing standards); GC §34090 Utilities / FO-005 Fiber Optic Drawings / As-Builts Yes (after Department Preference Fiber Optics / Record Drawings P Mfr, OD, S / I QC ) (Engineering has originals); GC Fiber Optic Pipelines / Projects Ppr 34090.7 Utilities / Mag, Yes (after Department Preference Fiber Optics FO-006 Installation, Transmission, P P Mfr, OD, S / I QC) (Engineering has originals); GC Distribution Fiber Optic Plans Ppr 34090.7 Utilities / FO-007 Superseded perseded Mag, Ppr Department Preference; GC Fiber Optics + 2 years ears r�2 34090 When No hen No Utilities / FO-008 Regulatory Agency Longer Required - Longer Required - Mag, Ppr Department Preference; GC Fiber Optics Correspondence Minimum 10 Minimum 10 §34090 ears ears Utilities / t—'O_009 Regulatory Filings 5 years 5 years Mag, Ppr Department Preference; GC Fiber Optics FCC, etc. §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 67 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Records Image: Destroy (OFR) Active Total Media I=Import Paper after Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan ' C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, public records requests, and/or investigations suspend normal retention periods retention resumes after settlement). GAS Capital Improvement Projects Department preference; Some (CIP): Administration File / Completion + grant funding agencies require NOT Scanned - Gas Projects 10 years or 10 years or audits; Statute of Limitations for After Funding After Funding Errors &Omissions is 10 years; Project Administration, Certified Upon A enc 9 Y Agency Yes: Until Statute of Limitations: Contracts Utilities Gas GAS-001 Payrolls, Community Outreach / Notifications, Project Schedules, Completion p etion Audit, if Audit, if Mag, Ppr Completed & Spec's=4 years, Wrongful Progress meetings, Punch Lists, required, required, Death -comp. + 5 years, Real Estate Appraisals, RFIs & whichever is whichever is Developers=comp. + 10 years; Responses, Temporary longer g longer Statewide guidelines propose Easements, Construction termination + 5 years; CCP §337 Manager's Los Daily Inspections, et. seq., GC §34090 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Gas Projects Specifications / RFP & Addenda, Department preference; retained Agreement / Contract, Successful Upon Mag, Yes: Until Yes: for disaster preparedness Utilities / Gas GAS-002 Pro osal, Chan e Orders, p g Geotechns Completion p P P Completed Mfr, OD, p S/I Complet. + purposes; Statewide guidelines Studies & Reports, Ppr 10 years propose Permanent for & Operations & Maintenance Manuals Infrastructure plans; GC §34090 (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. 8 CCR 5157(d)(14) & (e)(6); 29 Lead Dept. GAS-003 Confined Space Entries 2 years 2 years Ppr CFR 1910.146(e)(6); GC - - §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 68 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Records Imagge: Destroy - Active Total Media I=Im ort Paper after (OFR) Vital . (in office) OD or Mfr Retention Options M=Mfr Imaged & ' S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). When No When No Department Preference; CEA Longer Longer requires 5 years for futures Utilities / Gas GAS-004 Counterparties / Swaps Required - Required - Mag, Ppr commission merchants (FCMs) Minimum 5 Minimum 5 or introducing brokers (IBs); GC ears ears §34090 City Clerk GAS 005 Easements P P Mfr, OD, S Yes: After Department Preference (copies); Ppr QC GC §34090.7 Employee Certifications (Gas City preference; 29 CFR Utilities /Gas GAS 006 Operator Qualifications & I Separation + Separation + Before Mag, Ppr 1602.31 & 1627.3(b)(ii), GC §§ Tests, Employee Fusion 5 years 5 years Separation 3105, 12946, 34090; 29 USC Certifications 1113 Environmental / Electrical Mag, Utilities / Gas GAS-007 Equipment Disposal - 2 years P P Mfr, OD, S Yes: After Department preference; GC Hazardous Material Ppr QC §34090 et seq. Equipment Records (Manuals, Disposal of Disposal of _ Utilities / Gas GAS-008 Tests, Inspections, Studies, Equipment + Equipment + Mag, Ppr Department Preference; CCP Reports) 2 years 2 ears §337 et. Seq., GC §34090 P Utilities / Gas GAS-009 Facility Histories / Infrastructure P Mag' Mfr, OD, S / I Yes (after Department Preference; GC -- Design Ppr QC) §34090 Yes after Gas Drawings / As-Builts / Mag' Department Preference Utilities / Gas GAS-010 Record Drawings P P Mfr, OD, S / I QC) (Engineering has originals); GC Ppr 34090.7 Superseded Mag, Mfr, OD, S / I Yes (after Department Preference; GC Utilities / Gas GAS-011 Gas Emergency Operating Plan Superseded Pr QC) §34090 When No When No Utilities / Gas GAS-012 Gas Load Forecasts, Longer Required - Longer Required - Mag, Ppr Department Preference; GC Imbalances Minimum 5 Minimum um §34090 ears years VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 69 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference _ Records Image: Destroy Active Total Media 1=Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). When No When No Longer Longer Utilities / Gas GAS-013 Gas Management Operations Required - Required - Mag, Ppr Department Preference; GC Minimum 5 Minimum 5 §34090 ears years I _ - Gas Operating, Inspection & Maintenance Plans & Installation Procedures I(DIMP-Distribution Integrity Mag, Utilities / Gas GAS-014 Management Plan, Public P P Mfr, OD, S / I Yes ( Department artment Preference-, GC p 'Awareness Program, Natural Ppr QC) §34090 Gas System Operator Qualification Plan, Gas Integrity Management Program) Utilities / Gas GAS-015 Gas Pipelines - Cathodic P Mfr, OD, Department Preference; GC P S / I Yes (after Protection Pr QC) 534090 P S / Yes (after Utilities /Gas GAS-016 Gas Pipelines --Integrity P Mag' Mfr, OD, Department Preference; GC Management Program QC) 534090 Ppr Utilities / Gas GAS-017 Gas Pipelines - Pipeline Patrol ! 10 years 10 years Mag, Mfr, OD, S / I Yes (after Department Preference; GC _ Ppr QC) §34090 P Yes after ( Public Works GAS-018 Gas Projects - Installation, P Mag' Department Preference / Engineering Transmission, Distribution Mfr, OD, S / I QC) (Engineering has originals); GC t Ppr 34090.7 P Mag' Mfr, OD, S / I Yes (after / Utilities Gas GAS-019 Gas Regulator Station P Department Preference; GC Calibration, Retest & Reset Pr QC) §34090 I VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 70 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office ef cord RRetention No. Records Description Retention / Disposition Comments / Reference Records Image: Destroy (OFR) Active Center, Total Vital? Media I=Import Paper after (in office) OD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Public Works'' Gas System Design, Regulator Mag, Yes (after Department Preference / Engineering GAS-020 System Charts P P MfOD, S / I QC) (Engineering has originals); GC Gas System Reports 34090.7 Utilities / Gas GAS-021 (Distribution, Integrity P P Mag' Mfr, OD, S / Yes (after Department Preference; GC Management, Leakage, & Ppr QC) §34090 Transmission Utilities / Gas GAS-022 Gas Vaults - Inspections and P P Mag' Mfr, OD, S / I Yes (after Department Preference; GC Maintenance -- - Pipeline Maintenance / Valve - Ppr - - Mag, QC) §34090 Utilities / Gas GAS-023 Maintenance / Inspections / P P Mfr, OD, S / I Yes (after Department Preference; GC Gas Odorization Tests Ppr QC) §34090 Mag, Yes(Cafter Department Preference (meets Utilities / Gas GAS-024 Rates / Tariffs 5 years 5 years Mfr, OD, S / I Q ) municipal government auditing Ppr standards); GC §34090 et seq. Utilities / Regulatory Agency Audits: Electricity & GAS-025 CEC,CFTC, CPUC, EPA, 10 years 10 years Mag, Ppr Department Preference; GC Gas FERC, NERC, NPDES, WECC, §34090 etc. - -- Regulatory Agency Utilities / Compliance Reports & Electricity & GAS-026 Confirmations: CEC,CFTC, 5 years 5 years Mag, Ppr Department Preference; GC Gas CPUC, EPA, FERC, NERC, §34090 NPDES, WECC, etc. Regulatory Agency y it When No When No Utilities / Correspondence: Longer Longer Electricity & GAS-027 CEC,CFTC, CPUC, EPA, Required - Required - Mag, Ppr Department Preference; GC Gas FERC, NERC, NPDES, WECC, Minimum 10 Minimum 10 §34090 etc.. years I years VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 71 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-5 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Records ' Image. Destroy Active Total Media I=Im port Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, public records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Utilities / Regulatory Agency Mag' Electricity & GAS-028 Inspections: CEC,CFTC, 10 ears y 10 years Mfr, OD, S / I Yes (after Department Preference; GC Gas CPUC, EPA, FERC, NERC, Ppr QC) §34090 NPDES, WECC, etc. Utilities / Regulatory Agency Licenses: Mag' Electricity & GAS-029 CEC,CFTC, CPUC, EPA, P P Mfr, OD, S / I Yes (after Department Preference; GC Gas FERC, NERC, NPDES, Ppr QC) §34090 WECC, etc. Southern California Gas Agreement Administration / Mag' Department Preference (City Utilities /Gas GAS-030 Intrastate Transmission Service P P Mfr, OD, S / I Yes (after Clerk has originals of all Agreements / Firm Access Ppr OC) agreements); GC §34090 et Rights FAR seq. Southern California Gas 5 years 5 years Mag, Mfr, OD, Utilities / Gas GAS-031 S / I YeQ(after Department Preference (meets municipal government auditing Franchise Statements C) Ppr standards); GC §34090 et seg. Department preference; Lead Dept. GAS-032 Underground Service Alerts 5 years 5 years Mag, Ppr Required for 3 years; GC (USA's) §§4216.2(d) & 4216.3(d); GC 34090 Division Work Orders / Service Providing GAS-033 Service / Requests CMMS DATABASE Indefinite (Computerized Maintenance Indefinite Mag Data is interrelated; GC §34090 Work Management System) Division Work Orders / Service ProvidingRequests - All Information When No When No GAS-034 Service / Entered in CMMS Database Longer Longer Mag Ppr, Preliminary drafts (the database Required Required is the original); GC §34090 Work (Paper drafts VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 72 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Records Image: Destroy Active (OFR) Center, Total Media Vital? 1=Import Paper after (in office) OD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Work Orders / Service Requests - NOT entered in CMMS Database (or partial Division information entered into CMMS Providing Database) City Preference; CCP §§338 et GAS-035 Service / 5 years 5 years Mag Ppr', seq., 340 et seq., 342, GC Work (Division providing service §§945.6, GC §34090 retains originals; Division requesting service is considered a co VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/201 1 73 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Records Image: Des troy Active Center, Total Vital? Media I=Import Paper after (OFR ) (in office) OD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. q. last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits public records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). WATER DISTRIBUTION POTABLE WATER Capital Improvement Projects (CIP): Administration File / Department preference; Some NOT Scanned - Water Completion + grant funding agencies require Projects 10 years or 10 years or audits; Statute of Limitations for After Funding After Funding Errors & Omissions is 10 years; Utilities Project Administration, Certified Agency Upon Agency Yes: Until Statute of Limitations: Contracts WTR-001 Water Dist. Payrolls, Community Outreach / Audit, if Notifications, Project Schedules, Completion 1 Audit, if Completed Mag, Ppr & Spec's=4 years, Wrongful required, Progress meetings, Punch Lists, whichever is required, Death=comp. + 5 years, Developers=comp. + 10 years; Real Estate Appraisals, RFIs & longer g whichever is Statewide guidelines propose Responses, Temporary longer Easements, Construction termination + 5 years; CCP §337 Manager's Logs, Daily Inspections, et. seq., GC §34090 Daily Logs, etc. Capital Improvement Projects (CIP): Permanent File / Scanned Records - Water Projects Specifications / RFP & Addenda, Department preference; retained Utilities Agreement / Contract, Successful Upon Yes: Until Mag, Yes (after for disaster preparedness WTR-002 Water Dist. Proposal, Change Orders, P Geotechnical Studies & Reports, Completion P Completed Mfr, OD, S/I OC) purposes; Statewide guidelines Ppr propose Permanent for Operations &Maintenance Manuals Infrastructure plans; GC §34090 (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. I VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 74 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UTMTR-2 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference Records Image: Destroy Active Total Media 1=Import Paper after (OFR) Center, Vital? (in office) Options M=Mfr Imaged & OD or Mfr Retention S=Scan C'd? If the record is not listed hererefer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Utilities Chains of Custody / Water WTR-003 Water Dist. Reports Analysis / Re & Sampling: y P P 9 S years 5 years Mag, Ppr 40 CFR 141.33(a) Bacteriological and Organics Chains of Custody / Water Utilities Analysis / Reports & Sampling: Mag' Yes (after State and Federal laws require Water Dist. WTR-004 Chemical (Includes Chlorine 10 years 10 years Mfr, OD, S / I QC) 10 years; 40 CFR 141.33(a); 22 Residuals Ppr CCR §64470 Utilities Chains of Custody / Water Required for 12 years or 2 Mag, Yes (after Water Dist. WTR-005 Analysis / Reports & Sampling: 12 years 12 years Mt, OD, S / I QC) compliance cycles; 40 CFR Lead & Copper Ppr 141.91 8 CCR 5157(d)(14) & (e)(6); 29 Lead Dept. WTR-006 Confined Space Entries 2 years 2 years Ppr CFR 1910.146(e)(6); GC 34090 5 years is required in State and Customer Concerns / Customer Utilities WTR-007 Complaints: Odor /Taste / 5 years 5 years Mag, Ppr Federal law for any complaints; Water Dist. Visual Complaints 40 CFR 122.410)(2) & 40 CFR 141.33 b ; 22 CCR 64453 a Copies - Utilities Copies - Customer WTR-008 Development Review When No When No Mag, Ppr GC §34090.7 Service Comments Longer Longer Required Environmental Agencies / When No _ Required - When No Utilities WTR-009 Longer Regulatory Agencies Required - Longer Required - Mag, Ppr , Department Preference; GC Water Dist. Minimum 2 Minimum 2 §34090 (EPA, DHS, etc.) ears ears Utilities WTR-010 'Department Preference (data is Fire Hydrant Flow / Pressure Tests (Development or Indefinite Indefinite Mag, Ppr Water Dist. Maintenance Database interrelated); GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 75 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of Retention No. Records Description Retention I Disposition Record Comments I Reference Records Image: Destroy (OFR) Active Center, Total Vital? Media 1=Import Paper after (in office) OD or Mfr Retention Options; M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed b f►1e folder. Litigation, claims complaints, audits public records requests, and/orinvesti ations sus end normal retention periods retention resumes after settlement). When No When No Utilities Fire Hydrant Flow / Pressure Longer Longer Department Preference (valves WTR-011 Water Dist. Tests (Development or Required - Required - Mag, Ppr are exercised every year); GC Maintenance) - Paper Minimum 2 Minimum 2 §34090 ears _ ears Utilities WTR-012 Water Dist. Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC 34090 Monitoring records required for 3 Utilities NPDES Monitoring Reports _ Water Dist. WTR-013 (Well Site Discharges) 3 ears y 3 ears y Ma Ppr 9, P years in Federal law; 40 CFR Or HEALTH? §122.21, 122.41 _ Utilities Department Preference; Water Dist. WTR-014 NPDES Permits (Well Site Expiration + 3 Expiration + Yes: Until Mag, Ppr Monitoring records required for 3 Or HEALTH? Discharges) years years Expiration years; 40 CFR §§122.21, 122.41; CCP 337 et se . Expiration + 2 P Mfr, OD, S / I No Department preference; GC Utilities WTR-015 Operating Permit (Wells) P Water Dist. Operations & Maintenance years Ppr §34090 - Department preference; GC Utilities WTR-016 - Disposal of Disposal of Mag, Ppr Water Dist. Manuals 10 & M Manuals Equipment Equipment 34090 Reservoir Maintenance P MfOD r S Yes: After Utilities WTR-017 P _ Department preference; GC Water Dist. , Ppr QC §34090 SCADA Database (Water) Utilities Data is interrelated; system y WTR-018 Water Dist. (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a y "trusted system"; Ac uisition) Underground Service Alerts GC §34090, 12168.7 _ Required for 3 years; GC Lead Dept. WTR-019 (USA's) 3 years 3 years Mag, Ppr §§4216.2(d) & 4216.3(d); GC 34090 P Yes Mfr,, OD, S Yes: After Utilities WTR-020 Urban Water Management P Department Preference (copies) Water Dist. Plans (UWMP) 10 years GC §34090.7 Ppr VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 76 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UTMTR-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy LRecords] ActiveTotal Media 1=Import Paper after (OFR) Vital? (in office)Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspublic records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Utilities WTR-021 Videos - Water Wells, Repairs, P P Mag Department preference; GC Water Dist. - - - Reservoirs, Tanks, etc. - - _ _ - §34090 When When Superseded -, Superseded - Utilities When No When No Water Dist. WTR-022 Vulnerability Assessment Longer Longer Mag, Ppr Confidential; GC §34090 Required - Required - Minimum 2 Minimum 2 years years Department Preference; Meets Utilities WTR-023 Water Production Reads / 5 years 5 years Mag, Ppr California Department of Health Water Dist. Reports (to State DHS & DWR)' requirements (3 years); GC _ 34090 Mag' Department preferene ce; Stat Utilities WTR-024 Water Quality Reports / 12 years P P Mfr, OD, S / I Yes (after law and federal laws require 10 Water Dist. Consumer Confidence Reports p Ppr QC) years; 40 CFR 141.33(a); 22 CCR §64470 Copies - City Clerk WTR-025 .Water Supply Agreements When No M Yes Mag' Mfr, OD, S No Send originals to City Clerk; GC Longer Ppr §34090.7 Required Utilities WTR-026 Water Survey Books P Department preference; GC 12 years P Mag, Ppr Water Dist. _ 34090 Utilities WTR-027 Well Records (includes Destroyed or Abandoned P P Mag, Mfr, OD, S Yes: After Department preference; GC Water Dist. Wells Ppr QC §34090 Division Work Orders / Service Providing WTR-028 Service / Requests CMMS DATABASE (Computerized Maintenance Indefinite Indefinite Mag Data is interrelated; GC §34090 Work Management System) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/201 1 77 Ver. 4.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of Retention No. Records Description Retention I Disposition Record Comments / Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) Center, Vital? (in office) OD or Mfr, Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by rile folder. Litigation, claims complaints, auditspublic records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Work Orders / Service Division Requests - All Information When No When No Providing WTR-029 Entered in CMMS Database Longer Longer Mag Ppr Preliminary drafts (the database Service / I Required Required is the original); GC §34090 Work (Paper drafts Work Orders / Service _ Requests - NOT entered in CMMS Database (or partial Division information entered into CMMS Providing Database) City Preference; CCP §§338 et WTR-030 Service / 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service §§945.6, GC §34090 retains originals; Division requesting service is considered a co VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 78 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of Retention No. Records Description Record Retention / Disposition Comments I Reference Image: Destroy j Inactive Paper Active I Total Media i I=Import � (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation com laints claims public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUILDING & SAFETY Public Works / Building & BL-001 Address Assignments P P Mag, Mfr, OD, S Yes: After Department preference; GC Safety Ppr QC & OD §34090lic PubWorks / Mag, Building & BL-002 Address Files / Building Permits P P Yes (all) Mfr, OD, S Yes: After GC §34090, H&S §19850 Safety Ppr QC & OD Department Preference - Public Works / Building & BL-003 Building Permit Database Indefinite Indefinite Yes (all) Mag Data is interrelated; GC Safety Upon 34090, H&S §19850 Department preference; Upon Public Works / Building Plans -Cancelled or Expiration, Expiration, Mag, 'Yes: After Preliminary drafts not Building & BL-004 WithdrawnCancellation Cancellation Mfr, OD, S QC & OD retained in the ordinary Safety or Withdrawal' or Ppr course of business; CBC _ Withdrawal 104.7; H&S 19850, GC Department Preference; Law Building Plans - Finalled - requires for the life of the INDUSTRIAL, COMMERCIAL, building for commercial and Public Works / MULTI -FAMILY DWELLINGS, Mag, Yes: After common interest dwellings Building & BL-005 PLACES OF PUBLIC P P Yes (all) Mfr, OD, S QC & OD only; Statewide guidelines Safety ACCOMMODATION, TENANT Ppr propose 2 years for blueprints & specifications; CBC 104.7 IMPROVEMENTS & 107.5, H&S§19850, GC 34090 VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 79 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive I Paper (OFR) Active Total Media =Import (Records Vital? after (in office) Retention Options I M=Mfr Center) S=Scan Imaged & C' d? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; Site Plans Only for dwellings less than 2 stories, garages & Public Works / Building Plans - Finalled - SINGLE Mag, Yes: After appurtenances, farms/ranches, 1-story with Building & BL-006 FAMILY RESIDENTIAL - SFR and P P Yes Mfr, OD, S QC & OD bearing walls less than 25', Safety (APPURTENANCES Ppr CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC 34090 Mag Yes: After - - Public Works / - Department Preference; GC Building& BL-007 ICertificate of OccupancyCofO P ( ) P Yes (all) Mfr, OD, S QC & OD §34090 Sat - I - - _ - Ppr Expiration + Mag, Ppr Public Works / Certificate of Y ( ) Occupancy CofO Expiration iration + 2' BL-008 p Yes until Department Preference; GC Building & years TEMPORARY 2 years expired) §34090 Safety When No Construction Notices I Public Works / When No Inspection Notices Preliminary Drafts; GC Building & BL-009 Longer (correction notices, compliance Longer Mag, Ppr § 34090 Safety Required Required orders, stop Work notices, etc.) _ - P , Mag Mfr, OD, S Yes: After Public Works / Electrical Service Inspection / Building & BL-010 P Yes (all) GC §34090 SafetyMeter Release Ppr QC & OD S Yes: After Public Works / Industrial Wastewater - Approval Mag, Department GC Building & j BL-011 Letters, Flow Calculations, P P Mfr, OD, / I QC & OD preference; SafetyCorrespondence, Count Permits P r §34090 When No Preliminary Drafts (the Public Works / When No Building & BL-012 Reports: Building Activity Longer Longer Mag, Ppr database is the original); GC Safety Required I Required I 1 1§34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 80 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Active Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged 8 S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Public Works / Requests & Permissions to Mag, Building & BL-013 Receive Copies of Plans (to and P P Mfr, OD, S Yes: After Department preference; GC Safety from Architects P r QC & OD §34090 Public Works / _ Uniform Building Codes /California. When No When No Building & BL-014 Building Codes Longer Longer Mag, Ppr GC §50022.6 Safety Required I Required VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 81 Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference — Image: Destroy (OFR) Inactive Active (Records Total Vital? Media � I=Import Paper after (in office) Retention Options' M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). CODE ENFORCEMENT Public Works / Yes: Until Mag' Yes: After) Department preference; GC Code Enforce- CE-001 2-year Vacancy Notices P P Mfr, OD, S ment Administrative Citation Hearings / Minimum Resolution + Resolution Yes: Until pr S QC & OD Yes: After §34090 Department preference; GC Public Works / Code Enforce- CE-002 Minimum Resolution + Mag, Mfr, OD ment Hardship Waivers 5 ears 5 ears Resolution Ppr QC & OD §34090 � - Code Enforcement /Abatement Case Files / Administrative Department preference (may Citations / Compliance Orders / include Fire Code violations, Public Works / Vehicle Abatement (Includes Minimum Minimum Yes: Until Mag, Yes: After which are required for 5 Code Enforce- CE-003 appeals and Code Enforcement Resolution + Resolution + Resolution Mfr, OD, S QC & OD years); Case is open until ment Complaint Letters) 5 years 5 years Ppr satisfactorily resolved (some cases are not resolved); CFC Excludes Liens Send to Cit Clerk §104.3.4, GC §34090 Public Works / Code Enforce- CE-004 Code Enforcement Database Indefinite LEI Yes Mag Data Fields / Records are ment interrelated; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 82 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of Retention No. Records Description Retention l Disposition Record Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally erformed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). DEVELOPMENT SERVICES Assessment Rolls / Lighting and Public Works / 'Landscape Districts / Parcel Tax Department preference; Development DS-001 Rolls / Special District Assessment 5 years 5 years Mag, Ppr Meets auditing standards; GC Services Rolls (to Tax Assessor for Tax §34090 et seq. Rolls Public Works / Department preference Development DS-002 Parcel Tax Assessments (Public 5 years 5 years Yes: Until 'Mag, Ppr (meets municipal government Services Safety Tax) Completion auditing standards); GC § _ 34090 Public Works / Parcel Tax Exemption - Development DS-003 Applications &Correspondence 10 years 10 years Yes: Until Mag, Ppr Department preference; GC § Services Public SafetyTax Completion 34090 Private Land Development Projects / Job Files: Administration File Statute of Limitations for Errors & Omissions is 10 Public Works / Construction Inspections, years; Statute of Limitations: Development DS-004 Correspondence, Photos, Private Lab Upon 10 years Completion + Yes: Until Mag, Ppr Contracts & Spec's=4 years, Services Verifications, Testing Lab Final Completion 10 years Completed Wrongful Death=comp. + 5 Reports, etc. years, Developers=comp. + 10 years; CCP §337 et. seq., Examples: CUPs, Lot Line GC §34090 Adjustments, Parcel Maps, Precise Alignment. Specific Plans, Split Lots. ' VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 83 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference � Image: Destroy (OFR) Inactive Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Private Land Development Projects / Job Files: Permanent Files Public Works / Drainage, Grading Plans, Rights of way, Soil Reports, Stormwater, Mag' Department reference; Development DS-005 etc. Upon P Completion P Yes: Until Mfr, OD, S/I Yes: After retained for disaster Services Dedications, Easements, Completed Ppr QC & OD preparedness purposes; GC 'Abandonments (City Clerk is OFR) §34090 Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 84 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of Retention No. Records Description Retention / Disposition Record Comments I Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? after (in office) Retention Options', M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation- com taints claims ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ENGINEERING Public Works / ENG-001 Aerial Maps (Analog / Historical) P P Mag' Mfr, OD, S / I No Department Preference; GC Engineering §34090 ENG-002 Benchmarks / Center Line Ties P Ppr Mag' Mfr, OD Department Preference; GC Public Works / P S/I Yes: After Engineering 9 9 ENG-003 Bridge Inventory Surveys P Ppr Mag' Mfr, OD, QC & OD Yes: After §34090 Department Preference; GC Public Works / P S/I Engineering g g QC & OD §34090 Ppr Department preference; ,Capital Improvement Projects 5 years or Completion + Some grant funding agencies (CIP): Maintenance Proiects (All After 5 years or require audits; Statute of Records) Funding After Funding Limitations for Errors & Public Works / Engineering ENG-004 Upon Agency Agency Yes: Until Mag, Ppr Omissions is not applicable; Examples of Maintenance Projects: Completion Audit, if Audit, if Completed Statute of Limitations: Painting, Pavement Overlays, Repairs, required, required, Contracts & Spec's=4 years; Ramps, Re -Roof, Sidewalk Repairs, whichever is whichever is Statewide guidelines propose Slurry Seals, etc. longer longer termination + 5 years; CCP 337 et. seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 85 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PMENG-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference — Image: Destroy Inactive Active Total Media I=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion), Capital Improvement Projects Department preference; (CIP): Administration File / NOT Some grant funding agencies Scanned - Where Engineering is 10 years or Completion + J require audits; Statute of the Lead Department After 10 years or Limitations for Errors & Funding After Funding Omissions is 10 years; Public Works / Project Administration, Certified ENG-005 Upon Agency Agency Yes: Until Statute of Limitations: Engineering g g Payrolls, Community Outreach / Completion Audit, if Audit, if Mag, Ppr Completed Contracts & Spec's=4 years, Notifications, Project Schedules, required, required, Wrongful Death=comp. + 5 Progress meetings, Punch Lists, Real whichever is whichever is years, Developers=comp. + Estate Appraisals, RFIs & Responses, longer longer 10 years; Statewide Temporary Easements, Construction guidelines propose Manager's Logs, Daily Inspections, termination + 5 years; CCP Daily Logs, etc. 337 et. seg., GC- §34090 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Where Engineering is the Lead Department Department preference; Specifications / RFP & Addenda, copy retained for disaster Public Works / ENG-006 of Agreement or Contract, Successful Upon P P Yes: Until Mag, Mfr, OD, S/I Yes: preparedness purposes; Engineering Proposal, co of Change Orders, p PY 9 Completion Completed Complet. Statewide guidelines propose Geotechnical Studies & Reports, Ppr + 10 years Permanent for Infrastructure Operations & Maintenance Manuals plans; GC §34090 (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, copy of Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. ENG-009 P S Yes: After Department Preference City Clerk City Property / Grant Deeds / I P Mf OD, License Agreements ,, Ppr QC & OD (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: M Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference --- Destroy Image: ' Inactive paper ' Active Total Media I=Import (OFR) (Records Vital? after ' (in office) Center) Retention Options, M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works / Engineering ENG-010 Construction Inspection Database Indefinite Indefinite Yes M Mag Data Fields / Records are Correspondence - Regulatory interrelated; GC §34090 Department preference; Public Works / ENG-011 Agencies Not Related to a CIP Minimum 2 Minimum 2 Yes: While Active Mag, Mfr, OD, Yes: After Some correspondence from Engineering 9� 9 (State &Federal Agencies, EPA, years years S QC Regulatory Agencies need to Health Department, etc.) Issues Ppr be retained for long periods _ of time; GC §34090 Copies - Copies - City Clerk ENG-012 Covenants & Agreements When No When No Yes (all) Mag, ' Mfr, OD, S No GC §34090.7 Longer Longer Required Re uired Ppr Deeds, Easements, Liens, Rights Department preference; City Clerk ENG-013 of Way P P Yes (all) Mag, I Mfr, OD, S Yes: After Finals are maintained by City Clerk; Department file may Send all originals to the City Clerk � Ppr QC & OD in clude correspondence; GC 34090 et_seq. Design & Construction Standards - P P S/I Yes: After Public Works / ENG-014 Mf OD, Department Preference; GC Engineering Authored by the City QC & OD §34090 - _ Ppr Drafts should be destroyed; Drawings, Maps, Plans and Public Works / Record Drawings, Large -Format Mag, Some maps are also retained Engineering ENG-015 Drawings, Survey Record Maps, P P Yes (all) Mfr, OD, S No by Planning; Selected maps Capital Improvement Project "As- Ppr are retained in Public Works Built" for administrative purposes; P P GC 34090 34090.7 VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted.- 87 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Destroy Image: Inactive Paper (OFR) Active Total Media 1=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Encroachment Permits / Excavation Permits: Temporary Public Works / (Street Permits, Temporary Final / Final / Yes: Until Mag' Yes: Afte r Engineering ENG 016 Construction, Sidewalk Repairs, Completion + Completion + Completion Mfr, OD, S QC GC § 34090 Traffic Control, Utility Cuts etc.) 2 years 2 years Ppr Includes Insurance Certificates Encroachments - Permanent / _ Public Works / Backup for License Agreements Mag, Yes: After Department Preference; GC Engineering g g ENG-017 for Permanent structures in the P P Mfr, OD, S QC & OD §34090 City's Right of Way (City Clerk Ppr keeps final License Agreements Public Works / ENG-018 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are Engineering interrelated; GC §34090 Public Works / Engineering Reviews (Easements, Mag, Yes: After Department Preference; GC Engineering g g ENG-019 Covenants, Lot Line Adjustments, P P Mfr, OD, S/I QC & OD §34090 Lot Mergers, etc. Ppr Yes: After Department Preference; GC Public Works / Engineering Studies / Surveys - _ _ Mag, Engineering ENG-020 Preliminary Studies / Project P P Mfr, OD, S/1 QC & OD §34090 Assessments Geotechnical and Soil Reports; Ppr Yes: After Department Preference; GC Public Works / Mag, Engineering g g ENG-021 Hydrology Reports (Authored on P P Mfr, OD, S QC & OD §34090 behalf of the City) Ppr ENG-022 P P Mfr,agOD, Public Works / Grading Plans S Yes: After Department Preference; GC Engineering I Ppr QC & OD §34090 Public Works / ENG-023 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, P I Mag, Yes: After Department preference; Engineering P Mfr, OD, S QC & OD Drafts should be destroyed; Transportation, etc. I I Ppr I I I GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 88 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of Retention No. Records Description Retention / Disposition Record Comments / Reference - - Image: Destroy _ Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works / ENG-024 Railroads (Historical Information) P P Mfr, OD, S/I Yes: After Department Preference, GC Engineering Ppr QC & OD §34090 Required for a minimum of 5 Public Works / Engineering & ENG-025 Stormwater Illicit Discharges 5 5 Mag, Yes (after years; 40 CFR 122.410)(2); - years years Mfr, OD, S / I 2 years) SWRCB Order 2006-03; 40 Fire Ppr CFR §§122.21, 122.41, 122.44; GC §34090 Department Preference; Public Works / Street Sweeping Contract Reports Monitoring records required Engineering ENG-026 (NPDES Reporting) 5 years 5 years Mag, Ppr for 3 years; 40 CFR §§122.21, 122.41, 122.44-1 CCP §337 et seq. 5 years Mag, Mt, OD, S/I Yes: After Department Preference Police ENG-027 Traffic Collision Reports 5 years Pr QC & OD (copies); GC §34090.7 Public Works / ENG-028 Traffic Counts 15 years 15 years Mag Ppr Department preference; GC Engineering _ _ 34090 Public Works / ENG-029 Traffic Requests (Red Curbs, 15 years 15 years Mag Ppr Department preference; GC Engineering Crosswalks, StopSigns, etc. 34090 Department preference Public Works / ENG-030 Traffic Speed Surveys 15 years 15 years Mag Ppr (required every 5 years, but Engineering can be extended to 7 or 10 _ _ _ ears); GC §34090 Underground Service Alerts Required for 3 years; GC Lead Dept. ENG-031 (USA's) 3 years 3 years Mag, Ppr §§4216.2(d) & 4216.3(d), 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 89 Ver 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PMENG-6 Officef Retention No. Records Description Retention I Disposition Comments I Reference Recor Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C, If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Underground Storage Tanks - Public Works / USTs (City Owned) Life of the Life of the Ma g' ' Yes' After23 CCR 2712(b), H&S Engineering ENG-032 Design, Installation, Repairs, Tank Tank OD Mfr, , Ppr S 1 year I§25284.2(i) Lining, Upgrades VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 041 Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media � I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FLEET MAINTENANCE / GARAGE Public Works / Fleet Maint. / FL-001 Garage Inspections 2 years 2 years Mag, Ppr GC §34090 Garage Pre -Trip Inspections / DOT Public Works / Program / CHP Inspections / Fleet Maint. / FL-002 Vehicle Safety Checks / Daily 2 years 2 years Ppr GC §34090,-3 CCR 1234(3) Garage Vehicle Inspections / Daily Equipment Check_ s _ Public Works / 22 CCR 66266.130(c)(5), Fleet Maint. / FL-003 Used Oil Disposal 3 years 3 years Mag, Ppr H&S §25250.18(b), Garage _ 25250.19(a)(3) et Me . Department Preference; If a motor carrier, required for 18 Vehicle & Equipment History Files, Disposal of Disposal of months after vehicle is sold; Public Works / Vehicle or Vehicle or CHP requires life of vehicle; Fleet Maint. / FL-004 AQMD Certifications, Maintenance, Equipment + Equipment + Mag, Ppr OSHA requires 1 year; 8 Garage Registrations, Safety Certifications,' 2 ears y 2 ears y CCR § 3203(b)(1); 49 CFR etc. 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 91 Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & g S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Liti ation com taints claims ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HOUSING Public Works / City -Owned Property - Successful I Expiration of Expiration of Department preference (meets municipal government HOU-001 Housing Lease Tenants (Application, Credit Lease + 5 'Reports, Lease + 5 I Mag, Ppr auditing standards); GC etc.) years -- -- __ years 34090 Public Works / city Owned Property - - - Housing HOU-002 Unsuccessful Lease Tenants 2 years 2 years Mag, Ppr GC §34090 (Application, Credit Reports, etc.) When No When No Preliminary drafts not Public Works / HOU 003 Foreclosure Notices / Notices of Longer Longer Mag, Ppr retained in the ordinary Housing Defaults (NOD) Required Required course of business; GC §34090 HUD requires 5 years after the project completion; Housing Programs: Affordable After the 5 years after documents imposing Housing Projects, Rehabilitation, Affordability the recapture / resale restrictions CDBG-funded Housing Projects, Period Affordability are 5 years after the etc. Terminates, Period Mag, Yes: affordability period Public Works / HOU-004 5 years or the Terminates, Mfr, OD, S / I When terminates; Uniform Admin. Housing WITH aRecapture /Resale Written or the Written Ppr Inactive Requirements for Grants to Restriction Agreement Agreement Local Governments is 3 years Terminates, Terminates, from expenditure report; Deeds are sent to City Clerk Whichever Whichever is statewide guidelines propose is Longer Longer 4 years; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 29 CFR VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 92 Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-2 Office of Retention No. Records Description Retention / Disposition Record Comments I Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged &C'd? S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Housing Programs: Affordable HUD requires 5 years after Housing Projects, Rehabilitation, the agreement terminates; CDBG-funded Housing Projects, Consistent with Consolidated etc. Loan Pay-off Loan Pay-off Mag' Plan Requirements; Required Public Works / HOU-005 OR OR Mfr, OD, S / Yes: After for 3-4 years from Housing WITHOUT a Recapture I Resale Forgiveness Forgiveness P r p QC & OD expenditure or performance Restriction + 5 years + 5 years report; 24 CFR 85.42, 92.508(a)&(c) & Deeds and Insurance are sent to 570.502(a)(16), 29 CFR City Clerk 97.42, GC §34090 Loan Applications / Potential Public Works / Buyers Denied, Cancelled or Housing HOU-006 Withdrawn (First Time Home 2 years 2 years Mag, Ppr GC §34090 Buyers, Life/Safety, Rehabilitation, HOME, etc. P Public Works / HOU-007 Property Files / HOAs P Mag, Ppr Department preference; GC Housing 34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 93 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of Retention No. Records Description Retention I Disposition Record Comments / Reference Destroy � Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). MAINTENANCE Lead Dept. MNT-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Pprj 40 CFR 70.6; GC §34090 Public Works / Maint. MNT-002 Facility Inspections Mag, Ppr GC §34090 2 years 2 years _ Generator Operation Logs & Lead Dept. MNT-003 Inspections - Fixed / Stationary 3 years 3 years Mag, Ppr AQMD AQMD Rule 1470; GC Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. MNT-004 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators §34090 Graffiti Removal Consent P Mag Mfr, OD, S Yes: After Public Works / MNT-005 P Department Preference; GC Maint. Pr QC & OD §34090 Lead Dept. MNT-006 Operations & Maintenance Life of Facility, Department Preference; GC Life of MagPpr ' p Manuals (O&M Manuals) or Equipment Facilityor 34090 et. seg. Stormwater: Operation & Department preference; plans Maintenance (Catch Basins, Field, Mag must be updated every 5 Public Works / MNT-007 General Cleaning, Open Channels, 5 years 5 years Mfr, OD, S / I Yes: After years, audits are required Maint. Slots, Stormwater Treatment Ppr QC & OD every 2 years; SWRCB Order Measures and Trash Cleaning) 2006-03; 4§§ 122.21, 122.41,122.44; GC §34090 Work Orders / Service Requests Division Providing MNT-008 CMMS DATABASE (Computerized Indefinite Indefinite Mag Data is interrelated; GC Service / Work Maintenance Management §34090 System) Work Orders / Service Requests - Division All Information Entered in CMMS When No When No Preliminary drafts (the Providing MNT-009 Database Longer Longer Mag Ppr database is the original); GC Service / Work Required Required §34090 (Paper drafts) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 94 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-2 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments / Reference (OFR) Inactive Active (Records Total Media Vital? Paper I=Import after (in office) Center) Retention Options M=Mfr S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 Providing CMMS Database) MNT-010 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service / Work (Division providing service retains §§945.6, GC §34090 originals; Division requesting service is considered a co VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 95 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of Retention No. Records Description Record Retention I Disposition Comments I Reference Image: Destroy (OFR) Inactive Paper Active Total Media 1=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation com taints claims ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PLANNING Public Works / Alcohol Beverage Control License When No When No Planning+187:2 PL-001 Applications (ABC Applications) Longer Longer Mag, Ppr (Non -Records) 2 Required Required Annexations /Boundaries / P Mag, Mfr, OD, S / I Yes: After Public Works / PL-002 5 years P Land Records; GC §34090 Planning Consolidations / LAFCO QC & OD _ Pr Public Works / Census, Demographics When No Longer When No Longer Mag, Ppr (Non -Records - Census PlanningPL-003 Required Re uired Bureau is OFR) Usually filed in the project file; I Environmental Determinations: Environmental Impact Reports Mag' Final environmental Public Works / (EIRs), Negative Declarations, ' P P Mfr, OD, S Yes: After determinations are required PlanningPL-004 etc.) Ppr QC & OD to be kept a "reasonable period of time- 14 CCR Inside City boundaries §15095(c); GC §34090 Environmental Determinations: Environmental Impact Reports No When No Non-records-;EIRs and Public Works / (EIRs), NegativeWhen PL-005 ( ) Declarations, Longer Longer Ppr Negative Declarations within Planning etc.) Required Required the City Boundaries are with the project file Outside Cityboundaries__J_ Mag, Yes: After Public Works / PL-006 General Plan, Elements and P City Clerk Maintains all Planning Amendments P Mfr, OD, S / I QC & OD Agenda Packets Ppr Permanently; GC 34090.7 P Mag' Mfr, OD, S / I Yes: After Department Preference; GC Public Works / Historic Preservation Survey, P PlanningPL-007 Evaluations and Designations 9 Ppr QC & OD §34090 Public Works / Master Plans, Specific Plans, Land PL-008 Use Plans, Land Use Maps, P P Mag, Mfr, OD, S / I Yes: After Department Preference; GC Planning Zoning Maps, etc. Ppr QC & OD §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 96 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of Retention No. Records Description Retention I Disposition Record Comments / Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr � Center) Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works / When No When No Preliminary drafts not Planning PL-009 Materials Boards Longer Longer Mag, Ppr retained in the ordinary Required Re uired course of business; GC Public Works / Department Preference - Planning PL-010 !Planning Applications Database Indefinite Indefinite Yes (all) Mag Data is interrelated; GC 1 34090, H&S 19850 Planning Project Files - _ - - iApproved Permanent Entitlements (Application & !Supporting Documents) (Includes Associated CEQA Noticing, Conditions of Approval, Department preference; Final Public Noticing, Environmental Mag' environmental determinations Public Works / Determinations, Staff Reports, PlanningPL-011 Plans & Maps) Other originals ( 3 years P P Yes Mfr, OD, S Yes: After are required to be kept a "reasonable p) p P r QC & OD period of time"; kept by City Clerk) 14 CCR §15095(c); GC§§34090, 34090.7 Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone -- --Chancies. etc,- - P P Mag' Mfr, OD, S Yes: After Department Preference; GC Public Works / PL-012 Redevelopment Projects Planning r,pr QC & OD §34090 Minimum 2 Minimum 2 Mag' Mt,, OD, S Yes: After Department Preference; GC Public Works / PL-013 Studies Planning iSpecial years years QC & OD 1§34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 97 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2years),since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). 'Temporary Entitlements I Temporary Permits (Approved & Public Works / Unapproved): PL-014 Minimum 2 I Minimum 2 Yes: During Mag' Mfr, OD, � S Yes: After Department preference; Planning years i years Event Ppr QC & OD GC§§34090 'Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc. P Mag' Mfr, OD, S / I Yes: After QC & OD Public Works / PL-015 Zoning Letters 5 years P Land Records; GC §34090 Planning P r Public Works / Zoning Maps / Land Use Maps PL-016 P I P Yes (all) Mag' MP° D, S No Department Preference; GC Planning (Historically Significant) §34090.7 P Mag' Mfr, OD, S / I Yes: After Department Preference Public Works / Zoning Ordinance Amendments, PL-017 I P Yes Planning Reclassifications / Zone Change 1 year (copies); GC §34090.7 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 98 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Active Total I Media i I=Import Paper (OFR) (Records (in office) ,, Retention Vital? Options M=Mfr after Center) i S=Scan Imaged & C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is nonnally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). UTILITIES I SOLID WASTE Public Works / SOLID-001 Solid Waste Liens / Garbage Liens 10 years P P Mag, Ppr GC §34090 et seq. Solid Waste & Releases Solid Waste Reduction / AB 939 10 years 1 1 Department preference; GC Public Works / SOLID-002 10 years Mag, Ppr Solid Waste Compliance / Tonnage Reports §34090 et seq. VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 99 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - STORMWATER Page PW/STORM-1 Officeof Retention No.' Records Description Retention I Disposition Comments I Reference -Re Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C' If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. q. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). PUBLIC WORKS - STORMWATER I NPDES Department preference; plans Mag' must be updated every 5 Public Works / STORM-001 Stormwater: MS4 Monitoring 5 years 5 years 'Mfr, OD, � S / I Yes: After years, audits are required Stormwater Ppr QC & OD every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Department preference; plans Mag' must be updated every 5 Public Works / STORM-002 'Stormwater: MS4 Permits 5 years 5 years Mfr,Pp D, S / I Yes: After years, audits are required Stormwater QC & OD every 2 years; SWRCB Order 2006-03; 4§§ 122.21, 122.41, 122.44, GC §34090 Mag' Department preference; Public Works / Stormwater: NPDES Annual STORM-003 5 years 5 years MPp D, S / I Yes: After Monitoring records required Stormwater Reports QC for 3 years; 40 CFR 122.21, 122.41, 122.44 Department Preference; Public Works / STORM-004 Stormwater: NPDES Permits Expiration + 5 Expiration + Yes: Until Mag, Ppr Monitoring records required for 3 years; 40 CFR Stormwater years 5 years Expiration §§ 122.21, 122.41, 122.44; CCP §337 et seg. Department preference; plans Stormwater: TMDL Plan (Total Mag, must be updated every 5 Public Works / STORM-005 Maximum Daily Load) TMDL Stormwater 5 years 5 years Mfr, OD, S / I Yes: After QC & OD years, audits are required every 2 years; SWRCB Order Monitoring Plan Ppr 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 100 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Records Active Total Media, I=Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed 7y file folder. Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods retention resumes after settlement). WASTEWATER I SEWER Capital mprovemen Projects Department preference; Some (CIP): Administration File / NOT Scanned -Wastewater Completion + grant funding agencies require Proiects � 10 years or 10 years or audits; Statute of Limitations for I After Funding After Funding Errors & Omissions is 10 years; Public Works Agency Project Administration, Certified Upon Agency Yes: Until i Statute of Limitations: Contracts / Waste WW-001 Payrolls, Community Outreach / I Completion Audit, if Audit, if Completed ,Mag, Ppr & Spec's=4 years, Wrongful Water Notifications, Project Schedules, required, required, Death=comp. + 5 years, Progress meetings, Punch Lists, whichever is whichever is Developers=comp. + 10 years; Real Estate Appraisals, RFIs & longer longer Statewide guidelines propose Responses, Temporary termination + 5 years; CCP §337 Easements, Construction et. seq., GC §34090 Manager's Los Daily Inspections, Capital Improvement Projects (CIP): Permanent File / Scanned Records - Wastewater Proiects Specifications / RFP & Addenda, Department preference; retained Public Works Agreement / Contract, Successful Upon Mag, Yes: Until Yes: for disaster preparedness / Waste WW-002 Proposal, Change Orders, P 9 P P i Mfr, OD, S/I Complet. + purposes; Statewide guidelines Water Geotechnical Studies & Reports, Completion Operations & Maintenance Manuals Completed Ppr 10 years propose Permanent for Infrastructure plans; GC §34090 (O&M Manuals,) Materials Testing I Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Minimum 5 S / I Yes: After Public Works Minimum 5 Mag, Department GC / Waste WW-003 CCTV / Video Inspections years years Mfr, OD, QC & OD preference; Water Ppr §34090 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 101 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Records ! � Active Total Media 1=Import Paper after (OFR) Center, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits, public records requests, and/or investi ations suspend normal retention periods retention resumes after settlement), 8 CCR 5157(d)(14) & (e)(6); 29 Lead Dept. WW-004 Confined Space Entries 2 years 2 years Ppr CFR 1910.146(e)(6); GC - 34090 Department preference; Public Works FOG (Fats, Oil &Grease) / Monitoring records required for 3 / Waste WW-005 Source Control / Pretreatment 3 years 3 years Mag, Ppr years; 40 CFR 21 § Water Annual / Semi -Annual Reports _ 403.1, 122.41; 40 CFR 403.12 _ Public Works Generator Operation Logs & / Waste WW-006 Inspections - Fixed 1 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Water Stationary Generators Public Works' Generator Operation Logs & AQMD Rule 1470; Form / Waste WW-007 Inspections - Portable / 5 years 5 years ! Mag, Ppr 400—E-13a instructions; GC Water Emergency Generators §34090 Public Works Mag, Required for a minimum of 5 / Waste WW-008 Sanitary Spills and Overflows 5 years 5 years Mfr, OD, S / I Yes: After years; 40 CFR 122.410)(2); Water (SSOs) Ppr QC & OD SWRCB Order 2006-03; 40 CFR 122.410)(2); GC §34090 Data is interrelated; system Public Works WW 009 SCADA Database (Supervisory Indefinite Indefinite Yes Mag qualifies as a "trusted system"; / VPU Control and Data Acquisition) GC 34090, 12168.7 Department preference; plans Public Works Sewer System Management Superseded Superseded , Mag Mfr, OD, S / I Yes: After '& must be updated every 5 years, audits are required every 2 / Waste WW-010 Water Plans (SSMP) + 5 years + 5 years Ppr QC OD years; SWRCB Order 2006-03; 40 CFR 122.410)(2); G_ C §34090 Work Orders / Service Division Providing WW_011 Requests CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC §34090 Service / (Computerized Maintenance Work Management System) VERNON, CA. 01995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 102 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) Center, Vital? i (in office) � OD or Mfr Retention � Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits, public records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Work Orders / Service Division Providing Requests - All Information When No When No I I Preliminary drafts (the database Service / WW-012 Entered in CMMS Database Longer Longer Mag Ppr is the original); GC §34090 Work Required Required (Paper drafts Work Orders / Service Requests - NOT entered in CMMS Database (or partial Division information entered into CMMS City Preference; CCP §§338 et Providing WW-013 Service / Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service §§945.6, GC §34090 retains originals; Division requesting service is considered a co VERNON, CA. 91995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 08/24/2011 103 STAFF REPORT �pF VET RECEIVE® .t ���'6LT MOJ CL af �q� �//7 RFE GENE® OCT 12 2017 OCT 12 2017 STAFF REPORT CITY ADMINISTRATION CITY CLERK'S OFFICE CITY CLERK DEPARTMENT % (o, allq DATE: October 17, 2017 TO: Honorable Mayor and City Council FROM: Maria E. Ayala, City lerk Originator: Matthew Ceballos, Deputy City Clerk RE: A Resolution of the City Council of the City of Vernon Approving and Adopting a Records Retention Schedule, Authorizing Destruction of Certain City Records, and Repealing All Resolutions in Conflict Therewith Recommendation A. Find that approval of the proposed records retention amendment is exempt from California Environmental Quality Act ("CEQA") review, because it is an administrative activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a "project" as defined by CEQA guidelines section 15378; and B. Adopt a resolution approving and adopting a Records Retention Schedule and authorizing destruction of certain City Records. Background The City of Vernon has established a Records Management Program (RMP). The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The RMP is implemented in the following phases: • Phase I: City Records Liaisons Group • Phase II: Updating the Records Retention Schedule • Phase III: Implementing Records Management Policies and/or Procedures • Phase IV: Establishing RMP Calendar • Phase V: Continued Efforts and Development in RMP After identifying Records Liaisons from each department, the City moved to Phase II of the RMP, working on a comprehensive update to the City's records retention schedule. A complete review Page 1 of 3 was necessary to bring all schedules up-to-date to ensure consistency in records management throughout the City, and to ensure records retention is in compliance with all laws and are standard business practice for California cities. The City retained the services of Gladwell Governmental Services, Inc., an expert in local government records, to assist in the records retention schedule review and update. Multiple work sessions took place over the course of a number of months. The new retention schedules were written interactively with representatives from each department. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Vernon's records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Vernon will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. The new records retention schedule includes instructions on how to use the records retention schedule, a legend to explain the numerous acronyms, a "Citywide" retention schedule (for those records that fall into categories that are common throughout the departments), and individual departmental retention schedules. The proposed resolution will also authorize the City to provide for a citywide policy and/or procedure for the routine destruction of records in accordance with the City's records retention schedule. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, which is provided in Section 2 of the resolution. It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council; however, we have presented a more conservative approach: Authorizing only minor updates. Section 3 states, "Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Vernon prior to taking affect." PRIOR CITY COUNCIL ACTIONS 02/23/2017 - Adopted Resolution No. 2017-08, Amending the Records Retention Schedule to include the City Attorney's Office. 09/17/2013 - Adopted Resolution No. 2013-77, Amending the Records Retention Schedule to comply with the Federal Dodd -Frank Wall Street Reform and Consumer Protection Act and related regulations. 07/14/2004 - Adopted Resolution No. 8449, Amending the Records Retention Schedule to update various sections of the retention schedule. 03/24/2004 - Adopted Resolution No. 8409, Amending the Records Retention Schedule to include the IT Division. Page 2 of 3 08/27/2003 - Adopted Resolution No. 8269, Amending the Records Retention Schedule to update various sections of the retention schedule. 10/23/2002 - Resolution No. 8089, Amended prior resolution that authorized the Police Chief to destroy certain Police Department Records. 08/22/2000 - Adopted Resolution No. 7605, Adopted initial Records Retention Schedule. 07/28/1998 - Resolution No. 7187, Authorized the Police Chief to destroy certain Personnel Files. 04/28/1987 - Resolution No. 5379, Authorized the Police Chief to destroy certain Police Department Records. Fiscal Impact Vernon will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs. Attachment(s) Draft Resolution with exhibit. Page 3 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND REPEALING ALL RESOLUTIONS IN CONFLICT THEREWITH WHEREAS, on August 22, 2000, the City Council of the City of Vernon adopted Resolution No. 7605 approving and adopting the City of Vernon Records Retention Schedule 2000, as amended by Resolution Nos. 8269, 8409, 8449, 2013-77, and 2017-08, for maintaining documents and records by all City departments except the Police Department; and WHEREAS, on April 28, 1987, the City Council of the City of Vernon adopted Resolution No. 5379, as amended by Resolution Nos. 7187 and 8089, authorizing the Police Chief to destroy certain Police Department Records pursuant to Sections 12236, 34090, 34090.5 and 34090.6 of the Government Code of the State Of California; and 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 Vernon; 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 State of California has adopted guidelines for retention period for various government records; and WHEREAS, by memorandum dated October 17, 2017, the City Clerk has recommended the approval and adoption of a comprehensive update to the City of Vernon Records Retention Schedule, directing document and record management by all City Departments; and WHEREAS, the City Council consents to the destruction of the records if made pursuant to the updated Records Retention Schedule. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 2: The City Council of the City of Vernon finds that this action is exempt from California Environmental Quality Act ("CEQA") review, because it is an administrative activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a "project" as defined by CEQA guidelines section 15378. SECTION 3: The records of the City of Vernon, 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 City Clerk and City Attorney, without further action by the City Council of the City of Vernon, as established in the City's Records Destruction Procedure/Policy. SECTION 4: With the consent of the City Clerk, City Administrator, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates may include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Any changes in the Total Retention and/or adding new records - 2 - series must be presented to the City Council of the City of Vernon prior to taking effect. SECTION 5: The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. SECTION 6: All resolutions or parts of resolutions, specifically Resolution Nos. 5379, 7187, 7605, 8089, 8269, 8409, 8449, 2013-77, and 2017-08, not consistent with or in conflict with this resolution are hereby repealed. SECTION 7: The City Clerk, or Deputy City Clerk, of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the City Clerk, or Deputy City Clerk, of the City of Vernon shall cause this resolution and the City Clerk's, or Deputy City Clerk's, certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 24th day of October, 2017. ATTEST: City Clerk / Deputy City Clerk APPROVED AS TO FORM: Zay oussa, Sen or Deputy City Attorney Name: Title: Mayor / Mayor Pro-Tem - 3 - STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, , City Clerk / Deputy City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. , was duly passed, approved and adopted by the City Council of the City of Vernon at an adjourned regular meeting of the City Council duly held on Tuesday, October 24, 2017, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this day of October, 2017, at Vernon, California. (SEAL) - 4 - City Clerk / Deputy City Clerk EXHIBIT A o^E s �VELY &t# nio Records Retention Adopted by Resolution No. Amended by Resolution No Amended by Resolution No Amended by Resolution No Amended by Resolution No Amended by Resolution No Schedule 2017 7605 on August 22, 2000 . 8269 on August 27, 2003 . 8409 on March 24, 2004 8449 on July 14, 2004 2013-77 on September 17, 2013 2017-08 on February 21, 2017 HOW TO USE RETENTION SCHEDULES ©1995-2016 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 has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. 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 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: All original records that have exceeded their retention period must be authorized for destruction according to City Policies & Procedures prior to destroying them. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is a minimum retention (" Minimum 2 years"), it must be authorized for destruction before it is destroyed, as it is an original record. • 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 completion)." O .N a) C a) tf m Q a) a) E T _T m N T fl. O U O U (D O m C O a) L cn LZ a) m Y m _O �U E .- -tU Qa) N L .= � c 'a o c 0 a) w E O — d U C) C OU LLL U O m cn '2 O U N m Y O a O co N a) cn O U N a) L c r Q N QJ 0 N O V d rnm c � •� L L E "6 N U N L � m C CL m 'mp U c p m O O E c a) E� U a) C c a) 4) rn m cn m72 `U C O N U � C O N O rnN � Q) c o O N cn O N C L U N to c � O m a) c N EL N E IL O O N 0) c N N a) �_ E O cn (D a) cn CU cn O N CU E a) c C a O o a L a) c U CD a) •C L1 = - E E m a) x - 0 W >% c w i5 U. 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La = a) m °ET L ea N U LL i V% 0 a d Q U c 0 CL Q O U � Q c U o m Q O -oo 0rn VaTi U O a) a) tp c O Q L) Q O O 'O a) U Q w O «O-. mU-0U,N- O� m m m'DU) �ii� o .o Cn L) E �w0 �.@.0 E m U U cc Cc W W U U .. cn 6 C ) mUUU06 c-W°6 00WLL=0D3: c TABLE OF CONTENTS CITY-WIDE STANDARDS (CW 1-14) 1-14 CITY ADMINISTRATOR (CADM 1) 15 CTIY ATTORNEY (CA 1-2) 16-17 CITY CLERK (CC 1-12) 18-29 FIRE (FR 1-5) 30-34 HEALTH & ENVIRONMENTAL CONTROL (H&EC 1-4) 35-38 HUMAN RESOURCES (HR 1-6) 39-44 INFORMATION TECHNOLOGY (IT 1) 45 POLICE (PD 1-10) 46-55 PUBLIC UTILITIES CUSTOMER SERVICE (UT/CS 1-3) 56-58 ELECTRICITY (UT/EL 1-7) 59-65 FIBER OPTICS (UT/FO 1-2) 66-67 GAS (UT/GAS 1-6) 68-73 WATER (UT/WATER 1-5) 74-78 PUBLIC WORKS BUILDING & SAFETY (PW/BS 1-3) 79-81 CODE ENFORCEMENT (PW/CE 1) 82 DEVELOPMENT SERVICES (PW/DS 1-2) 83-84 ENGINEERING (PW/ENG 1-6) 85-90 GARAGE (PW/G 1) 91 HOUSING (PW/HOU 1-2) 92-93 MAINTENANCE (PW/MNT 1-2) 95 PLANNING (PW/PL 1-3) 96-98 SOLID WASTE (PW/SOLID 1) 99 STORMWATER (PW/STORM 1) 100 WASTEWATER (PW/WW 1-3) 101-103 U m m 0- J D 0 W 2 (U U) z O F— z LW r W O W w O LO a� a N c m o (D 0 o U ca y co U N car E C7 � o o w a) C C7 LL .- a) E E: C U J a) w O Q' O O) m o o Evo Y c_ C O V)O L CDU O M 0) m al E U r O cn V a U C C Q co to c m Q�� a) � CD 0 0 a Q)U O c cn 7 _N M a) 14, Cl) U -I--m <n O O O 3 O O c`) V O "O •— '— M Cl) c0) c« a) to U C O Q "'ccm col CO (Va O MCO C4M 0 _T Q) C 0 CL O Qa) I 0 U °' o Q)U Q c a) m a E E U Q) 0 0 cB V CC u u� O E cn cn N O a) a) - - -0 - 0 o 0 0 0 zz. 0) Co CLc O) O O) 0co O) 0 ` oCl. 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