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Resolution No. 2024-010RESOLUTION NO. 2024-10 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 RESOLUTION NO. 2020-15 SECTION 1. Recitals. A.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. B.Section 34090 of the Government Code of the State of California authorizes the destruction of certain public records which have served their purpose and are no longer required. C.On June 2, 2020, the City Council adopted Resolution No. 2020-15 approving and adopting an updated Records Retention Schedule, authorizing destruction of certain City records, and repealing all resolutions in conflict therewith. D.Staff has reviewed and revised the Records Retention Schedule in accordance with changes in applicable law and best municipal practices and presents updated schedules to Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 2. The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 3. The records of the City of Vernon, as set forth in the Records Retention Schedule, attached as Exhibit A, 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in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable. Any 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 effect. Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Resolution No. 2024-10 Page 2 of 122 _______________________ SECTION 5. All resolutions or parts of resolutions, specifically Resolution No. 2020-15, not consistent with or in conflict with this resolution are hereby repealed. SECTION 6. The Deputy City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions. APPROVED AND ADOPTED July 16, 2024. _____________________________ JUDITH MERLO, Mayor ATTEST: YONNIE PARKER, Deputy City Clerk (seal) APPROVED AS TO FORM: _________________________________ ZAYNAH N. MOUSSA City Attorney I CERTIFY THAT RESOLUTION NO. 2024-10 was passed and adopted by the City Council of the City of Vernon at the Regular Meeting on July 16, 2024, by the following vote: AYES: 4 Council Members: Larios, Lopez, Ybarra, Merlo NOES: 0 ABSENT: 1 Council Member: Rivera ABSTAIN: 0 ________________________________ YONNIE PARKER, DEPUTY City Clerk (seal) Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D HOW TO USE RETENTION SCHEDULES ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).” Resolution No. 2024-10 Page 3 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Resolution No. 2024-10 Page 4 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY WIDE (Used by All Departments) Finance CW-001 Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §34090.7 Lead Dept.CW-002 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-003 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD Complete Master Agenda Packets are retained by the Office of the City Clerk permanently; GC §34090.7 City Clerk CW-004 Agreements & Contracts - ALL (after 2020). 2019 & prior with City Clerk's Attestation Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Starting in 2020, send ALL original contracts to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attests to; 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: Resolution No. 2024-10 Page 5 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-005 Agreements & Contracts - WITHOUT City Clerk's Attestation (Prior to 2020) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), etc.) Completion + 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133; GC §34090; GC §8546.7 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: Resolution No. 2024-10 Page 6 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion + 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 Finance CW-009 Audits / Audit Reports / Annual Comprehensive Financial Report (ACFR) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §34090.7 CW-010 Bids: See Agreements & Contracts 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: Resolution No. 2024-10 Page 7 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Staffing Dept.CW-011 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §34090 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 10 years 10 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(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: Resolution No. 2024-10 Page 8 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes 10 years 10 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No Department preference; GC §34090 Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 City Attorney CW-019 Claims Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement GC §§34090.7, 34090.6 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: Resolution No. 2024-10 Page 9 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead (Responding) Dept. CW-020 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§911.2, 34090 Human Resources CW-021 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §34090.7 CW-022 Contracts: See Agreements Lead Dept.CW-023 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-024 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological, e-mail, General Files, Letters, Memorandums, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years 2 years Mag, Ppr ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017; GC §34090 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: Resolution No. 2024-10 Page 10 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages. transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 7928.705; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 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: Resolution No. 2024-10 Page 11 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CW-026 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §34090.7 Lead Dept.CW-027 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §34090 Lead Dept.CW-028 DMV Pull Notices When Superseded or Separated When Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Lead Dept.CW-029 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 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: Resolution No. 2024-10 Page 12 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-030 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-031 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §34090 Lead Dept.CW-032 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §34090 GC § 8546.7 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: Resolution No. 2024-10 Page 13 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources CW-033 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 City Attorney CW-034 Lawsuits, Litigation, Pending Litigation Copies - When No Longer Required (Upon Settlement) Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement Risk Management administrates pre-litigation claims; GC §§34090.7, 34090.6 Lead Dept.CW-035 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §34090 Lead Dept.CW-036 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While Chemical In Use 30 years 30 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 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: Resolution No. 2024-10 Page 14 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CW-037 Minutes - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 City Clerk CW-038 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept.CW-039 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-040 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr GC §34090 City Clerk CW-041 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090 Lead Dept.CW-042 OSHA Inspections or Citations 5 years 5 years Ppr Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 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: Resolution No. 2024-10 Page 15 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources CW-043 Personnel Files (Department- level Files) Except for Fire & Police Department Send to Human Resources Upon Separation or Transfer Send to Human Resources Upon Separation or Transfer Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-044 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-045 Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §34090 Lead Dept.CW-045.1 Proclamations, Commendations, Certificates / Recognitions 2 years 2 years Mag, Ppr GC §34090 City Clerk CW-046 Public Records Requests (ALL) Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk; GC §34090.7 Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §34090 Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; 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: Resolution No. 2024-10 Page 16 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; GC §§34090. 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090, 7928.705 City Clerk CW-051 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Department preference; 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: Resolution No. 2024-10 Page 17 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §34090.7 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §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: Resolution No. 2024-10 Page 18 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-060 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §34090 Finance / Payroll CW-061 Time Cards / Time Sheets / Time Off Request Forms / Payroll Certifications / Leave Requests / Payroll Exception Forms Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in 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 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: Resolution No. 2024-10 Page 19 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.CW-062 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety Training & Tailgates, Sexual Harassment Prevention Training) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Lead Dept.CW-063 Video Recordings - City Operations / Building Security 1 year 1 year Mag Records "regular and ongoing operations"; GC §34090.6 Lead Dept.CW-064 Video Recordings - Parking Lots, Public Areas When No Longer Required When No Longer Required Mag Does not record "regular and ongoing operations"; GC §34090.6 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: Resolution No. 2024-10 Page 20 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ADMINISTRATOR City Admin.CADM-002 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin.CADM-003 Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Clerk CADM-004 Independent Reform Monitor Reports Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Included in City Council Agenda Packets; GC §34090.7 City Admin.CADM-006 Projects, Programs, Economic Development, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 City Admin.CADM-007 Speech Notes / PowerPoint Presentations When No Longer Required When No Longer Required Mag, Ppr Notes, drafts, or preliminary documents; GC §34090 et seq. Finance CADM-008 Travel / Conferences Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Invoices are maintained by Finance; GC §34090.7 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 21 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ATTORNEY City Attorney CA-001 Advice Files / Department Files Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; GC §34090 City Attorney CA-001.1 Attorney Invoice backup / detail (confidential)2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 City Attorney CA-002 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 City Attorney CA-003 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 City Attorney CA-004 City Attorney Opinions and Opinion Index P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-005 Claim for Damages - Over $2,501 Minimum Final Resolution + 5 years Minimum Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Attorney CA-006 Closed Session Materials Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; GC §34090 City Attorney CA-007 Litigation Files / Lawsuits / Court Case Files - Real Property or Historically Significant Minimum Final Resolution + 5 years P P Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §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: Resolution No. 2024-10 Page 22 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Attorney CA-008 Litigation Files / Lawsuits / Court Case Files - NOT Real Property or Historically Significant Minimum Final Resolution + 5 years Minimum Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§34090, 34090.6; PC §832.5(b) City Clerk CA-009 Settlement Agreements / Final Court Settlements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all final settlement agreements and court settlements to City Clerk; GC §34090 City Attorney CA-010 Summons 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 23 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY CLERK City Clerk CC-001 Agenda Packets: City Council, Active and Inactive Decision Making Bodies P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003 Agreements & Contracts (INFRASTRUCTURE - ALL Settlement Agreements, MOUs, etc.) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion Examples of Infrastructure: Architects, buildings, bridges, covenants / CC&Rs, golf course redesign / construction, development, park improvements, property restrictions, reservoirs, settlement, sewers, sidewalks, street & alley improvements, utilities, water. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: After Inactive Starting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only. Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) 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: Resolution No. 2024-10 Page 24 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-004 Agreements & Contracts (NON-INFRASTRUCTURE ALL) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Notice of Completion Examples of Non-Infrastructure: Consultants, Franchises, Landscape Maintenance, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Human Resources, Professional Services Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Starting in 2020, ALL original contracts are sent to the City Clerk. 2019 and prior, the City Clerk retained the originals of any agreement or contract that the City Clerk attested to only. Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-004.1 Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-006 Budgets - Adopted / Final (approved via resolution)P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 90 days Department preference; GC §34090 et seq. City Clerk CC-007 City Council, Board & Commission Historical List of Members P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; 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: Resolution No. 2024-10 Page 25 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-008 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-008.1 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL ELECTRONICALLY-FILED 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-008.2 Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years 2 CCR 18615(d), GC §81009(e)&(g City Clerk CC-009 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-010 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-011 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18702.5; GC §34090; GC §81009(e) City Clerk CC-015 FPPC Referral Letters Minimum Term of Office + 2 years Minimum Term of Office + 2 years Mag, Ppr Department preference; GC §34090 ELECTIONS - CONSOLIDATED 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: Resolution No. 2024-10 Page 26 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk OR Utility / Customer Service CC-016 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Clerk CC-017 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Ppr Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 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: Resolution No. 2024-10 Page 27 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-021 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-022 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-023 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 28 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-024 Elections - HISTORICAL (Sample ballot, copies of resolutions with the final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months, or Final Examination if No Election + 1 year after petition examination if petition is insufficient Results + 8 months, or Final Examination if No Election + 1 year after petition examination if petition is insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-025.1 Elections - Petitions (Initiative, Recall or Referendum) - IF Insufficient, and IF Proponents Examine Petition 1 year 1 year Ppr EC §§17200(b)(3), 17400 ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-026 Applications to View Voter Registration Information 5 years 5 years Ppr EC 2188(f) City Clerk CC-028 Ballots, Ballot Security Envelopes - After Election 6 mo.6 mo.Ppr EC §17302 City Clerk CC-029 Ballots, Ballot Security Envelopes - After Recount 6 mo.6 mo.Ppr EC §17306 City Clerk CC-030 Challenged & Assisted Voters List 6 mo.6 mo.Ppr If uncontested, EC §17304 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 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: Resolution No. 2024-10 Page 29 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-033 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk CC-034 Tally Sheets, Logic & Accuracy Test Certifications 6 mo.6 mo.Ppr EC §17304 City Clerk CC-035 Vote-by-Mail Applications, Roster of Absentee Applications 6 mo.6 mo.Ppr EC §17505 City Clerk CC-036 Vote-by-Mail Identification Envelopes 6 mo.6 mo.Ppr EC §17302 City Clerk CC-037 Voter Index Copies used as the Voting Record at Polling Places 6 mo.6 mo.Ppr EC §17304 City Clerk CC-038 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section) City Clerk CC-039 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §53235.2(b) City Clerk CC-039.1 Film Permits (Issued by Film LA) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. City Clerk CC-040 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-041 Housing Lottery / Interest Forms (Public Works conducts Lottery) 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 30 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-042 Minutes: City Council, Active and Inactive Decision Making Bodies P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-043 Municipal Code Administration, Distribution, etc. When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CC-044 Notices: City Council, Active and Inactive Decision Making Bodies 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 City Clerk CC-045 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c); GC §34090 City Clerk CC-046 Ordinances P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-047 Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) Excludes Police 2 years 2 years Mag, Ppr Department preference; GC §34090 City Clerk CC-048 Real Property: Deeds, Easements, Liens, Rights of Way P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §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: Resolution No. 2024-10 Page 31 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-049 Recordings - AUDIO & VIDEO RECORDINGS of Meetings / Audio Tapes - City Council, Active and Inactive Decision Making Bodies 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; Video tapes of meetings are required for 90 days; GC §34090.6; GC §54953.5(b) City Clerk CC-050 Records Destruction Authorization Forms 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-051 Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 et. seq. City Clerk CC-053 Resolutions: City Council, Active and Inactive Decision Making Bodies P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-053.1 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-054 Subpoenas for Personal Appearance (City Hall Employees, Fire Employees) Excludes Police 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 32 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ACCOUNTING Finance / Accounting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Check Request, etc. Excludes backup for Attorney invoices) 2 years 3 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 City Clerk FIN-003 Audit Reports / Annual l Comprehensive Financial Report (ACFR) and related Audit Opinions Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After 90 days (Copies - the original is maintained by the City Clerk in the Agenda Packet); GC §34090.7 Finance / Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference; meets municipal government auditing standards; GC §34090 Finance / Accounting FIN-005 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 3 years 5 years Mag, Ppr Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 33 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Developme nt Services FIN-006 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag, Ppr Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Finance / Accounting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After 90 days Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. City Clerk FIN-008 Budgets - Adopted / Final (approved via resolution) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 90 days City Clerk maintains originals; GC §34090.7 Finance / Accounting FIN-009 Budgets - Preliminary, Proposed, Backup Documents When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 Finance / Accounting FIN-010 Checks / Warrants (Issued by the City, Cashed / Paid)7 years 7 years Mag, Ppr Department preference; this is the length of time commercial banks retain images of the checks; 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: Resolution No. 2024-10 Page 34 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-011 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting FIN-012 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting FIN-013 Financial Services Database Indefinite - Minimum 10 years Indefinite - Minimum 10 years Yes Mag Data Fields / Records are interrelated; FERC requires 10 years for GLs, Subsidiary Ledgers and Journal Vouchers; 18 CFR 125.2 & 125.3; GC §34090 Finance / Accounting FIN-014 Fixed Asset List / Fixed Asset Evaluation Study / Depreciation Schedules 2 years P P Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting FIN-015 Investments / Arbitrage Report / Swaps / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 35 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Accounting FIN-016 Journal Entries / Journal Vouchers 2 years 8 years 10 years Mag, Mfr, OD, Ppr S / I No Required because of electricity regulations; 18 CFR 125 et seq.; GC §34090, CCP § 337 Finance / Accounting FIN-017 Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance / Accounting FIN-018 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting FIN-019 Transportation Audits / PERS Audit, etc.5 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090 Finance / Accounting FIN-020 Treasurer's Reports & Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting FIN-021 W-9s Minimum 5 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-022 Accounts Receivable - Miscellaneous - Backup for Damage to Public Property, Invoices to Outside Entities, Rent Billings, etc. 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 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: Resolution No. 2024-10 Page 36 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-022.1 Alarm Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. City Attorney FIN-023 Bankruptcies Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Finance / Business License & Revenue FIN-024 Business License & Permit Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Finance / Business License & Revenue FIN-025 Business License Applications and Changes 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-026 Business License Renewals 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Business License & Revenue FIN-027 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 1 year 4 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Lead Dept.FIN-028 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 5 years 5 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 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: Resolution No. 2024-10 Page 37 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Business License & Revenue FIN-029 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Business License & Revenue FIN-029.1 Utility User Tax Remittance 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. PAYROLL Finance / Payroll FIN-033 Auto Pay Authorization Forms / Direct Deposit Authorizations 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance / Payroll FIN-034 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance / Payroll FIN-035 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-036 Deferred Compensation (457) Reports, Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Finance / Payroll FIN-037 Employment Verifications When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business 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: Resolution No. 2024-10 Page 38 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance / Payroll FIN-038 Payroll Benefit Files / Administration Forms (W-4s, Changes, Employee, Computer Loan Receipts and Payments, Vacation pay-off requests, etc.) Separation + 5 years Separation + 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS Regulation for W-4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance / Payroll FIN-039 Payroll Journals / Payroll Registers / Pay Day Registers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance / Payroll FIN-040 Time Cards / Time Sheets / Time Off Request Forms / Payroll Certifications / Leave Requests / Payroll Exception Forms 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in 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 Finance / Payroll FIN-041 W-2's 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 39 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PURCHASING Finance / Purchasing FIN-042 Asset Disposal / Sale / Auction / Surplus 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-043 Credit Applications 2 years 2 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-044 Purchase Orders / Purchase Contracts 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §34090 Finance / Purchasing FIN-045 Vehicle Titles - Copy of Release of Liability 2 years 2 years Mag, Ppr DMV records retained for convenience Finance / Purchasing FIN-046 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 RISK MANAGEMENT Finance / Risk Manag. FIN-046.1 Claim for Damages - Up to $2,500 / Damage to City Property Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b) Finance / Risk Manag. FIN-046.2 Insurance Certificate Renewals for Vendor Agreements & Contracts / Certificate of Liability Insurance 11 years 11 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations and latent defects; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Finance / Risk Manag. FIN-047 Insurance Polices (City-owned policies)P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / Risk Manag. FIN-048 JPA / JPIA Reports / General Liability Claim Runs 5 years 5 years Ppr Department Preference; 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: Resolution No. 2024-10 Page 40 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIRE ADMINISTRATION Fire / Admin.FR-001 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) Superseded and Approved Superseded and Approved Yes Mag, Mfr, OD, Ppr S/I No GC §34090 Fire / Admin.FR-002 EOC Activations & Drills 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Fire / Admin.FR-003 Fire Sprinkler Inspections and/or Certifications (includes Title 19 certifications) Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §34090 Fire / Admin.FR-004 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq. City Clerk FR-005 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §34090.7 Fire / Admin.FR-006 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §34090 Fire / Admin.FR-007 Special Events / Ops Plan Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not made or retained for the purpose of preserving the informational content for future reference; GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)) Fire / Admin.FR-008 Strike Team Reimbursement (OES / FEMA)10 years 10 years Mag, Ppr Department Preference; GC §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: Resolution No. 2024-10 Page 41 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / EMS FR-009 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS and Admin.FR-010 Emergency Medical Database Indefinite - Minimum 20 years Indefinite - Minimum 20 years Yes Mag Data is interrelated; If data includes e-PCRs, Minors retention is until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §34090 Fire / EMS FR-011 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090 Fire / EMS FR-012 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 45 CFR 164.530(j) VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 42 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / Admin. & EMS FR-013 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS AND JUVENILES 20 years 20 years Mag, Mfr, OD, Ppr S Yes: After 1 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 providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 43 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIRE MARSHAL / FIRE PREVENTION Fire / Fire Prevention Admin. / Public Works FR-014 Annual Fire Inspection Notices / Citations / Notice of Violations (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Fire Permit(Construction Permits), and Occupancy inspections are maintained in Public Works Address Files Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; California Fire Code requires 5 years or Life of the Structure or Activity, for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 Fire / Fire Marshal Admin. FR-016 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §34090 et seq. Fire / Fire Marshal Admin. FR-017 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 years Minimum 5 years Mag, Ppr Department preference; GC §34090 et seq. Fire / Fire Prevention Admin. FR-018 Public Information / Education (when produced internally) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Fire / Fire Prevention Admin. FR-019 Weed Abatement / Vegetation Abatement Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; 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: Resolution No. 2024-10 Page 44 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). OPERATIONS / SUPPRESSION Fire / Ops FR-020 Apparatus, Equipment & Vehicle Records & Testing Surplus + 2 years Surplus + 2 years Mag, Ppr Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090 Fire / Ops FR-021 Daily Log Books Minimum 2 years Minimum 2 years Ppr GC §34090 Fire / Ops FR-023 Employee Training File (by employee) Individual Training Certificates, Continuing Education for Paramedics Separation + 5 years Separation + 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Fire / Ops FR-024 Fire Hydrant Valve Exercises / Notice of Deficiency Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §34090 Fire / Admin. & Ops FR-025 Fire Incident RMS Database Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes Mag, Ppr Data is interrelated; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; 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: Resolution No. 2024-10 Page 45 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Fire / Ops FR-033 Fire Incident Reports 3 years 3 years Mag, Ppr GC §34090 Fire / Ops FR-026 Fire Training Center - Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 Fire / Ops FR-027 ISO Insurance Ratings 15 years 15 years Mag, Ppr Department Preference (rated every 10 years); GC §34090 Fire / Ops FR-028 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §34090 et seq. Fire / Admin. & Ops FR-029 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. Fire / Ops FR-030 Training Database / Log (Target Solutions) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Ppr Data is interrelated; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Fire / Ops FR-031 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks (Fire Vehicles Only) Minimum 2 years Minimum 2 years Ppr 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: Resolution No. 2024-10 Page 46 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HEALTH & ENVIRONMENTAL CONTROL (CUPA - Certified Unified Program Agency) Health & Environmental Control H&EC-001.1 Address Files: Inspections & Permits P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Health & Environmental Control H&EC-001 Aboveground Storage Tanks Inspections, Integrity Testing, Maintenance, Repairs 20 years 20 years Mag, Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Health & Environmental Control H&EC-004 Animal Control Notices to Comply, Warning Letters / Notices / Citation Books 2 years 2 years Mag, Ppr GC §34090 Health & Environmental Control H&EC-005 Animal Licenses / Dog Licenses 2 years 2 years Mag, Ppr GC §34090 Health & Environmental Control H&EC-005.1 Animals - Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years 2 years Mag, Ppr FA §§31108.3 and 31752.1; GC §34090 Health & Environmental Control H&EC-006 Backflow: Water System Backflows / Cross- Connection 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; Meets California Department of Health requirements (3 years); GC §34090; 17 CCR 7605(f) Health & Environmental Control H&EC-008 CalARP (California Accidental Release Prevention) Risk Management Reviews, Comments When No Longer Required When No Longer Required Mag, Ppr City is not lead agency; given back to facility; Facility Owner re-certifies every 5 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: Resolution No. 2024-10 Page 47 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-009 Retail Food Facilities: Catering Truck Permits, Inspections, Citations, Violations 2 years 2 years Mag, Ppr GC §34090 Health & Environmental Control H&EC-012 Free Sale Letters / Food Shipping Certificates 2 years 2 years Mag, Ppr GC §34090 Health & Environmental Control H&EC-015 Hazardous Waste Manifests / Certificates of Disposal (In Address Files) 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Health & Environmental Control H&EC-016 Jail Inspections (Temporary Holding Facility)2 years 2 years Mag, Ppr GC §34090 Health & Environmental Control H&EC-016.1 Liens and Releases P P Mag, Ppr GC §34090(a) Health & Environmental Control H&EC-013 Monitoring Well Permits / Groundwater Quality / Infiltration P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; GC §34090 et. seq. Finance / Accounting H&EC-017 Permitted Uses / Health Permit Inspection Database (Envision) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Health & Environmental Control H&EC-018 Permitted Uses Billing / Invoices & Reconciliations (Food, Garment, Hazardous Materials, Underground Storage Tanks, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference (meets municipal government records); 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: Resolution No. 2024-10 Page 48 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-019 Permitted Uses / Occupancy Inspections: Hazardous Materials / USTs (Salmon) P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; CUPA Inspections are required for 5 years; 27 CCR 15185 & 15280; GC §34090 Health & Environmental Control H&EC-020 Permitted Uses / Occupancy Inspections: Food Processing Occupancies (Green) Change of Occupant + 2 years Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-021 Permitted Uses / Occupancy Inspections: Garment Assembly Occupancies (Gold) Change of Occupant + 2 years Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-022 Permitted Uses / Occupancy Inspections: Light Use Occupancies - No Permits Required (White) Change of Occupant + 2 years Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-023 Permitted Uses / Occupancy Inspections: Solid Waste / Recycling Change of Occupant + 2 years Change of Occupant + 2 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-024 Pest Control / Pesticide Use Reports 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); 3 CCR 6623, GC §34090 Health & Environmental Control H&EC-025 Remediation Cases / Studies and Reports, Contamination Data, Permits for Soil Boring, Site Safety Plans, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference; GC §34090 Health & Environmental Control H&EC-026 Solid Waste Franchise Hauler Permits / Recycling Permits / Truck Inspections Expiration + 2 years Expiration + 2 years Mag, Ppr Department Preference; 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: Resolution No. 2024-10 Page 49 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-026.1 Solid Waste Franchise Payments 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department Preference (exceeds municipal government auditing standards; GC §34090 Health & Environmental Control H&EC-027 Solid Waste Tonnage Reports / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7 GC §34090 Health & Environmental Control H&EC-028 Stormwater Illicit Discharges Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Health & Environmental Control H&EC-030 Underground Storage Tanks UST Monitoring, Inspections 7 years 7 years Mag, Ppr Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(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: Resolution No. 2024-10 Page 50 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Health & Environmental Control H&EC-031 Underground Storage Tanks (City- Owned and/or Privately Owned) Locations, Soil Remediation, Monitoring Well Records P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §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: Resolution No. 2024-10 Page 51 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HUMAN RESOURCES Human Resources HR-001 1095-C, 1094-C (Employer- Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years 5 years Mag, Ppr Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-002 Background File (SUCCESSFUL) Except for Police Dept. Separation + 6 years Separation + 6 years Mag, Ppr Department preference; State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Human Resources HR-003 Background File (UNSUCCESSFUL) Except for Police Dept. 4 years 4 years Mag, Ppr State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Human Resources HR-004 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 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: Resolution No. 2024-10 Page 52 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-005 Compensation Surveys & Studies Minimum 3 years Minimum 3 years Mag, Ppr Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC §§12946, 12960, 34090 Human Resources HR-006 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Final Disposition + 4 years Mag, Ppr All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 1101(c); GC §§12946, 12960, 34090 Human Resources HR-007 DMV Pull Notices (All, Including Fire & PD) When Superseded, or Upon Separation When Superseded, or Upon Separation Mag, Ppr Department Preference; 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: Resolution No. 2024-10 Page 53 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives)5 years 5 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-009 Tuition Reimbursement Determination Memorandas (Employee is in Good Standing) Employee in Good Standing + 5 years Employee in Good Standing + 5 years Mag, Ppr Department Preference; Meets Municipal Government Auditing Standards; Statute of Limitations is 4 years; CCP §337 et. seq., GC §34090 Human Resources HR-010 Grievance Files Separation + 6 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 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: Resolution No. 2024-10 Page 54 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-011 I-9s Separation + 3 years Separation + 3 years Mag Ppr Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 - 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-011.1 Investigator Contracts Completion + 5 years Completion + 5 years Mag Ppr Department preference; CCP §337 et. seq., GC §34090 Human Resources HR-012 Job Descriptions / Classification Specifications Minimum Superseded + 4 years Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 Human Resources HR-013 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 4 years 4 years Mag, Ppr Department Preference; 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: Resolution No. 2024-10 Page 55 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-014 OSHA Logs & Citations - OSHA Log 200, 300, 301, 301A, etc. 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Resources HR-015 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), Harassment Prevention Training Certificates, etc. Separation + 6 years Separation + 6 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Human Resources HR-016 Personnel Files - Medical File (all employees, including retiree files) Pre-employment Health Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 6 years 24 years, or Termination of Benefits + 5 years, whichever is longer Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 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: Resolution No. 2024-10 Page 56 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-016.1 Public Self-Insurer's Annual Report 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Hiring Decision + 4 years Mag, Ppr Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-017.1 Recruitment Database (NeoGov)5 years 5 years Mag, Ppr Department preference; Per NeoGov Policy; State requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14. 2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-017.2 Safety Committee Meetings 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090 Human Resources HR-018 Studies & Surveys - Informal - Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; 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: Resolution No. 2024-10 Page 57 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Human Resources HR-018.5 Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No Longer Required When No Longer Required Mag Ppr Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human Resources HR-019 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §34090 Human Resources HR-020 Workers Compensation Claims (Includes all Accident, or Injury Reports from Employees) Separation + 10 years 20 years, or Termination of Benefits + 5 years, whichever is longer Separation + 30 years, or Termination of Benefits + 5 years, whichever is longer Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 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: Resolution No. 2024-10 Page 58 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). INFORMATION TECHNOLOGY Information Technology IT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Information Technology IT-002.1 Enterprise System Catalogue (listing of software posted on line) When Superseded When Superseded Ppr GC §34090 Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray- R or other unalterable media that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 59 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). POLICE ADMINISTRATION Police / Admin PD-001.1 Animal Control: Bite Reports / Rabies Control Records 3 years 3 years Mag, Ppr Department Preference; GC §34090 et seq. Police / Admin PD-001.2 False Alarm Reports & Billing Minimum 5 years Minimum 5 years Mag Department preference; Meets municipal government auditing requirements; GC §34090 et seq. Police / Admin PD-001.3 Subpoenas - provided by DA in DocuPeak (Personal Appearance or Duces Tecum) Minimum 2 years Minimum 2 years Mag, Ppr GC §34090 CAD / DISPATCH Police / Commun.PD-001 Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) Minimum 180 days Minimum 180 days Mag Department Preference (consortium standard); legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 DETECTIVE BUREAU Police / Detectives PD-002 Investigation Files and Arrest Files Transfer to Records Transfer to Records Mag, Ppr Final reports and records are transferred to the case file stored in Records; GC §34090 et seq. PATROL Police / Patrol PD-003 Canine (Police Service Dogs) Program Files / Training Files: Animal Files Separation + 3 years Separation + 3 years Mag, Ppr 3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq. Police / Patrol PD-004 Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports 5 years 5 years Mag, Ppr Department preference; GC §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: Resolution No. 2024-10 Page 60 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Patrol PD-004.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police / Patrol PD-005 Extra Patrol requests 2 years 2 years Mag Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Police / Patrol PD-038 Field Investigation Cards (FI's) After Entry into RMS 2 years 2 years Mag, Ppr Department preference (Preliminary Drafts entered into RMS database); GC§ 34090 et seq. Police / Patrol PD-006 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq. Police / Patrol PD-007 Ride-A-Long Waivers 2 years 2 years Mag Department preference; GC §34090 et seq. Police / Patrol PD-008 Scheduling / Telestaff Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Patrol PD-009 Traffic Control: Radar Calibration Records 2 years 2 years Mag, Ppr GC §34090 et seq. Police / Patrol PD-010 Watch Commander Logs 2 years 2 years Mag Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. PROFESSIONAL STANDARDS UNIT Police / PSU PD-011 Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After superseded Department Preference; GC § 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: Resolution No. 2024-10 Page 61 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / PSU PD-012 Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITHOUT Sustained Finding of Misconduct as defined in PC §832.7 (May include criminal acts, moral turpitude, complaints generated from a civilian) Final Disposition + 5 years Final Disposition + 5 years Mag, Ppr Consistent with Lexipol Policy; State requires for at least 5 years for Civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c), 832.5 EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Police / PSU PD-012.1 Internal Affairs Investigations - Individual Officers / Complaints Against Officers WITH Sustained Finding of Misconduct as defined in PC §832.7 Final Disposition + 15 years Final Disposition + 15 years Mag, Ppr Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / PSU PD-013 Internal Pursuit Critiques 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq. Police / PSU PD-014 Press Releases 2 years 2 years Mag, Ppr GC §34090 Police / PSU PD-015 Range Qualifications 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq. Police / PSU PD-016 Use of Force Review Incident + 5 years Incident + 5 years Mag, Ppr Department preference; GC §§12946, 12960, 34090 PROPERTY & EVIDENCE 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: Resolution No. 2024-10 Page 62 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Property & Evidence PD-017 Crime Report Photos Follows the Retention Period of the Evidence Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Police / Property & Evidence PD-018 Gun and Narcotics Destruction Log (Documents related to)10 years 10 years Mag, Ppr Department Preference; GC §34090 Police / Property & Evidence PD-019 Lost & Found Property (Documents related to)2 years 2 years Mag, Ppr GC §34090 Police / Property & Evidence PD-020 Property & Evidence Logs 10 years 10 years Mag, Ppr GC §34090 Police / Property & Evidence PD-021 Property Auctions 2 years 2 years Mag, Ppr GC §34090 RECORDS Police / Records PD-022 Administrative Reviews: Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving) 3 years 3 years Mag, Ppr Department Preference; GC §34090 et seq. Police / Records PD-023 Case Log Books / Proof of cases filed prior to 1999 Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Police / Records PD-024 Citations / Notice to Appear - ALL (Parking, Marijuana / Cannabis, Moving) 3 years 3 years Mag, Ppr Department Preference; GC §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: Resolution No. 2024-10 Page 63 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-025 CRIME REPORTS / INCIDENT REPORTS: ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedule e.g., Burglaries, Domestic Violence, Traffic Collision, 5150, Detention Reports, etc. Minimum 10 years Minimum 10 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Police / Records PD-026 CRIME REPORTS / INCIDENT REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-027 CRIME REPORTS / INCIDENT REPORTS: Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms Firearm Found or Recovered Firearm Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years PC§ 11108.2(b); 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: Resolution No. 2024-10 Page 64 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-028 CRIME REPORTS / INCIDENT REPORTS: IF IMAGED, Capital Crimes / Homicides / Major Crimes / Serious Felonies / Sex Crimes / Child Abuse / Fatals / Felony DNA (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290, WIC 707(b)), PC 803(h) P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; others have no limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b) Police / Records PD-029 CRIME REPORTS / INCIDENT REPORTS: Juvenile Child Abuse or Severe Neglect Date of Incident + 10 years, If No Subsequent Reports Date of Incident + 10 years, If No Subsequent Reports Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years PC §§11169(i); 11170(a); GC §34090 Police / Records PD-030 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabis 2 years 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 2 years ("Shall" Destroy); H&S §11361.5; 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: Resolution No. 2024-10 Page 65 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-031 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357 - Except those with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabis Conviction or Arrest (if No Conviction) + 2 years Conviction or Arrest (if No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 2 years (Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090 Police / Records PD-032 CRIME REPORTS / INCIDENT REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Offender is 18 Years Old Yes Mag, Mfr, OD, Ppr S/M/I Yes: After 2 years (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(de) Police / Records PD-033 CRIME REPORTS / INCIDENT REPORTS: Missing Persons (Returned) Until CLETS Entry No Longer Exists - Minimum 2 years Until CLETS Entry No Longer Exists - Minimum 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 2 years Department Preference; 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: Resolution No. 2024-10 Page 66 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-034 CRIME REPORTS / INCIDENT REPORTS: Sealed Adult, Juvenile and Ward Cases - Except those with Except Childhood Sexual Assault Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (Or Court Order) Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Records PD-034.1 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile and Ward Cases - Childhood Sexual Assault Age of Majority + 22 years Age of Majority + 22 years Yes: Before Disposition Mag, Mfr, OD, Ppr CCP §§340.1, GC §34090 Police / Records PD-034.5 CRIME REPORTS / INCIDENT REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Court Order + 1 year Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After 3 years Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / Records PD-035 Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) 2 years 2 years Mag, Ppr Filed on line with the State; GC §34090 Police / Records PD-036 Due Diligence Reports (for warrants)2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 67 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-036.1 Logs: CR Log, Front Counter Log, Tow Yard Confirmation, Records Checks for Backgrounds 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-039 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-040 Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence, includes "hip recorders" 1 year 1 year Mag Those segments of videos that are determined to be evidence are retained as evidence; Lexipol requires 1 year; GC §34090.6 et seq. Police / Records PD-041 Pitchess Motions Notifications 2 years 2 years Mag, Ppr GC §34090 Police / Records PD-042 Police RMS Database Indefinite - Follows Retention of the Crime Report Indefinite - Follows Retention of the Crime Report Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD-043 Registrants: Arson - Adults 5 years P, or Death of Registrant P, or Death of Registrant Mag, Mfr, OD, Ppr S/M/I Yes: After 5 years Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-044 Registrants: Arson - Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 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: Resolution No. 2024-10 Page 68 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-044.2 Registrants: Gang Adults Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); GC §34090 Police / Records PD-044.3 Registrants: Gang Juveniles Sealing Date + 5 years Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (registration pursuant to PC 186.3(a)); Records are destroyed pursuant to W&I §781;GC §34090 Police / Records PD-045 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Records PD-046 Registrants: Sex Offenders - Adults P, or Death of Registrant P, or Death of Registrant Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Records PD-047 Registrants: Sex Offenders - Juveniles P or Sealing Date + 5 years (or Court Order) P or Sealing Date + 5 years (or Court Order) Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I 781(d) Police / Records PD-049.1 Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 69 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-048 Repossession Notices When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Police / Records PD-049 Restraining Orders Expiration of the Order Expiration of the Order Mag, Ppr Court records Police / Records PD-049.1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Records PD-051 Subpoenas (Records)10 years 10 years Mag, Ppr Department preference (Stored in Crime Report File); GC §34090 Police / Records PD-054 Warrants (Recalled or Served)2 years 2 years Mag Department preference;; GC §34090 et seq. TEMPORARY HOLDING FACILITY Police / Jail PD-055 Daily Inspection Log, Juvenile Log 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 Holding Facility)1 year 1 year Mag GC §34090.6(a) TRAINING Police / Training PD-058 Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (SUCCESSFUL) Separation + 5 years Separation + 5 years Mag, Ppr City preference; State law required 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) 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: Resolution No. 2024-10 Page 70 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Training PD-059 Background File / Recruitment File - Police Employees, Volunteers, & Police Interns (UNSUCCESSFUL) 4 years 4 years Mag, Ppr State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Police / Training PD-060 Personnel Files - Police Department Employees / Training Files (By Employee) Separation + 5 years Separation + 5 years Before Separation Mag, Ppr City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Police / Training PD-061 Personnel Training Evaluations / Daily Observation Reports When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Police / Training PD-062 Respirator Fit Tests & Qualifications - Police Personnel Send to Human Resources Send to Human Resources Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year 34090.7 Police / Training PD-063 Training File Separation + 5 years Separation + 5 years Before Separation Mag, Ppr City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 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: Resolution No. 2024-10 Page 71 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). BUILDING & SAFETY Public Works / Building & Safety BL-001 Address Assignments P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-002 Address Files / Building Permits P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §34090, H&S §19850 Public Works / Building & Safety BL-003 Building Permit Database Indefinite - Permanent Indefinite - Permanent Yes (all)Mag Data is interrelated; Building Permits are required for the Life of the Building ; GC §34090; H&S §19850 Public Works / Building & Safety BL-004 Building Plans - Cancelled or Withdrawn Upon Expiration, Cancellation or Withdrawal Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Public Works / Building & Safety BL-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Includes Grading Plans, Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, v P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, 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: Resolution No. 2024-10 Page 72 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Includes Grading Plans, Environmental Assessments / Phase 1 Environmental Assessments, Development SWPPP (Stormwater Pollution Prevention Plan, Groundwater Quality / Infiltration P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Site Plans Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Public Works / Building & Safety BL-007 Certificate of Occupancy (CofO)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Public Works / Building & Safety BL-008 Certificate of Occupancy (CofO) - TEMPORARY Expiration + 2 years Expiration + 2 years Yes (until expired)Mag, Ppr Department Preference; GC §34090 Public Works / Building & Safety BL-009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) Until Cleared or Project Completion Until Cleared or Project Completion Mag, Ppr The finalled permit is the final / official record; Preliminary Drafts; GC §34090 Public Works / Building & Safety BL-010 Electrical Service Inspection / Meter Release P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §34090 Public Works / Building & Safety BL-011 Industrial Wastewater - Approval Letters, Flow Calculations, Correspondence, County Permits P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-012 Reports: Building Activity When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the database is the original); 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: Resolution No. 2024-10 Page 73 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Building & Safety BL-013 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Building & Safety BL-014 Uniform Building Codes / California Building Codes Minimum While Ordinance is in Force Minimum While Ordinance is in Force Mag, Ppr GC §50022.6 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: Resolution No. 2024-10 Page 74 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CODE ENFORCEMENT Public Works / Code Enforce- ment CE-001 2-year Vacancy Notices P P Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Code Enforce- ment CE-002 Administrative Citation Hearings / Hardship Waivers Resolution + 2 years Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Code Enforce- ment CE-003 Code Enforcement / Abatement Case Files / Administrative Citations / Compliance Orders / Vehicle Abatement (Includes appeals and Code Enforcement Complaint Letters) Excludes Liens (Send to City Clerk) Minimum Resolution + 2 years Minimum Resolution + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 Public Works / Code Enforce- ment CE-004 Code Enforcement Database Indefinite - Minimum 2 years Indefinite - Minimum 2 years Yes Mag Data Fields / Records are 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: Resolution No. 2024-10 Page 75 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). DEVELOPMENT SERVICES Public Works / Development Services DS-001 Assessment Rolls / Lighting and Landscape Districts / Parcel Tax Rolls / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Public Works / Development Services DS-002 Parcel Tax Assessments (Public Safety Tax)5 years 5 years Yes: Until Completion Mag, Ppr Department preference (meets municipal government auditing standards); GC § 34090 Public Works / Development Services DS-003 Parcel Tax Exemption Applications & Correspondence (Public Safety Tax) Expiration of Exemption + 5 years Expiration of Exemption + 5 years Yes: Until Completion Mag, Ppr Department preference (meets municipal government auditing standards); GC § 34090 Public Works / Development Services DS-004 Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Upon Completion 10 years Completion + 10 years Yes: Until Completed Mag, Ppr Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 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: Resolution No. 2024-10 Page 76 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Development Services DS-005 Private Land Development Projects / Job Files: Permanent Files Drainage, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc. Dedications, Easements, Abandonments / Vacations (City Clerk is OFR) Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; 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: Resolution No. 2024-10 Page 77 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENGINEERING Public Works / Engineering ENG-001.1 Aboveground Storage Tanks (City- Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing 20 years 20 years Mag, Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works / Engineering ENG-001 Aerial Maps (Analog / Historical)P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Public Works / Engineering ENG-002 Benchmarks / Center Line Ties P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-003 Bridge Inventory Surveys P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-004 Capital Improvement Projects (CIP): Maintenance Projects (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re-Roof, Sidewalk Repairs, Slurry Seals, etc. Upon Completion 5 years or After Funding Agency Audit, if required, whichever is longer Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 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: Resolution No. 2024-10 Page 78 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-005 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Where Engineering is the Lead Department Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Public Works / Engineering ENG-006 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Where Engineering is the Lead Department Specifications / RFP & Addenda, copy of Agreement or Contract, Successful Proposal, copy of Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, copy of Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; 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: Resolution No. 2024-10 Page 79 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk ENG-009 City Property / Grant Deeds / License Agreements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (copies); GC §34090.7 Public Works / Engineering ENG-010 Construction Inspection Database Indefinite - Minimum 10 years Indefinite - Minimum 10 years Yes Mag Data Fields / Records are interrelated; Statute of Limitations for Errors & Omissions is 10 years; CCP §337 et. seq., GC §34090 City Clerk ENG-012 Covenants & Agreements Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No GC §34090.7 Public Works / Engineering ENG-014 Design & Construction Standards - Authored by the City P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-015 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As- Built" P P Yes (all) Mag, Mfr, OD, Ppr S No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 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: Resolution No. 2024-10 Page 80 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-016 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Final / Completion + 2 years Yes: Until Completion Mag, Mfr, OD, Ppr S Yes: After QC GC § 34090 Public Works / Engineering ENG-017 Encroachments - Permanent / Backup for License Agreements for Permanent structures in the City's Right of Way (City Clerk keeps final License Agreements) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-018 Engineering Permits Database Indefinite - Permanent Indefinite - Permanent Yes Mag Data Fields / Records are interrelated; Some permits are Permanent; GC §34090 Public Works / Engineering ENG-019 Engineering Reviews (Easements, Covenants, Lot Line Adjustments, Lot Mergers, etc.) P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-020 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-021 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-023 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, etc. P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; 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: Resolution No. 2024-10 Page 81 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-024 Railroads (Historical Information)P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-026 Street Sweeping Contract Reports (NPDES Reporting)5 years 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Public Works / Engineering ENG-028 Traffic Counts 5 years 5 years Mag Ppr Department preference; GC §34090 Public Works / Engineering ENG-029 Traffic Requests (Red Curbs, Crosswalks, Stop Signs, etc.)2 years 2 years Mag Ppr Department preference; GC §34090 Public Works / Engineering ENG-030 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Lead Dept.ENG-031 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works / Engineering ENG-032 Underground Storage Tanks - USTs (City Owned) Design, Installation, Repairs, Lining, Upgrades Life of the Tank Life of the Tank Mag, Mfr, OD, Ppr S Yes: After 1 year 23 CCR 2712(b), H&S §25284.2(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: Resolution No. 2024-10 Page 82 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FLEET MAINTENANCE / GARAGE Public Works / Fleet Maint. / Garage FL-001 Garage Inspections 2 years 2 years Mag, Ppr GC §34090 Public Works / Fleet Maint. / Garage FL-002 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(c) Public Works / Fleet Maint. / Garage FL-003 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Fleet Maint. / Garage FL-004 Vehicle & Equipment History Files, AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(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: Resolution No. 2024-10 Page 83 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HOUSING Public Works / Housing HOU-001.1 City-Owned Property - Lottery Drawing Results 2 years 2 years Mag, Ppr GC §34090 Public Works / Housing HOU-001 City-Owned Property - Successful Lease Tenants (Application, Credit Reports, etc.) Expiration of Lease + 5 years Expiration of Lease + 5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §34090 Public Works / Housing HOU-002 City-Owned Property - Unsuccessful Lease Tenants (Application, Credit Reports, etc.) 2 years 2 years Mag, Ppr 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: Resolution No. 2024-10 Page 84 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). MAINTENANCE Lead Dept.MNT-001 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint.MNT-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept.MNT-004 Generator Operation Logs & Inspections - ALL 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works / Maint.MNT-005 Graffiti Removal Consent P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Lead Dept.MNT-006 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Public Works / Maint.MNT-007 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) Expiration + 3 years Expiration + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Division Providing Service / Work MNT-008 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is 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: Resolution No. 2024-10 Page 85 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work MNT-009 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work MNT-010 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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: Resolution No. 2024-10 Page 86 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PLANNING Public Works / Planning PL-001 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Ppr (Non-Records) Public Works / Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Public Works / Planning PL-003 Census, Demographics When No Longer Required When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR) Public Works / Planning PL-004 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 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: Resolution No. 2024-10 Page 87 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-004.1 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Project Approval or Denial + 2 years Mag, Ppr Not all internal communications and notes are required to be saved; "E- mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 Public Works / Planning PL-005 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Public Works / Planning PL-006 General Plan, Elements and Amendments P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Public Works / Planning PL-007 Historic Preservation Survey, Evaluations and Designations P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 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: Resolution No. 2024-10 Page 88 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-008 Master Plans, Specific Plans, Land Use Plans, Land Use Maps, Zoning Maps, etc. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Planning PL-009 Materials Boards When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Public Works / Planning PL-010 Planning Applications Database Indefinite - Permanent Indefinite - Permanent Yes (all)Mag Department Preference - Data is interrelated; GC §34090 Public Works / Planning PL-011 Planning Project Files - Approved Permanent Entitlements (Application & Supporting Documents) (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) (Other originals kept by City Clerk) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 3 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 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: Resolution No. 2024-10 Page 89 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-012.1 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion + 10 years Completion + 10 years Mag, Mfr, OD, Ppr S / I Department preference; GC §34090 Engineering PL-012.2 Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if any Send to Engineering Send to Engineering Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Planning PL-012.3 Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc. Send to Planning Send to Planning Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk PL-012.4 Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of Way Send to City Clerk Send to City Clerk Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Planning PL-013 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; 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: Resolution No. 2024-10 Page 90 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Planning PL-014 Temporary Entitlements / Temporary Permits (Approved & Unapproved): Fireworks Permits, etc. Minimum 2 years Minimum 2 years Yes: During Event Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Public Works / Planning PL-015 Zoning Letters 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Public Works / Planning PL-016 Zoning Maps / Land Use Maps (Historically Significant)P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Public Works / Planning PL-017 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (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: Resolution No. 2024-10 Page 91 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES / SOLID WASTE Public Works / Solid Waste SOLID-001 Solid Waste Liens / Garbage Liens & Releases 10 years P P Mag, Ppr GC §34090 et seq. Public Works / Solid Waste SOLID-002 Solid Waste Reduction / AB 939 Compliance / Tonnage Reports 10 years 10 years Mag, Ppr Department preference; GC §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: Resolution No. 2024-10 Page 92 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). WASTEWATER / SEWER Public Works / Waste Water WW-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Wastewater Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works / Waste Water WW-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Wastewater Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; 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 Resolution No. 2024-10 Page 93 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Waste Water WW-003 CCTV / Video Inspections Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.WW-004 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works / Waste Water WW-005 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years Mag, Ppr Department preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Public Works / Waste Water WW-007 Generator Operation Logs & Inspections - ALL 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works / Waste Water WW-008 Sanitary Spills and Overflows (SSOs)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002- 0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090 Public Works / Waste Water WW-010 Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103- DWQ; GC §34090 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 Resolution No. 2024-10 Page 94 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work WW-011 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work WW-012 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work WW-013 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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 Resolution No. 2024-10 Page 95 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). GAS Utilities / Gas GAS-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Gas Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Utilities / Gas GAS-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Gas Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes;; 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 Resolution No. 2024-10 Page 96 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.GAS-003 Confined Space Entries (Gas Only)2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 City Clerk GAS-005 Easements P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference (copies); GC §34090.7 Utilities / Gas GAS-006 Employee Certifications (Gas Operator Qualifications & Tests, Employee Fusion Certifications) Separation + 5 years Separation + 5 years Before Separation Mag, Ppr City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Utilities / Gas GAS-007 Environmental / Electrical Equipment Disposal - Hazardous Material 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §34090 et seq. Utilities / Gas GAS-008 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Ppr Department Preference; CCP §337 et. Seq., GC §34090 Utilities / Gas GAS-009 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-010 Gas Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-011 Gas Emergency Operating Plan P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-012 Gas Load Forecasts, Imbalances Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; 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 Resolution No. 2024-10 Page 97 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Gas GAS-014 Gas Operating, Inspection & Maintenance Plans & Installation Procedures (DIMP-Distribution Integrity Management Plan, Public Awareness Program, Natural Gas System Operator Qualification Plan, Gas Integrity Management Program) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-015 Gas Pipelines - Cathodic Protection P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-016 Gas Pipelines - Integrity Management Program P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-017 Gas Pipelines - Pipeline Patrol P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Public Works / Engineering GAS-018 Gas Projects - Installation, Transmission, Distribution P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-019 Gas Regulator Station Calibration, Retest & Reset P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; 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 Resolution No. 2024-10 Page 98 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering GAS-020 Gas System Design, Regulator System Charts P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Gas GAS-021 Gas System Reports (Distribution, Integrity Management, Leakage, & Transmission) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-022 Gas Vaults - Inspections and Maintenance P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-023 Pipeline Maintenance / Valve Maintenance / Inspections / Gas Odorization Tests P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity & Gas GAS-025 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity & Gas GAS-026 Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity & Gas GAS-027 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; 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 Resolution No. 2024-10 Page 99 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity & Gas GAS-028 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity & Gas GAS-029 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Gas GAS-030 Southern California Gas Agreement Administration / Intrastate Transmission Service Agreements / Firm Access Rights (FAR) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (City Clerk has originals of all agreements); GC §34090 et seq. Utilities / Gas GAS-031 Southern California Gas Franchise Statements 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing standards); GC §34090 et seq. Utilities / Gas GAS-032 Underground Service Alerts (USA's) / Dig Alerts - Gas Only 10 years 10 years Mag, Ppr Department preference; Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Division Providing Service / Work GAS-033 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work GAS-034 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); 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 Resolution No. 2024-10 Page 100 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work GAS-035 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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 Resolution No. 2024-10 Page 101 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CUSTOMER SERVICE / UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS, WASTE WATER, WATER ) Utilities / Customer Service CS-001 Accounts Receivable - Customer Services / Utility Billing 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer Service CS-002 Adjustments / Abnormal Read Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. City Clerk OR Utility / Customer Service CS-002.1 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Attorney CS-003 Bankruptcies Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Lead Dept.CS-004 Billing Registers, Payment Registers, Adjustment Registers When No Longer Required When No Longer Required Mag, Ppr Department preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090 Lead Dept.CS-005 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Utilities / Customer Service CS-006 Conservation Programs / Rebates / Incentives Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; GC §34090 Utilities / Customer Service CS-007 Customer Service / Utility Billing Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; 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: Resolution No. 2024-10 Page 102 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer Service CS-009 Hydrant Meters - Rentals / Temporary (Pools, Construction) End of Rental + 2 years End of Rental + 2 years Ppr Department preference; GC §34090 Utilities / Customer Service CS-010 Lock Box Reports / Payment Detail Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer Service CS-010.1 Medical Necessity Customers (Emergencies / Shut-offs - Customers who must have electricity for critical medical equipment) When Superseded or Terminated When Superseded or Terminated Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Confidential; GC §34090 Utilities / Customer Service OR Utilities / Electricity CS-011 Reports to DOE (Department of Energy) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Utilities / Customer Service CS-011.1 Residential Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Final Decision + 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.2 Residential Water Billing: Non- payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No Longer Required When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.3 Residential Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Utilities / Customer Service CS-011.4 Residential Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-10 Page 103 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Customer Service CS-011.5 Residential Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded - Minimum 2 years When Superseded; Minimum 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Utilities / Customer Service CS-011.6 Residential Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Minimum 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 Lead Dept.CS-012 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Utilities / Customer Service CS-013 Service Address Files (Application, Credit Report, Inspections, Water Liability Forms, Requests for Power Load Data, Control Cards, Work Orders, etc.) Close of Account in Good Standing + 2 years Close of Account in Good Standing + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Utilities / Customer Service CS-014 Stubs / Payment Coupons (returned with payment) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer Service CS-015 Turn Ons and Turn Offs When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Utilities / Customer Service CS-016 Utility Adjustment Slips / Meter Mis-reads, Credits / Debits to Accounts 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 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: Resolution No. 2024-10 Page 104 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ELECTRICITY Utilities / Electricity EL-001 AQMD Fuel Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Lead Dept.EL-002 AQMD Permits (Generators, etc.) Expiration + 5 years Expiration + 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Utilities / Electricity EL-003 Bulk Power Log Sheets (prior to 2007) / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years 10 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity EL-004 Capital Improvement Projects (CIP): Administration File / NOT Scanned (Electricity) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Stormwater compliance, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 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 Resolution No. 2024-10 Page 105 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-005 Capital Improvement Projects (CIP): Permanent File / Scanned Records (Electricity) Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; GC §34090 Lead Dept.EL-006 Confined Space Entries / Hot Work Permits / Lock Out-Tag Out / Lockout-Tagout / Lockout- Blockout / Energy Control Procedures (ECP) / Air Monitoring Calibrations 5 years 5 years Ppr Department preference; 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities / Electricity EL-009 Control Center Operator / Dispatcher Check Listing 5 years 5 years Mag, Ppr Department preference; GC §34090 Utilities / Electricity EL-045 Control Center Switching Order Logs / System Logs / Manual Entry Logs / Load Changes 10 years 10 years Mag, Ppr Department Preference (Load records are required for 3 years); 18 CFR 125.2, 125.3; 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 Resolution No. 2024-10 Page 106 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-007 Cooling Tower Activity Sheets and Reports 2 years 2 years Mag, Ppr GC §34090 Utilities / Electricity EL-007.1 Daily Purchasing 10 years 10 years Ppr 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-008 Crane Maintenance Reports (Fixed / Stationary)5 years 5 years Ppr 8 CCR 344.80 & 81; GC §34090 Utilities / Electricity EL-010 Department of Energy (DOE) Licenses and Regulatory Correspondence P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity EL-011 Department of Energy (DOE) Reports 5 years 5 years Mag, Ppr Department Preference; GC §34090 City Clerk EL-012 Easements P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference (copies); GC §34090.7 Utilities / Electricity EL-013 Electric Utility Service Equipment Requirements Committee (EUSERC) - All Records When No Longer Required When No Longer Required Mag, OD Not City Records Utilities / Electricity EL-014 Electricity Drawings / As-Builts / Record Drawings Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; 18 CFR 125.2 & 125.3; GC §34090 Utilities / Electricity EL-015 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Ppr Department Preference; 18 CFR 125.2 & 125.3; CCP §337 et. Seq., GC §34090 Utilities / Electricity EL-016 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; 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 Resolution No. 2024-10 Page 107 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-016.1 Fuel Records (reported to AQMD 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Electricity EL-017 Generation Reliability Reports / Run Logs / Generation Reports / Generator Operation Logs & Inspections / Power Production Operating Data Logs / Diaries 10 years 10 years Mag, Ppr 18 CFR 125.2 & 125.3; AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Electricity EL-021 Joint Pole Agreements P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity EL-022 Joint Pole Committee Industry Committee - All Records When No Longer Required When No Longer Required Mag, Ppr Not City Records Utilities / Electricity EL-023 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing requirements); GC §34090 Utilities / Electricity EL-024 Joint Pole Locations, History, Maintenance (Card Files) Replacement of the Pole Replacement of the Pole Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity EL-025 Load Records, Load Curves, Temperature Logs, Water Logs 10 years 10 years Mag, Ppr Department Preference (required for 3 years); 18 CFR 125.2, 125.3; GC §34090 Utilities / Electricity EL-025.1 Power Outage Reports - Preliminary Report produced by the Control Center 5 years 5 years Mag, Ppr Department Preference (Engineering produces Final Report); 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 Resolution No. 2024-10 Page 108 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-026 Power Outage Reports - Final Report produced by Engineering 10 years 10 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity EL-027 Power Outage Database / Interruption of Service Database Indefinite - Minimum 10 years Indefinite - Minimum 10 years Mag, Ppr Data is interrelated; GC §34090 Utilities / Electricity EL-029 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 3 years 2 years Completion + 5 years Mag, Ppr Department Preference (auditing standards are 5 years); GC §34090 Utilities / Electricity EL-030 Power Trading / Power Scheduling (Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity EL-031 Power Trading / Power Scheduling (Generation Worksheets) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity EL-033 Power Trading / Power Scheduling (Voice Recordings) 2 years 2 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity & Gas EL-034 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; 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 Resolution No. 2024-10 Page 109 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity & Gas EL-035 Regulatory Agency Compliance Reports & Confirmations: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity & Gas EL-036 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity & Gas EL-037 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity & Gas EL-038 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Utilities / Electricity EL-039 Sampling / Circular & Strip Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 Utilities / Electricity EL-040 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data is interrelated; GC §34090 Utilities / Electricity EL-041 SCADA Printouts / Reports / Log Books / Logs Sheets 5 years 5 years Mag, Ppr Preliminary drafts; GC §34090 Utilities / Electricity EL-042 Stormwater Monitoring / NPDES Monitoring and Inspection (from Former Electricity Generation Plant) 5 years 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 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: 08/24/2011 Resolution No. 2024-10 Page 110 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Electricity EL-043 Stormwater: NPDES Annual Reports (from Former Electricity Generation Plant) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Utilities / Electricity EL-044 Stormwater: NPDES Permits (from Former Electricity Generation Plant) Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Electricity EL-046 Turbine Activity Reports 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.EL-046.1 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 Division Providing Service / Work EL-047 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work EL-048 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); 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 Resolution No. 2024-10 Page 111 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work EL-049 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) Includes Job Briefing, Operating Checklist, Safety Checklist (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference for OSHA compliance; CCP §§338 et seq., 340 et seq., 342, 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 Resolution No. 2024-10 Page 112 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIBER OPTICS Utilities / Fiber Optics FO-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Fiber Optics Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Utilities / Fiber Optics FO-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Fiber Optics Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; GC §34090 Utilities / Fiber Optics FO-004 Fiber Optic Customers (Internet & Dark Fiber) Close + 5 years Close + 5 years Mag, Ppr Department Preference (meets auditing standards); 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 Resolution No. 2024-10 Page 113 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Fiber Optics FO-005 Fiber Optic Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Fiber Optics FO-006 Fiber Optic Pipelines / Projects - Installation, Transmission, Distribution P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Utilities / Fiber Optics FO-007 Fiber Optic Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; 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 Resolution No. 2024-10 Page 114 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES - STORMWATER / NPDES Utilities / Stormwater STORM-001.1 Development SWPPP (Stormwater Pollution Prevention Plan) / Construction Monitoring Finalled + 3 years Finalled + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44;GC §34090 et. seq. Utilities / Stormwater STORM-001.2 Environmental Assessments / Phase 1 Environmental Assessments P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; GC §34090 et. seq. Utilities / Stormwater STORM-001.4 Stormwater Monitoring / NPDES Monitoring and Inspection (by Address) Minimum 5 years Minimum 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Stormwater STORM-001.4 Stormwater: Business Inspections (by Address) Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC §34090 Utilities / Stormwater STORM-001 Stormwater: MS4 Monitoring Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§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: Resolution No. 2024-10 Page 115 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities / Stormwater STORM-002 Stormwater: MS4 Permits 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Utilities / Stormwater STORM-003 Stormwater: NPDES Annual Reports (Includes Well Site Discharges) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Utilities / Stormwater STORM-004 Stormwater: NPDES Permits (Includes Well Site Discharges) Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Utilities / Stormwater STORM-005 Stormwater: TMDL Plan (Total Maximum Daily Load) TMDL Monitoring Plan 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR §§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: Resolution No. 2024-10 Page 116 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). WATER DISTRIBUTION (POTABLE WATER) Utilities Water Dist.WTR-001 Capital Improvement Projects (CIP): Administration File / NOT Scanned - Water Projects Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 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 Resolution No. 2024-10 Page 117 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities Water Dist.WTR-002 Capital Improvement Projects (CIP): Permanent File / Scanned Records - Water Projects Specifications / RFP & Addenda, Agreement / Contract, Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes (after QC) Department preference; retained for disaster preparedness purposes; GC §34090 Utilities Water Dist.WTR-003 Chains of Custody / Water Analysis / Reports & Sampling: Bacteriological and Organics 5 years 5 years Mag, Ppr 40 CFR 141.33(a) Utilities Water Dist.WTR-004 Chains of Custody / Water Analysis / Reports & Sampling: Chemical (Includes Chlorine Residuals) 10 years 10 years Mag, Ppr State and Federal laws require 10 years; 40 CFR 141.33(a); 22 CCR §64470 Utilities Water Dist.WTR-005 Chains of Custody / Water Analysis / Reports & Sampling: Lead & Copper 12 years 12 years Mag, Ppr Required for 12 years or 2 compliance cycles; ); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 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 Resolution No. 2024-10 Page 118 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.WTR-006 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Utilities Water Dist.WTR-007 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence regarding Potable Water) 5 years 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Public Works / Engineering WTR-008 Development Review Comments Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Utilities Water Dist.WTR-009 Environmental Agencies / Regulatory Agencies (EPA, DHS, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Utilities Water Dist.WTR-010 Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Ppr Department Preference (data is interrelated); GC §34090 Utilities Water Dist.WTR-011 Fire Hydrant Flow / Pressure Tests (Development or Maintenance) - Paper Minimum 2 years Minimum 2 years Mag, Ppr Department Preference (valves are exercised every year); GC §34090 Utilities Water Dist.WTR-012 Log Book (Pump Houses)7 years 7 years Mag Ppr Department Preference; GC §34090 Utilities Water Dist. Or HEALTH? WTR-013 NPDES Monitoring Reports (Well Site Discharges)3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 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 Resolution No. 2024-10 Page 119 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities Water Dist. Or HEALTH? WTR-014 NPDES Permits (Well Site Discharges) Expiration + 3 years Expiration + 3 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Utilities Water Dist.WTR-015 Operating Permit (Wells)Expiration + 2 years P P Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 Utilities Water Dist.WTR-016 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Ppr Department preference; GC §34090 Utilities Water Dist.WTR-017 Reservoir Maintenance P P Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §34090 Utilities Water Dist.WTR-018 SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Department Preference (data is interrelated); GC §34090 Lead Dept.WTR-019 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090 City Clerk WTR-020 Urban Water Management Plans (UWMP) Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference (copies) GC §34090.7 Utilities Water Dist.WTR-021 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc.P P Mag Department preference; GC §34090 Utilities Water Dist.WTR-022 Vulnerability Assessment / Emergency Response Plan / Risk & Resilience Assessment / Hazard Mitigation Plan When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; 42 USC 300i-2(d); 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 Resolution No. 2024-10 Page 120 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities Water Dist.WTR-023 Water Production Reads / Reports (to State DHS & DWR)5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Utilities Water Dist.WTR-024 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91; GC §34090 City Clerk WTR-025 Water Supply Agreements Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Mfr, OD, Ppr S No Send originals to City Clerk; GC §34090.7 Utilities Water Dist.WTR-027 Well Records (includes Destroyed or Abandoned Wells) P P Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §34090 Division Providing Service / Work WTR-028 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Department Preference (data is interrelated); GC §34090 Division Providing Service / Work WTR-029 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); 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 Resolution No. 2024-10 Page 121 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Records Center, OD or Mfr Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Division Providing Service / Work WTR-030 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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 Resolution No. 2024-10 Page 122 of 122 ____________________ Docusign Envelope ID: 36458923-0C1D-41BB-A197-D10D1E08990D City Council Agenda Report Meeting Date: July 16, 2024 From: Deborah Harrington, Interim City Clerk Department: City Clerk Submitted by: Yonnie Parker, Deputy City Clerk Subject Records Retention Schedule Update Recommendation Adopt Resolution No. 2024-10 approving the City's Records Retention Schedule and repealing Resolution No. 2020-15. Background The City's Records Management Program applies efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of records managed by the City. The current Retention Schedule was approved and adopted by City Council on June 2, 2020 by Resolution No. 2020-15. Changes in laws, standards of business practices and the creation of new records in the City necessitated a biennial review of the current schedules. The City retained the services of Gladwell Governmental Services, Inc. to assist with the records retention schedule legal review, best practices of other agencies and changes in law and updates to the schedules. The updates to the schedules were reviewed interactively with representatives from each department to incorporate current practices and provide clear, specific and relevant records descriptions and appropriate retention periods. Government Code Section 34090 broadly governs the retention of records in the City however there may be specific regulations that provide for longer retention, and the City may prefer to keep certain records longer than set for in the regulations. The guiding regulations and provision for department preference are noted in the comment field of the schedules. There are minor additions and clean-up language sparsely throughout the schedules. There are new additions to various department schedules shown in the exhibit to the attachment. There are a few deletions of records due to those records existing in other sections or no longer existing. When appropriate, the Fire Department records will be updated or deleted as the City no longer has its own Fire Department. Vernon Fire Department records still do exist, therefore their records schedules remain unchanged during this update. The proposed resolution is presented along with the proposed city-wide schedules in the attachment to this staff report in tracked changes format which provides a clear visual of the changes to the schedules. Upon approval, the Resolution establishes the City's retention schedule; provides for the routine destruction of records, authorizes minor updates without further Council action; and repeals Resolution No. 2020-15. Fiscal Impact There is no fiscal impact associated with this report. Attachments 1. Resolution No. 2024-10 2. Exhibit A to Resolution No. 2024-10 (redline) HOW TO USE RETENTION SCHEDULES ©1995-2024 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term"records"shall include documents, instructions, books, microforms,electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)." RECORDS RETENTION SCHEDULE LEGEND ©1995—2024 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the Official (original or"record copy") record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan/Import(guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed Destroy Paper after Imaged &QC'd (quality checked)/Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk(OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe &separate location. Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations(§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code(CA) EVC: Evidence Code (CA) FA: Food &Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health&Safety Code (CA) HUD: Housing&Urban Develop. (US) LC: Labor Code (CA) Ops. Cal.Atty. Gen.: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code (CA) W&I: Welfare&Institutions Code(CA) Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). CITY WIDE (Used by All Departments) Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Copies- Copies- When No When No Yes: Before Mag, All originals go to Finance Finance CW-001 Requests, etc. (these are copies); GC Longer Longer Payment Ppr 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 2 years 2 years Mfr, OD, ,Advertising/Affidavits of P r on Municipal Government Posting p actions is 3-6 months; GC Mag §§34090, 54960.1(c)(1) Agenda Packets/Staff When No When No Yes: After'Complete Master Agenda Copies- Copies- City Clerk CW-003 Mfr, OD, S Packets are retained by the Reports: City Council Longer Longer Ppr QC&OD Office of the City Clerk Required Required 'permanently; GC§34090.7 Starting in 2020,send ALL Agreements&Contracts- Copies- Copies original contracts to the City ALL(after 2020). When No When No Mag, Yes: Upon'Clerk. 2019 and prior, the City City Clerk CW-004 2019$prior with City Clerk's Longer Longer Mfr, OD, S Completio Clerk retained the originals of Attestation Required Required Ppr n any agreement or contract that the City Clerk attests to; 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, .ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. Covers E&O Statute of Agreements&Contracts Limitations (insurance WITHOUT City Clerk's certificates are filed with 'Attestation(Prior to 2020) agreement); Statute Completion + Completion + Yes: Before Mag, Yes: Upon of Limitations: Contracts& Lead Dept. CW-005 Agreement or Contract 10 years 10 years Completion Mfr, OD, S/I Completio Spec's=4 years, Wrongful includes all contractual Ppr n obligations (e.g. Specifications Death=comp. + 5 years, and Successful Proposal/ Developers=comp. + 10 years; Scope of Work), etc.) ; CCP §337 et. seq., GC§34090 Some grant funding agencies require audits; Statute of Limitations for Errors& Omissions is 10 years; Agreements&Contracts: Published Audit Standards=4-7 ADMINISTRATIVE FILES Completion + Completion + years; Statute of Limitations: (with Grant Funding) 10 years or 10 years or Contracts&Spec's=4 years, After Funding After Funding Mag, Yes: Upon,Wrongful Death=comp. + 5 Lead Dept. CW-006 Agency Audit, Agency Audit, Yes: Before Mfr, OD, S/I Completio 'years, Developers=comp. + 10 (Correspondence, Project Completion if required, if required, Ppr n years; Administration, Project whichever is whichever is Schedules, Certified Payrolls, longer longer CCP§337 et.seq., 2 CFR Invoices, Logs, RFP, etc.) 200.334200.333; 24 CFR 91.105(h), 92.505, & 570.502(b),29 CFR 97.42; OMB Circular A-133; GC §34090; GC§8546.7 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'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 years), since destruction is normally performed by file folder. j HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods_(retention resumes after settlement). Covers E&O Statute of Limitations(insurance Agreements&Contracts: certificates are filed with ADMINISTRATIVE FILES agreement); ,sedards=4-7-years; Statute Completion + Completion + Yes: Before Mag, Yes: Upon of Limitations: Contracts& Lead Dept. CW-007 (Correspondence, Project 10 years 10 years Completion Mfr, OD, S/I Completio Spec's-4 years, Wrongful Administration, Project Ppr n Death=comp. + 5 years, Schedules, Certified Payrolls, Developers=comp. + 10 years; Invoices, Logs, RFP, etc.) termination 4.5 years; CCP §337 et. seq., GC§34090 Agreements&Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL The RFP/RFQ and the Lead Dept. CW-008 PROPOSALS or RESPONSES 2 years 2 years Mag, successful proposal becomes to RFPs(Request for Ppr I 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/ Annual - Comprehensive Financial Copies Copies When No When No Mag, Finance CW-009 Report(ACFR) CAFR Longer Longer Ppr Copies; GC§34090.7 ____eial-Report Required Required CW 010 Bids: See Agreements& Contracts 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) Imaged& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Boards, Commissions, & Committees: City Council All recommendations are Staffin De t. CW-011 Subcommittees 2 years 2 years Mag, g p Ppr 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 MLonger Longer Pag' Non-records r (e.g. County Board of Required Required p 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 Mag, 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: Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options' M=Mfr Center) S=Scan Imaged & QC'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 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, •ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. 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 Mfr,aOD, S No Department preference; GC CITY COUNCIL Ppr §34090 MINUTES & BYLAWS Copies Copies Mag, Final must be filed with County When No When No Yes: Current Yes: After Finance CW-017 Budgets- Finals Longer Longer Fiscal Year Mfr, OD, S/I 5 years Auditor; GC§34090.7, 40802, Required Required Ppr 53901 - Cash Receipts Detail/Backup Copies- Copies When No When No Mag, Finance CW-018 /Accounts Receivable Detail/ Longer Longer Ppr GC§34090.7 Refund Detail Required Required i Copies- i Copies- When No When No City Attorney CW-019 Claims Longer Longer Yes: Before MMaOD, S/I Yes: After GC§§34090.7, 34090.6 Required Required Settlement Ppr Settlement (Upon (Upon Settlement) 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import (OFR) after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). City preference; Statute of Limitations for personal Lead property,fraud,etc. is 3 years; Complaints/Concerns from Minimum 2 Minimum 2 Mag, (Responding) CW-020 Claims must be filed in 6 Dept. Citizens years years Ppr months; CCP§§338 et seq., 340 et seq., 342, GC§§911.2, 34090 Send to Send to Human Resources CW-021 Complaints Against Employees Human Human Ppr' GC§34090.7 Resources Resources CW-022 I Contracts: See Agreements Copies- Copies- Lead Dept. CW 023 Copies or duplicates of any When No When No Mag Ppr GC§34090.7 record Longer Longer Required Required Correspondence- ROUTINE (Content relates in a substantive way to the Dept.that conduct of the public's ONLY IF the Content relates in Authors business) a substantive way to the Document conduct of the public's or CW-024 (e.g.Administrative, Chronological, 2 years 2 years Mag, business; City of San Jose v. Receives the email, General Files,Letters, Ppr Superior Court(Smith). City's Original Memorandums, Reading File, S218066. Supreme Court of Document Working Files,etc.) California,2017; GC§34090 IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: Paper Active Total Media I=Im ort (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged & S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Correspondence- 'Electronic and paper records TRANSITORY/ are categorized,filed and PRELIMINARY DRAFTS, retained based upon the Interagency and Intraagency CONTENT of the record. Memoranda not retained in the Records where either the ordinary course of business Content relates in a substantive way to the Content NOT Substantive, or conduct of the public's NOT made or retained for the business, or ARE made or purpose of preserving the retained for the purpose of Dept.that informational content for preserving the informational Authors future reference content for future reference Document When No When No Mag, are saved by placing them in or CW-025 e. calendars,checklists,e-mail Longer Longer ( gPpr an electronic or paper(project) Receives the I or social media posting,instant Required Required file folder and retained for the City's Original messaging, inventories, Document invitations, logs,mailing lists, applicable retention period. If not mentioned here, consult meeting room registrations, the City Attorney to determine speaker slips, staff videoconference chats, notes and if a record is considered recordings, supply inventories, transitory/preliminary draft. telephone messages,text GC§§34090, 7927.500, Imessages.transmittal letters, 7928.705. 6252, 6251(a);64 thank yous, requests from other Ops. Cal.Atty. Gen. 317 cities,undeliverable envelopes, (1981)); City of San Jose v. visitors logs,voice mails, Superior Court(Smith). webpages,etc.) S218066. Supreme Court of California, 2017 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options' M=Mfr Imaged& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Deeds, Easements, Final Copies- 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 Ways(All) Required Required Deposit Accounts/Trust Close +5 Close + 5 Mag, Department preference; meets Lead Dept. CW-027 Accounts/Refundable years years Ppr auditing standards; GC§34090 Deposits Transitory or source records not retained in the ordinary When When course of business; CHP 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 i As long as the drafts and notes are not retained in the"Regular When No When No Course of Business". Consult Drafts&Notes: Drafts that are Mag, 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, 622,, '625'l(a) 7927.500, 7928.705 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options, M=Mfr Imaged ed& S=Scan QCd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). 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 - -.-_ .- j §34090 et seq. Lead Dept. CW-031 Grants(UNSUCCESSFUL 2 years 2 years `/ Mag' GC§34090 Applications,Correspondence) Ppr Meets auditing standards; Grants/CDBG/Reimbursable Grants coveredatd b a Consolidated Action Plan are Claims/FEMA Claims/OES required for 5 years; Uniform Claims(SUCCESSFUL Admin. Requirements for Reports,other records required After Grants to Local Governments topass the fundingagency's Funding After Funding is 3 years from expenditure audit, if required) uired) Agency Agency Audit, Lead Dept. CW-032 2 years Audit, if if required Mag, report or final payment of Required Minimum 5 Ppr grantee or subgrantee; Applications(successful),grant q ,agreement, program rules, Minimum 5 years regulations&procedures,reports years ors; 2 CFR 200.334; 2 CFR to grant funding agencies, 200.333 24 CFR 91.105(h), correspondence,audit records, 92.505, 570.490, &570.502(a), completion records 29 CFR 97.42; OMB Circular A- 110&A-133; GC§34090 GC§ 1 8546.7 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 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& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 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 CW-033 until final disposition of formal Resources Complaints(Employees) Longer Longer Disposition Ppr complaint; State requires 2 Required Required years after action is taken; GC §§12946, 12960, 34090 Copies- Copies- When No When No Risk Management City Attorney CW-034 Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag' Yes: After administrates pre-litigation Mfr, OD, S/I Litigation Required Required Settlement P r Settlement claims; GC§§34090.7, P (Upon (Upon 34090.6 Settlement) Settlement) _ When No When No Preliminary drafts not retained Lead Dept. CW-035 Leave Slips/Time Off Longer Longer Mag' in the Regular Course of Requests Required Required Ppr Business GC§34090 Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical/ Material Safety Data Sheet substance/agent,where& (MSDS)/Safety Data Sheet While Ma when it was used is Lead Dept. CW-036 (SDS) Chemical Use Report Chemical In 30 years 30 years Mfr, OD,, S Yes-After maintained for 30 years; Form (or records of the Use Ppr QC&OD 'Applies to qualified employers; chemical/substance/agent, Claims can be made for 30 where&when it was used) years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(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: Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: i Destroy Paper Active Inactive Total Media I—Im ort (OFR) (Records Vital? after (in office) Center) Retention Options', M=Mfr Imaged & I S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Copies Copies Mag, Originals maintained by City City Clerk CW-037 Minutes-City Council When No When No Yes (all) Mfr, OD, S No Clerk Permanently; GC Longer Longer Ppr §34090.7 Required Required Copies- Copies- Return any whole unused Municipal Code (these are When No When No Yes: Current Mag, codes to the City Clerk; City Clerk CW-038 copies) Longer Longer Original Mfr, OD, I No Originals maintained by City Required Required Ppr 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 Required GC§34090 Notices: Public Hearing Staffing Dept. CW-040 Notices and Proofs of 2 years 2 years Ma GC§34090 r Publications Copies- Copies- When No When No Mag, Originals maintained by City City Clerk CW-041 Ordinances -City Council Longer Longer Yes (all) Mfr, OD, S No Clerk Permanently; GC§34090 Required Required Ppr I Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State Lead Dept. CW-042 OSHA Inspections or Citations 5 years 5 years Ppr 1law 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: Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options' M=Mfr Imaged& S=Scan , QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Personnel Files (Department- Send to Send to 'Ensure records kept in level Files) Human Human Department files comply with Human Resources Resources Before Mag, CW 043 City policy (all originals are Resources Upon Upon Separation Ppr Except for Fire& Police Separation or Separation or 'sent to Human Resources); GC Department Transfer Transfer §34090.7 Shred After Shred After Incorporation Incorporation I Notes maintained in a separate into into Before folder to be incorporated into Lead Dept. CW-044 Personnel Files (Supervisor's Performance Performance Annual Mag, performance evaluation, or to Notes) Evaluation or Evaluation or Evaluation Ppr document progressive Documented Documented discipline; GC§34090 et seq. Discipline Discipline When No When No Preliminary Drafts;destroy Lead Dept. CW-045 Photographs Longer Longer Pa9'r unnecessary photographs. GC Required Required p §34090 Proclamations, Lead Dept. CW-045.1 Commendations, Certificates/ 2 years 2 years Mag, GC§34090 Recognitions _ Copies- Copies- City Clerk CW-046 Public Records Requests (ALL) When No When No Yes(all) MfraOD, S No Originals maintained by City Longer Longer Ppr Clerk; GC§34090.7 Required Required Lead Dept. CW-047 Public Relations/Press 2 years 2 years Mag, GC§34090 Releases Ppr i Mag, Yes: After Department preference; GC Lead Dept. CW-048 Purchase Orders/Requisitions 2 years 3 years 5 years Mfr, OD, S QC&OD §34090 Ppr 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Mag, the Appraisal) Loans not funded, etc. Ppr gears; GC§§34090,6254(h) 7928.705 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 municipal (Who Ordered CW-050 Purchased Property, Funded 2 years years years Purchase Mfr, OD, S QC&OD government auditing the Appraisal) Loans Ppr 'standards; Statewide- GC §§34090,625,1(h)7928.705 - Records Destruction Lists/ Copies Copies When No When No Mag, City Clerk CW-051 Certificate of Records Longer Longer Ppr GC§34090.7 Destruction Required Required Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: When No When No CW-052 Produced by OUTSIDE Longer Longer Ppr' Non-Records ORGANIZATIONS(League of Required Required California Cities, Chamber of Commerce,etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Department preference; Lead Dept. CW-053 Manuals, Newsletters, etc.: Minimum 2 Minimum 2 Mag, Produced by YOUR years years Ppr ; GC Department §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: Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Image: Paper Active Inactive Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Reference Materials: Policies, Procedures, Brochures, Flyers, Wen When Mag, Lead Dept. CW-054 Manuals, Newsletters, etc.: Supehseded Superseded Ppr Copies; GC§34090.7 Produced by OTHER Departments CW-055 Reference or Working Files: See Correspondence Reports and Studies Mag, 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 permanently; GC§34090 Department preference; Reports and Studies(other Information is outdated after 10 Lead Dept. CW-057 than Historically significant 10 years 10 years Mag, years; reports e.g.Annual Reports) Ppr propose 2 years: If historically significant, retain permanently; GC§34090 Copies Copies Mag, Originals maintained by City City Clerk CW-058. Resolutions-City Council When No When No Yes(all) Mfr, OD, S No Clerk Permanently; GC Longer Longer 1 Ppr §34090.7 Required Required Lead Dept. CW-059 Special Projects/Subject Files Minimum 2 Minimum 2 Mag, Department Preference; GC /Issue Files years years Ppr §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: Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 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) 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 Copies- Copies- Employees provide digital Time Off Request Forms/ Mag, Finance/ When No When No Yes: After signatures when they submit Payroll CW-061 Payroll Certifications/Leave Longer Longer Mfr, OD, S/I QC&OD their timecards, but some in Requests/Payroll Exception Required Required Ppr Public Works and Community Forms 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 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& j S=Scan QC'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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department preference; Ethics &Harassment Prevention Training is 5 years; Statewide Training-ALL COURSE RECORDS Calif. Labor Division is required to keep their OSHA records 7 Mag, years; EEOC/FLSA/ADEA (Attendance Rosters, Outlines Yes: When re Lead Dept. CW-062 2 years 3 years 5 years Mfr, OD, S ,(Age) years for requires 3 and Materials; includes Ethics Ppr Inactive promotion, demotion,transfer, &Safety Training&Tailgates, selection, or discharge; State Sexual Harassment Prevention Training) Law requires 4 2 3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Video Recordings- City Records"regular and ongoing Lead Dept. CW-063 Operations/Building 1 year 1 year Mag operations"; GC§34090.6 Security Video Recordings Parking When No When No Does not record"regular and Lead Dept. CW-064 Lots, Public Areas Longer Longer Mag ongoing operations" GC Required Required §34090.6 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. 6.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Page CADM-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) j (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 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ADMINISTRATOR Minimum 2 Minimum 2 Mag, Mfr, Yes: After Department Preference; GC City Admin. CADM-002 City Council Correspondence S/ I years years OD, Ppr QC&OD §34090 'Grand Jury Reports and Department Preference(the 1 Mag, Mfr, Yes: After City Admin. CADM-003 Responses(Regarding City 5 years 5 years OD, P r S I I QC&OD Grand Jury keeps their reports 5 Operations) p _ years); G C§34090 Copies- Copies- Independent Reform Monitor When No When No Included in City Council Agenda City Clerk CADM-004 Reports Longer Longer Mag, Ppr. Packets; GC§34090.7 Required Required Projects, Programs, Economic Development, Subject& Issues Minimum 2 Minimum 2 Mag, Mfr, Yes: After Department Preference; GC City Admin. CADM-006 (Issues and/or projects will vary years years OD, Ppr S f I QC &OD §34090 over time) 1 When No When No City Admin. CADM-007 'Speech Notes/PowerPoint Longer Longer Mag, Ppr Notes, drafts, or preliminary Presentations documents; GC§34090 et seq. Required Copies- RequiredCopies- When No When No Invoices are maintained by Finance CADM-008 Travel/Conferences Longer Longer Mag, Ppr 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: Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record I Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY ATTORNEY When-Ne- When-No- Longer Longer Mag, Department Preference; GC City Attorney CA-001 Advice Files/Department Files Required — Ppr §34090 Minimum 5 Minimum 5 . years years Mag, Department Preference(meets Attorney Invoice backup/detail Yes: Until Yes: After City Attorney CA-001.1 (confidential) 2 years 3 years 5 years Paid Mfr, OD, S/I QC&OD municipal government auditing Ppr standards); GC§34090 When No When No Preliminary drafts not retained City Attorney CA-002 Bankruptcies- NOT pursued Longer Longer Mag, in the ordinary course of Required Required Ppr 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 City Attorney CA-004 ag, City Attorney Opinions and P P Yes Mfr OD, S/I Yes: After Department Preference; GC Opinion Index Ppr QC&OD §34090 Minimum Minimum Claim for Damages-Over Final Final Yes: Until Mag, Department preference; CCP City Attorney CA-005 §§337 et seq.; GC§§34090, $2,501 Resolution+ Resolution + Settlement Ppr 34090.6; PC§832.5(b) 5 years 5 years When-No- JVhen No Longer- Longer Mag, Department Preference; GC City Attorney CA-006 Closed Session Materials Required-- Required Ppr §34090 Minimum 5 Minimum 5 years ears 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. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Litigation Files/Lawsuits/ Minimum Court Case Files- Real Final Yes: Until Mag, 1Department preference; CCP City Attorney CA-007 Property or Historically Resolution+ P P Settlement Ppr §§337 et seq.; GC§§34090, 34090.6; PC§832.5(b) Significant 5 years Litigation Files/Lawsuits/ Minimum Minimum Court Case Files- NOT Real Final Final Yes: Until Mag, Department preference; CCP City Attorney CA-008 Property or Historically Resolution+ Resolution + Settlement Ppr §§337 et seq.; GC§§34090, Significant 5 years 5 years 34090.6; PC§832.5(b) Mag, Copies- Copies- 'i Send all final settlement Settlement Agreements/Final When No When No Yes: After agreements and court City Clerk CA-009 Court Settlements Longer Longer Mfr, OD, S/I QC&OD settlements to City Clerk; GC Required Required Ppr §34090 City Attorney CA-010 Summons 2 years 2 years Ppr' 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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record age: roy Active Inactive Total Media I=Import Papertafter (OFR) Vital? (in office) (Records Retention Options M=Mfr Imaged& Center) I S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). CITY CLERK Agenda Packets: City Council, Mag, Mfr, Yes: After Department preference; GC City Clerk CC-001 Active and Inactive Decision P P OD, Ppr S/I QC&OD §34090 Making Bodies Agreements&Contracts (INFRASTRUCTURE-ALL Starting in 2020,ALL original Settlement Agreements, contracts are sent to the City MOUs,etc.) Clerk. 2019 and prior,the City Clerk retained the Agreement or Contract originals of any agreement or Includes all contractual contract that the City Clerk obligations (e.g. attested to only. Specifications and Department Preference;All infrastructure, JPAs, &Mutual Successful Proposal / Yes: Mag, Yes: After Aid contracts should be City Clerk CC-003 Scope of Work), Notice of Completion P P Before Mfr, OD, S Inactive permanent for emergency Completion Completion Ppr preparedness; Statute of Limitations is 4 years; 10 Examples of Infrastructure: years for Errors&Omissions; Architects,buildings,bridges, land records are permanent covenants/CC&Rs,golf course by law; CCP§§337. 337.1(a), I redesign/construction, 337.15, 343; GC§34090, development,park improvements, Contra property restrictions,reservoirs, Contractor has retention settlement,sewers,sidewalks, requirements in 48 CFR street&alley improvements, 4.703(a) 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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active 1 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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Starting in 2020, ALL original contracts are sent to the City Agreements & Contracts Clerk. 2019 and prior, the (NON-INFRASTRUCTURE 1 City Clerk retained the ALL) originals of any agreement or contract that the City Clerk Agreement or Contract attested to only. includes all contractual Covers E&O Statute of obligations(e.g. Specifications Yes: Ma I Limitations(insurance and Successful Proposal/ Completion g' ' Yes: Upon certificates are filed with City Clerk CC-004 Completion 10 years Before Mfr, OD, WI Scope of Work) Notice of + 10 years Comletion Ppr Completion 'agreement); p Completion Standards-1 7 years; Statute of Limitations: Contracts& Examples of Non-Infrastructure: Spec's=4 years,Wrongful Consultants,Franchises, ' Death=comp- +5 years, Landscape Maintenance, Painting, Developers=comp. + 10 Slurry Seals(Paving),Tree Trimming,Leases, Human years; Resources, Professional Services yearc; CCP§§337. 337.1(a), 337.15, 343; GC§34090 Board&Commission City Clerk CC-004.1 Applications (Successful and 2 years 2 years Mag, Ppr GC§34090 I Unsuccessful) 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 (approved via resolution) Fiscal Year I OD, Ppr 90 days §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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: ' Destroy Active Inactive Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). City Council, Board & Mag, Mfr, Yes: After Department preference; GC City Clerk CC-007 Commission Historical List of P P S/ I OD, Ppr QC &OD 1§34090 Members Economic Interest Filings City maintains original City Clerk CC-008 (FPPC 700 Series Forms 7 years 7 years Mag, Mfr, S/I Yes: After 2 i statements; GC Statement of Economic OD, Ppr years §81009(d)(e)(f)&(g) Interests): ALL Economic Interest Filings Statements filed electronically (FPPC 700 Series Forms are required for 10 years; City Clerk CC-008.1 Statement of Economic 10 years 10 years Mag, Mfr, S/ I Yes: City maintains copies only; Interests): ALL OD, Ppr !original statements are filed ELECTRONICALLY-FILED with FPPC; GC§81009(f)(g); GC§84615 Economic Interest Filings City Clerk CC-008.2 (FPPC Form 602/635)- 5 years 5 years Mag, Mfr, S/I Yes: After 2 2 CCR 18615(d), GC Lobbyist Authorization/ OD, Ppr years §81009(e)&(g Reporting 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 years §81009(e) FPPC Form 802 (Event Ticket City Clerk CC-010 /Pass Distributions Agency 7 years 7 years Mag, Mfr, S/I Yes: After 2 Should post on website for 4 Report) OD, Ppr years years; GC§81009(e) 4 FPPC Form 803(Behested Mag, Mfr, Yes: After 2 City Clerk CC-011 Payment Report) 7 years 7 years OD, Ppr S/I years GC§81009(e) .. FPPC Form 806(Agency Must post on website; 2 CCR Mag, Mfr, Yes: After 2 City Clerk CC-014 Report of Public Official 7 years 7 years S/I 18702.5; GC§34090; GC Appointments) OD, Ppr years I§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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive I Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr j Imaged& Center) 1 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Minimum Minimum Term of Term of Department preference; GC City Clerk CC-015 FPPC Referral Letters Office +2 Office +2 Mag, Ppr §34090 years years ELECTIONS-CONSOLIDATED City Clerk OR Utility/ Assessment District Ballots, Customer CC-016 I Protest Letters, & Envelopes- 2 years 2 years Ppr GC§53753(e)(2) Service Prop. 218 proceedings Campaign Filings(FPPC 400 For Electronic Filings, Data 'Series Forms&Form 501): that has been maintained for SUCCESSFUL CANDIDATES Mag, Mfr, Yes: After 2 at least 10 years may then be City Clerk CC-017 (Elected Officials) 2 years P P OD, Ppr S years archived in a secure format; All,whether filed electronically Paper must be retained for at least 2 years; GC or not §81009(b)&(g); GC 484615(i) I Campaign Filings(FPPC 400 Candidates without Series Forms &Form 501): committees are not required UNSUCCESSFUL to file their statements, City Clerk CC-018 CANDIDATES 5 years 5 years Mag, Mfr, S Yes: After 2 reports or copies online or Includes Unsuccessful OD, Ppr years electronically; Paper must be Candidates Without retained for at least 2 years; Committees that Don't File GC§81009(b)&(g); GC Electronically 484615 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. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Imag e: Destroy Active Total Media I=Im ort 1 Paper after (OFR) (in office) (Records Retention [ VitaI? Options M=Mfr Imaged& Center) S=Scan I QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 'Campaign Filings(FPPC 400 1 Series Forms &Form 501): UNSUCCESSFUL Statements filed electronically City Clerk CC-018 'CANDIDATES 1 10 years 10 years Maq, Ppr 'are required for 10 years; GC, ELECTRONICALLY FILED- $81009(b)&(q);GC$84615 WITH or WITHOUT Committees 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 §81009(c)&(g) candidate-controlled) Candidate File: Nomination CA law states term of office Papers, Candidate Statement Term of Term of and 4 years after the City Clerk CC-021 Forms, etc. SUCCESSFUL Office +4 Office+4 Mag, Ppr expiration of term and does CANDIDATES years years not delineate between the two; EC§17100 Candidate File: Nomination CA law states term of office Papers, Candidate Statement and 4 years after the City Clerk CC-022 Forms, etc. Election +4 Election +4 Mag, Ppr expiration of term and does UNSUCCESSFUL years years not delineate between the CANDIDATES 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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 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 Mag, Mfr, Retained for Historical Value, City Clerk CC-024 2 years P P S No Iresolutions with the final OD, Ppr GC§34090 results; Certificate of Election) Results+8 Results+ 8 months, or months, or Final Final Not accessible to the public; Examination Examination The 8 month retention applies Elections- Petitions(Initiative, if No Election if No Election after election results, or final City Clerk CC-025 Ppr examination if no election, Recall or Referendum) + 1 year after + 1 year after petition petition unless there is a legal or examination examination if FPPC proceeding. EC if petition is petition is §§17200(b)(3), 17400 insufficient insufficient Elections-Petitions(Initiative, Recall or Referendum)- IF City Clerk CC-025.1 Insufficient,and IF 1 year 1 year Ppr EC§§17200(b)(3), 17400 Proponents Examine Petition ELECTIONS -STAND-ALONE(use in conjunction with Consolidated elections ... records series are not repeated) 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. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, .ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. City Clerk CC-026 Applications to View Voter 5 years 5 years Ppr ' EC 2188(f) Registration Information City Clerk CC-028 Ballots,Ballot Security 6 mo. 6 mo. Ppr EC§17302 Envelopes-After Election Ballots, Ballot Security City Clerk CC-029 6 mo. 6 mo. Ppr EC§17306 _ Envelopes-After Recount City Clerk CC-030 Challenged&Assisted Voters 6 mo. 6 mo. Ppr If uncontested, EC§17304 List 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 Applications City Clerk CC-036 Vote-by-Mail Identification 6 mo. 6 mo. Ppr EC§17302 Envelopes Voter Index Copies used as the City Clerk CC-037 Voting Record at Polling 6 mo. 6 mo. Ppr EC§17304 Places City Clerk CC-038 Voter Index Original 5 years 5 years Ppr EC§17001 (End of Elections Section City Clerk CC-039 Ethics Training Certificates 5 years 5 years Mag, Ppr GC§53235.2(b) City Clerk CC-039.1 1 Film Permits(Issued by Film Minimum 2 Minimum 2 Mag, Ppr I Department Preference;GC§ LA) years years 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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media l=Im ort Paper after (OFR) (in office) (Records Retention Vital? 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or invest/gations suspend normal retention periods(retention resumes after settlement). City Clerk determines I 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 OD, Ppr media (e.g. audio and video City Seal,Awards of significant tape)may be limited because 'historical interest,etc.) of the media's life expectancy; GC§34090 Housing Lottery/Interest City Clerk CC-041 Forms(Public Works conducts 2 years 2 years Mag, Ppr GC§34090 Lottery) Minutes: City Council,Active Mag, Mfr, City Clerk CC-042 'and Inactive Decision Making P P OD, Ppr S/I No GC§34090 Bodies Municipal Code When No When No Preliminary drafts not retained City Clerk CC-043 Administration, Distribution, Longer Longer Mag, Ppr in the ordinary course of etc. Required Required business; GC§34090 Notices: City Council,Active Statute of Limitations on City Clerk CC-044 and Inactive Decision Making 2 years 2 years Mag, Ppr Municipal Government Bodies actions is 3-6 months; CCP§337 et seq; GC§34090 Department Preference; (Statute of Limitations is 4 Oath of Office: City Council, Term of Term of Mag, Mfr, Yes: After years after the discovery of City Clerk CC-045 Boards&Commission Office+4 Office+4 S/I Members years years OD, Ppr QC'd &OD the offense for misconduct in office; PC 801.5, 803(c); 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: Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy (OFR) Active ! (Records - Total Vital? Media I=Im port 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City Clerk CC-046 Ordinances P P Mag, Mfr, S/I No GC§34090 OD, Ppr Public Records Requests/ Request for Records/ City Clerk CC-047 Subpoenas(Records/Duces 2 years 2 years Mag, Ppr Department preference; GC Tecum) §34090 Excludes Police Department preference; Real Property: Deeds, Mag, Mfr, Finals are maintained by City City Clerk CC-048 Easements, Liens, Rights of P P Yes(all) OD, Ppr S No Clerk; Department file may Way include correspondence; GC §34090 et seq. Recordings-AUDIO &VIDEO Department preference; State RECORDINGS of Meetings/ law only requires for 30 days; City Clerk CC-049 Audio Tapes 2 years 2 years Mag, OD Video tapes of meetings are -City Council,Active and Inactive 'required for 90 days; GC Decision Making Bodies §34090.6; GC§54953.5(b) City Clerk CC-050 Records Destruction 10 years 10 years Mag, Mfr, S/I Yes: After Department preference; GC Authorization Forms OD, Ppr 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 OD, Ppr Resolutions: City Council, Mag, Mfr, City Clerk CC-053 Active and Inactive Decision P PS/I No GC§34090 Making Bodies Secretary of State Statement of City Clerk CC-053.1 'Facts/Registry of Public 2 years 2 years Mag, Ppr GC§34090 Agencies 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. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Retention No. Records Description Retention/Disposition 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, •ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. Subpoenas for Personal City Clerk CC-054 Appearance(City Hall 2 years 2 years Mag, Ppr GC§34090 Employees, Fire Employees) Excludes Police 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. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ACCOUNTING Department Preference; IRS:4 years after tax is due or paid 1099's/ 1096's/DE542 (longer for auditing &contractor Finance/ FIN-001 (California Report of Independent 2 ears 3 years 5 years Mag, Ppr delinquency); Ca. FTB: 3 years; Accounting y pqy)' Contractors) IRS Reg §31.6001-1(e)(2), R&T §19530, GC§34090; 29 USC 436 Accounts Payable/Invoices and Backup Finance/ Yes: Until Mag, Mfr, Yes: After Department Preference (meets Accounting FIN-002 (Includes Invoices,Travel 2 years 3 years 5 years Paid OD, Ppr S/I QC&OD municipal government auditing Expense Reimbursements, Check standards); GC§34090 Request,etc. Excludes backup for Attorney invoices) Audit Reports/Annual I Comprehensive Financial Report Copies Copies (Copies the original is rn�p r^,,^.^ti^^^;.,^ When No When No Mag, Mfr, Yes: After 90 maintained by the City Clerk in CityClerk FIN-003 (ACFR) S/I Annual ^^^^^' ^^^'*c and Longer Longer OD, Ppr days the Agenda Packet); GC related Audit Opinions Required Required §34090.7 Department Preference; meets municipal government auditing Finance/ standards;_ FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Accounting propose audit+4 years; years 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Bank Statements and Trustee Statements, Fiscal Agent Department Preference; meets Finance/ Statements, Investment Account Accounting FIN-005 Statements, Bank 2 years 3 years 5 years Mag, Ppr auditing standards; GC§34090, 26 CFR 31.6001-1 Reconciliations, Bank Deposits, Bank Transmittal Advice Securities (Performance Bonds, Letters of Credit, CD's, etc.)are Public released after the Notice of Bonds (Performance Bonds, Release of Release of Works/ Completion is issued and FIN-006 Subdivision Bonds, Letters of Bond/Letter Bond/Letter Mag, Ppr Developme Credit) of Credit of Credit replaced with the Warranty nt Services Bond,which is released 1 year after the Notice of Completion date. GC§34090 Department Preference; Statute Bonds (Revenue)Official of Limitations for bonds, Statements/Transcripts/ mortgages,trust deeds, notes or Certificates of Participations Full Fullydebentures is 6 years; Bonds Finance/ FIN-007 (COPS)-Includes Continuing Defeased + Defeased + Yes: Until Mag, Mfr, S/I Yes: After 90 issued by local governments are Accounting Disclosure Reports 10 years 10 years Maturity OD, Ppr days 10 years;There are specific requirements for disposal of See Bank Statements for unused bonds; CCP§§336 et statement retention. seq. 337.5(a); 26 CFR 1.6001- 1(e): GC§43900 et seq. Copies- Copies- Yes: Budgets-Adopted/Final When No When No Mag, Mfr, Yes: After 90 City Clerk maintains originals; City Clerk FIN-008 Current S/I (approved via resolution) Longer Longer Fiscal Year OD, Ppr days 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention Record No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Finance/ Budgets- Preliminary, Proposed, When No When No Accounting FIN-009 Backup Documents Longer Longer Mag, Ppr Preliminary drafts; GC§34090 Required Required Department preference;this is Finance/ FIN-010 Checks/Warrants (Issued by the 7 years 7 years Mag, Ppr the length of time commercial Accounting City, Cashed/Paid) banks retain images of the checks; GC§34090 Department preference;All tangible property held by government agencies escheats Finance/ FIN-011 Escheat(Unclaimed money/ 5 years 5 years Mag, Ppr after 3 years; Statute of Accounting uncashed checks) Limitations is 1 year for seized property; CCP§§340(d), 1519; GC§34090 Finance/ FEMA Reimbursement/OES Department Preference; GC FIN-012 1 year 9 years 10 years Mag, Ppr Accounting Reimbursements §34090 Data Fields/Records are interrelated; FERC requires 10 Finance/ Indefinite Indefinite years for GLs, Subsidiary FIN-013 Financial Services Database Minimum 10 Minimum 10 Yes Mag Accounting Ledgers and Journal Vouchers; years years 18 CFR 125.2& 125.3; 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department Preference(bond auditing purposes; IRS regulations state, "...material Fixed Asset List/Fixed Asset records should generally be kept Finance/ FIN-014 Evaluation Study/Depreciation 2 years P P Mag, Ppr for as long as the bonds are Accounting Schedules outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC§34090 Department Preference; Meets Investments/Arbitrage Report/ auditing standards; Published Swaps/Certificate of Deposit/ Finance/ years Mag,FIN-015 Investment Bonds(Receipts/ 5years 5Yes: Until Ppr r Accounting Advisor Reports /Trade Tickets/ Paidstate ide guidcli propose LAIF(Local Agency Investment permanent; FTC Reg's rely on Fund)) "self-enforcement"; GC§§34090,43900 Required because of electricity Finance/ Journal Entries/Journal Mag, Mfr, Accounting FIN-016 Vouchers 2 years 8 years 10 years OD, Ppr S/I No regulations; 18 CFR 125 et seq.; GC§34090, CCP§337 Reports, Finance Reports created from Database: Department preference (The Subsidiary Ledgers, When No When No Financial System Database is Finance/ Reconciliations, Registers, FIN-017 Longer Longer Mag, Ppr the original; reports are Accounting Transaction Histories, Balance Required Required considered drafts or copies); GC Sheets, Revenue&Expenditure Reports, etc. (MONTHLY OR §34090 PERIODIC) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention Record No. Records Description Retention/Disposition 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Reports: Annual State or I Federal: State Controller's Finance/ Report, Local Government Mag, Mfr, Yes: After Department Preference; Meets Accounting FIN-018 Compensation Report, Gas Tax, 2 Years 3 years 5 years OD, Ppr S/I QC &OD auditing standards; GC§34090 MOE (Maintenance of Effort) Report, Street Report, etc. Finance/ Transportation Audits/PERS Department Preference (meets FIN-019 5 years 5 years Mag, Ppr municipal government auditing Accounting Audit,etc. standards); GC§34090 Finance/ FIN-020 Treasurer's Reports& Backup 2 years 3 years 5 years Mag, Ppr Department Preference; GC Accounting §34090 Department Preference; meets municipal government auditing Finance/ Minimum 5 Minimum 5 Yes: Until Mag, Mfr, Yes: After standards;_ • '+^'� e^ ^ t& �e:, Accounting FIN-021 W-9s years years Paid OD, Ppr S/I QC&OD propose audit+4 years; GC§34090 BUSINESS LICENSE&REVENUE Finance/ Accounts Receivable- Miscellaneous- Backup for Department preference; Meets Business Yes: After FIN-022 Damage to Public Property, 5 years 5 years Mag, Mfr, S/I auditing standards; GC§34090 License& OD, Ppr QC &OD Revenue Invoices to Outside Entities, Rent et seq. Billings, etc. Finance/ Business Expiration + Expiration + Mag, Mfr, Yes: After Department preference; GC License& FIN-022.1 Alarm Permits 2 years 2 years OD, Ppr S/I QC&OD §34090 et seq. Revenue VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Image: Destroy Active Inactive 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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Copies- Copies- City When No When No FIN-023 Bankruptcies Mag, Ppr GC§34090.7 Attorney Longer Longer Required Required Finance/ Data Fields/Records are Indefinite- Indefinite- Business FIN-024 Business License&Permit Minimum 5 Minimum 5 Yes Mag interrelated; meets municipal License& Database government auditing standards; Revenue years years GC§34090 Finance/ Business FIN-025 Business License Applications 5 years 5 years Mag, Mfr, S/I Yes: After Department preference; GC License& and Changes OD, Ppr QC&OD §34090 et seq. Revenue Finance/ Business FIN-026 Business License Renewals 5 years 5 years Mag, Mfr, S/I Yes: After Department preference; GC License& OD, Ppr QC&OD §34090 et seq. Revenue Finance/ Business Cash Receipts/Daily Cash Mag, Mfr, Yes: After Department preference; Meets License& FIN-027 Summaries/Cashiers Reports/ 1 year 4 years 5 years OD, Ppr S/ I QC &OD auditing standards; GC§34090 Revenue Cash Reports/Petty Cash et seq. Collections/Collection Agency Department preference; Lead Dept. FIN-028 Case Files&Statements/ 5 years 5 years Mag, Ppr Delinquencies remain on credit Delinquent Accounts reports for 7 years; GC§34090 et seq. Finance/ Business FIN-029 Returned Checks/NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets License& auditing standards; GC§34090 Revenue VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention Record No. Records Description Retention/Disposition 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Finance/ Business Mag, Mfr, Yes: After Department preference; Meets License& FIN-029.1 Utility User Tax Remittance 5 years 5 years OD, Ppr S/ I QC &OD auditing standards; GC§34090 Revenue et seq. PAYROLL Finance/ Auto Pay Authorization Forms/ Department Preference; GC Payroll FIN-033 Direct Deposit Authorizations 2 years 3 years 5 years Mag, Ppr §34090 CaIPERS Reports-Annual Finance/ Department Preference; GC Payroll FIN-034 Valuation Reports,Actuarial 2 years 3 years 5 years Mag, Ppr §34090 Valuation Reports DE-6, DE-7, DE-9, DE-43,W-3, & Department Preference; IRS:4 DE-166, 941 Forms, IRS 5500 yrs after tax is due or paid; Ca. Forms(Employee Benefit Plans), FTB: 3 years; Articles show 7 Finance/ FIN-035 PERS/FICA&Medicare 2 years 3 years 5 years Mag, Ppr y ars; IRS Reg §31.6001- Payroll Adjustments-Quarterly Payroll 1(e)(2), R&T§19530; 29CFR Tax Returns/OASDI, Federal 516.5-516.6, 29USC 436, GC Tax Deposits,Adjustments, etc. §34090 Finance/ Deferred Compensation (457) Department preference; GC Payroll FIN-036 Reports, Registers 2 years 3 years 5 years Mag, Ppr §34090 Finance/ When No When No Preliminary drafts not retained in Payroll FIN-037 Employment Verifications Longer Longer Mag, Ppr the Regular Course of Business 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Image: Destroy Active Inactive Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department preference; IRS Payroll Benefit Files/ Regulation for W-4s is four years after the due date of such tax for Administration Forms (W-4s, Finance/ Separation + Separation + Mag, Mfr, Yes: After the return period to which the FIN-038 Changes, Employee, Computer Yes S/ I Payroll Loan Receipts and Payments, 5 years 5 years OD, Ppr QC &OD records relate, or the date such Vacation pay-off requests,etc.) tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance/ Payroll Journals/Payroll Mag, Mfr, Yes: After Department preference; GC Payroll FIN-039 Registers/Pay Day Registers 2 Years 3 years 5 years OD, Ppr S/I QC&OD §34090 Department preference; Meets auditing standards(audit+4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 Time Cards/Time Sheets/Time years; Most Employees provide Finance/ Off Request Forms/Payroll Mag, Mfr, Yes: After digital signatures when they Payroll FIN-040 Certifications/Leave Requests/ 2 years 3 years 5 years OD, Ppr S/I QC&OD submit their timecards, but some Payroll Exception Forms in 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 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention Record No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) (Records 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department Preference; IRS:4 yrs after tax is due or paid; Ca. Finance/ FTB: 3 years; Articles show' Payroll FIN-041 W-2's 2 years 3 years 5 years Mag, Ppr year: IRS Reg §31.6001- 1(e)(2), R&T§19530; 29CFR 516.5-516.6, 29USC 436, GC §34090 PURCHASING Finance/ Asset Disposal/Sale/Auction/ Department preference (meets Purchasing FIN-042 Surplus 5 years 5 years Mag, Ppr municipal government auditing standards); GC§34090 Finance/ Department preference (meets Purchasing FIN-043 Credit Applications 2 years 2 years Mag, Ppr municipal government auditing standards); GC§34090 Finance/ Purchase Orders/Purchase Department preference(meets Purchasing FIN-044 Contracts 5 years 5 years Mag, Ppr municipal government auditing standards); GC§34090 Finance/ Vehicle Titles-Copy of Release DMV records retained for FIN-045 2 years 2 years Mag, Ppr Purchasing of Liability convenience Finance/ FIN-046 Vehicle Titles(Pink Slips)-All Sale or Sale or Mag, Ppr Department Preference; GC Purchasing Vehicles Disposal Disposal §34090 RISK MANAGEMENT Finance/ Final Final Department preference; CCP§§ Risk FIN-046.1 Claim for Damages Up to Resolution + Resolution + Yes: Until Mag, Ppr 337 et seq.; GC§§911.2, 945.6, Manag. $2,500/Damage to City Property 5 years 5 years Settlement 34090, 34090.6; PC§832.5(b) VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Retention Records Description Retention/Disposition Comments/Reference Record No. Image: Destroy Active Inactive 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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Insurance Certificate Renewals Covers E&O Statute of Finance/ for Vendor Agreements& Mag, Mfr, Yes: After Limitations and latent defects; Risk FIN-046.2 Contracts/Certificate of Liability 11 years 11 years OD, Ppr S/I QC&OD CCP§§337. 337.1(a), 337.15, Manag. Insurance 343; GC§34090 Finance/ Insurance Polices(City-owned Mag, Mfr, Yes: After Department Preference; GC Risk FIN-047 P P S/ I Manag. policies) OD, Ppr QC&OD §34090 Finance/ JPA/JPIA Reports/General Department Preference; GC Risk FIN-048 Liability Claim Runs 5 years 5 years Ppr §34090 Manag. VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIRE ADMINISTRATION Emergency Operations Plan Superseded Superseded Mag, Fire/ FR-001 (includes Office of Emergency and and Yes Mfr, OD, S/I No GC§34090 Admin. Management& Homeland Approved Approved Ppr Security) Fire/ Mag, Yes: 'Department Preference; GC Admin. FR-002 EOC Activations&Drills 10 years 10 years Mfrr,,O D, S/I After QC §34090 Fire/ Fire Sprinkler Inspections and/or Minimum 10 Minimum 10 Mag, Department Preference; GC Admin. 11FR-003 Certifications(includes Title 19 years years Ppr §34090 certifications) When No When No Considered a preliminary draft/ Fire/ Monthly Statistical Reports/Run Longer Longer Mag, copy(the Fire database is the Admin. Statistics Ppr Required Required 'original);GC§34090 et seq. Copies- Copies- Mutual Aid Agreements, Joint When No When No Mag, Originals Maintained by City Clerk City Clerk FR-005 or County Clerk of the Board Power Authorities Longer Longer Ppr Required Required Permanently; GC§34090.7 Fire/ FR-006 Ride-A-Long Waivers 2 years 2 years Mag, 1 GC§34090 Admin. Ppr Department preference; Preliminary drafts not made or Fire/ Minimum 2 Minimum 2 Mag, Yes: retained for the purpose of Admin. FR-007 Special Events/Ops Plan years years Mfr, OD, S/I After QC preserving the informational Ppr &OD content for future reference; GC §34090, GC§6252; 64 Ops. Cal. i Atty. Gen. 317(1981)) Fire/ FR-008 Strike Team Reimbursement(OES 10 years 10 years Mag, Department Preference; GC 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: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Records Description Retention I Disposition Comments/Reference Record Series# - Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department Preference- Controlled Substance Logs, 'Controlled substances are Fire/EMS FR-009 Inventories/Ambulance Inventory 3 years 3 years Yes Pag'r required for 2 years after inventory Logs p or transaction; 21 CFR§1304.04, 1310.04 Data is interrelated; If data Fire/EMS Indefinite - Indefinite - includes e-PCRs, Minors retention and Admin. FR-010 Emergency Medical Database Minimum 20 Minimum 20 Yes Mag is until 1 year after age 18, but not years years less than 7 years; 10 years (see Patient Care Reports) GC§34090 j 'EMS Complaints/CQI (Continuous Statute of Limitations for health Fire/EMS FR-011 Quality Improvement)/Quality 3 years 3 years Mag, providers is 3 years; 13 CCR Ppr 1100.7, UFC§104.3.2, §104.3.4, Assurance GC§34090 HIPAA Policies and Procedures Mag, Yes: Fire/EMS FR-012 (Health Insurance Portability and Superseded Superseded Mfr, OD, S After 1 45 CFR 164.530(j) +6 years + 6 years Accountability Act) Ppr year VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 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; H&S §§1797.98(e) 123145;42 CFR EMS Assignment of Benefits: ADULTS Ppr year 482.24(b); 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; CMS Pub. 100-4, Chapter 1, Section 110.3 VERNON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? after Options M=Mfr Center) 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.c.. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). FIRE MARSHAL/FIRE PREVENTION Annual Fire Inspection Notices/ Citations/Notice of Violations Life of the Life of the Department preference; California Fire/ Fire (Approvals, Inspections, Fires, Structure or Structure or Fire Code requires 5 years or Life Prevention Modification/Alternative Methods Activity, or Activity,or Mag, Yes: of the Structure or Activity,for Admin./ FR-014 or Materials) Minimum 5 Minimum 5 Mfr, OD, S/I After QC Approvals, Inspections, Fires, Public years, years, Ppr &OD Modification/Alternative Methods Works Fire Permit(Construction Permits),and Whichever is Whichever is or Materials; CFC§§ 104.6— Occupancy inspections are maintained Longer Longer 104.6.4; GC§34090 in Public Works Address Files Fire/Fire Ca ital Crimes OnlyMag, Yes: Department preference(Capital Fire Investigations-Arson & 1 Marshal FR-016 P P Mfr,OD, S/I After QC Crimes have no statute of Admin. p Ppr &OD limitations);GC§34090 et seq. When-Ne- When-No- Fire/Fire Longer- 1 Langer- Fire Investigations- OTHER Than Mag, Department preference; GC Marshal FR-017 Arson &Capital Crimes Required Required Ppr §34090 et seq. Admin. Minimum 5 Minimum 5 years years When-No When-No- Fire/Fire Langer- hanger- Public Information/Education Mag, Department Preference; GC Prevention FR-018 Rom— Required - Admin. i(when produced internally) Minimum 2 Minimum 2 Ppr 1 §34090 years years When-Ne_- When-No- Fire/Fire Longer- Longer Prevention FR-019 Weed Abatement/Vegetation Required _ Mag, Department Preference; GC Admin. Abatement Minimum 2 Minimum 2 Ppr §34090 years 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: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options, M=Mfr after Center) Imaged & 1 S=Scan QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). OPERATIONS/SUPPRESSION Department Preference to be in Apparatus, Equipment&Vehicle Surplus+2 Surplus + 2 Mag, compliance with NFPA Standards Fire/Ops FR-020 Records&Testing years years Ppr for in-service automotive fire apparatus ; NFPA 1911.4.7.3& Annex C.5, GC§34090 When-No- When-No r r Fire/Ops FR-021 Daily Log Books Required--- Raoulrad- Ppr GC§34090 Minimum 2 Minimum 2 years years 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, Separation + Separation + Fire/Ops FR-023 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)(1), LC §6429(c); GC§§12946, 12960, 34090, 53235.2(b) Fire/Ops FR-024 Fire Hydrant Valve Exercises/ Minimum 10 Minimum 10 Mag, Department Preference; GC Notice of Deficiency years years 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: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Indefinite - Indefinite - Data is interrelated; If used for Life of the Life of the Inspections, California Fire Code Fire/ ' Structure or Structure or requires 5 years or Life of the Activity,or Activity,or Mag, Structure or Activity for Approvals, Admin. & FR-025 Fire Incident RMS Database Yes Minimum 5 Minimum 5 Ppr Inspections, Fires, Modification/ Ops years, years, Alternative Methods or Materials; Whichever is l Whichever is 'CFC§§ 104.6—104.6.4; GC Longer Longer §34090 Fire/Ops FR-033 Fire Incident Reports 3 years 3 years Mag GC§34090 Fire Training Center-Waivers of Mag, I Fire/Ops FR-026 Liability 2 years 2 years Ppr GC§34090 Fire/Ops FR-027 ISO Insurance Ratings 15 years 15 years Mag, Department Preference(rated Ppr every 10 years); GC§34090 When When Yes: Mag, Preliminary drafts; GC§34090 et Fire/Ops FR-028 Pre-plan Sheets Before Superseded Superseded Ppr seq. Event Fire/ Programs and Projects(e.g. Cadet, Minimum 2 Minimum 2 Mag, Department Preference; GC§ Admin. & FR-029 CPR Program, Fire Service Day, years years Ppr 34090 et seq. Ops 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: Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Data is interrelated; Ethics& Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; Indefinite - Indefinite - EEOC/FLSA/ADEA(Age)requires Fire/Ops FR-030 Training Database/Log (Target Minimum 5 Minimum 5 Mag, 3 years for promotion,demotion, Solutions) Ppr years years transfer, selection, or discharge; State Law requires 4-years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) Vehicle Safety Checks/Daily Vehicle Inspections/Daily Longer Longer Fire/Ops FR-031 Equipment Checks (Fire Vehicles Required--- Required- Ppr GC§34090 Only) Minimum 2 Minimum 2 years 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: Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options 1 M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retentionperiods (retention resumes after settlement). HEALTH &ENVIRONMENTAL CONTROL(CUPA-Certified Unified Program Agency) M Environmental HealthH&EC-001.1 Address Files: Inspections& P P Yes Mfr,ag, OD, S/ I Yes:After Department Preference; GC Control Permits Ppr QC&OD §34090 Department Preference; Health & Aboveground Storage Tanks applies to both Tier I and Tier II Tanks; (Tier II tanks are Environmental H&EC-001 Inspections, Integrity Testing, 20 years 20 years Mag, Ppr required to have an integrity Control Maintenance, Repairs ;test every 20 years); GC §34090 Health& Animal Control Notices to Comply, Environmental H&EC-004 Warning Letters/Notices/Citation 2 years 2 years Mag, Ppr GC§34090 Control Books Health& Environmental H&EC-005 Animal Licenses/Dog Licenses 2 years 2 years Mag, Ppr GC§34090 Control Health & Animals- Record of All Efforts to FA§§31108.3 and 31752.1; Environmental H&EC-005.1 Contact Owner and/or Microchip's 2 years 2 years Mag, Ppr GC§34090 Control Primary Registrant Department preference; Health & Mag, Meets California Department Backflow: Water System Yes(after Environmental H&EC-006 5 years 5 years Mfr, OD, S/ I of Health requirements (3 Control Backflows/Cross-Connection Ppr 2 years) years); GC§34090; 17 CCR 7605(f) Health & CaIARP (California Accidental When No When No 1City is not lead agency; given Environmental H&EC-008 I Release Prevention)Risk Longer Longer Mag, Ppr back to facility; Facility Owner Control Management Reviews, Comments Required Required re-certifies every 5 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: Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Health & Retail Food Facilities: Catering Environmental H&EC-009 Truck Permits, Inspections, 2 years 2 years Mag, Ppr GC§34090 Control Citations,Violations Health & Free Sale Letters/Food Shipping ing Environmental H&EC-012 Certificates 2 years 2 years Mag, Ppr GC§34090 Control Health & Hazardous Waste Manifests/ Mag, Department Preference;40 Environmental H&EC-015 Certificates of Disposal (In 5 years P P Mfr, OD, S Yes: After CFR 262.40, 8 CCR Control Address Files) Ppr QC&OD 3204(d)(1)(A), 22 CCR 66262.40 Health& Environmental H&EC-016 Jail Inspections(Temporary 2 years 2 years Mag,Ppr GC§34090 Control Holding Facility) Health& I Environmental H&EC-016.1 Liens and Releases P P Mag,Ppr GC§34090(a) Control Health& Monitoring Well Permits/ Mag' Yes: After Department Preference; GC Environmental H&EC-013 P P Mfr, OD, S Control Groundwater Quality/Infiltration P r 1 year §34090 et. seq. P Indefinite- Indefinite Data Fields/Records are Finance/ Permitted Uses/Health Permit — — interrelated; meets municipal Accounting H&EC-017 Inspection Database(Envision) Minimum 5 Minimum 5 Yes Mag government auditing years years standards; GC§34090 Permitted Uses Billing/Invoices Health & Mag, Department Preference &Reconciliations (Food, Yes(after Environmental H&EC-018 5 years 5 years Mfr, OD, S/ I (meets municipal government Control Garment, Hazardous Materials, Ppr 2 years) records); GC§34090 Underground Storage Tanks, etc.) 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. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Health & Permitted Uses/Occupancy Mag, Department Preference; Environmental H&EC-019 Inspections: Hazardous Materials/ P P Mfr, OD, S/ I Yes (after CUPA Inspections are Control USTs(Salmon) Ppr 2 years) required for 5 years; 27 CCR 15185& 15280;GC§34090 Health & Permitted Uses/Occupancy Change of Change of Mag, Yes(after Department Preference; GC Environmental H&EC-020 Inspections: Food Processing Occupant+2 Occupant+2 Mfr, OD, S/I 2 years) §34090 Control Occupancies(Green) years years Ppr Health & Permitted Uses/Occupancy Change of Change of Mag, Yes(after Department Preference; GC Environmental H&EC-021 'Inspections: Garment Assembly Occupant+2 Occupant+ 2 Mfr, OD, S/I 2 years) 134090 Control Occupancies(Gold) years years Ppr Health & Permitted Uses/Occupancy Change of Change of Mag, Inspections: Light Use j Yes(after'Department Preference; GC Environmental H&EC-022 Occupant+2 Occupant+2 Mfr,OD, S/1 Occupancies-No Permits2 years) §34090 Control Iyears years Ppr I Required (White) Health& Permitted Uses/Occupancy Change of Change of Mag, Yes(after Department Preference;GC Environmental H&EC-023 Inspections: Solid Waste/ Occupant+2 Occupant+ 2 Mfr,OD, S/I 2 years) §34090 Control I Recycling years years Ppr Department Preference Health & Pest Control/Pesticide Use (agricultural pesticide records Environmental H&EC-024 2 years 2 years Mag, Ppr are required for 2 years); 3 Control Reports 1 CCR 6623, /10 CFR 171.11 c- seqF GC§34090 Remediation Cases/Studies and Health & Reports, Contamination Data, Mag, Yes(after Department Preference; GC Environmental H&EC-025 P P Mfr, OD, S/ Control Permits for Soil Boring, Site Safety Ppr 2 years) §34090 Plans,etc. Health& Solid Waste Franchise Hauler Expiration +2 Expiration + Department Preference; GC Environmental H&EC-026 Permits/Recycling Permits/Truck years 2 years Mag, Ppr §34090 Control Inspections 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. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Health & Mag Department Preference Environmental H&EC-026.1 Solid Waste Franchise Payments 10 years 10 years Mfr, OD, S/I Yes(after (exceeds municipal Control Ppr 2 years) government auditing standards; GC§34090 Department preference; SB 1383 compliance is required Solid Waste Tonnage Reports/AB for 5 years; Low Carbon Fuel Health & Mag, Standard regulations credits 939 Compliance /SB 1383 Yes (after Environmental H&EC-027 5 years 5 years Mfr,OD S/I can be received for 10 years, Control Compliance(Organic Waste Ppr 2 years) and are eligible for an Collection and Recycling) extension; 14 CCR§ 18995;.2 H&S§39730.7 GC §34090 Department Preference; Health& Monitoring records required Minimum 5 Minimum 5 Environmental H&EC-028 Stormwater Illicit Discharges Mag, Ppr for 3 years;40 CFR years years Control §§122.21, 122.41, 122.44; CCP§337 et seq. Monitoring and Maintenance records are required on site for 3 years, 6'/2 years for Health & Underground Storage Tanks cathodic protection Environmental H&EC-030 7 years 7 years Mag, Ppr maintenance, 5 years for Control UST Monitoring, Inspections calibration &maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(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: Ver. 11.0 RECORDS RETENTION SCHEDULE: HEALTH & ENVIRONMENTAL CONTROL Page H&EC-5 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Underground Storage Tanks(City- Department Preference Health & Owned and/or Privately Owned) Mag, Yes: After (required for the life of the Environmental H&EC-031 P P Mfr, OD, S 1 year tank); 23 CCR 2712(b), H&S Control Locations, Soil Remediation, Ppr 1§25284.2(i); GC§34090 et. Monitoring Well Records 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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). HUMAN RESOURCES Department Preference; Instructions state "Generally, 1095-C, 1094-C (Employer- keep copies of information Human Provided Health Insurance returns you filed with the IRS Resources HR-001 Offer and Coverage& 5 years 5 years Mag, Ppr or have the ability to Transmittal Form) reconstruct the data for at least 3 years,from the due date of the returns"; GC §34090 Department preference; State law requires 4 years; Background File 29 CFR 1602.31 & Human Separation + Separation + Resources HR-002 (SUCCESSFUL) 6 years 6 years Mag, Ppr 1627.3(b)(1), GC§§ 3105, Except for Police Dept. 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) Department. efe State law requires 4 years; Human Background File 29 CFR 1602.31 & Resources HR-003 (UNSUCCESSFUL) 44 years 4 3 years Mag, Ppr 1627.3(b)(1), GC§§ 3105, Except for Police Dept. 12946, 12960, 34090; 29 USC 1113; 8 CCR §11040.7(7)(C) 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. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention No. Records Description Retention/Disposition I Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Bureau of National Affairs recommends 2 years for all Classification/Reorganization supplementary Personnel Human HR-004 Studies (for employee Minimum 3 Minimum 3 Ma P r records; Wage rate tables are Resources classifications and department years years g' p 1 or 2 years; State requires 2 structures) years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 12960, 34090 Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); Bureau of Human HR-005 Compensation Surveys& Minimum 3 Minimum 3 Ma P r National Affairs recommends Resources Studies years years g' p 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC§§12946, 12960, 34090 California Civil Rights All State and Federal laws Department(CRD)/ 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 4 or EEOC)Claims/ Harassment 4-3 years 4 years years after"fully and finally Claims disposed"; 2 CCR 1101(c); GC§§12946, 12960, 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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). When When Human DMV Pull Notices(All, Superseded, Superseded, Department Preference; GC Resources HR-007 Including Fire &PD) or Upon or Upon Mag, Ppr §34090 Separation Separation Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA(Age) Human Drug &Alcohol Test Results requires 3 years physical Resources HR-008 (All Positives and Negatives) 5 years 5 years Mag Ppr examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC§§12946, 12960, 34090;49 CFR 655.71 et seq.;49 CFR 382.401 et seq. 49 CFR 653.71 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) years years Limitations is 4 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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record _ 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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department Preference; EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, Human HR 010 Grievance Files Separation + Separation + Mag, Ppr transfer, selection, or Resources 6 years 6 years discharge; State Law requires 4 2-3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Required for 1 year from termination or 3 years from hiring,whichever is later; EEOC/FLSA/ADEA(Age) Human Separation + Separation + requires 3 years for"any Resources HR 011 19s 3 years 3 years Mag Ppr other forms of employment inquiry"; State Law requires 2- 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human HR 011.1 Investigator Contracts Completion + Completion + Mag Ppr Department preference; CCP Resources 5 years 5 years §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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). I Department Preference; statute of limitations for EEOC/FLSA/ADEA(Age) Minimum Minimum requires 3 years for Human ,Job Descriptions/ Mag, Mfr, Yes: After promotion, demotion, fications Superseded Superseded OD, Ppr S/I Resources HR-012 Classification Speci QC &OD transfer, selection, or +4 years +4 years discharge; State Law requires 4 2-43 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960. 34090 Labor Relations Files Human HR-013 (Negotiation Notes, 4 3 years a years Mag, Ppr Department Preference; GC Resources Correspondence, Interpretation §34090 of MOU Provisions, Documentation,etc.) Calif. Labor Division is required to keep their records OSHA Logs &Citations- 7 years; OSHA requires 5 Human HR-014 OSHA Log 200, 300, 301, 5 years 5 years Mag, Mfr, S Yes: After years; State law requires 2 Resources 301A, etc. OD, Ppr QC&OD years; 8 CCR 14300.33; 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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Active Total Media Ilmmport Poperafter (OFR) (in office) (Records Retention Vital? 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department Preference; Personnel Files- Employee statute of limitations for File retirement benefits is 6 years from last action; Includes Application, EEOC/FLSA/ADEA(Age) Human Evaluations, Policies, Oaths of Separation + Separation + Mag, Mfr,' I Yes: After requires 3 years for HR-015S promotion, demotion, Resources Office, PAFs (Personnel 6 years 6 years OD, Ppr QC &OD Action Forms), Harassment transfer, selection, or Prevention Training discharge; State Law requires Certificates, etc. 4 2-3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC§§3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Personnel Files-Medical File ! Separation + Department preference; Files (all employees, including 24 years, or maintained separately; retiree files) Termination 30 years, or Claims can be made for 30 Termination Human HR-016 Separation + of Benefits of Benefits + Yes: Until Mag, Mfr, Yes: After years for toxic substance Resources Pre-employment Health 6 years +5 years, Separation OD, Ppr S QC&OD exposure; 8 CCR§3204(d)(1) Clearances, ADA whichever is 5 years, et seq., 8 CCR 5144, 29 CFR Accommodations, Respirator longer whichever is 1910.1020(d)(1)(i), GC Fit Tests, etc. longer §§12946, 12960, 34090 Human HR-016.1 Public Self-Insurer's Annual 5 years 5 years Mag Ppr Meets auditing standards;GC Resources Report §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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Retention No. Records Description Retention/Disposition Comments/ Reference Record Inactive I Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& I S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, .ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. Department preference; Recruitment and Testing File EEOC/FLSA/ADEA(Age) requires 3 years for (Includes Advertisements, promotion, demotion, Human Applications for Unsuccessful Hiring Hiring transfer,selection, or Resources HR-017 Candidates, Interview Notes, Decision +4 Decision +4 Mag, Ppr discharge; State Law requires Job Brochures,Test Data, S years years 4 2 3 years; 29 CFR 1602.31 Testing Analysis&statistical & 1627.3(b)(1), 8 CCR Metric, Job Analysis, Rating §3204(d)(1)et seq., GC 'Sheets, Scantrons, etc.) §§12946, 12960, 34090 Department preference; Per NeoGov Policy; State Human HR-017.1 Recruitment Database 5 years 5 years Mag, Ppr requires 4 years; 29 CFR Resources (NeoGov) 1627.3(b)(1), 29 CFR 1602.14. 2 CCR 11013(c); GC§§12946, 12960, 34090 Department preference; 8 Human HR-017.2 Safety Committee Meetings 2 years 3 years 5 years Mag, Mfr, S Yes: When CCR§3203 et seq., 29 CFR Resources OD, Ppr Inactive 1627.3(b)(1), LC§6429(c); GC§§12946, 12960,34090 Studies & Surveys Informal When No When No Preliminary drafts not retained Human HR-018 Conducted on Behalf of the Longer Longer Mag, Ppr in the ordinary course of Resources City(Sick Leave,Attrition, Required Required business; GC§34090 Benefits, etc.) Verifications of Employment, Not an Agency record/ Human Child Support, etc. (From When No When No Content does NOT relate in a Resources HR-018.5 lenders or other outside Longer Longer Mau Ppr substantive way to the companies) Required Required conduct of the public's business; GC 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: Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Record Retention No. Records Description Retention/Disposition 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 QC'd? , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Human Workers Compensation Claim j (Meets auditing standards; GC Resources HR-019 Runs/Monthly Reports 5 years 5 years Mag Ppr §34090 Separation + I Department preference; Files 20 years, or maintained separately; Termination 30 years, or Claims can be made for 30 Human 'Workers Compensation Claims Separation + of Benefits Termination Yes: Until Mag, Mfr, Yes: After years for toxic substance Resources HR-020 (Includes all Accident, -or Injury 10years +5years, of Benefits + Separation OD, Ppr S p p I QC&OD exposure; 8 CCR§3204(d)(1) Reports from Employees) 5 years, whichever is et seq., 29 CFR longer whichever is g longer 1910.1020(d)(1)(i), GC §§12946, 12960, 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: Ver.6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). INFORMATION TECHNOLOGY Used for Disaster Recovery Backups/Computer Backups _No- When No When No Purposes Only; Considered a WhenInformation (ALL Disaster Recovery Computer copy and can be destroyed Technology IT-001 Backups) --DAI v(-M ,,�,,, Longer Longer Longer Yes Mag. when no longer required;tapes Sunday) Rewired Required Required are in autochangers and are overwritten;GC§34090 et seq. al torage ford;sa ter When-No- When-No IT 002 Longer- Longer Mag: {-eshnelegy nd n be destr v ed wh en ne Required- Required e Information Enterprise System Catalogue When When Ppr GC§34090 Technology IT-002.1 (listing of software posted on line) Superseded Superseded When No j When No Preliminary documents not Information Network Configuration Maps& Technology IT-003 Plans Longer Longer Yes Mag. retained in the ordinary course Required Required of business; GC§34090 et seq. For legal compliance for !UNALTERABLE MEDIA/ I Trustworthy Electronic Records IMMUTABLE CLOUD BACKUP/ (when the electronic record Information IT-004 WORM/DVD-r/CD-r/Blue Ray- P P OD serves as the official record); Technology R or other unalterable media that must be stored in a"safe and jdoes not permit additions, separate location"; GC 34090, deletions, or changes 12168.7, EVC 1550,2 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: ' Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). POLICE ADMINISTRATION Police/ Animal Control: Bite Reports/ Department Preference; GC Admin PD 001.1 Rabies Control Records 3 years 3 years Mag, Ppr §34090 et seq. Police/ Minimum 5 Minimum 5 Department preference; Meets PD-001.2 False Alarm Reports& Billing Mag municipal government auditing Admin years years requirements; GC§34090 et seq. Subpoenas-provided by DA in Police/ Minimum 2 Minimum 2 Admin PD-001.3 DocuPeak(Personal years years Mag, Ppr GC§34090 Appearance or Duces Tecum) CAD/DISPATCH Department Preference Audio Recordings or Tapes- (consortium standard); Statewide Police/ ,(CAD/RMS) Recordings of Minimum Minimum e PD-001 'Telephone&Radio Mag (legally mandated for 100 days); Commun. 180 days 180 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 PD-002 Mag, Ppr transferred to the case file stored Detectives Files Records Records in Records; GC§34090 et seq. PATROL Canine (Police Service Dogs) 3 years is required for animal Police/ Separation + Separation + care/treatment records; FA Patrol PD-003 Program Files/Training Files: 3 years 3 years Mag, Ppr §32003(e), PC§597.1(d); GC Animal Files §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: Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Th Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litifgation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Canine(Police Service Dogs) Police/ PD-004 Program Files: Action Reports, 5 years 5 years Mag, Ppr Department preference; GC Patrol I§34090 et seq. Monthly Reports Police/ Drone(Unmanned Aerial When No When No Does not record regular and Patrol PD-004.5 Vehicle) Recordings Longer Longer Maq ongoing operations; GC Required Required §34090.6 et sea, Department preference; Police/ PD-005 Extra Patrol requests 2 years ' 2 years Mag Preliminary drafts not retained in Patrol I the ordinary course of business; GC§34090 et seq. C 1 Department preference Police/ ' PD-038 Field Investigation Cards (FI's) 2 years 2 years Mag, Ppr (Preliminary Drafts entered into Patrol After Entry into RMS RMS database); GC§ 34090 et seq. Police/ PD-006 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Department preference; GC Patrol §34090 et seq. Police/ Department preference; GC Patrol PD-007 Ride-A-Long Waivers 2 years 2 years Mag §34090 et seq. Police/ Indefinite= Indefinite- Data Fields/Records are Patrol PD-008 Scheduling/Telestaff Database Minimum 5 Minimum 5 Yes Mag interrelated;GC§34090 Years years Police/ PD-009 Traffic Control: Radar 2 years 2 years Mag, Ppr GC§34090 et seq. Patrol Calibration Records Department preference; Police/ PD-010 Watch Commander Logs 2 years 2 years Mag Preliminary drafts not retained in Patrol I the ordinary course of business; GC§34090 et seq. PROFESSIONAL STANDARDS UNIT 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: j Destroy Inactive Active Total Media I=Import 1 Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr ! Imaged& Center) S=Scan 1 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Department Policies& Procedures/Operation Police/ Minimum 5 Minimum 5 Mag, Mfr, Yes: After Department Preference; GC§ PD-011 Directives/General Orders/ PSU Lexipol (Department Policies and years years OD, Ppr S/I superseded 34090 et seq. Procedures) Consistent with Lexipol Policy; Internal Affairs Investigations State requires for at least 5 years Individual Officers/Complaints for Civilian complaints; other Against Officers WITHOUT State & Federal laws require Sustained Finding of retention until final disposition of Police/ Misconduct as defined in PC Final Final formal complaint; State requires PSU PD-012 Disposition + Disposition + Mag, Ppr 2 years after action is taken; §832.7 5 years • 5 years Statute of Limitations is 4 years (May include criminal acts, moral after the discovery of the offense for misconduct in office; PC turpitude, complaints generated 801.5, 803(c), 832.5 EVC§ from a civilian) 1045(b)(1), GC§§12946, 12960, 34090; VC§2547 Internal Affairs Investigations- Individual Officers/Complaints Police/ Against Officers WITH Final Final Individual petitions Court("Shall" PSU PD-012.1 Sustained Finding of Disposition + Disposition + Maq, Ppr Destroy); GC§34090; PC Misconduct as defined in PC 15 years 15 years 44236.14(k); 236.15(k) §832.7 Police/ PD-013 Internal Pursuit Critiques 10 years 10 years Mag,Ppr Department preference; GC PSU §34090 et seq. Police/ PD-014 ,Press Releases 2 years 2 years Mag,Ppr GC§34090 PSU Police/ PD-015 Range Qualifications 5 years 5 years Mag,Ppr Department preference; GC PSU §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: Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record ! Image: I Destroy Inactive Active Total Media I I=Import Paper after (OFR) (in office) (Records Retention Vital? 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. HOLDS:Liti ation, claims, com laints, audits, ublic records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Police/ Incident+ 5 Incident+ 5 Department preference; GC PD-016 Use of Force Review Mag, Ppr 12946, 12960, 34090 PSU years years §§ PROPERTY& EVIDENCE Follows the Follows the Police/ Retention Retention of Mag, Mfr, Yes: After 11 Department Preference; GC Property& PD 017 Crime Report Photos Period of the the OD, Ppr S/I year §34090 Evidence Evidence Evidence Police/ Gun and Narcotics Destruction Department Preference; GC Property& PD-018 Log (Documents related to) 10 years 10 years Mag,Ppr §34090 Evidence Police/ Lost& Found Property Property& PD-019 2 years 2 years Mag, Ppr GC§34090 Evidence (Documents related to) 1- Police/ Property& PD-020 Property&Evidence Logs 10 years 10 years Mag, Ppr GC§34090 Evidence Police/ Property& PD-021 Property Auctions 2 years 2 years Mag, Ppr GC§34090 Evidence RECORDS Administrative Reviews: Police/ Citations/Notice to Appear- Department Preference; GC PD-022 3 years 3 years Mag, Ppr Records ALL(Parking, Marijuana/ §34090 et seq. Cannabis, Moving) Police/ PD-023 Case Log Books/Proof of cases Minimum 2 Minimum 2 p Department Preference; GC Mag, Ppr Records filed prior to 1999 years years §34090 Citations/Notice to Appear- Police/ PD-024 ALL(Parking, Marijuana/ 3 years 3 years Mag, Ppr Department Preference; GC Records §34090 et seq. Cannabis, Moving) 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference IIMIIIMI Image: Destroy Active Inactive Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan 1 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CRIME REPORTS/ INCIDENT Provided there are no REPORTS: outstanding warrants, unrecovered identifiable items, ALL FELONIES & criminal deaths, they are not MISDEMEANORS, Except historically significant, and it is Police/ Minimum 10 Minimum 10 Mag, Mfr, Yes: After 3. Records PD-025 Those Specifically Mentioned years years Yes OD, Ppr j S/M/I years not classified under PC§800& in the Schedule 290 Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after e.g., Burglaries, Domestic age18; H&S§11361.5, GC Violence, Traffic Collision, 5150, §34090, PC§802, PC§§187, Detention Reports,etc. 800 et seq. CRIME REPORTS/INCIDENT REPORTS: Individual petitions District Police/ Factually Innocent Petition Date of Date of Yes: Attorney; Sheriff concurs that Records PD-026 Accepted Records Sealed Arrest+3 Arrest+ 3 Before Mag, Mfr, S/M/I Yes: After 3 person is factually innocent, then Pending Destruction- Except years years Disposition OD, Ppr years seals record ("Shall"Destroy); 'those with outstanding stolen GC§34090; PC§851.8(a) property, including firearms, or lost firearms (CRIME REPORTS/ INCIDENT ..... 1 REPORTS: Police/ Firearm Firearm Mag, Mfr, Yes: After 3 Records PD 027 Firearms entered into CLETS Found or Found or Yes OD, P r S/M/I years PC§ 11108.2(b); GC§34090 p (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: Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CRIME REPORTS/ INCIDENT REPORTS: Department Preference; DOJ retains CACI (Child Abuse IF IMAGED, Capital Crimes/ Central Index)information for adults 100 years; others have no Homicides/Major Crimes/ Police/ Mag, Mfr, Yes: After 3 limitations on commencement of Records PD-028 Serious Felonies/Sex Crimes P P Yes OD, Ppr S/M/I years action; Courts keep permanently /Child Abuse/Fatals/Felony '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); 1§288, 290,WIC 707(b)), PC WIC 707(b) 803(h) CRIME REPORTS/INCIDENT I Date of Date of REPORTS: Incident+ 10 Incident+ 10 Yes: Police/ years, years, Mag, Mfr, Yes: After 3'PC§§11169(i); 11170(a); GC Records PD-029 Juvenile Child Abuse or If No If No Before OD, Ppr S/M/I years §34090 Severe Neglect Subsequent Subsequent Disposition Reports 1 Reports CRIME REPORTS/INCIDENT REPORTS: Misdemeanor or Infraction - Adult Marijuana/Cannabis- Police/ 1H&S§11357(b)(c)(d)(e)or H&S Yes: Mag, Mfr, Yes: After 2 ("Shall" Destroy); H&S §11361.5; PD-030 1 2 years 2 years Before S/M/I Records !§11360(b)(with procedure in OD, Ppr years GC§34090 H&S§11361.5)- Except those Disposition I with outstanding stolen property, including firearms, or lost firearms, serious felonies, or synthetic cannabis 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). CRIME REPORTS/ INCIDENT REPORTS: Misdemeanor or Infraction - Conviction Conviction or Arrest(if or Arrest(if Yes: 1 (Courts and other Agencies Police/ Juvenile Marijuana/Cannabis Mag, Mfr, Yes: After 2 Records PD-031 H&S §11357-Except those No No Before OD, Ppr S/M/I "Shall" Destroy); H&S§11361.5; with outstanding stolen property, Conviction) Conviction) Disposition years GC§34090 including firearms, or lost +2 years +2 years firearms, serious felonies, or synthetic cannabis CRIME REPORTS/INCIDENT REPORTS: Misdemeanor or Infraction Offender is Offender is (Courts and other Agencies Police/ PD-032 Marijuana/Cannabis 18 Years 18 Years Yes Mag, Mfr, S/M/I Yes: After 2''"Shall"destroy); H&S§ 11361.5 Records OD, Ppr years §11357(de)-Juvenile on Old Old ,et seq., 11357(de) 'School Grounds during School Hours(with procedure in H&S§11361.5) Until CLETS Until CLETS 1CRIME REPORTS/ INCIDENT Entry No Entry No Police/ REPORTS: Longer Longer Yes: Mag, Mfr, Yes: After 2 Department Preference; GC PD-033 Before S/M/I Records Exists- Exists- OD, Ppr years §34090 Missing Persons(Returned) Minimum 2 Minimum 2 Disposition years 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: Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record I Image: l Destroy Inactive Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). CRIME REPORTS/INCIDENT REPORTS: Sealed Adult,Juvenile and Sealed records for juveniles and Sealing Date Ward Cases- Except those with Sealing Date Yes: wards of the Court must be Police/ +5 years Mag, Mfr, Yes: After 3 PD-034 Except Childhood Sexual + 5 years (or Before S/M/I destroyed 5 years after sealing Records (Or Court OD, Ppr years Assault Child Abuse or Severe Order) Court Order) Disposition date; CCP§§340.1, GC§34090; Neglect, (Substantiated), W&I §§389(a), 781(d) outstanding stolen property, including firearms, or lost firearms CRIME REPORTS/SEALED RECORDS: 1 Age of Age of Yes: Police/ PD-034.1 Majority+22 Majority+22 Before Mag, Mfr, CCP§4340.1, GC 434090 Records Sealed Juvenile and Ward OD, Ppr Cases-Childhood Sexual years years Disposition Assault CRIME REPORTS/INCIDENT 1 REPORTS: Police/ Court Order Court Order Mag, Mfr. Yes: After 3 Individual petitions Court("Shall" PD-034.5 Vacatur Relief Granted by S/M/I Destroy); GC 434090; PC Records ,Court-Victim of Human + 1 year + 1 year OD, Ppr ! years §4236.14(k); 236.15(k) :Trafficking (Nonviolent ;Crimes) ' Crime Statistics/National Police/ Incident Based Reporting Filed on line with the State; GC PD-035 System (NIBRS) /Uniform 2 years 2 years Mag, Ppr Records §34090 Crime Reports(UCR)- 'Summaries(BCS) Police/ PD-036 Due Diligence Reports(for 2 years 2 years Mag, Ppr GC§34090 Records 'warrants) 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive I Image: I Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Logs: CR Log, Front Counter Police/ PD-036.1 Log,Tow Yard Confirmation, 2 years 2 years Mag, Ppr GC§34090 Records Records Checks for Backgrounds Police/ PD-039 NCIC Validation 2 years 2 years Mag, Ppr GC§34090 Records Officer Recordings: Mobile Those segments of videos that are determined to be evidence Police/ Audio Video(MAV) Recordings- Records PD-040 that are NOT evidence, includes 1 year 1 year Mag are retained as evidence; Lexipol "hip recorders" requires 1 year; GC§34090.6 et seq. Police/ PD-041 Pitchess Motions Notifications 2 years 2 years Mag, Ppr GC §34090 Records Indefinite- Indefinite- Police/ Follows Follows Data Fields/Records are Records PD-042 Police RMS Database Retention of Retention of Yes Mag interrelated; GC§34090 the Crime the Crime Report Report I Department preference; Pursuant to PC§457.1 et seq.; required to Police/ PD-043 Registrants: Arson Adults 5 years P,or Death P, or Death Mag, Mfr, S/M/I Yes: After 5 register for life; If released from Records of Registrant of Registrant 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 Age 25 or released from CYA, records are Police/ Mag, Mfr, Yes: After PD-044 released from California Youth Sealing Date Sealing Date S/M/I destroyed after age 25 or sealing Records Authority + 5 years + 5 years OD, Ppr QC&OD pursuant to W&I §781; 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Police/ Minimum 5 Minimum 5 Maq, Mfr, Yes: After Department Preference Records PD-044.2 Registrants: Gang Adults years years OD, Ppr S/ I QC &OD (registration pursuant to PC 186.3(a)); GC§34090 • 1 Department Preference Police/ Sealing Date Sealing Date Mag, Mfr, Yes: After (registration pursuant to PC Records PD-044.3 Registrants: Gang Juveniles + 5 years + 5 years OD, Ppr S/ I QC &OD 186.3(a)); Records are destroyed pursuant to W&I §781;GC i§34090 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 seq., H&S§11594(a) - Department Preference;After 2021, Offenders can petition Police/ Registrants: Sex Offenders- P, or Death P, or Death Mag, Mfr, Yes: After Court for removal 10 or 20 years Records PD-046 Adults of Registrant of Registrant OD, Ppr S/M/l QC &OD after offense, provided there are no subsequent offenses; Pursuant to PC§290 et seq. 1 Department Preference;After P P 2021, Offenders can petition or Sealing or Sealing Court for removal 10 or 20 years Police/ PD-047 Registrants: Sex Offenders Date+ 5 Date+ 5 Mag, Mfr, S/M/I Yes: After after offense, provided there are Records Juveniles OD, Ppr QC &OD years(or years(or no subsequent offenses; Court Order) Court Order) Pursuant to PC§290 et seq.; W&I 781(d) Reports to State or Federal Agencies: Report to POST Police/ PD-049.1 Commission of peace officer 2 years 2 years Mag, Ppr GC§34090 Records employment, compliant,finding, disposition, or judgement pursuant to§PC 13510.9 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr I Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, •ublic records re.uests, and/or investi.ations sus.end normal retention .eriods retention resumes after settlement. Police/ When No When No Preliminary drafts not retained in Records PD-048 Repossession Notices Longer Longer Mag, Ppr the ordinary course of business; Required Required GC§34090 Police/ Expiration of Expiration of Records PD-049 Restraining Orders the Order the Order Mag,Ppr Court records Police/ STOP Source Data,Audit Loq/ 11 CCR 999.228; 11 CCR Records PD-049.1 Racial and Identity Profiling Act 3 years 3 years Maq, Ppr 999.229; GC§34090 (RIPA)Annual Report Police/ Department preference (Stored Records PD-051 Subpoenas(Records) 10 years 10 years Mag, Ppr in Crime Report File); GC §34090 Police/Records PD-054 I Warrants(Recalled or Served) 2 years 2 years Mag §34090 me nst preference;;GC TEMPORARY HOLDING FACILITY Police/Jail PD-055 Daily 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 Video Recordings (Temporary Police/Jail PD-057 1 year 1 year Mag GC§34090.6(a) Holding Facility) TRAINING City preference; State law Background File/Recruitment required 4 years; 29 CFR Police/ PD-058 File- Police Employees, Separation + Separation + Ma P r 1602.31 & 1627.3(b)(1), GC§§ Training Volunteers,; &Police Interns 5 years 5 years g' p 3105, 12946, 12960, 34090; 29 (SUCCESSFUL) USC 1113; 8 CCR 1§11040.7(7)(C) 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. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record _ 1 Image: Destroy Inactive (OFR) Active (Records Total Vital? Media I=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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). De- act nt preference. State Background File/Recruitment Law requires 4 years; 29 CFR Police/ File- Police Employees, 1602.31 & 1627.3(b)(1), GC§§ PD-059 4 years 4 years Mag, Ppr Training Volunteers, &Police Interns 3105, 12946, 12960, 34090; 29 (UNSUCCESSFUL) USC 1113; 8 CCR I§11040.7(7)(C) Personnel Files Police City preference; 29 CFR 1602.31 Police/ PD-060 Department Employees/ Separation + Separation + Before Mag, Ppr & 1627.3(b)(1), GC§§3105, Training Training Files(By Employee) 5 years 5 years Separation 12946, 12960, 34090; 29 USC 1113 PD 061 When no When no Ma Ppr Preliminary drafts not retained in Police/ Personnel TrainingEvaluations/ Training Daily Observation Reports LongerLonger9, P the ordinary course of business; Required j Required GC§34090 et seq. Send to Send to Yes:After Police/ PD-062 Respirator Fit Tests& ' Human Human Yes: Until Mag, Mfr, S Separation 34090.7 Training Qualifications-Police Personnel Separation OD,Ppr Resources Resources + 1 year City preference; 29 CFR 1602.31 Police/ Separation + Separation + Before & 1627.3(b)(1), GC§§3105, PD-063 Training File Mag, Ppr Training 5 years 5 years Separation 12946, 12960, 34090; 29 USC �i1113 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. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). BUILDING&SAFETY Public Works/ Mag, Yes: After Department preference; GC Building & BL-001 Address Assignments P P Mfr, OD, S QC &OD §34090 Safety Ppr Public Works/ Mag, Yes: After Building & BL-002 Address Files/ Building Permits P P Yes (all) Mfr, OD, S QC&OD GC§34090, H&S§19850 Safety Ppr Public Works/ Data is interrelated; Building Indefinite- Indefinite_ Permits are required for the Building & BL-003 Building Permit Database Permanent Permanent Yes (all) Mag Life of the Building ; GC Safety §34090; H&S§19850 Department preference; Upon Upon Preliminary drafts not Public Works/ Expiration, Mag, Building Plans- Cancelled or Expiration, Yes: After retained in the ordinary Building & BL-004 S Withdrawn Cancellation Cancellation Mfr,OD, QC &OD course of business; CBC Safety or or Withdrawal Withdrawal Ppr §104.7; H&S§19850, 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: Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference , Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Building Plans- Finalled - Department Preference; Law INDUSTRIAL, COMMERCIAL, requires for the life of the MULTI-FAMILY DWELLINGS, building for commercial only; PLACES OF PUBLIC ACCOMMODATION,TENANT i Public Works/ Mag, IMPROVEMENTS Yes: After spesifisatiGas; CBC and UAC Building & BL-005 P P Yes(all) Mfr, OD, S Safety Includes Grading Plans, Ppr QC&OD require plans be retained 180 Environmental Assessments/ days from completion date for Phase 1 Environmental residential and Assessments, Development appurtenances; CBC 104.7& SWPPP (Stormwater Pollution I 107; H&S§19850, GC Prevention Plan,v 1§34090 Building Plans- Finalled-SINGLE Department preference; Site FAMILY RESIDENTIAL-SFR and Plans Only for dwellings less APPURTENANCES than 2 stories, garages& Includes Grading Plans, appurtenances, Public Works/ Mag, Building & BL-006 Environmental Assessments/ P P Yes Mfr, OD, S Yes: After farms/ranches, 1-story with Safet Phase 1 Environmental P r QC &OD bearing walls less than 25'; y Assessments, Development p CBC requires 180 days from SWPPP (Stormwater Pollution completion date; CBC 104.7 Prevention Plan, Groundwater & 107.5, H&S§19850, GC Quality/Infiltration '§34090 Public Works/ Mag, Yes: After Department Preference; GC Building & BL-007 Certificate of Occupancy(CofO) P P Yes(all) Mfr, OD, S QC&OD §34090 Safety Ppr Public Works/ Certificate of Occupancy ancy( )CofO p p Expiration +2 Expiration + Yes (until Department Preference; GC Building & BL-008 Mag, Ppr Safety TEMPORARY years 2 years expired) §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: Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - BUILDING & SAFETY Page PW/BS-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? 'Options M=Mfr after Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Public Works/ Construction Notices/ Until Cleared Until Cleared (The finalled permit is the final Inspection Notices Building & BL-009 or Project or Project Mag, Ppr /official record; Preliminary Safety (correction notices,compliance Completion Completion Drafts; GC§34090 orders,stop work notices,etc.) Public Works/ I Electrical Service Inspection/ Mag' Yes: After Building& BL-010 Meter Release P P Yes(all) Mfr, OD, S QC &OD GC§34090 Safety Ppr Public Works/ Industrial Wastewater-Approval Mag, Building & BL-011 Letters, Flow Calculations, P P Mfr, OD, S/I Yes: After Department preference; GC Safety Correspondence, County Permits Ppr QC&OD §34090 Public Works/ When No When No Preliminary Drafts(the Building & BL-012 Reports: Building Activity Longer Longer 1Mag, Ppr I database is the original); GC Safety Required Required §34090 Public Works/ Requests&Permissions to Mag, Yes: After,Department preference; GC Building & BL-013 Receive Copies of Plans (to and 2 years 2 years Mfr, OD, S QC&OD §34090 Safety _ from Architects) _ Ppr Public Works/ Uniform Building Codes/California MinimumWhile MinimumWhile j Building & BL-014 Building Codes Ordinance is Ordinance is Mag, Ppr 1 GC§50022.6 Safety in Force in Force 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: PUBLIC WORKS / CODE ENFORCEMENT Page PW/CE-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CODE ENFORCEMENT Public Works/ Mag, Code Enforce- CE-001 2-year Vacancy Notices P P Yes: Until Mfr, OD, S Yes: After Department preference; GC ment Resolution Ppr QC&OD §34090 Public Works/ Mag, Code Enforce CE-002 Administrative Citation Hearings/ Resolution + Resolution + Yes: Until Mfr, OD, S Yes: After Department preference; GC ment Hardship Waivers 2 years 2-years Resolution Ppr QC&OD §34090 Code Enforcement/Abatement 1 Case Files/Administrative Citations/Compliance Orders/ Department preference; Case Public Works/ Minimum Minimum Mag, Vehicle Abatement(Includes Yes: Until Yes: After is open until satisfactorily Code Enforce- CE-003 Resolution + Resolution + Mfr, OD, S ment appeals and Code Enforcement 2 years 2 years Resolution Ppr QC&OD resolved (some cases are not Complaint Letters) resolved); GC§34090 Excludes Liens(Send to City Clerk) Public Works/ Indefinite - Indefinite - 1 Code Enforce- CE-004 Code Enforcement Database Minimum 2 Minimum 2 Yes Mag Data Fields/Records are interrelated; GC§34090 ment years 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: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media l=Import (OFR) (Records Vital? 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). DEVELOPMENT SERVICES Assessment Rolls/Lighting and Public Works/ Landscape Districts/Parcel Tax Department preference; Development 1 DS-001 Rolls/Special District 5 years 5 years Mag, Ppr Meets auditing standards; GC Services Assessment Rolls (to Tax §34090 et seq. q• Assessor for Tax Rolls) Public Works/ Department preference Development DS 002 Parcel Tax Assessments (Public 5 years 5 years Yes: Until Mag, Ppr 1(meets municipal government Services Safety Tax) Completion 'auditing standards); GC§ I 34090 Parcel Tax Exemption Department preference Public Works/ Expiration of Expiration of Development DS-003 Applications & Exemption+ Exemption + 5 Yes: Until Mag, Ppr, (meets municipal government Services Correspondence (Public Safety 5 years years Completion auditing standards); GC§ Tax) _ 34090 Private Land Development Projects/Job Files: (Administration File Statute of Limitations for ,Errors&Omissions is 10 Construction Inspections, years; Statute of Limitations: Public Works/ Correspondence, Photos, Private Upon Completion + Yes: Until ;Contracts&Spec's=4 years, Development DS-004 Lab Verifications,Testing Lab Final Completion 10 years 10 years Completed Mag, Ppr Wrongful Death=comp. + 5 Services Reports,etc. years, Developers=comp. + Examples: CUPs, Lot Line 10 years; CCP§337 et. seq., I Adjustments,Parcel Maps,Precise GC§34090 Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs 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. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / DEVELOPMENT SERVICES Page PW/DS-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Image: Active Inactive Total Media I=Import Paper (OFR) (Records Vital? 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 begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, com.laints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 'nvate Land Development Projects/Job Files: Permanent Files Drainage, Grading Plans, Rights of Way,Soil Reports,Stormwater,etc. Department preference; Public Works/ Mag, Upon Yes: Until Yes: After retained for disaster Development DS-005 Dedications, Easements, P P Mfr, OD, S/I Completion Completed QC &OD preparedness purposes; GC Services Abandonments/Vacations(City Ppr §34090 Clerk is OFR) Examples: CUPs,Lot Line Adjustments,Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions. Tracts. TPMs TSMs 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. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-1 Office of Record Retention No. Records Description 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& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). ENGINEERING Aboveground Storage Tanks (City- Department Preference; Owned) applies to both Tier I and Tier Public Works/ 1 II Tanks; (Tier II tanks are Engineering ENG-001.1 Prevention Control and 20 years 20 years Mag, Ppr 9 9Spillrequired to have an integrity Countermeasures(SPCC), Inspections, test every 20 years); GC Integrity Testing §34090 Public Works/ Mag, Department Preference; GC Engineering ENG-001 Aerial Maps (Analog/Historical) P P Mfr, OD, S/I No §34090 Ppr Public Works/ Mag, Yes: After Department Preference; GC ENG-002 Benchmarks/Center Line Ties P P Mfr,OD, S/I Engineering Ppr QC&OD §34090 Public Works/ Mag, Yes: After Department Preference; GC Engineering ENG-003 I Bridge Inventory Surveys P P Mfr OD, S/I 9 9 PprQC&OD §34090 Department preference; Capital Improvement Projects 5 years or Completion + Some grant funding agencies (CIP): Maintenance Projects(All After 5 years or require audits; Statute of Records) Funding After Funding Limitations for Errors& Public Works/ ENG-004 Upon Agency Agency Yes: Until Mag, Ppr Omissions is not applicable; Engineering 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 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: Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Paper Active Inactive Total Media I=Import p (OFR) (Records Vital? 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 begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspen entiond normal ret eriods (retention resumes after settlement). Capital Improvement Projects , (CIP): Administration File/NOT Department preference; Scanned-Where Engineering is 10 years or Completion + Some grant funding agencies the Lead Department After 10 years or require audits; Statute of Funding After Funding Limitations for Errors & Public Works/ Project Administration,Certified Upon Agency Agency Yes: Until Ppr Omissions is not applicable; Engineering ENG-005 payrolls, Community Outreach/ Completion Audit, if Audit, if Completed Mag, p Statute of Limitations: Notifications,Project Schedules, required, required, Contracts&Spec's=4 years; Progress meetings,Punch Lists, Real whichever is whichever is Estate Appraisals, RFIs&Responses, longer longer ; CCP Temporary Easements,Construction §337 et. seq., GC§34090 Manager's Logs, Daily Inspections, Daily Logs, etc. 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/ of Agreement or Contract,Successful Upon Yes: Until Mag, Yes: preparedness purposes; Engineering ENG-006 Proposal,copy of Change Orders, Completion P P Completed Mfr, OD, S/I Complet. 9 9 Geotechnical Studies&Reports, Ppr + 10 years 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. 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. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-3 Office of Record Retention No. Records Description 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& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Copies- Copies- City Clerk ENG 009 City Property/Grant Deeds/ When No When No Mfr, S Yes: After Department Preference License Agreements Longer Longer Ppr OD, QC &OD (copies); GC§34090.7 Required Required j Data Fields/Records are Public Works/ Indefinite - Indefinite - interrelated; Statute of Engineering ENG-010 Construction Inspection Database Minimum 10 Minimum 10 Yes Mag Limitations for Errors& years years Omissions is 10 years; CCP 337 et.seq., GC§34090 Copies- Copies- When No When No Mag, City Clerk ENG-012 (Covenants&Agreements Longer Longer Yes (all) Mfr, OD, S No GC§34090.7 Required Required Ppr Public Works/ Design&Construction Standards- Mag, Yes: After Department Preference; GC Engineering ENG-014 Authored bythe CityP P Mfr,OD, S/I 9 9 PprQC &OD §34090 Drawings, Maps, Plans and Drafts should be destroyed; Some maps are also retained Public Works/ Record Drawings, Large Format Mag, iby Planning; Selected maps Engineering ENG-015 Drawings, Survey Record Maps, P P Yes(all) Mfr, OD, S No g g 'Capital Improvement Project"As- Ppr are retained in Public Works Built" for administrative purposes; GC§34090, 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. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retenti n eriods (retention resumes after settlement). Encroachment Permits/ Excavation Permits: Temporary Public Works/ '(Street Permits,Temporary Final/ Final/ Yes: Until Mag, Yes: After En ineerin ENG-016 Construction, Sidewalk Repairs, Completion + Completion + Completion Mfr, OD, S QC GC§ 34090 g g 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 ENG-017 for Permanent structures in the P P Mfr, OD, S QC&OD §34090 g g City's Right of Way (City Clerk Ppr I keeps final License Agreements) Data Fields/Records are Public Works/ Indefinite- Indefinite Yes Maginterrelated; Some permits Engineering ENG-018 Engineering Permits Database Permanent Permanent 9 9 are Permanent; GC§34090 Engineering Reviews(Easements, Mag, Yes: After Department Preference; GC Public Works/ ENG-019 Covenants, Lot Line Adjustments, P P Mfr,OD, S/I p Engineering Lot Mergers, etc.) Ppr QC&OD §34090 - Engineering Studies/Surveys- Mag, Yes: After Department Preference; GC Public Works/ p ENG-020 Preliminary Studies/Project P P Mfr,OD, S/I Engineering I QC &OD §34090 Assessments _ Ppr T Geotechnical and Soil Reports; Mag, p ENG-021 Hydrology Reports (Authored on P P Mfr,OD, S Yes: After De artment Preference; GC Public Works/______ Engineering behalf of the City) Ppr QC&OD §34090 Public Works/ Master Plans: Bikeway, Park, Mag, 'Yes: After Department preference; Engineering ENG-023 1Pavement, Sewer,Traffic, P P Mfr, OD, S QC&OD Drafts should be destroyed; Transportation,etc. Ppr 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: Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / ENGINEERING Page PW/ENG-5 Office of Record Retention No. Records Description 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& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Public Works/ Mag, Yes: After)Department Preference; GC Engineering ENG-024 Railroads (Historical Information) P P Mfr, OD, S/I 9 g Ppr QC&OD §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 1§§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ ENG-028 Traffic Counts 5 years 5 years Mag Ppr Department preference; GC Engineering §34090 Public Works/ Traffic Requests(Red Curbs, Department preference; GC Engineering ENG-029 Crosswalks, Stop Signs,etc.) 2 years 2 years Mag Ppr §34090 1 j IDepartment preference Public Works/ ENG-030 Traffic Speed Surveys 10 years 10 years Mag Ppr (required every 5 years, but Engineering can be extended to 7 or 10 years); GC§34090 l Underground Service Alerts Required for 3 years; GC Lead Dept. ENG-031 (USA's)/Diq Alerts 3 years 3 years Mag, Ppr §§4216.2(f)&4216.3(d), 34090 Underground Storage Tanks- Public Works/ USTs(City Owned) Life of the Life of the Mag, Yes: Afterf 23 CCR 2712(b), H&S ENG-032 Mfr,OD, S Engineering Design, Installation, Repairs, Tank Tank Ppr 1 year §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: Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / FLEET MAINTENANCE - GARAGE Page PW/G-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference - Destroy Image: Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged&' S=Scan 1 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). 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 I Ppr GC§34090; 13 CCR 1234(c) Garage Vehicle Inspections/Daily Equipment Checks 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 seq. Department Preference; If a motor carrier, required for 18 Vehicle&Equipment History Files, Disposal of Disposal of months after vehicle is sold; Public Works/ CHP requires life of vehicle; Fleet Maint./ FL-004 AQMD Certifications, Maintenance, Vehicle or Vehicle or Mag, Ppr OSHA requires 1 year; 8 Garage Registrations, Safety Certifications, Equipment+ Equipment+ CCR§3203(b)(1); 49 CFR etc. 2 years 2 years 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: Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - HOUSING Page PW/HOU-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after I Center) S=Scan Imaged& i QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). HOUSING Public Works/ HOU-001.1 City Owned Property Lottery 2 years 2 years Mag, Ppr GC§34090 Housing Drawing Results 'City-Owned Property-Successful Expiration of Expiration of Department preference Public Works/ (meets municipal government Housin HOU-001 Lease Tenants(Application, Credit Lease+5 Lease+ 5 Mag, Ppr g Reports,etc.) years years auditing standards); GC §34090 Public Works/ City-Owned Property- Housing HOU-002 Unsuccessful Lease Tenants 2 years 2 years Mag, Ppr GC§34090 (Application, Credit Reports, etc.) 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. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). MAINTENANCE Lead Dept. MNT-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC§34090 • Public Works/ 1 MNT-002 Facility Inspections 2 years 2 years Mag, Ppr' GC§34090 Maint. Generator Operation Logs& AQMD Rule 1470; Form Lead Dept. MNT-004 Inspections ALL 5 years 5 years Mag, Ppr 1 400—E-13a instructions; GC §34090 Public Works/ Mag, Yes: After Department Preference; GC MNT-005 Graffiti Removal Consent P P Mfr, OD, S Maint. Ppr QC&OD §34090 Life of Operations&Maintenance Life of Facility Department Preference; GC Lead Dept. MNT-006 Facility or Mag,Ppr Manuals (O&M Manuals) or Equipment Equipment I§34090 et. seq. Department preference; plans Stormwater: Operation & must be updated every 5 Maintenance(Catch Basins, Field, Mag, Public Works/ Expiration + 3 Expiration + Yes: After'years, audits are required Maint. MNT-007 General Cleaning, Open Channels, years 3 years Mfr,OD, S/I QC &OD every 2 years; SWRCB Order Slots, Stormwater Treatment Ppr 2006-03;40 CFR§§122.21, Measures and Trash Cleaning) 122.41, 122.44; GC§34090 Division Work Orders/Service Requests Indefinite Indefinite Providing MNT-008 CMMS DATABASE Minimum 5 Minimum 5 Mag Data is interrelated; GC (Computerized Maintenance §34090 Service/Work years years Management System) 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. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / MAINTENANCE Page PW/MNT-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). 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) Work Orders/Service Requests- NOT entered in CMMS Database Division (or partial information entered into CMMS Database) City Preference; CCP§§338 Providing MNT-010 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service/Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PLANNING When No When No Public Works/ PL-001 Alcohol Beverage Control License Longer Longer Mag, Ppr (Non-Records) Planning Applications(ABC Applications) Required Required Public Works/ Annexations/Boundaries/ Mag, Yes: After Planning PL-002 Consolidations/LAFCO 5 years P P Mfr, aD, S/ I QC&OD Land Records; GC§34090 Ppr When No When No Public Works/ (Non-Records-Census PL-003 Census, Demographics Longer Longer Mag,Ppr Planning Required Required Bureau is OFR) Environmental Determinations: Usually filed in the project Environmental Impact Reports file; Final environmental Public Works/ (FIRS), Negative Declarations, Mag, Yes: After determinations are required PL-004 P P Mfr, OD, S Planning etc.) Ppr QC&OD to be kept a "reasonable period of time"; 14 CCR Inside City boundaries ........ §15095(c); 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: Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Not all internal communications and notes are required to be saved; "E- Environmental Determinations: mails that do not provide Environmental Impact Reportsinsight into the project or the (EIRs), Negative Declarations, agency's CEQA compliance etc.) Project Project with respect to the project— Public Works/ Approval or Approval or Mag, are not within the scope of PlanningPL-004.1 section 21167.6, subdivision Correspondence and staff notes Denial +2 Denial +2 Ppr that provide insight into the project years years (e)and need not be or the agency's CEQA compliance retained."Golden Door with respect to the project Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest)(53 Cal.App.5th 733); PRC 21167,6; GC§34090 Environmental Determinations: Environmental Impact Reports Non-records; EIRs and (EIRs), Negative Declarations, When No When No Public Works/ PL-005 ( ) g Longer Longer Ppr Negative Declarations within Planning 1etc.) the City Boundaries are with Required Required the project file Outside City boundaries Public Works/ General Plan, Elements and Mag, Yes: After City Clerk Maintains all PL-006 P P Mfr,OD, S/I Agenda Packets Planning Amendments Ppr QC&OD Permanently; GC§34090.7 Public Works/ Historic Preservation Survey, Mag, Yes: After Department Preference; GC PlanningPL-007 Evaluations and Designations P P Mfr,OD, S/ 9 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: Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image:Inactive Paper (OFR) Active (Records Total Vital? Media I=Import 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). Public Works/ Master Plans, Specific Plans, Land Mag, Yes: After Department Preference; GC Planning PL-008 Use Plans, Land Use Maps, P P Mfr, OD, S/ I QC&OD §34090 Zoning Maps, etc. Ppr When No When No Preliminary drafts not Public Works/ PL-009 Materials Boards Longer Longer Mag, Ppr retained in the ordinary Planning course of business; GC Required Required §34090 Department Preference Public Works/ Indefinite- Indefinite= Planning PL-010 Planning Applications Database Permanent Permanent Yes(all) Mag Data is interrelated; GC § 4090 Planning Project Files- Approved Permanent Entitlements (Application & Supporting Documents) (Includes Associated CEQA Noticing, Conditions of Approval, Department preference; Final Public Noticing, Environmental environmental determinations Public Works/ Determinations, Staff Reports, Mag, Yes: Afterl are required to be kept a Planning PL 011 Plans& Maps)(Other originals 3 years P P Yes M P OD, S QC&OD ! reasonable period of time"; 114 CCR 15095 c ; kept by City Clerk) p § ( ) 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 Changes,etc. 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-4 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital'? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods (retention resumes after settlement). MaEJ P PL 012 _ S Yes: Planning Redevelopment-Plans- §34090 PIN Redevelopment Projects &Project I Areas ,(Ensure Planning has all Maq, Public Works/ Documents, Completion + Completion + , , Department preference; GC Planninq PL-012.1 Environmental Mfr OD S/I 10 years 10 years §34090 Engineering has all CIP Projects, Ppr and City Clerk has all Real Property records for Permanent retentio j Redevelopment Projects&Project Maq, Engineering PL-0122 Areas Send to Send to Yes: After Department preference; GC Mfr CIP Projects built by Engineering Engineering Pp D, I S/I QC&OD §34090 Redevelopment Agency, if any Redevelopment Projects&Project Areas Public Works/ Environmental Documents/ Send to Send to Maq' Yes: After Department preference; GC PL-012.3 Mfr.OD, S/ Planninq CEQA Permits, EIRs, Categorical Planninq Planninq QC&OD §34090 Exemptions, Negative i Declarations, etc. 1 Redevelopment Projects&Project MagAreas Send to City Send to City Yes: After Department preference; GC City Clerk PL-012.4 Mfr OD S/ Real Property: Deeds, Clerk Clerk Ppr QC&OD §34090 Easements, Rights of Way Public Works/ Minimum 2 Minimum 2 Mag, Yes: After Department Preference; GC PlanningPL-013 Special Studies Mfr,OD, S years years 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: Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - PLANNING Page PW/PL-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options' M=Mfr after Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Temporary Entitlements/ Temporary Permits (Approved & Yes: Mag, Public Works/ Minimum 2 Minimum 2 Yes: After Department preference; PL-014 Unapproved): During Mfr, OD, S Planning years years ears Event Ppr QC &OD GC§§34090 Fireworks Permits,etc. Public Works/ Mag, Yes: After Planning PL-015 ,Zoning Letters 5 years P P Mfr, OD, S/I QC&OD Land Records; GC§34090 Ppr Public Works/ Zoning Maps /Land Use Maps Mag, Department Preference; GC PL-016 P P Yes(all) Mfr, OD, S No Planning (Historically Significant) Ppr §34090.7 Public Works/ Zoning Ordinance Amendments, Mag, Yes: Afters Department Preference PL 017 P P Yes Mfr,OD, S/I 1year (copies); GC §34090.7 Planning Reclassifications/Zone Change Ppr ( P ); 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. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS - SOLID WASTE Page PW/SOLID-1 Office of Record Retention No. Records Description Retention I Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). UTILITIES/SOLID WASTE Public Works/ SOLID-001 Solid Waste Liens/Garbage Liens 10 years P P Mag, Ppr GC§34090 et seq. Solid Waste &Releases Public Works/ Solid Waste Reduction/AB 939 Department preference; GC SOLID-002 10 years 10 years Mag, Ppr Solid Waste i 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: Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record 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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). WASTEWATER/SEWER Capital Improvement Projects (CIP): Administration File/ Department preference; Some NOT Scanned -Wastewater ,grant funding agencies require Projects 10 years or Completion + audits; Statute of Limitations for After Funding 10 years or Errors&Omissions is 10 years; After Funding Public Works Project Administration,Certified Agency Statute of Limitations: Contracts Payrolls, CommunityOutreach/ Upon Agency Yes: Until , /Waste WW-001 y Completion Audit,Audit, if if Completed Mag, Ppr &Spec's=4 years, Wrongful Water Notifications, Project Schedules, p required, Death=comp. + 5 years, Progress meetings, Punch Lists, required whichever is , Developers=comp. + 10 years; Real Estate Appraisals, RFIs& longer whichever is Responses,Temporary longer Easements,Construction termination +5 years;CCP§337 Manager's Logs, Daily Inspections, et. seq., GC§34090 Daily Loos, etc. -Capital Improvement Projects (CIP): Permanent File/ Scanned Records - Wastewater Projects Specifications/RFP&Addenda, Department preference; retained Public Works Agreement/Contract,Successful Upon Yes: Until Mag, Yes: for disaster preparedness /Waste WW-002 Proposal,Change Orders, P P Mfr, OD, S/I Complet.+ purposes; Water Geotechnical Studies&Reports, Completion Completed Ppr 10 years Operations&Maintenance Manuals GC§34090 (O&M Manuals,)Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos,Soil Reports, Studies, Submittals, Surveys 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 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy (OFR) Active Center, Total Vital? Media I=Im port 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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation, claims, complaints, audits, public records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Public Works Mag, /Waste WW-003 CCTV/Video Inspections Minimum 5 Minimum 5 Mfr, OD, S/I Yes: After Department preference; GC Water years years Ppr QC&OD §34090 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; NPDES Public Works FOG (Fats, Oil &Grease)/ Monitoring records required for 3 /Waste WW-005 Source Control/Pretreatment 3 years 3 years Mag,Ppr years; POTW reports are Water Annual/Semi-Annual Reports ,required for 3 years;40 CFR 403.12; GC§34090 Public Works Generator Operation Logs& AQMD Rule 1470; Form /Waste WW-007 Inspections ALL 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Water §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; SWRCB Order 2002- Water (SSOs) Ppr QC&OD 0103-DWQ&2006-03;40 CFR 122.41(j)(2); GC§34090 Sewer System Management 1Department preference; SSMPs Plans (SSMP)and Audits/ 'are required to be updated every Public Works Mag, 6`a years; SSOs are required for Sanitary Spills Overflow Superseded Superseded Yes: After /Waste WW-010 Prevention Plan (SSOPP)and +5 years + 5 years Mfr, OD, S/I QC&OD Water Ppr a minimum of 5 years;40 CFR 1 122.41(j)(2); SWRCB General Sanitary Sewer Overflow Response Plan Order 2006-03;-&2022-0103- DWQ; 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 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS / WASTEWATER Page PW/WW-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy (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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Division Work Orders/Service Indefinite Indefinite Providing WW-011 Requests CMMS DATABASE Minimum 5 Minimum 5 Mag Data is interrelated; GC§34090 Service/ (Computerized Maintenance Work Management System) years years Work Orders/Service Division Requests-All Information When No When No Providing WW-012 Entered in CMMS Database Longer Longer Mag Ppr Preliminary drafts (the database Service/ is the original); GC§34090 Work Required Required (Paper drafts) Work Orders/Service I 1 Requests- NOT entered in CMMS Database (or partial Division information entered into CMMS City Preference; CCP§§338 et Providing WW-013 Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service/ Work (Division providing service §34090 retains originals; Division requesting service is considered a copy) 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) Center, Retention Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). GAS Capital Improvement Projects (CIP): Administration File/ i Department preference; Some NOT Scanned-Gas Projects Completion + grant funding agencies require 10 years or 10 years or audits; Statute of Limitations for Project Administration,Certified After Funding Errors&Omissions is 10 years; 1 After Funding Pa rolls,CommunityOutreach/ Agency Statute of Limitations: Contracts Y Upon Agency Yes: Until Utilities/Gas GAS-001 Notifications, Project Schedules, Completion Audit, if Audit, if Completed Mag, Ppr &Spec's=4 years, Wrongful Progress meetings,Punch Lists, required, Death=comp. +5 years, required, Real Estate Appraisals, RFIs& whichever is Developers=comp. + 10 years; ;Responses,Temporary longer whichever is Easements, Construction longer termination +5 years: CCP§337 Manager's Logs, Daily Inspections, et. seq., GC§34090 Daily Loos_etc. Capital Improvement Projects (CIP): Permanent File/ IScanned Records-Gas Projects Specifications/RFP&Addenda, Department preference; retained Agreement/Contract, Successful Mag, Yes: for disaster preparedness Proposal,Change Orders, Upon Yes: Until , Utilities/Gas GAS-002 p g Completion P P Completed Mfr, OD, S/I Complet. + purposes; I om Geotechnical Studies&Reports, p p Ppr 10 years Operations&Maintenance Manuals ; GC§34090 (O&M Manuals,)Materials Testing Reports,Grading Permits, Hazardous Materials Plans, Notice lof Completion, Photos,Soil Reports,Studies, Submittals, 'Surveys.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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Records Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) Center, Retention Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, complaints, audits, public records requests, and/or investi.ations suspend normal retention periods retention resumes after settlement. Confined Space Entries (Gas 8 OCR 5157(d)(14)&(e)(6);29 Lead Dept. GAS-003 Only) 2 years 2 years Ppr CFR 1910.146(e)(6); GC §34090 City Clerk GAS-005 Easements P P Mfr, OD, S ag, Yes: After Department Preference (copies); Ppr QC GC§34090.7 Employee Certifications(Gas City preference;29 CFR Operator Qualifications& Separation + Separation + Before 1602.31 & 1627.3(b)(1), GC§§ Utilities/Gas GAS-006 Tests, Employee Fusion 5 years 5 years Separation Mag, Ppr 3105, 12946, 12960, 34090; 29 Certifications) USC 1113 Environmental/Electrical Mag, Yes: After Department preference; GC Utilities/Gas GAS-007 Equipment Disposal- 2 years P P Mfr,OD,j S QC §34090 et seq. Hazardous Material Ppr Equipment Records(Manuals, Disposal of Disposal of Department Preference; CCP Utilities/Gas GAS-008 Tests, Inspections, Studies, Equipment+ Equipment+ Mag, Ppr §337 et. Seq., GC§34090 ;Reports) 2 years 2 years Facility Histories/Infrastructure P P Mfr, OD, Yes (after Department Preference; GC Utilities/Gas GAS-009 Design Ppr S/ I QC) §34090 T Mag, Department Preference Utilities/Gas GAS-010 Gas Drawings/As-Builts/ P P Mfr,OD, S/I Yes(after (Engineering has originals); GC Record Drawings Ppr QC) §34090.7 Mag, IYes(after Department Preference; GC Utilities/Gas GAS-011 Gas Emergency Operating Plan P P Mfr, OD, S/I QC) §34090 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). When-No- W hen t - Gas Load Forecasts, r Longer Department Preference; GC Utilities/Gas GAS-012 Imbalances d Required Mag, Ppr §34090 Minimum 5 Minimum 5 years years Gas Operating, Inspection & Maintenance Plans& Installation Procedures (DIMP-Distribution Integrity Mag, Yes(after Department Preference; GC Utilities/Gas GAS-014 Management Plan, Public P P Mfr, OD, S/I QC) §34090 Awareness Program, Natural Ppr Gas System Operator Qualification Plan, Gas Integrity Management Program) Gas Pipelines-Cathodic Mag, ' Yes(after Department Preference; GC Utilities/Gas GAS-015 P P Mfr,OD,I S/ Protection QC) §34090 Ppr Gas Pipelines Program Integrity Mag, Yes(after Department Preference; GC Utilities/Gas GAS-016 P P Mfr, OD, S/I Management QC) 1§34090 Ppr Mag, Yes(after Department Preference;GC Utilities/Gas' GAS-017 Gas Pipelines Pipeline Patrol P P Mfr, OD, S/I QC) §34090 Ppr Public Works Gas Projects- Installation, Mag, Yes(after Department Preference /Engineering GAS-018 Transmission, Distribution P P Mfr, OD, S/ I Q (Engineering has originals); GC Ppr ) §34090.7 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Records Image: Destroy (OFR) Active Total Media I=Import I Paper after Center, (in office) , Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Gas Regulator Station Mag, Yes(after Department Preference; GC Utilities/Gas GAS-019 P P Mfr, OD, S/I QC) §34090 Calibration, Retest& Reset Ppr Mag, Department Preference Public Works Gas System Design, Regulator P Mfr, OD, S/ I Yes (after has originals); GC GAS-020 P (Engineering /Engineering System Charts Ppr QC) §34090.7 Utilities/Gas Gas System Reports r (Distribution, Integrity P Mf ag, OD, S/I Yes(after Department Preference; GC GAS-021 Management, Leakage, & P Ppr QC) §34090 Transmission) _ Mag, Utilities/Gas GAS-022 Gas Vaults- Inspections and P P Mfr OD, S/I Yes(after Department Preference; GC Maintenance Ppr QC) §34090 Pipeline Maintenance/Valve Mag, Yes(after Department Preference; GC Utilities/Gas GAS-023 Maintenance/Inspections/ P P Mfr,OD, S/I QC) §34090 Gas Odorization Tests Ppr Regulatory Agency Audits: Utilities/ Mag, Yes (after Department Preference; GC Electricity& GAS-025 CEC, CFTC, CPUC, EPA, P P Mfr, OD, S/I Gas FERC, NERC, NPDES,WECC, Ppr QC) §34090 I etc. Regulatory Agency Utilities/ Compliance Reports& Mag, Yes (after Department Preference; GC Electricity& GAS-026 Confirmations: , CPUC, EPA, P P Mfr, OD, S/I QC) §34090 Gas FERC, NERC, NPDES, Ppr WECC, etc. Regulatory Agency Utilities/ Mag, Yes(after Department Preference; GC Electricity& GAS-027 Correspondence: CPUC, P P Mfr,OD, S/I EPA, FERC, NERC, NPDES, P ) §34090 Gas r QC p WECC, 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-5 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Utilities/ Regulatory Agency Electricity& GAS-028 Inspections: , CPUC, EPA, P P Mfrag, , OD, S/I Yes (after Department Preference; GC Gas FERC, NERC, NPDES, QC) §34090 WECC,etc. Ppr Utilities/ Regulatory Agency Licenses: Mag, Yes(after Department Preference; GC Electricity& GAS-029 CPUC, EPA, FERC, NERC, P P Mfr,OD, S/I QC) §34090 Gas NPDES, WECC,etc. Ppr Southern California Gas Agreement Administration/ ' Mag, Yes (after Department Preference (City Utilities/Gas GAS-030 Intrastate Transmission Service P P Mfr,OD, S/I Clerk has originals of all Agreements/Firm Access Ppr , QC) agreements); GC§34090 et seq. Rights(FAR) Southern California Gas Mag, Department Preference(meets Utilities/Gas GAS-031 5 years 5 years Mfr,OD, S/I Yes(after municipal government auditing Franchise Statements Ppr QC) standards); GC§34090 et seq. Department preference; Utilities/Gas GAS-032 Underground Service Alerts 10 years 10 years Mag, Ppr Required for 3 years; GC (USA's)/Diq Alerts -Gas Only §§4216.2(f)&4216.3(d); GC §34090 Division Work Orders/Service Indefinite- Indefinite Providing GAS-033 Requests CMMS DATABASE Minimum 5 Minimum 5 Mag Data is interrelated; GC§34090 Service/ (Computerized Maintenance Work Management System) years years Work Orders/Service Division 'Requests-All Information When No When No Providing GAS-034 Entered in CMMS Database Longer Longer Mag Ppr Preliminary drafts(the database Service/ 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES / GAS Page UT/GAS-6 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Work Orders/Service Requests- NOT entered in CMMS Database (or partial Division information entered into CMMS City Preference; CCP §§338 et Providing GAS-035 Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service/ §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) 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 Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-1 Office o Recordf I Retention No. Records Description Retention/Disposition Comments/Reference Records Vital? Image:pDestroy Inactive Active Total ' Media I-Imort Paper aft after (OFR) ji (in office) (Center) Retention Options M=Mfr Imaged& - - L S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CUSTOMER SERVICE/UTILITY BILLING (ELECTRICITY, FIBER OPTICS, GAS,WASTE WATER,WATER) Utilities/ Department preference; Meets Accounts Receivable -Customer Mag, Mfr, Yes: After Customer li CS 001 5 years 5 years S/ I auditing standards; GC§34090 Service Services/Utility Billing OD, Ppr QC&OD et seq. Utilities/ Department preference; Meets Adjustments/Abnormal Read Mag, Mfr, Yes: After Customer CS-002 Reports 5 years 5 years OD, Ppr S/I QC&OD auditing standards; GC§34090 Service et seq. Clerk City CS 002.1 OR Utility/ Assessment District Ballots, Customer Protest Letters, &Envelopes- 2 years 2 years Ppr GC§53753(e)(2) Service 'Prop. 218 proceedings Copies- Copies- City CS-003 ,Bankruptcies When No When No Mag, Ppr GC§34090.7 Attorney Longer Longer ' Required Required Department preference(The When No When No Business License& Permit Lead Dept. CS-004 Billing Registers, Payment Longer Longer Mag, Ppr Database is the original; reports Registers,Adjustment Registers Required Required are considered drafts or copies); GC§34090 Collections/Collection Agency Department preference; Lead Dept. CS-005 1Case Files&Statements/ 7 years 7 years Mag, Ppr Delinquencies remain on credit Delinquent Accounts reports for 7 years; GC§34090 et seq. WheR--Ne- When-Ne- Utilities/ Conservation Programs/ Longer Longer Department Preference; GC Customer CS-006 Requiced— Required Mag, Ppr Rebates/Incentives §34090 Service Minimum 5 Minimum 5 years 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: Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive 1 Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Utilities/ Indefinite- Indefinite- Data Fields/Records are Customer Service/Utility Billing - - interrelated; meets municipal Customer CS-007 Minimum 5 Minimum 5 Yes Mag Service Database government auditing standards; years years GC§34090 When-Ne- W hen-Ne- 1 Utilities/ Longer Longer -Mfr Ycs(after Department preference; CC Customer- Development Service Files/ Mag Mfr-;-Required Required 64 4 Service Minimum-2- Minimum-2- Minim ! OD, Ppr QC} 4A90 _ years years Utilities/ Hydrant Meters- Rentals/ End of End of Department preference; GC Customer CS-009 Rental +2 Rental +2 Ppr Service Temporary(Pools, Construction) years years §34090 — — _ Utilities/ Lock Box Reports/Payment Mag, Mfr, Yes: After Department preference; Meets Customer CS 010 Detail Reports 5 years 5 years OD, Ppr S/I QC&OD auditing standards; GC§34090 Service et seq. Medical Necessity Customers Utilities/ (Emergencies/Shut-offs- When When Superseded Superseded Maq, Mfr, Yes: After Department preference; Customer CS-010.1 Customers who must have S/ Service electricity for critical medical or or OD, Ppr QC&OD Confidential; GC $34090 equipment) Terminated Terminated 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 Utilities/ Residential Water Billing: Final Final Mag, Yes: After Documented or attached to Customer CS-011.1 Appeals-Payment Delinquency Decision +2 Decision +2 Ppr, Mfr, S Customer Record in database Service & Impending Discontinuationyears QC&OD p g years OD GC§34090; H&S§116908 VERNON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record estroy Inactive Active Total Media I=Im Imagort e: 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+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention/eriods (retention resumes after settlement). I Residential Water Billing: Non- Utilities/ (payment Notices/Notice of When No When No Mag, Documented or attached to Yes: After Customer CS-011.2 Payment Delinquency& Longer Longer Ppr, Mfr, S Customer Record in database Service Impending Discontinuation Required Required OD QC&OD GC§34090; H&S§116908 (Initial, Final) Utilities/ Residential Water Billing: NSF When No When No Mag, Documented or attached to Customer CS-011.3 Checks/Adjustments to Longer Longer Ppr, Mfr, S Yes: After Customer Record in database Service Customer accounts Required Required I OD QC&OD GC§34090; H&S§116908 Residential Water Billing: Expiration or Expiration or Utilities/ Mag, Documented or attached to Customer CS 011.4 Payment Plans: Amortization, Completion Completion Ppr, Mfr, S Yes: After Customer Record in database Alternative Payment Plans, of Payment of Payment QC&OD Service Deferrals,etc. Plan Plan OD GC§34090; H&S§116910 When When Utilities/ Residential Water Billing: Policy Superseded- Superseded; Mag, Yes: After Must post to Website; H&S Customer CS-011.5 Ion Discontinuation of Residential Ppr, Mfr, S Service Service for Nonpayment Minimum 2 Minimum 2 OD QC &OD §116906; GC§34090 years years Utilities/ Residential Water Billing: Report Minimum 2 Minimum 2 Mag' Yes: After Must post to Website; H&S Customer CS-011.6 of Annual Discontinuations of Ppr, Mfr, S Service Residential Service years years OD QC&OD §116918; GC§34090 Lead Dept. CS-012 Returned Checks/NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC§34090 Service Address Files Close of Close of (Application,Credit Report, Utilities/ Account in Account in Inspections,Water Liability Mag, Mfr, Yes: After Department preference; GC Customer CS-013 Forms, Requests for Power Load Good Good OD, Ppr S/I QC &OD §34090 et seq. Service Data, Control Cards, Work Standing +2 Standing +2 Orders, etc.) years years Utilities/ When No When No Preliminary drafts not retained in Stubs/Payment Coupons Customer CS-014 (returned with payment) Longer Longer Mag, Ppr the ordinary course of business; Service I Required Required 1 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: Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - CUSTOMER SERVICE Page UT/CS-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record age: estroy Active Inactive Total Media I=Import Paper after (OFR) (Records Vital? (in office) Center) Retention 1 Options M=Mfr Imaged& S=Scan QC'd? i If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations sus s=rmal retention periods (retention resumes after settlement). Utilities/ When No When No Preliminary drafts not retained in Customer CS-015 Turn Ons and Turn Offs Longer Longer Mag, Ppr the ordinary course of business; Service Required Required GC§34090 Utilities/ Utility Adjustment Slips/Meter Mag, Mfr, Yes: After Department preference; Meets Customer CS-016 Mis-reads, Credits/Debits to 5 years 5 years OD, P r S/I QC&OD auditing standards; GC§34090 Service Accounts p 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: Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Records Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) Center, Retention Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,flublic records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). ELECTRICITY UEltectrici ilities/ EL-001 AQMD Fuel Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC§34090 ri Lead Dept. EL-002 AQMD Permits(Generators, Expiration+ Expiration + Mag, Ppr 40 CFR 70.6; GC§34090 etc.) 5 years 5 years Bulk Power Log Sheets(prior to, Utilities/ 2007)/Purchasing/Suppliers I Department Preference; GC EL-003 10 years i 10 years Mag, Ppr 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 audits; Statute of Limitations for 10 years or Payrolls,Community Outreach/ After Funding Errors&Omissions is 10 years; After Funding Notifications, Project Agency Statute of Limitations: Contracts Utilities/ Upon Agency Yes: Until Electricity EL-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 longer Easements, Construction termination +5 years; CCP§337 Manager's Logs, Daily et. seq., GC§34090 Inspections, Daily Logs, Stormwater compliance, 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-2 Office of Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Capital Improvement Projects (CIP): Permanent File/ Scanned Records (Electricity) 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; State.,de ,,,,+elfin es Electricity Studies&Reports, Operations Completion Completed Ppr 10 years &Maintenance Manuals(O&M Manuals,) Materials Testing ; GC§34090 Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys,etc. Confined Space Entries/Hot Work Permits /Lock Out-Tag Out/Lockout-Tagout/ Lockout- Department preference; 8 CCR Lead Dept. EL-006 Blockout/Energy Control 5 years 5 years Ppr 5157(d)(14)&(e)(6); 29 CFR Procedures(ECP)/Air 1910.146(e)(6); GC§34090 Monitoring Calibrations Utilities/ EL-009 Control Center Operator/ 5 years 5 years Mag, Ppr Department preference; GC Electricity Dispatcher Check Listing §34090 Control Center Switching Order Department Preference(Load Utilities/ EL-045 Logs/System Logs/Manual 10 years 10 years Mag, Ppr records are required for 3 Electricity Entry Logs/Load Changes years); 18 CFR 125.2, 125.3; 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy Active Total Media I=Import Paper after (OFR) I (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr 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 fe.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Utilities/ EL-007 Cooling Tower Activity Sheets 2 years 2 years Mag, Ppr 'GC§34090 Electricity and Reports Utilities/ EL-007.1 Daily Purchasing 10 years 10 years Ppr 18 CFR 125.2 &125.3; GC Electricity _ §34090 Utilities/ EL-008 Crane Maintenance Reports 5 years 5 years Ppr 8 CCR 344.80 &81; GC§34090 Electricity (Fixed/Stationary) Utilities/ Department of Energy(DOE) Mag, ( p EL-010 Licenses and Regulatory P P Mfr, OD,'' S/I Yes after Department Preference;GC Electricity Correspondence Ppr QC) §34090 Utilities/ Department of Energy(DOE) Department Preference;GC Electricity EL-011 Reports 5 years 5 years Mag, Ppr §34090 Mag, Yes: After Department Preference(copies); City Clerk EL-012 Easements P P Mfr, OD, S Ppr QC GC§34090.7 Electric Utility Service When No When No Utilities/ Equipment Requirements EL-013 Longer Longer Mag, OD Not City Records Electricity Committee(EUSERC)-All Records Required Required Disposal of Disposal of Mag, Utilities/ Electricity Drawings/As-Builts/ Yes(after Department Preference; 18 CFR EL-014 Equipment+ Equipment+ I Mfr,OD, S/ Electricity Record Drawings 2 years 2 years Ppr QC) 125.2 & 125.3; GC§34090 Equipment Records(Manuals, Disposal of Disposal of Department Preference; 18 CFR Utilities/ EL-015 Tests, Inspections, Studies, Equipment+ Equipment+ Mag, Ppr 125.2 & 125.3; CCP§337 et. Electricity Reports) 2 years 2 years Seq., GC§34090 Utilities/ EL-016 Facility Histories/Infrastructure P P Mfr,, OD, S/I Yes(after I Department Preference; GC ElectricityDesign Ppr QC I§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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-4 Office of Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Utilities/ Fuel Records (reported to AQMD Rule 1470; Form Electricity EL-016.1 AQMD 5 years 5 years Mag, Ppr 400—E-13a instructions; GC §34090 Generation Reliability Reports/ Utilities/ Run Logs/Generation Reports 18 CFR 125.2 & 125.3; AQMD Electricity EL-017 /Generator Operation Logs& 10 years 10 years Mag, Ppr Rule 1470; Form 400—E-13a I Inspections/Power Production instructions; GC§34090 Operating Data Logs/Diaries , ag, Utilities/ EL-021 Joint Pole Agreements P P Mfr OD, S/I Yes(after Department Preference; GC Electricity Ppr QC) §34090 hen EleUtletrec ty I EL-022 Committee All Record dustry When Longer vLongero Mag, Ppr Not City Records Required Required Mag, Department Preference (meets Utilities/ Joint Pole Invoices/Accounts Yes(after EL-023 Receivable 5 years 5 years Mfr, OD, S/I municipal government auditing Electricity Ppr QC) requirements); GC§34090 Utilities/ Joint Pole Locations, History, Replacement Replacement Mag, Yes(after Department Preference; GC EL-024 Mfr, OD, S/ Electricity Maintenance(Card Files) of the Pole of the Pole Ppr QC) §34090 Utilities/ Load Records, Load Curves, I Department Preference Electricity EL-025 Temperature Logs,Water Logs 10 years 10 years Mag, Ppr' (required for 3 years); 18 CFR 125.2, 125.3; GC§34090 Utilities/ g p Department Preference Power Outage Reports- i Electricity EL-025.1 Preliminary Report produced by 5 years 5 years Mag, Pprl (Engineering produces Final the Control Center Report); 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-5 Office of Record Retention No. Records Description Retention/Disposition 1 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally_performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Utilities/ Power Outage Reports- Final p EL-026 Report produced by 10 years 10 years Mag, Ppr De artment Preference; GC Electricity §34090 Engineering Power Outage Database/ Indefinite - Indefinite - Utilities/ EL-027 Interruption of Service Minimum 10 Minimum 10 Mag, Ppr Data is interrelated; GC§34090 Electricity Database years years _ Power Trading/Power Utilities/ Scheduling Completion + Completion + Department Preference(auditing Electricity EL-029 3 years 2 years 5 years Mag, Ppr standards are 5 years); GC I §34090 (Check Out Worksheets) Power Trading/Power Utilities/ EL 030 Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC Electricity §34090 (Confirmations, Invoices) _ Power Trading/Power Utilities/ EL 031 'Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC Electricity §34090 (Generation Worksheets) Power Trading/Power Utilities/ EL-033 Scheduling 2 years 2 years Mag, Ppr Department Preference; GC Electricity §34090 (Voice Recordings) I- 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. 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-6 Office of I Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Regulatory Agency Utilities/ Compliance Reports& Department Preference; GC Electricity& EL-035 Confirmations: CEC, CFTC, 10 years 10 years Mag, Ppr §34090 Gas CPUC, EPA, FERC, NERC, NPDES, WECC,etc. Utilities/ Regulatory Agency Correspondence: , CPUC, Minimum 10 Minimum 10 Department Preference; GC Electricity& EL-036 EPA, FERC, NERC, NPDES, years years Mag, Ppr §34090 Gas WECC,etc.. Utilities/ Regulatory Agency Inspections: , CPUC, EPA, Mag, Yes(after Department Preference; GC Electricity& EL-037 10 years 10 years Mfr OD, S/I Gas FERC, NERC, NPDES, Ppr QC) §34090 WECC, etc. Utilities/ Regulatory Agency Licenses: Mag, Yes (after Department Preference; GC Electricity& EL-038 ,CPUC, EPA, FERC, NERC, P P Mfr,OD, S/I QC) §34090 Gas NPDES, WECC,etc. Ppr Utilities/ Sampling/Circular&Strip Department Preference; GC Electricity EL-039 Charts 5 years 5 years Mag, Ppr §34090 Utilities/ SCADA Database(Electricity) Indefinite- Indefinite - Electricity EL-040 (Supervisory Control and Data Minimum 5 Minimum 5 Yes Mag Data is interrelated; GC§34090 Acquisition) years years Utilities/ SCADA Printouts/Reports/ EL-041 5 years 5 years Mag,Ppr Preliminary drafts; GC §34090 Electricity Log Books/Logs Sheets Stormwater Monitoring/ Department Preference; Monitoring records required for 3 Utilities/ NPDES Monitoring and Electricity EL-042 Inspection (from Former 5 years 5 years Mag, Ppr years;40 CFR§§122.21, Electricity Generation Plant) 122.41, 122.44; CCP§337 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: 08/24/2011 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record I Records Image: Destroy (OFR) Active Total Media I=Import Paper after Vital? (in office) Center, Retention Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Stormwater: NPDES Annual Mag, Department preference; Utilities/ Yes: After Monitoring records required for 3 EL-043 Reports(from Former 5 years 5 years Mfr, OD, S/I Electricity Electricity Generation Plant) Ppr QC&OD years;40 CFR§§122.21, 122.41, 122.44 Department Preference; Stormwater: NPDES Permits Monitoring records required for 3 Utilities/ Expiration + Expiration + Yes: Until Electricity EL-044 (from Former Electricity 5 years 5 years Expiration Mag, Ppr years; 40 CFR§§122.21, Generation Plant) 122.41, 122.44; CCP§337 et seq. AQMD Rule 1470; Form Utilities/ EL-046 Turbine Activity Reports 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Electricity 1 I §34090 Underground Service Alerts Required for 3 years; GC Lead Dept. EL-046.1 (USA's)/Diq Alerts 3 years 3 years Mag, Ppr §§4216.2(f)&4216.3(d); GC §34090 Division Work Orders/Service Indefinite- Indefinite Providing EL-047 Requests CMMS DATABASE Minimum 5 Minimum 5 Mag Data is interrelated; GC§34090 Service/ (Computerized Maintenance Work Management System) years years Work Orders/Service Division Requests-All Information When No When No Providing EL-048 Entered in CMMS Database Longer Longer Mag Ppr Preliminary drafts (the database Service/ 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 Ver. 9.0 RECORDS RETENTION SCHEDULE: UTILITIES - ELECTRICITY Page UT/EL-8 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Records Total Media I=Im port Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Work Orders/Service Requests- NOT entered in CMMS Database (or partial information entered into CMMS Database) Division Providin Mag, City Preference for OSHA 9 Includes Job Briefing, Yes: After Service/ EL-049 Operating Checklist, Safety 1340 et seq., 342, GC§34090 5 years 5 years Mfr, OD, S/ I QC&OD 'compliance; CCP§§338 et seq., Work Checklist Ppr ((Division providing service retains originals; Division requesting service is considered a copy) 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 Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record 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 file folderle.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). FIBER OPTICS Capital Improvement Projects (CIP): Administration File/ Department preference; Some NOT Scanned -Fiber Optics grant funding agencies require Completion + Projects 10 years or 10 years or audits; Statute of Limitations for After Funding Errors&Omissions is 10 years; After Funding Project Administration,Certified Agency Statute of Limitations: Contracts Utilities/ Payrolls, Outreach/ Upon Agency Yes: Until Fiber Optics FO-001Community Completion Audit, if Audit, if CompletedUntil Mag, Ppr &Spec's=4 years, Wrongful P Notifications, Project Schedules, p required, Death=comp. + 5 years, Progress meetings, Punch Lists, required, whichever is Developers=comp. + 10 years; Real Estate Appraisals, RFIs& whichever is Responses,Temporary longer longer Easements, Construction ;CCP§337 Manager's Logs, Daily Inspections, et.seq.,GC§34090 ,Daily Logs. etc. Capital Improvement Projects (CIP): Permanent File/ Scanned Records-Fiber Optics Projects Department preference; retained Specifications/RFP&Addenda, Mag, Yes: for disaster preparedness Utilities/ Upon Yes: Until FO-002 Agreement/Contract,Successful P P Mfr, OD, S/I Complet. + 'purposes; Fiber Optics Proposal, Change Orders, Completion Completed Ppr 10 years Geotechnical Studies&Reports, ; GC§34090 Operations&Maintenance Manuals (O&M Manuals,)Materials Testing Reports, Notice of Completion, Photos,Soil Reports,Studies, Submittals,Surveys,etc. Utilities/ FO 004 Fiber Optic Customers(Internet Close+5 Close+5 Mag, Ppr Department Preference(meets Fiber Optics &Dark Fiber) years years auditing standards); 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 Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES - FIBER OPTICS Page UT/FO-2 Office of Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti.ation, claims, complaints, audits, public records requests, and/or investi.ations suspend normal retention periods retention resumes after settlement. Utilities/ Fiber Optic Drawings/As-Builts Mag, Yes (after Department Preference Fiber Optics FO 005 /Record Drawings P P Mfr, OD, S/I QC) (Engineering has originals); GC Ppr §34090.7 Fiber Optic Pipelines/Projects- Mag Utilities/ Yes(after Department Preference FO-006 Installation,Transmission, P P Mfr,OD, S/I (Engineering has originals); GC Fiber Optics Ppr QC) §34090.7 Distribution Utilities/ FO 007 Fiber Optic Plans Superseded Superseded Mag, Ppr Department Preference; GC Fiber Optics +2 years + 2 years §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 Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). UTILITIES--STORMWATER/NPDES Department preference; Utilities/ Development SWPPP Finalled +3 Finalled + 3 Mag, Yes: After Monitoring records required Stormwater STORM-001.1 (Stormwater Pollution Prevention years years Mfr, OD, S/I QC&OD for 3 years;40 CFR Plan)/Construction Monitoring Ppr §§122.21, 122.41, 122.44;GC §34090 et. seq. Utilities/ Environmental Assessments/ Mag, Yes: After Department Preference; GC Stormwater STORM-001.2 Phase 1 Environmental P P Mfr, OD, S 1 year §34090 et.seq. Assessments Ppr Department Preference; Utilities/ Stormwater Monitoring/NPDES Minimum 5 Minimum 5 Monitoring records required Stormwater STORM-001.4 Monitoring and Inspection (by years years Mag, Ppr for 3 years;40 CFR Address) §§122.21, 122.41, 122.44; CCP§337 et seq. Required for a minimum of 5 Utilities/ Stormwater: Business Minimum 5 Minimum 5 Mag, Yes: After years;40 CFR 122.41(j)(2); Stormwater STORM 001.4 M Inspections (by Address) years years P,p S/I OD, QC &OD 40 CFR§§122.21, 122.41, 122.44; GC§34090 Department preference;plans must be updated every 5 Utilities/ STORM-001 Stormwater: MS4 Monitoring Expiration +5 Expiration + Mfr, OD, S/I Yes: After years, audits are required Stormwater years 5 years Ppr QC&OD every 2 years;40 CFR §§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: Ver. 8.0 RECORDS RETENTION SCHEDULE: UTILITIES - STORMWATER Page UT/STORM-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after 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. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention eriods(retention resumes after settlement). Department preference; plans must be updated every 5 Utilities/ Mag, Yes: After years, audits are required Stormwater STORM-002 Stormwater: MS4 Permits 5 years 5 years Mfr, OD, S/I QC&OD every 2 years;40 CFR Ppr I§§122.21, 122.41, 122.44; GC§34090 Stormwater: NPDES Annual Mag Department preference; Utilities/ STORM-003 Reports (Includes Well Site 5 years 5 years Mfr, OD, S/ I Yes: After'Monitoring records required Stormwater QC for 3 years;40 CFR Discharges) Ppr §§122.21, 122.41, 122.44 Department Preference; Monitoring records required Utilities/ STORM-004 Stormwater: NPDES Permits Expiration + 5 Expiration + Yes: Until Mag, Ppr for 3 years;40 CFR Stormwater (Includes Well Site Discharges) years 5 years Expiration §§122.21, 122.41, 122.44; CCP§337 et seq. i Department preference; plans Stormwater: TMDL Plan (Total Mag, must be updated every 5 Utilities/ Yes: After years, audits are required STORM-005 Maximum Daily Load)TMDL 5 years 5 years Mfr, OD, S/I Stormwater QC&OD every 2 years;40 CFR Monitoring Plan Ppr §§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: Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES -WATER Page UT/WTR-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record I Image: Destroy Active Records Total Media I=Import Paper after (OFR) (in office) Center, Retention Vital? Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). WATER DISTRIBUTION (POTABLE WATER) Capital Improvement Projects (CIP): Administration File/ Department preference; Some NOT Scanned -Water grant funding agencies require Completion + Projects 10 years or 10 ears or 'audits; Statute of Limitations for After Funding y Errors&Omissions is 10 years; After Funding i Project Administration,Certified Agency Statute of Limitations: Contracts Utilities Upon Agency Yes: Until WTR-001 Payrolls, Community Outreach/ Audit, if Mag, Ppr &Spec's=4 years, Wrongful Water Dist. Notifications, Project Schedules, Completion Audit, if Completed required, Death=comp. +5 years, Progress meetings, Punch Lists, required, whichever is Developers=comp. + 10 years; Real Estate Appraisals, RFIs& longer whichever is Responses,Temporary longer Easements,Construction termination +5 years; CCP§337 Manager's Logs, Daily Inspections, et. seq., GC§34090 Daily Logs, 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-2 Office of Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Capital Improvement Projects (CIP): Permanent File/ Scanned Records-Water Projects Department preference; retained Specifications/RFP&Addenda, Mag, for disaster preparedness Utilities Agreement/Contract,Successful Upon Yes: Until Yes(after WTR-002 P P Mfr, OD, S/I purposes; Water Dist. Proposal, Change Orders, Completion Completed QC) Geotechnical Studies&Reports, Ppr propose Permanent for Operations&Maintenance Manuals ; GC§34090 (O&M Manuals,)Materials Testing Reports, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports,Studies, Submittals,Surveys,etc. Chains of Custody/Water Utilities WTR-003 Analysis/Reports&Sampling: 5 years 5 years Mag, Ppr 40 CFR 141.33(a) Water Dist. Bacteriological and Organics Chains of Custody/Water 'State and Federal laws require Utilities WTR-004 Analysis/Reports&Sampling: 10 years 10 years Mag, Ppr 10 years;40 CFR 141.33(a); 22 Water Dist. Chemical (Includes Chlorine Residuals) CCR§64470 _-- 1 Chains of Custody/Water Required for 12 years or 2 Utilities 'compliance cycles; ); 22 CCR Water Dist. WTR-005 Analysis/Reports&Sampling: 12 years 12 years Mag, Ppr 64400.25; 22 CCR§64470,40 Lead &Copper CFR 141.33(a);40 CFR 141.91 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/VVTR-3 Office of Record Retention 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). 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 Customer Concerns/Customer Complaints: Odor/Taste/ 5 years is required in State and Utilities Federal law for any complaints; Water Dist. WTR-007 Visual Complaints 5 years 5 years Mag, Ppr 40 CFR 122.41 2 &40 CFR (Correspondence regarding '�)( ) Potable Water) 141.33(b); 22 CCR 64470(a) Copies- Copies- Public Works WTR-008 Development Review When No When No Mag, Ppr GC§34090.7 /Engineering Comments Longer Longer Required Required Environmental Agencies/ Utilities Regulatory Agencies Minimum 2 Minimum 2 Department Preference; GC Water Dist. WTR-009 years years Mag, Ppr §34090 (EPA, DHS,etc.) Fire Hydrant Flow/Pressure Indefinite - Indefinite - Utilities WTR-010 Tests(Development or Minimum 5 Minimum 5 Mag, Ppr Department Preference(data is Water Dist. interrelated); GC§34090 Maintenance)- Database years years Fire Hydrant Flow/Pressure 1 Department Preference(valves Utilities Minimum 2 Minimum 2 WTR-011 Tests(Development or I Mag, Ppr are exercised every year); GC Water Dist. Maintenance)- Paper years years §34090 Utilities WTR-012 Log Book(Pump Houses) 7 years 7 years Mag Ppr Department Preference;GC Water Dist. §34090 Utilities NPDES Monitoring Reports Monitoring records required for 3 Water Dist. WTR-013 (Well Site Discharges) 3 years 3 years Mag, Ppr years in Federal law;40 CFR Or HEALTH? §§122.21, 122.41 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record 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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Utilities Department Preference; NPDES Permits(Well Site Expiration + Expiration + Yes: Until Monitoring records required for 3 Water Dist. WTR-014 Discharges) 3 years 3 years Expiration , Ppr years;40 CFR§§12221, Or HEALTH? 122.41; CCP§337 et seq. Mag, Utilities WTR-015 Operating Permit(Wells) Expiration+ P P Mfr,OD, ' S/I No Department preference; GC Water Dist. 2 years Ppr §34090 Utilities Operations &Maintenance Disposal of Disposal of Department preference; GC Water Dist. WTR 016 Manuals/0&M Manuals Equipment Equipment Mag, Ppr §34090 ag, Utilities WTR-017 Reservoir Maintenance P P Mfr, OD, S Yes: After Department preference; GC Water Dist. Ppr QC §34090 Utilities SCADA Database(Water) Indefinite- Indefinite= Department Preference (data is Water Dist. WTR-018 (Supervisory Control and Data Minimum 5 Minimum 5 Yes Mag interrelated); GC§34090 Acquisition) years years Underground Service Alerts Required for 3 years; GC Lead Dept. WTR-019 (USA's)/Dig Alerts 3 years 3 years Mag, Ppr §§4216.2(f)&4216.3(d); GC §34090 Copies- Copies- Urban Water Management When No When No Mag, Yes: After Department Preference (copies) City Clerk WTR-020 Yes Mfr, r S Plans (UWMP) Longer Longer P OD, 10 years GC§34090.7 Required Required p Utilities Videos-Water Wells, Repairs, Department preference; GC WTR-021 P P Mag §34090 Water Dist. Reservoirs,Tanks,etc. Vulnerability Assessment/ When When Utilities Emergency Response Plan/ Superseded- Superseded- Confidential; 42 USC 300i-2(d); Water Dist. WTR-022 Risk& Resilience Assessment/ Minimum 2 Minimum 2 Mag, Ppr GC§34090 Hazard Mitigation Plan years 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Records Image: Destroy Active Total Media I=Import Paper after (OFR) Vital? (in office) Center, Retention Options M=Mfr Imaged& OD or Mfr S=Scan QC'd? i If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). 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 Department preference; Required for 12 years or 2 Utilities Water Quality Reports/ Mag, Yes (after compliance cycles; 22 CCR§§ Water Dist. WTR-024 Consumer Confidence Reports 12 years P P Mfr, PpOD, S/I QC) 64400.25; 64470, 64483(q), 40 CFR 141.33(a);40 CFR 141.91; GC§34090 Copies- Copies- When No When No Mag, Send originals to City Clerk; GC City Clerk WTR-025 Water Supply Agreements Yes Mfr,OD, S No Longer Longer Ppr I§34090.7 Required Required Utilities Well Records(includes Mag, Yes: After [Department preference;GC Water Dist. WTR-027 Destroyed or Abandoned P P Mfr,OD, S QC §34090 Wells) Ppr Division ,Work Orders/Service Indefinite Indefinite Providing WTR-028 Requests CMMS DATABASE — —Minimum 5 Minimum 5 Mag Department Preference(data is Service/ (Computerized Maintenance years years 'interrelated); GC§34090 Work Management System) Work Orders/Service I - - Division Requests-All Information When No When No Preliminarydrafts(the database Providing WTR-029 Entered in CMMS Database Longer Longer Mag Ppr is the original); GC§34090 Service/ Required Required 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 Ver. 10.0 RECORDS RETENTION SCHEDULE: UTILITIES - WATER Page UT/WTR-6 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Records Image: Destroy (OFR) Active Center, Total Vital? Media l=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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records requests, and/or investigations suspend normal retention periods(retention resumes after settlement). Work Orders/Service Requests- NOT entered in CMMS Database (or partial Division information entered into CMMS City Preference; CCP§§338 et Providing WTR-030 Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service/ §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) 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