2017/02/14 City Council Resolution 2017-021RESOLUTION NO. 2017-021
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING A NEW RECORDS RETENTION SCHEDULE AND SUPERSEDING
RESOLUTIONS 90-161, 2000-107, AND 2000-232
WHEREAS, the declared purpose of this Resolution is to provide direction to City
Officials, employees, contractors, and volunteers for the proper and efficient management of
City of Rohnert Park records consistent with the requirements of federal and state laws including
California Government Code Section 6250 et seq. "Public Records Act"; and
WHEREAS, California Government Code Section 34090 et seq. sets forth certain legal
requirements relating to the retention of certain municipal records and provides parameters
whereby any City record that has served its purpose and is no longer required may be destroyed;
and
WHEREAS, the City Council approved prior records retention schedules by Resolution
No. 90-161 dated July 24, 1990, and Resolution No. 2000-107 dated May 23, 2000; and
WHEREAS, the City Council approved a records retention schedule amendment by
Resolution No. 2000-232 dated November 14, 2000; and
WHEREAS, the existing records retention schedule has become outdated since 2000 and
does not reflect the current departmental arrangements within the current City government; and
WHEREAS the City Clerk and City Attorney find the attached Records Retention
Schedule complies with federal and State statues; and
WHEREAS, adoption of the new Rohnert Park Records Retention Schedule fulfills the
purpose of Section 34090 et seq. of the California Govermnent Code; and
WHEREAS, it has been recommended that a new City Wide Records Retention
Schedule be adopted providing for the retention and destruction of records from all City of
Rohnert Park Departments. The new Records Retention Schedule is attached and incorporated
into this resolution as Exhibit A.
NOW, THEREFORE, BE IT RESOLVED:
Section 1. Resolutions Numbers 90-161, 2000-107, and 2000-232 are hereby superseded.
Section 2. The Records Retention Schedule Exhibit A, attached hereto and incorporated
herein by this reference, is hereby approved.
Section 3. The records of the City of Rohnert Park, as set forth in the Records Retention
Schedule Exhibit A are hereby authorized for destruction 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
Rohnert Park.
Section 4. The term "records" as used herein shall include records as defined by the
California Public Records Act and Government Code Section 14741.
Section 5. The City Clerk shall certify to the passage and adoption of this resolution
and enter it into the book of original resolutions.
Section 6, The resolution shall become effective immediately upon its passage and
adoption.
DULY AND REGULARLY ADOPTED this 14t1' day of February, 2017.
CITY OF ROHNERT PARK
r_rsl
Jake Mac enzie, Mayor
ATTEST:
I-rJ"J
Caitlin Saldanha, Deputy City Clerk
Attachment: Exhibit A Records Retention Schedule
AHANO'TU: 'J-BELFORTE: Aye CALLINAN: 4S#n+ STAFFORD. Aje MACKCN IE:
AYES: ( 1) NOES: ( 0 ) ABSENT: ( I ) ABSTAIN: ( 0 )
2
2017-021
Exhibit A to Resolution
City Clerk’s Office
130 Avram Avenue
Rohnert Park, CA 94928
DATE
Adopted: Resolution # 2017-??
Records Retention Schedule
Page i - V.1 2017
Contents
Legends ........................................................................................................................................................ iii
Using the Record Retention Schedule ......................................................................................................... iv
Modifications and Additions .................................................................................................................... iv
Use of Schedule ........................................................................................................................................ iv
Contact Us ................................................................................................................................................ iv
ALL DEPARTMENTS ....................................................................................................................................... 1
Risk Management ..................................................................................................................................... 9
ADMINISTRATION ....................................................................................................................................... 11
City Manager ........................................................................................................................................... 11
Information Services ............................................................................................................................... 11
Legal ........................................................................................................................................................ 12
CIP (CAPITAL IMPROVEMENT PROJECTS) .................................................................................................... 13
CITY CLERK ................................................................................................................................................... 14
City Council .............................................................................................................................................. 17
Elections .................................................................................................................................................. 18
COMMUNITY SERVICES ............................................................................................................................... 20
Parks & Recreation .................................................................................................................................. 20
Performing Arts Center (PAC) ................................................................................................................. 21
DEVELOPMENT SERVICES ............................................................................................................................ 23
Building.................................................................................................................................................... 23
Code Compliance .................................................................................................................................... 25
Engineering ............................................................................................................................................. 25
Planning ................................................................................................................................................... 28
Housing ................................................................................................................................................... 31
FINANCE ...................................................................................................................................................... 32
Administrative Services ........................................................................................................................... 32
General Accounting ................................................................................................................................. 32
Fixed Assets ............................................................................................................................................. 34
Payroll...................................................................................................................................................... 34
Purchasing ............................................................................................................................................... 35
Reports .................................................................................................................................................... 35
Treasurer ................................................................................................................................................. 36
Page ii - V.1 2017
Public Financing Authority ...................................................................................................................... 38
HUMAN RESOURCES ................................................................................................................................... 39
PUBLIC SAFETY ............................................................................................................................................ 43
Animal Services ....................................................................................................................................... 44
Fire Safety................................................................................................................................................ 45
Police ....................................................................................................................................................... 48
PUBLIC WORKS ............................................................................................................................................ 56
Facilities & Pools Management ............................................................................................................... 56
Fleet/Vehicles .......................................................................................................................................... 58
Park Maintenance ................................................................................................................................... 59
Sanitation / Solid Waste / Wastewater ................................................................................................... 60
Streets / Alleys ........................................................................................................................................ 61
Utilities .................................................................................................................................................... 61
Water Resources ..................................................................................................................................... 63
Page iii - V.1 2017
Legends
CITATION CODES
B&P = Business And Professions GC = California Government Code
CAC = California Administrative Code H&S = Health & Safety
CBC = California Building Code HUD = Housing And Urban Development
CCP = Code Of Civil Procedure LAB = California Labor Code
CCR = California Code of Regulations OMB = Office of Management & Budget
CEC = California Evidence Code OSHA = Occupational Safety & Health Act
CEQA = California Environmental Quality Act PC = Penal Code
CFC = California Fire Code POST = Police Officers Standards Training
CFR = Code Of Federal Regulations R&T = California Revenue & Taxation Code
EC = Election Code SEC = Security Exchange Commission
EVC = California Evidence Code UFC = Uniform Fire Code
FA = California Food and Agriculture USC = United States Code
FC = California Financial Code VEH = Vehicle Code
FMLA = Family & Medical Leave Act 1993 W&I = Welfare & Institutions Code
FPPC = Fair Political Practice Commission
Retention Codes
AC = Active FD = Final Disposition
AD = Adoption I = Indefinite
AU = Audit L = Life
CU = Current Year M = Month
CL = Closed/Completed P = Permanent
DOB = Date of Birth S = Superseded
E = Election T = Termination
Y = Year
Acronyms
CCMS = Citywide Content Management System MOA = Memorandum of Agreement
DOJ = Department of Justice MOU = Memorandum of Understanding
FEMA = Federal Emergency Management
Agency MSDA = Material Safety Data Sheet
FPPC = Fair Political Practice Commission REMIF = Redwood Empire Municipal
Insurance Fund
FTC = Federal Trade Commission RFI = Request for Information
JPA = Joint Powers Agreement RFP = Request for Proposal
LOI = Letter of Intent RFQ = Request for Qualifications
Page iv - V.1 2017
Using the Record Retention Schedule
The retention schedule is intended to direct City staff on when and how to disposition City records after they have exceeded their lifecycle, it also
provides you with the location and/or the Department of Record. Below is a descriptive sample of a record from the schedule, with category
explanations:
Record Series Retention Statutory
Reference
Disposition Descriptor/Content Depart. of Record
Whenever possible records
have been combined into a
series of like items for
example “Agreements /
Contracts”. In some cases
records are so unique that
their record name stands
alone such as “Historical”.
This is the total
amount of time that
is required, either
by federal, state,
local statue, or
internal policy.
Notes any
applicable
government code
or policy related
to the record’s
retention.
Refers to what will be
done at the end of a
records lifecycle:
either: destroy, retain
permanently, or
transferred to the
Rohnert Park storage
facility.
When a record goes by more than one name, the
alternative names are listed here. The purpose or
function of the record is described. A series of
records may be comprised of several document
types, documents that most likely will be found in
this series are listed. Any other notes, exceptions,
or special instructions relating to the record or
record series are listed here.
Department responsible for
maintaining the original record.
Departments not listed under
“Department of Record” are
deemed to have a duplicate
copy of such records and may
destroy the copy at any time.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for records sometimes require rev ision as well.
Consequently, records retention and disposition schedules often need modification or additions in order to be realistic and effective. There may be
some retention periods and disposition requirement within this schedule that may change between major reviews of the schedule . The City Clerk’s
Office welcomes all comment and suggestions concerned with improvement of record retention schedule through modifications and additions.
Use of Schedule
This PDF document contains bookmarks. To utilize bookmarks, open the document, click “View” “Show/Hide” “Navigation Panes” and select
“Bookmarks.” When using this Retention Schedule it may require a search mode (find), use “Control (Ctrl) F”, a pop-up box will appear, use search
word or words to find specific documents for your retention needs.
Contact Us
For further information on any records management, record preservation, or disposition issues, please contact:
City Clerk’s Office
130 Avram Avenue, Rohnert Park, CA 94928
Phone: 707-588-2227
Email: cityclerk@rpcity.org
Page 1 - V.1 2017
ALL DEPARTMENTS
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Affidavits of Publications,
Public Hearing Notices,
Legal Advertising,
Affidavits of Posting
CU + 4Y GC34090,
54960.1(c)(1),
911.2; CCP 337,
343, 349 et seq.
Destroy Notices of Postings, public notices, and legal publications .
Note: Brown Act challenges must be filed within 30 or 90 days of
actions; Statute of Limitations on Municipal Government actions is 3-6
months.
Lead
Department
AGREEMENTS /
CONTRACTS
Letters of Intent, leases, Memoranda of Agreement (MOAs), Memoranda
of Understanding (MOUs), Joint Powers Agreements (JPAs), etc.
Assessment Districts P GC 34090 Permanent City Clerk
CIP (capital
improvement projects)
/ Infrastructure / MOUs
/ JPAs
P CCP 337, 337.1(a),
337.15, 343;
GC34090; H&S
19850 contractor
has retention
requirements in 48
CFR 4.703(a).
Statute of
limitations is 4
years; 10 years for
Errors &
Omissions; Land
records are
permanent.
Permanent Agreement or contract includes all contractual obligations (e.g. RFP,
RFQ, Scope of Work or Successful Proposal, Amendments), and Initial
Insurance Certificate.
May include, but is not limited to Request for Proposals (RFP),
Request for Qualifications (RFQ) bid exemption documents, bid and
quote lists, notices of bid opening and award, bid advertising records,
tally sheets, bid specifications, bid award letter , notice of completion.
These records include documentation that establish, change, amend,
or close projects. Ma y include, but not limited to: Projects; capital
projects; assessment district CIP; private development fund; operating
grants; external funded programs; special program donations; non-
capital multi-year.
Examples: Architects, buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs, sewers, sidewalks,
street & alley improvements, settlement, subdivision, utilities, water, etc.
City Clerk
Development P CCP337, 337.1(a),
337.15, 337.2, 343;
AC16023;
GC34090,
GC65864, 65869.5;
48 CFR 4.703
Permanent Infrastructure contracts, franchises. Including subdivision agreements,
contracts for sale or purchase of property, cable, grant of easements
and/or involving construction of improvements.
City Clerk
Page 2 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
General Agreements
and Contracts (Non
capital improvement
projects / Non
Infrastructure
CL or T +
5Y
CCP 337 (4Y);
CCP 343 (4Y);
GC 34090 (2Y);
US 26 CFR;
31.6001-1
(CU+4Y);
US 29 CFR 516.5
(3Y);
US 40 CFR;
122.21(p) (3Y);
US 40 CFR;
122.41(j) (3Y); US
49 CFR 107.504
(CL+2Y); B&P
7042.5; PU7685;
48 CFR:2;
GC53066
Destroy Executed agreement or contract includes all contractual obligations
(e.g. RFP, RFQ, Scope of Work or Successful Proposal,
Amendments), and Initial Insurance Certificate.
Includes: contracts, exhibits, bid documents, change orders and
amendments. May also include significant related correspondence,
copies of payments, receipts, and other supporting papers used in
managing the contract.
Examples: Consulting, Grant agreements, loan agreements, lease
agreements, legal services, professional services, goods, permit and
licensing agreements, software licensing agreements, recycled water
agreement, etc.
Note: State guidelines recommend 5Y after grant closure, loan
termination.
City Clerk
Franchises P GC 34090, 65864,
65869.5
Permanent City Clerk
Investment
Agreements
P GC34090(d); CCP
337(a)
Permanent Note: see “All Departments” Agreements and Contracts section. City Clerk
JPA P GC34090(e) City Clerk
NOT Awarded CU + 2Y GC34090 Destroy Records and information created or retained in the preparation of
purchasing or acquisition of goods and services, but where the
purchase order, contract, or agreement was not awarded.
Lead
Department
Page 3 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Real Property L + 10Y CCP 315 (LA10Y)
CCP 337.1 (CL+4Y)
CCP 337.15 (LA10Y)
GC 34090 (2Y)
US 26 CFR 31.6001
(CU+3Y)
US 29 CFR 516.5
(3Y)
US 40 CFR 70.6
(CL+5Y)
US 40 CFR 122.21(p)
(3Y)
US 40 CFR 122.41(j)
(3Y)
US 49 CFR 107.504
(CL+2Y)
Destroy Executed agreements, contracts, leases between the City and other
parties pertaining to real estate and facilities.
Addendums, Amendments, Attachments / Exhibits, Bids, Awards
(Accepted), Certificates of Insurance, Change Orders, Delivery Records
Disclosures, Exhibits, Improvement Agreements, License Agreements,
Licenses, Performance Bonds, Price Lists, Property Improvement
Contracts, Purchase Orders, Quotations, Receiving Reports, Real Estate
Leases, Attachments, Requests for Information (RFI), Requests for
Proposal (RFP), Requests for Quote (RFQ), Requisitions, Schedules,
Scorecards, Specifications, Statements of Work (SOW), Surety Bonds (bid
bonds, payment bonds, performance bonds, ancillary bonds), Warranties.
Note: Annexations are permanent.
City Clerk
Settlements P CCP 337.337.1(a),
337.15, 343;
GC34090,
contractor has
retention
requirements in 48
CFR 4.703(a)
Permanent Including Litigation Settlements. City Clerk
Budget Operating (Dept.
copies)
S GC34090.7 Destroy Note: Department preference as to when the copy is no longer of any
use.
Finance
Calendar and Scheduling CU + 2Y GC34090 Destroy Appointment books, work schedules, planners, daily assignment
sheets, shift schedules. Records kept that document and facilitate the
routine planning and scheduling of meetings, appointments, daily
tasks, work assignments, shift assignments, vacation and/or day off
schedules. Includes: weekly schedule sheets, work schedules,
appointment logs, and work assignment memos.
Lead
Department
Committees / Taskforces
- Internal
CL + 2Y GC34090 Destroy Staff meetings, meetings not formed by City Council and not regulated
by the Brown Act. Includes: All records, working f iles, general subject,
minutes, agendas, and audio/visual recordings.
Lead
Department
Page 4 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Complaint Files -
Personnel
CL + 5Y EVC 1045; GC
12946; PC 801.5,
803(c);
Destroy Documents complaints about employees, employee actions, or
employee conduct. Includes forms and correspondence.
Note: Does not include complaints or investigations of a peace officer
involved shooting or high profile case records or case record
complaints and employee rights .
Human
Resources and
Public Safety
Complaint Files - Citizen CL + 2Y CCP 338 et seq,
342; GC 945.6,
34090
Destroy Documents complaints about customer service, maintenance, repairs,
or materials. Includes: forms, service requests, and correspondence.
Lead
Department
Copies / Duplicates No longer
required
GC34090 Destroy Copies / duplicates are non-records and can be destroyed when no
longer required.
Note: Department preference as to when the copy is no longer of any
use.
Lead
Department
Correspondence and
General Files that are
drafts, notes, preliminary
drafts, transitory
Non
Records
GC34090, 6252,
6254(a); 64 Ops.
Cal. Atty. Gen.
317(1981)
Destroy Electronic and paper records are filed and retained based upon their
content. E-mails, electronic records, or social media postings that ARE
made or retained for the purpose of preserving the informational
content for future reference are saved by printing out and placing them
in a file folder, or saving them electronically. Items typically not records:
copies, superseded manuals, holiday notices, notes, drafts, working
documents in preparation of other documents, catalogs, trade journals,
materials that have no substantial value, blank forms and paper kept
as supplies, meeting room registrations, telephone messages,
invitations, logs, checklists, thank you notes, undeliverable envelops,
visitor logs, voice mails, webpages, instant messaging, social media
posting, e-mails and letter such as transmittals and acknowledgements
of receipt, etc. not maid or retained in ordinary course of business for
the purpose of preserving the informational content for future
reference.
Note: Consult the Records Management Policy to determine if a record
is considered transitory/preliminary draft.
Lead
Department
Page 5 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Correspondence and
General Files
CU + 2Y GC34090 Destroy Electronic and paper records are filed and retained based upon their
content. E-mails, electronic records, or social media postings that ARE
made or retained for the purpose of preserving the informational
content for future reference are saved by printing out and placing them
in a file folder, or saving them electronically. Administrative, subject,
chronological, general files, letters, memorandums, working files, staff
correspondence, email, notices, and requests.
Note: consult the Records Management Policy to determine if a record
is considered a record.
Lead
Department
Correspondence from
Regulatory Agencies
CL + 2Y
See Note
GC34090 Destroy
Note: Retain until issues is resolved.
Lead
Department
Employee Records –
Supervisory File
See Note GC34090
Upon
separation
send to
Human
Resources
Records document an employee’s history at the Department level.
Includes: copies of personnel action form, leave of absence forms;
safety and training records, correspondence, time off requests,
documented counseling, commendations, citations, and other
employee related information.
Note: maintained in a separate folder by department supervisor to be
incorporated into performance evaluation, or to document progressive
discipline. Upon separation send to Human Resources.
Lead
Department
Employee Training,
Course and Training
Records (Public Safety &
Non-Safety Employees)
T + 6Y
GC12946, 34090
8 CCR 3203
(CU+1);
GC53235.2(b) (5Y);
29 CFR 1602.14
(1Y),
29 CFR 1602.31
(CU+2Y); LAB
3076.3 (5Y); 45
CFR 164.530 (j)
(CY+6Y)
Destroy Records associated with or documenting the job-related instruction of
employee/officials for job proficiency, enhancement or for skill
attainment.
Includes: completed tests, quizzes, certificates of completion, and
certifications.
Note: records can be destroyed 5 years after termination of
employment
Lead
Department
and Human
Resources
Page 6 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Employee Training
Materials, Schedules
(Public Safety & Non-
Safety Employees)
S + 6Y GC12946;
GC34090; 8 CCR
3203 (CU+1);
GC53235.2(b)
(5Y); LAB 3076.3
(5Y); 29 CFR
1602.14 (1Y);
29 CRF 1602.31
(CU+2);
45 CFR 164.530(j)
(CY+6Y)
Destroy Documentation regarding the content of training courses and
schedules for training offered to employees.
Including: course brochures, presentation materials, testing materials.
Lead
Department
and Human
Resources
Equipment (Office)
Ownership and
Maintenance Records
T + 2Y GC34090 Destroy Records documenting the legal ownership and maintenance of all
office- owned equipment. May include, but is not limited to: date of
purchase or lease; purchase price; warrantee information; make and
model owner’s manual, and maintenance logs.
Lead
Department
Events, City Sponsored CL + 5Y
See Note
GC34090 Destroy Festival, Galas, Anniversary Celebrations, Receptions. Includes:
mailing lists, invitations, photographs, media releases,
correspondence, and event diagrams, supplier information, memos,
reports, supporting documents.
Note: transfer records of historical significance to storage facility.
Lead
Department
Events, Special CL + 5Y
GC34090
CCP 338
Destroy Records supporting the process to request a permit or reservation for
field use, facility use, park use, block parties, parades, special events,
street closures, or equipment.
May include, but is not limited to permit applications, correspondence,
and event diagrams.
Lead
Department
GIS Database / Data /
Layers both Citywide and
specialized
P GC34090 Permanent Graphic and non-graphic files for City, may also include Orthorectified
aerial photos and satellite images, detail drawings, site drawings,
seismic hazards, utility maps, water system, pumping facility mapping
project, city facilities, aerial infrastructure projects, coordination maps .
Public Works,
Community
Services,
Development
Services
Goals & Objectives S + 2Y GC34090 Destroy Department goals and objectives. Lead
Department
Page 7 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Grant Records - Awarded CL + 10Y
See note
GC34090; 2
CFR200.33; 7CFR
3016.42; 21 CFR
1403.36(i)(11) &
1403.42(b); 24
CFR 85.42,
91.105(h), 92.505,
570.490,
570.502(a)(b), 29
CFR 97.42; 40
CFR 31.42; OMB
Circular A102, A-
110, A-128 & A-
133
Destroy Documents the application, evaluation, awarding, administration,
monitoring, and status of grants in which a local government entity is
the recipient, grantor, allocator, or administer. Grants may come from
federal or state governments, foundations or other private funding
sources. Includes: applications including project proposals, summaries,
objectives, activities, budgets, exhibits, an aware notification, grant
evaluation records and recommendations concerning grant
applications, grant administration records including progress reports,
budgets, project objectives, proposals, and summaries, records
documents allocation of funds, contracts, records monitoring project
plans and measuring achievement, equipment inventories, financial
reports, accounting records, audit reports, expenditure reports, and
related correspondence and documentation.
Upon closure, the following grant records shall be transferred to the
storage facility: Grant application package, award documents, and
summary, paper, or closing documents; all remaining records can be
destroyed.
Note: If grant requires an audit the records shall be held the total
retention + completion of the audit; whichever is longer. Refer to grant
application close-out procedure.
Lead
Department
Grant Records – Not
Awarded
2Y GC34090 Destroy Lead
Department
Historical P GC34090 Transfer to
storage
facility
Records preserving the City’s History which may include gifts,
donations, and contributions to the City, memorials or tributes by
private individuals or corporations. Includes: newspaper clippings,
photographs, memorabilia, donor and acknowledgement letters,
acquisition lists itemizing purchases made with contributed money
(book s, art, equipment, etc.), conditions or restrictions, history of
fundraising events and related administrative records, and plaques.
Lead
Department
MSDS (Material Safety
Data Sheets)
30Y 8 CCR 3204
(d)(1)(B)(2 & 3); 29
CFR
1910.1020(d)(1)(ii)(
B), GC34090
Destroy Documents chemicals and hazardous materials owned, used, in the
possession in the course of City business. 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 exposure.
City Clerk and
Lead
Department
Page 8 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
News / Press Releases,
City issued
2Y
See Note
GC34090 Destroy Prepared statements and announcements issued to the news media by
the City.
Note: transfer records of historical significance to storage facility.
Lead
Department
Photographs S + 2 GC34090 Destroy General not associated with a project or historical record. Lead
Department
Policies & Procedures,
Departmental
S + 2Y GC34090(d) Destroy Documents the policies, procedural directives, and manuals developed
by the Department to govern its internal management functions.
Lead
Department
Policies & Procedures,
Administrative
S + 2Y GC34090(d) Destroy Documents the policies, procedural directives, and manuals developed
by the City to govern its internal management functions.
City Clerk
Publications: Brochures,
Newsletters, Reference
Materials, Bulletins
CU + 2Y GC34090 Destroy Newsletters, pamphlets, brochures, leaflets, reports, studies,
proposals, and similar published records.
Lead
Department
Purchase Orders See “Finance” Purchasing section.
Reports, Annual and
Special
CU + 2Y GC34090 Destroy Reports documenting the program or primary activities and/or
accomplishment of the City of program, division, department, of the
City. Includes: statistical analysis, narratives, graphs, diagrams, annual
reports, status or progress reports, and similar information. This does
not include staff reports created and/or presented by to the City
Council or other legislative body (See City Clerk Section).
Lead
Department
Subject / Project /
Program Working Files/
Chron Files
2Y GC34090 Destroy
Note: Retention is department preference.
Lead
Department
Surveys and
Questionnaires, City
issued
CL + 2Y GC34090 Destroy Includes: notes or papers used to develop survey tools, data collection
tools, results or analysis of collected data, and reports.
Note: 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). Does not include Development Surveys,
(Recording data and maps) recorded maps and monuments, water or
sanitary surveys.
Lead
Department
Page 9 - V.1 2017
All Departments -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Travel Records CU + 2Y GC34090 Destroy Lead
Department
Vehicle Assignment See “Public Works” Fleet / Vehicles section. Lead
Department
Risk Management
Risk Management -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Accident Reports – City
Assets
CL + 7Y 29 CFR 1904.2;
29;*
Destroy Reports and related records.
* CFR 1904.6
REMIF,
Human
Resources,
and lead
department
Accident, Incident, and
Injury Reports – Public
and Employee
CL + 7Y GC34090.7 Destroy Forms and documents non-vehicle accidents and injuries including
incident/loss reports.
REMIF,
Human
Resources,
and lead
department
Bonds, Insurance P CCP 337.2; 343 Permanent Bonds and insurance policies insuring city property and other assets. HR
Claims, Damage CL + 5Y GC34090;
GC25105.5
Destroy Paid/Denied Redwood Municipal Insurance Fund (REMIF). Includes:
damage to person and property i.e. sidewalk, potholes, trip, etc.
REMIF and
Clerk’s Office
Claims, Property Loss
Recover
CL + 5Y GC34090(d) Destroy May include but is not limited to: claims and records related to cost
recovery against persons or entities responsible for damage to City
property.
Finance &
Lead
Department
Incident Reports CL + 7Y 29 CFR 1904.2; 29
CFR 1904.6
Destroy Theft, arson, vandalism, property damage or similar occurrence (excluding
fire/law enforcement).
Lead
Department
Page 10 - V.1 2017
Risk Management -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Insurance, City’s P GC34090; CCP
336(a), 337
Permanent The City’s Insurance - Documents the terms and conditions of insurance
policies between local government and insurers. Types of insurance
include liability, property, group employee health and life; motor vehicle,
workers’ compensation, flood and others.
Includes: Proof of insurance includes certificates and endorsement
documents insurance coverage required for city contracts, permits,
leases and all other agreements and REMIF (Redwood Empire Municipal
Insurance Fund) accreditation, MOUs, agreements, certificates,
endorsements, policies.
Human
Resources,
City Clerk
Insurance,
Liability/Property
P GC34090 Permanent May include liability, property, Certificates of Participation, deferred, use of
facilities.
Lead
Department
Insurance that cannot be
matched to an
Agreement, Contract,
project, grant, etc.
11Y GC34090; CCP
336(a), 337
Destroy
Note: Covers E&O Statute of Limitations; Published Audit Standards 4-7
years; Statute of Limitations: Contracts & Specs = 4 years, Wrongful
Death=completion + 5 years, Developers=completion + 10 years
Lead
Department,
Purchasing
Photographs, Negatives,
Film, Video
CL + 5Y GC34090 Destroy Lead
Department
Risk Management
Reports
CL + 5Y OMB 1220-0029;
29 CFR1904.4; GC
34090
Destroy Federal OSHA Forms; Loss Analysis Report; Safety Reports ; Actuarial
Studies
REMIF
Workers Compensation P CCR 14311,
15400.2, 8 CCR
10102, 3204(d)(1)
et seq; LAB 110-
139.6; GC6410,
12946; 29 CFR
1910.20
Permanent Claim Files, Reports, Incidents (working files) originals filed with
Administrator
Indemnity; PERS - working files - originals with Administrator.
90 years – Workers’ Compensation Indemnity Claims
75 years - pre-designated doctors
30 years – work related exposure records
15 years – medical only claims
10 years – employee first aid records
10 years - Workers’ compensation incidents
REMIF and
Human
Resources
Page 11 - V.1 2017
ADMINISTRATION
City Manager
City Manager –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Economic Development
Programs and Services
CL + 10Y GC34090
CCP 337.15
Destroy Records and information documenting the City's economic development
programs.
Includes: business promotion programs, business recruitment
programs, community activities, demographics, economic development
programs, economic development strategy, parking management
strategies, retail incentive programs, and urban design plans.
City Manager
Speeches /
Presentations
2Y GC34090 Destroy City Manager
Information Services
Information Services -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Helpdesk Information CL + 2Y GC34090 Destroy Note: Retention is department preference. IT
Network Information CU + 5Y GC34090; CCP
337.2, 343
Destroy Configuration maps and plans.
Note: Retention is department preference.
IT
Policies and Procedures S + 2Y GC34090 Destroy Management/Policies and supporting documentation including security. IT
Program Files and
Directories/Folders
Backups
CU + 2Y GC3409,
GC3409.7
Destroy Used for disaster recovery purposes only; Considered a copy and can
be destroyed when no longer needed.
All users’ files and folders are backed up daily to weekly to monthly
with a one year backup retained.
IT
Software Media,
Applications, Database
Systems, and Licenses
No longer
required
GC3409,
GC3409.7
Destroy City applications and databases running on servers including all cloud
databases.
Note: Department preference as to when the software is no longer of
any use.
IT
Surveillance Video 1Y GC34090.6 (a) Destroy IT
Page 12 - V.1 2017
Information Services -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
WORM/DVD-r/Blue
Ray-R or other
unalterable media that
does not permit
additions, deletions, or
changes
P GC60200, 12168.7,
EVC1550,
CCR22620
P For legal compliance for Trusted Electronic Records (when the
electronic records servers as the official record).
IT
Legal
Legal –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department of
Record
Agreements
Contracts
See “All Departments” Agreements/Contracts section.
Appeals, Civil CU + 3Y CCP
583.320(a)(3);
GC34090
Destroy REMIF
City Attorney
Case Log CL + 7Y CCP 337.2, 343 Destroy From Close of cases listed; Chronological listing of cases. City Attorney
REMIF
Criminal Prosecutions CL + 15Y GC34090 Destroy City Attorney
Litigation - Case
Records - (High
Profile)
P GC6254 Permanent Significant cases which have importance/or set legal precedence.
Includes logs, complaints, police reports, court orders, motions, notes,
briefs.
City Attorney
Litigation - Case
Records
CL + 10Y GC911.2, 945.6,
34090, 34090.6;
PC 832.5; 42
USC s1983
Destroy Includes logs, complaints, police reports, court orders, motions, notes,
briefs, closing statements (unless minors - 3 years after attaining 18).
City Attorney
REMIF
Litigation Final
Settlement
P GC911.2, 945.6,
34090, 34090.6;
PC 832.5
Permanent
Note: City Clerk retains settlement agreements.
City Attorney
REMIF
Index, Attorney Case L GC6254 Destroy Including notations on activities related to case. City Attorney
Opinions, Legal S + 2Y GC34090; 6254 Destroy Confidential. City Attorney
Pitchess Motions CL + 5Y GC34090;
EV1045(b)(1)
Destroy City Attorney
Subpoena Duces
Tecum
CL + 2Y GC34090 Destroy City Attorney
City Clerk
Page 13 - V.1 2017
CIP (CAPITAL IMPROVEMENT PROJECTS)
CIP –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Agreements
Contracts
See “All Departments” Agreements/Contracts section.
Capital Improvement
Projects & Master
Plans
P GC34090(d) Permanent Documents the administration of Capital Improvement Projects
(infrastructure and facility). Includes: , Design Contract Agreement,
Final plans and specs, fully executed construction contract agreement
and all contract change orders, bonds, certification of occupancy,
permits, records drawings (as-built), regulatory agency approvals,
Notice of Award, Notice to Proceed, Notice of Completion, Completion
Report.
Lead
Department
Capital Improvement
Projects
CL + 10Y CC337.15 Destroy Supporting documents including bidders list, non-winning bids, Council
Resolutions, project administration records, schedules, certified
payrolls, invoices and progress payments, submittals, requests for
information (RFI), material certifications, meeting notes, weekly working
day reports, reports, work orders, schedules, material testing reports,
energy calculations, structural calculations, correspondence, design
exception report, water books, water plans, soils reports, Topo surveys,
and structural calculations, CCTV videos and reports.
Lead
Department
California
Environmental Quality
Act (CEQA)
P GC34090(a);
CEQA
Guidelines
Permanent Exemptions, Negative Declarations, Environmental Impact Report,
Mitigation monitoring, negative declaration, notice of .determination,
comments, statements of overriding considerations
Lead
Department
Construction
Tracking, Daily
P CC337.15 Permanent Daily inspections. Lead
Department
Contractors CU + 2Y GC34090d Destroy Current CUCCAC listing. Lead
Department
Drawings, Traffic
Control Plan
P GC34090a Permanent Signs, signing & striping, road construction. Lead
Department
Master Plans, Annual S + 2Y GC34090 Destroy Special or long range program plan for municipalities – coordination of
services; strategic planning.
Lead
Department
Page 14 - V.1 2017
CITY CLERK
City Clerk –
Record Series Title
Retention Statutory
Reference
Dispositio
n
Descriptor/Content Department
of Record
Annexations,
Boundaries,
Consolidations/ LAFCO
P GC34090a;
GC6254
Permanent Documents the history of land annexations. Includes: recorded maps,
agreements, and reports.
City Clerk
Appeals CU + 3Y GC34090 et seq.;
CCP
583.320(a)(3)
Destroy Appeals to the City Council, Planning Commission, and City Manager.
Includes: administrative citation appeals/request for hearing and massage
business license appeals.
City Clerk
and Lead
Department
Articles of Incorporation P GC34090; CCP
337.2
Permanent A written instrument that creates and defines the rights and privileges of the
City. May include, but is not limited to original documents, petitions for
incorporation, constitution, by-laws, and amendments.
City Clerk
Assessment Districts
Annual Renewal Reports,
Assessment Roll Report
P GC 34090 Maintenance Districts, Bond Districts, Acquisition Districts, PBIDS, CFDs.
Records the levying of taxes and assessments for maintenance and
construction; and distribute funds. Includes: annual reports; tax rolls; maps;
consultant contracts; engineer’s reports; acquisition and shortfall
agreements; cost verification letters and binders; budget journals; cost
accounting records.
Note: City Clerk holds original documentation.
City Clerk
and Lead
Department
ASSESSMENT
PROCEEDINGS
GC 53753(e)(2);
EC 17302, 17306:
CA Constitution
Article XIII
Document the tabulation of ballots relating to assessment districts such as
assessment districts, landscape and lighting districts, and property.
Proceeding Certificate
and Proposition 218
Ballots
P GC 34090 Permanent City Clerk
Vote Tabulation CU + 2Y GC 34090 Destroy Prop 218 Ballots and/or protest letters. City Clerk
CITY COMMISSION,
COMMITTEE, &
BOARD
RECRUITMENT
GC34090 Documents the recruitment process of persons who have applied to serve
on a City Board, Commission or Committee.
Includes: applications to City Commission, Committee, and Board,
recruitment administrative records, announcements, and correspondence.
City Clerk
Page 15 - V.1 2017
City Clerk –
Record Series Title
Retention Statutory
Reference
Dispositio
n
Descriptor/Content Department
of Record
Successful /
Appointed
T + 2Y Destroy City Clerk
Unsuccessful / Not
Appointed
2Y Destroy City Clerk
City Seal and Flag P GC34090(d) Superseded
originals will
be
transferred
to storage
facility
The City Seal is the official mark of the City, generally used in embossed
form to guarantee the authenticity of a City document. This is different than
a logo or brand.
Note: Historical records.
City Clerk
FPPC GC34090 Fair Political Practices Commission
Conflict of Interest,
87200 Filers / Form
700
7Y GC81009(f)&(g),
34090(d)
Destroy FPPC Form 700 Statement of Economic Interest- Conflict of Interest Code
and administrative files for 87200 filers (City Councilmembers, City
Manager, City Treasurer and City Attorney).
Note: Originals are filed with the FPPC and a copy is maintained by the City
Clerk (Filing Officer). 84615(i) covers Online Disclosure retention of 10Y.
City Clerk
and FPPC
Conflict of Interest,
Designated
Employees and
Consultants / Form
700
7Y GC81009(e)&(g),
34090(d)
Destroy FPPC Form 700 Statement of Economic Interest – City’s Conflict of Interest
Code designated filers (adopted by City Council Resolution).
Note: City Clerk (Filing Official) maintains original.
City Clerk
Ethics Training /
AB1234 Certificate
CL + 5Y GC34090,
53235.2(b)
Destroy City
Manager
Form 801 7Y FPPC Opinion; 2
CCR
18944(c)(3)(G)
Destroy Payments to Agency Report.
Note: must be posted to the City’s website.
City Clerk
Form 802 7Y GC81009(e) Destroy Agency Report of Ceremonial Role Events and Tickets Distributions.
Note: should be posted to City’s website for 4 years.
City Clerk
Form 803 7Y GC34090;
81009(e)
Destroy Behested Payment Report. City Clerk
Page 16 - V.1 2017
City Clerk –
Record Series Title
Retention Statutory
Reference
Dispositio
n
Descriptor/Content Department
of Record
Form 804 P FPPC Reg.
18734(c);
GC81009(e)
Permanent Agency Report of New Positions. City Clerk
Form 805 P FPPC Reg.
18734(c);
GC81009(e)
Permanent Agency Report of Consultants. City Clerk
Form 806 7Y 2 CCR 18705.5;
GC34090,
81009(e)
Destroy Agency Report of Public Official Appointments.
Note: must be posted to the City’s website.
City Clerk
Master Appointments
Lists
P GC34090 Permanent Roster of Elected and Appointed Officials (Board & Committee Members,
etc.), Local Appointments List (Maddy Act).
Note: retained for historical value.
City Clerk
Municipal Code P GC34090 Permanent Includes supplements. The Municipal Code documents all ordinances
passed by City Council.
City Clerk
Oaths of Office T + 6Y GC34090,
36507; PC801.5;
29 UCS 1113
Destroy City Council, City Commission, Committee, and Board, and Planning
Commission.
Note: Statute of Limitations: Public official misconduct is discovery of
offense + 4 years, retirement benefits is 6 years from last action; statewide
guidelines propose termination + 6 years
City Clerk
Public Records
Requests
CL + 2Y GC34090 Destroy Any request for records under sunshine laws; Open Records Request,
California Public Record request, and Freedom of Information Act requests.
Includes: request, records requested, correspondence, and tracking/logs.
City Clerk
RECORDS
Inventory CU + 2Y GC34090; 80
OPS Attorney
General 106
Destroy Inventory of non-current or inactive records holdings and location, indices.
Tapes may be recycled.
City Clerk
Records
Management
CL + 2Y GC34090 Destroy Includes retrieval, transfers, inactive records. City Clerk
Page 17 - V.1 2017
City Clerk –
Record Series Title
Retention Statutory
Reference
Dispositio
n
Descriptor/Content Department
of Record
Records
Management
Disposition
Certification
P GC34090(e);
CCP 343
Permanent Documentation of final disposition of records. Includes: disposal lists and
destruction authorizations.
City Clerk
Records
Management
Policies
S + 4Y CCP 343 Destroy Records Management Policy and Records Retention Schedule. City Clerk
City Council
City Council –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Agenda Packets P GC34090 Permanent Agendas, staff reports, documentation received, created and/or submitted
at a meeting for City Council and Planning Commission, and City
Commission, Committee, and Board (Brown Act bodies).
Note: Retention is department preference.
City Clerk
Applications, Boards,
Commissions, and
Committees- Selected /
Appointed
T + 5Y GC34090 Destroy City Clerk
Applications, Boards,
Commissions, and
Committees –
Unsuccessful / Not
Appointed
CL + 2Y GC34090 Destroy City Clerk
Ceremonial Documents CU + 2Y GC34090 Destroy Proclamations, certificates, recognitions. City Manager
City Council Standing &
Ad Hoc Committees
T + 2Y GC34090 Destroy Composed of less than a quorum of the City Council for a limited period of
time regarding a specified subject matter.
City Manager
Correspondence CU + 2Y GC34090 Destroy Correspondence directly to and from Councilmembers . City Manager
Page 18 - V.1 2017
City Council –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
External Boards,
Commissions,
Committees, and
Organizations
As needed Non Records Destroy The originating agency/meeting body is the department of record.
Examples: Sonoma County Library Commission, REMIF, Mayors’ and
Councilmembers’ Association.
City Clerk
Meeting Notices CU + 2Y GC 34090.7,
54960.1(c)(1)
Destroy Includes special meeting. City Clerk
Minutes and Bylaws P GC34090(d),
36814, 40801
Permanent Minutes or Bylaws for City Council and Planning Commission, and City
Commission, Committee, and Board (Brown Act bodies). Including bylaws
for the City of Rohnert Park Foundation.
City Clerk
Ordinances /
Resolutions
P GC34090(d),
40806, 40801
Permanent Legislative and non-legislative actions that document the City’s policy
development. An ordinance defines a law set forth by the City Council. A
resolution is formal expression of opinion, will, or intent voted by the
official body.
City Clerk
Petitions CU + 1Y GC50115, 6253 Destroy Petitions submitted to legislative/advisory bodies.
Note: may be part of the agenda packet and would then be permanent.
City Clerk
Recordings / Video /
Audio
5Y
minimum
GC34090.7,
54953.5(b), 60201
Destroy Including live stream of City Council and Planning Commission, and City
Commission, Committee, and Board (Brown Act bodies) meetings.
Note: Retention is department preference; audio and video recording of
meetings are 30 days per GC 54953.5(b). or 90 days per GC 34090.7.
City Clerk
Elections
Election –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Calendar E + 2Y GC34090 Destroy City Clerk
Campaign Statements
– not required to be
filed with the City Clerk
E + 4Y GC81009(f)&(g) Destroy FPPC 400 Series Forms - would be copies.
City Clerk
Campaign Statements,
Elected / Successful
Candidates
P GC81009(b)&(g) Permanent FPPC 400 Series Forms, Form 501 Candidate Intention Statement, and
Form 700 Statement of Economic Interest.
Note: must retain paper for 2 years.
City Clerk
Page 19 - V.1 2017
Election –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Campaign Statements,
Not Elected /
Unsuccessful
Candidate
E + 5Y GC81009(b)&(g) Destroy FPPC 400 Series Forms, Form 501 Candidate Intention Statement, and
Form 700 Statement of Economic Interest.
Note: must retain paper for 2 years.
City Clerk
Campaign Statements
Other Committees
E + 7Y GC81009(c)&(g) Destroy FPPC 400 Series Forms. PAC, not candidate controlled. City Clerk
Candidate File, Elected 8Y GC81009(b) &
(g), 34090(d); EC
17100
Destroy Includes Nomination Papers, Candidate Statements, ballot designation
worksheet, biographical form, arguments/rebuttals for measurements, etc.
etc.
Note: Term of office + 4Y.
City Clerk
Candidate File, Not
Elected
E + 5Y GC81009(b) &
(g); EC 17100
Destroy Includes Nomination Papers, Candidate Statements, ballot designation
worksheet, biographical form, arguments/rebuttals for measurements, etc.
etc.
City Clerk
Canvass P GC 22932; EC
17130, 2653
Permanent Notifications and Publication of Election; Records used to compile final
election results, including tally sheets, voting machine tabulation, detailed
breakdown of results; special election results.
City Clerk
Certificates of Election Term + 4Y GC81009 (a) &
(d)
Destroy City Clerk
General Working /
Administration Files
E + 4 GC34090 Destroy Includes: Notifications and Publications (proof of publication or posting,
certification and listing of notice of posting, copy of newspaper notice and
certification of offices to be voted)correspondence, candidate handbooks,
precinct maps, county election services, voter information, etc.
City Clerk
Historical P GC34090 Permanent Sample Ballot, final results, names and terms of elected officials, etc. City Clerk
Initiative / Recall /
Referendum
P GC81009 (f) &
(g), 34090;
EC17200, 17400
Permanent City Attorney Opinions, Ballot Measure Arguments, Impartial Opinion,
Election Results.
Note: Department preference to retain for historical value.
City Clerk
Petitions / Initiative,
Recall, Referendum
CL + 8 M EC 17200, 17400 Destroy Signed petition submitted to City Clerk.
Note: Not accessible to the public.
City Clerk
Page 20 - V.1 2017
COMMUNITY SERVICES
Parks & Recreation
Parks & Recreation -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Community Pools CU + 2Y GC34090(d) Destroy Records that support routine business operations of the City’s
Community Pools. May include but is not limited to activity schedules,
center rental agreements and rental, and wheelchair lifts/chair
transfers, and administration records.
Note: see Department of Health
Community
Services
Department of Health
Records
5Y GC34090 Destroy Records required by the Department of Health for Concession stand
operations, aquatic facilities, and hazardous materials . Ma y include,
but is not limited to: pool inspections, lifeguard certifications, and
concessions at City facilities, parks, and pools.
Community
Services
Equipment AU + 2Y GC34090 Destroy Inventory, warranties, purchase orders. Community
Services
Facility Use
Applications/Facility
Use Permits
CU + 2Y GC34090 Destroy Includes: Applications, Certificates of Insurance, permits, contracts,
diagrams, and schedules.
Community
Services
Grants See “All Departments”
MATERIALS
Activities, Classes, &
Events
CL + 2Y GC34090 Destroy May include but not limited to: Schedules, materials, program
administration records, correspondence, and promotional materials
such as brochures, flyers, and advertisements.
Community
Services
Camps CL + 7Y GC34090(d);
American Camping
Association
Guidelines
Destroy May include but not limited to: Schedules, materials, program
administration records, correspondence, and promotional materials
such as brochures, flyers, and advertisements.
Some statistical special event records are also kept in the CLASS
Reservation Database.
Community
Services
Programs T + 2Y GC34090 Destroy May include but not limited to: Schedules, materials, program
administration records, correspondence, and promotional materials
such as brochures, flyers, and advertisements.
Some statistical special event records are also kept in the CLASS
Reservation Database.
Community
Services
Page 21 - V.1 2017
Parks & Recreation -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Participant Registration
and Attendance
Records
CU + 2Y
See Note
regarding
Minors
GC34090 Destroy Documents the registration and attendance of participants in sponsored
events, activities, and classes. Records may include registration forms or
cards, class or activity rosters, sign in sheets, consent/waiver forms,
emergency cards, and related documents.
Some statistical special event records are also kept in the CLASS
Reservation Database.
Note: For a minor, records are maintained 1 year after minor turns 18
Special Events See “All Departments”.
Performing Arts Center (PAC)
PAC –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Audits CU + 2Y GC34090 et seq. Destroy PAC
Booking Sheets and
Cancellations
CU + 2Y GC34090 et seq. Destroy PAC
Cash Receipts, Deposit
Slips, Check Stubs
CU + 5Y GC34090 et seq. Destroy PAC
Event Files CU + 5Y GC34090 et seq. Destroy PAC
Event Line up sheets CU + 2Y GC34090 et seq. Destroy PAC
Petty Cash- Change
Fund
CU + 5Y GC34090 et seq. Destroy PAC
Partner Files T + 5Y GC34090 et seq. Destroy RFP, Agreement, Insurance Certificates, Correspondence, etc. City Clerk
REPORTS
Business
Management
Reports
CU + 2Y GC34090 et seq. Destroy Manager’s Report, Daily Checklist, Coordinator Walk-thoughts PAC
Page 22 - V.1 2017
PAC –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Financial Reports CU + 5Y GC34090 et seq. Destroy PAC
Schedules CU + 2Y GC34090 et seq. Destroy Events, Work Hours PAC
Surveys, Client
Critiques
CL + 2Y GC34090 et seq. Destroy PAC
Page 23 - V.1 2017
DEVELOPMENT SERVICES
Development Services -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
General Services
Database Records
P GC34090 Permanent GORequest / Government Outreach program . Public Works
Public Safety
Development
Services
Permits, Construction P GC34090a;
H&S19850;
4003; 4004
Permanent Plans, building, signs, grading, encroachment, including blueprints
and specifications.
Development
Services
Permits, Other CL + 2Y GC34090d Destroy Alterations, encroachment, excavations, road, street sidewalks &
curb alterations, transportation, swimming pool drainage, temporary
uses, etc.
Development
Services
Photographs S + 2Y GC34090d Destroy General- not associated with a project or application. Development
Services
Projects, Not
Completed or Denied
CL + 2Y GC34090d Destroy Building, engineering, planning. Development
Services
Reports CU + 2Y GC34090 Destroy Activit y, periodic. Development
Services
Seismic Retrofit
Program
P GC34090a Permanent Includes Certificates of Compliance. Development
Services
Special Studies (not
related to a specific
project)
P GC34090(d) Permanent Growth Management, Hazardous Waste, Land Use, Noise,
Population, Traffic, Transportation, Windmills, etc.
Development
Services
Studies, Special
Projects & Areas
CL + 2Y GC34090d Destroy Engineering, joint powers, noise, transportation. Development
Services
Building
Building –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Code Books P GC50022.6 Permanent CBC, CRC, CEC, CPC, CMC,CEBC,CFC, CalGreen, Energy Code,
UBC, UPC, UEC, UMC, etc. including supplements.
Building
Page 24 - V.1 2017
Building –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Completed Building File
Non Residential
Structures
P GC34090(d); H&S
19850.a-d; CBC
104.7, 107.5; CC
1351
Permanent For completed projects including: building plans and specifications,
construction documents, Certificate of Occupancy (COO) and use,
structural calculations, final approval from design professional,
special inspections, verification of green building, permit application,
plan sheets and supporting documents, receipts, project
correspondence, inspection certifications, hold harmless agreement,
flood certification, alternative means, accessibility hardship, and all
required forms.
Building
Completed Building File
Residential Structures
CL+2 GC34090(d); H&S
19850.a-d; CBC
104.7, 107.5; CC
1351
Destroy For completed projects including: building plans and specifications,
construction documents, structural calculations, final approval from
design professional, special inspections, verification of green
building, permit application, plan sheets and supporting documents,
receipts, project correspondence, alternative means, and all
required forms.
Building
Correction Notices CL GC34090d Destroy Daily activity inspector log and correction notices. Building
Expired Building File
Residential and Non-
Residential Structures
P GC34090(d); H&S
19850.a-d; CCR
Title 24 CBC CBC
104.7, 107.5; CC
1351
Permanent For expired permits or certificates including: building plans and
specifications, construction documents, building permits, correction
notices, Temporary Certificate of Occupancy (TCO), declarations,
structural calculations, final approval from design professional,
special inspections, verification of green building, permit application,
plan sheets and supporting documents, receipts, project
correspondence, inspection certifications, alternative means,
accessibility hardship, and all required forms.
Building
Notice of Violations,
Unsafe Structure, & Stop
Work Notices
CL + 2Y GC34090d Destroy Correspondence, fees, appeal requests, reports, compliance orders,
stop work notices, etc.
Building
Permit Applications (Not
Approved / Expired)
CL + 180
days
CCR Title 24 CBC
105.3.1 & 105.3.2,
CRC R105.3.1.2
Destroy Building plans and specifications for construction of Residential and
Non-Residential Structures. (ie construction documents)
Building
Permit Database
TRAKiT
P Permanent Records serve as official authorization for construction including
installation of plumbing, electrical and mechanical equipment and
other related work. Data is interrelated to other documents.
Development
Services
Page 25 - V.1 2017
Building –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Permits and Certificates,
Issued
P GC34090a; 4003;
4004; H&S 19850,
19853
Permanent For residential and non- residential structures including new
construction alterations, additions and modifications to mechanical,
electrical, and plumbing systems.
Building
Plan Requests 2Y GC34090 Destroy Requests and permissions to receive copies of plans to and from
architects.
Building
Code Compliance
Code Compliance -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Case Files CL + 2Y GC34090d Destroy Building, zoning, housing and mobile home code violations. Including
inspections; public nuisance rubbish and weed abatement, vehicle
abatement, citations, massage parlor permits, general.
Development
Services
Liens & Releases Utilities, abatement, licenses. Development
Services
Supporting CL + 2Y GC34090 Destroy Development
Services
Recorded P GC34090 Permanent Development
Services
Logs CU + 2Y GC34090d Destroy Lien Recovery, citations, complaints. Development
Services
Regulations S + 2Y GC34090d Destroy Includes rules. Development
Services
Reports, Federal and
State
P GC34090a Permanent Code enforcement statistics; may contain records affecting title to real
property or liens thereon.
Development
Services
Engineering
Engineering –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Benchmark Data P GC34090d Destroy Horizontal, vertical & control. Engineering
Bridges & Overpasses
Reports
L GC34090 Destroy The reports come from the state. Retain for life of structure. Engineering
Surveys P GC34090a Permanent Recording data and maps. Engineering
Page 26 - V.1 2017
Engineering –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Development Standards P GC34090a Permanent Manual of Standards. Engineering
Maps & Plats P GC34090a Permanent Engineering & field notes and profiles; cross-section of roads, streets,
right-of-way, bridges; may include annexations, parks, tracts, block,
storm drains, water easements, bench marks, trees, grading, landfill,
fire hydrants, base maps, etc.
Engineering
Permits
Encroachment P GC34090 Permanent Engineering
Grading P GC34090 Permanent Engineering
Improvement CL + 2Y GC34090 Destroy May include curbs, sidewalks; Applications for excavation, fill,
alterations
Engineering
Oversize Load CL + 2Y GC34090 Destroy Engineering
Parking CL + 2Y GC34090 Destroy Residential Finance
Paving CL + 2Y GC34090 Destroy Building
Use (Temporary) CU + 2Y GC34090 Destroy Includes Special Events Planning
PROPERTY
Abandonment P GC34090a Permanent Buildings, Condemnation, Demolition Engineering
Acquisition/
Disposition
CL + 10Y GC34090a; GC6254 Destroy Supporting documents re: sale, purchase, exchange, lease or rental of
property by Cit y
Engineering
Appraisals CL + 2Y GC34090;
GC6254(h)
Destroy Exempt until final acquisition or contract agreement obtained Engineering
Deeds &
Prom issory Notes
P GC34090a; Permanent * 24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA- 110 Engineering
Eminent Domain P GC34090d Permanent Records relating to the legal process initiated by the City to acquire
private property for a public use. Includes: relocation assistance, title
reports, settlement statements, and acquisition agreements.
Engineering
Maps, City
Boundary
P GC34090d Permanent Recorded maps, surveys, monuments Engineering
Lot Split Cases P GC34090 Permanent Engineering
Railroad Right-of-way CL + 3Y 36 CFR 64.11 Destroy Land acquisitions, correspondence, improvements, statutory records Engineering
Page 27 - V.1 2017
Engineering –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Routes, School Bus &
Truck
S + 2Y GC34090 Destroy Truck routes, access ramps, rest areas. Engineering
Soil Reports P GC34090d Permanent Final Reports. Engineering
Special Districts P GC34090a Permanent Improvement, lighting, underground utility; bonds, taxes &
construction.
City Clerk
and
Engineering
Streets- Abandonment /
Vacations of
Streets/Alleys
P GC34090 Permanent Relinquishment of rights and fee title. Engineering
Streets - Easements,
Dedications, Rights-of-
Way
P GC34090 Permanent Engineering
Streets - Inspection CU + 2Y GC34090 Destroy Includes intersection, sidewalks Engineering
Street - Signage L + 2Y GC34090 Destroy Log books, index register cards, inventory lists, records of traffic
signs.
Engineering
and Public
Works
TRAFFIC
Congestion
Management
CU + 2Y GC34090d Destroy Ride sharing, trip reduction. Engineering
Speed Limits S + 2Y GC34090 Destroy Including policies and procedures for setting limits. Engineering
Speed Survey S + 5Y GC34090 Destroy Required every 5 years, but can be extended to 7 to 10 years. Engineering
Traffic Count,
Collisions, Accidents
CL + 2Y GC34090d Destroy Evaluation of traffic volume. Engineering
Traffic Control
Devices
The
greater of
S or 10Y
GC34090d Destroy Document the history of traffic signal timing at City’s intersections and
maintenance of traffic signal and devices. Includes traffic signal timing
reports.
Engineering
Page 28 - V.1 2017
Engineering –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Traffic Control
Device Inventory
S + 2Y GC34090 Destroy Signs, lights. Engineering
Traffic Safety S + 2Y GC34090 Destroy Drivers Education, Pedestrian Safety, Bicycle Lanes. Engineering
Traffic Signals L GC34090 Destroy Logs, drawings, wiring diagrams, codes, circuit numbers, installation
records, testing and maintenance.
Engineering
Traffic Studies,
Counts, and
Calming
S + 5Y GC34090 Destroy Traffic volume, accident history, requests, statistics, drawings
supporting traffic devices.
Engineering
Planning
Planning –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Air Quality (AQMD) CU + 7Y CCP338(k);
GC34090
Destroy Participants/voucher logs, Total Daily Mileage Surve y (TDM); various
local authorities; Commute Alternative.
Planning
Annexation Case Files P GC34090a Permanent Annexations, boundaries, consolidations, LAFCO. Reports,
agreements, public notices.
Planning
Certificates L GC34090 Destroy Compliance, elevation, occupancy, etc. which affect real property.
Retain during life of structure.
Planning
Development
Conditions
L GC34090 Destroy Mitigation measures; filed with case files. Planning
Development
Agreements
See “All Departments” Agreements / Contracts section. Planning
Design Review Project
File
CL + 10Y GC34090(d); 14
CC15095(c)
Destroy Records relating to building structures or modifying existing structures
in design review districts. File routing documents, noticing documents,
project correspondence, records of decision, council and commission
staff reports and exhibits, invoices, receipts, environmental documents
(if required by project). All required forms.
Planning
Environmental
Determinations
P GC34090 Permanent Environmental reports inside City boundaries. EIR’s, Negative
Declarations, Notice of Determination, Categorical Exemptions, etc.
Planning
General Plan Elements
and Amendments
P GC34090
GC65103; *
Permanent Land use studies, plans, reports. Includes sphere of influence. Planning
Page 29 - V.1 2017
Planning –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
General Plan
Amendment
Applications
GC34090
GC65103; *
* GC50110 Planning
Approved CL + 2Y Destroy Planning
Denied CU + 2Y Destroy Planning
General Plan working
papers
2Y GC34090; 14 Ca
Code of
Regs15095(c)
Destroy File routing documents, noticing documents, project correspondence,
records of decision, council and commission staff reports and exhibits,
invoices, receipts, environmental documents (if required by project),
all require forms.
Note: Department preference as to when no longer of any use.
Planning
Historic Preservation
Inventory
CU + 2Y GC34090d Destroy Historic structures & landmarks. Planning
Interpretations CU + 2Y GC34090 Destroy Planning
Land Uses,
nonconform ing
P GC34090a Permanent Building or site usage which does not conform to current standards. Planning
Maps, Plans, Drawings,
Exhibits, Photos
P GC34090; H&S
19850; GC34090.7
Permanent Zoning, tentative subdivision, parcel, land use map, aerial photos,
specific plans.
Planning
Planning and Zoning
Project Files
P GC34090(d),
34909(a);14 Cal
Code Regs
15095(c); H&S
19850; 4003, 4004
Permanent Pertains to real property. File routing documents, noticing documents,
project correspondence, records of decision, council and commission
staff reports and exhibits, invoices, receipts, environmental
documents (if required by project), all required forms.
Records regarding, but not limited to, the regulation and use of land,
lot line adjustments, buildings or other structures for residences,
commerce, industry, and other uses required by the community; the
regulation of the location, height, and size of buildings or structures.
Records documenting planning applications for entitlements required
by Title 16 or Title 17 of the City Code.
Planning
Page 30 - V.1 2017
Planning –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Planning Project Files
Incomplete or
Withdrawn
CL + 2Y GC34090.7, 34090 Destroy File routing documents, noticing documents, project correspondence,
records of decision, council and commission staff reports and exhibits,
invoices, receipts, all required forms. Projects have a 1 year vesting
(applicant must pull permit within 1 year), and can be extended –
those applications in which the applicant does not follow through with
permit may be destroyed after the vesting period has expired.
Planning
Planning Project Files
Permanent Entitlements
(approved, denied, or
expired)
P GC34090(d);14
Cal Code Regs
15095(c)
Permanent Includes Associated Conditions of Approval, Environmental
Determinations, Staff Reports, Plans & Maps, Appeals, etc.
Examples: Conditional Use Permits (CUP’s), Design review, General
Plan Amendments (GPA), Lot Line Adjustments, Parcel Maps, Site
Plans, Specific Plans, Specific Plan Amendments, Tentative
Subdivisions, Variances, Zone Changes, etc. Projects have a 1 year
vesting (applicant must pull permit within 1 year), and can be
extended – those applications in which the applicant does not follow
through, and can be extended, the permit may be destroyed after the
vesting period has expired. Department maintains complet e files for
administrative purposes; Final environmental determinations are
required to be kept a “reasonable period of time”.
Planning
Preliminary Review File
(no final application)
CL + 2Y GC34090(d);14
Cal Code Regs
15095(c)
Destroy Preliminary documents Planning
Street Names and
House Numbers
P GC34090a Permanent Policies and procedures regarding the naming and numbering of city
streets, housing and/or lots.
Planning
Temporary Use Permits
/ Special Use Permits /
Temporary Entitlements
CL + 2Y GC34090(d);14
Cal Code Regs
15095(c)
Destroy Christmas tree lots, fireworks, banners, pumpkin lots, outdoor events,
etc.
Planning
Signs (Temporary) S + 2Y GC34090d Destroy Home occupations, off-premise signs. Planning
Zoning Map
Amendments, Zoning
Text Amendments
P GC34090.7 Permanent Approved by Resolution or Ordinance – City Clerk’s Office hold final
approval documents.
Planning
Page 31 - V.1 2017
Housing
Housing –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Affordable Housing
Projects
CL + 5Y* 24 CFR 85.42,
92.508(a)(c)(2),
570.502(b); 29 CFR
97.42, GC34090(d)
Destroy Includes affordable housing loans or grants, rehabilitation, first time
home buyers, community housing development organizations, CDBG
& HOME, etc.
*after the affordability period terminates or the written agreement
terminates, whichever is longer.
Planning
Bonds CL + 4Y CCP 337 Destroy Revenue Bond Documentation. Planning
Programs CL + 3Y 24 CFR
570.502(b)(3); 24
CFR 85.42 & OMB
Cir. A-110, #C
Destroy Includes comprehensive Housing Authority Strategy, Meeting Credit
Certificate, Housing bond advisory, In-Lieu Housing Mitigation,
Low/Moderate Housing, and Rental Housing Assistance.
Planning
Redevelopment
Budgets, Audits, and
Bond Issues
P GC4090, 40802,
53901, 43900 et
seq.
Permanent Planning
Relocation Files CL + 2Y GC34090 Destroy e.g. Redevelopment. Planning
Satisfied Loans /
Reconveyances
5Y GC34090 Destroy Paid or forgiven loans. Planning
Page 32 - V.1 2017
FINANCE
Administrative Services
Admin Services –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
AUDIT
Annual Financial
Report
P GC34090 Permanent Independent auditor analysis. Finance
Bonds CL + 10Y GC34090; CCP
337.5
Destroy Final bond documentation. Finance
Hearing or Review AU + 2Y GC34090; OMB A-
128
Destroy Documentation created and or received in connection with an audit
hearing or review
Finance
Reports AU + 4Y GC34090(d); OMB
A-128
Destroy Internal and/or external reports, studies, correspondence, and other
materials that would support the audit function.
Finance
Reviews,
Internal/External
Periodic
CU GC34090; GC6250 Destroy Daily, weekly, monthly, quarterly or other summary, review, evaluation,
log, list, statistics, except a report.
Finance
BUDGET
Adopted P GC34090 Permanent Records documenting the final annual financial plan approved by the
City Council. Includes: Final adopted budget, capital improvement
program; mid-year budget review and reports; budget operating
adjustments, labor projection reports and budget forecasts.
Finance
Proposed CU + 2Y GC34090 Destroy Presented to Council. Finance
Business License / Home
Occupancy
AU + 4Y GC34090; CCP 337 Destroy Paid, reports, application records. Finance
Fees, Development Fee
Districts
CL + 5Y GC34090 Destroy Finance Plans, Nexus Studies, and Development Fees. Records used
to develop and administer developer fees for various Programs to
mitigate the development. Includes: certifications of noticing; maps;
consultant contracts; finance plan and nexus study documents.
Finance
General Accounting
General Accounting -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Accounts Payable AU + 4Y GC34090 Destroy Invoices, vendor invoices, payment vouchers, cleared checks, check
copies, check registers, supporting documents, IRS 1099 Forms, IRS
W9 Forms, IRS 1096 Forms, CA Forms 587 and 590.
Finance
Page 33 - V.1 2017
General Accounting -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Accounts Receivable AU + 4Y GC34090 Destroy General A/R, TOT, Retiree Medical, Business Licenses, Damage to
City Property.
Finance
Applications CL + 2Y GC34090 Destroy Utility connections, disconnects, registers, service. Finance
Assessment Districts P GC34090 Permanent Collection information.
Note: Original documentation files with City Clerk.
Finance
Bank Reconciliation AU + 5Y GC34090; 26 CFR
16001-1
Destroy Statements, summaries for receipts, disbursements & reconciliation. Finance
Billing Records AU + 2Y GC34090 Destroy Customer name, service address, meter reading, usage, billing,
payments, adjustments, applications/cancellations, autopay forms.
Finance
Billing/Customer Records CU + 2Y GC34090 Destroy Correspondence, complaints, field activates, customer contacts. Finance
Budget adjustments,
journal entries
AU + 2Y GC34090 Destroy Account transfers, records used to establish, move, or change
budgets.
Finance
Checks / Warrants AU + 5Y GC34090; CCP 337 Destroy Includes payroll, canceled & voided checks. Finance
Deposits, Cash Receipts AU + 4Y GC34090; CCP 337 Destroy Checks, coins, currency, deposit advices. Finance
FEMA / CalFFEMS
Claims
CL + 5Y GC34090 Destroy Emergency services claims, documents associated with Federal
Emergency Management System.
Finance
GENERAL LEDGER P GC34090; CCP 337 Permanent Year-end GL reports. Finance
Journal Vouchers AU + 4Y GC34090; CCP 337 Destroy Account postings with supporting documents. Finance
Monthly Reports 2Y Destroy Monthly GL reports. Finance
Invoices AU + 2Y GC34090 Destroy Copies sent for fees owed, billing, related documents. Finance
JOURNALS Finance
Utility Billing CU + 2Y GC34090 Destroy Billing including monthly activit y. Finance
Taxes, Receivable AU + 3Y CCP 338 Destroy Finance
Warrant Register AU + 2Y GC34090 Destroy Finance
Page 34 - V.1 2017
Fixed Assets
Fixed Assets –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Inventory AU + 4Y GC34090; 26 CFR
301 65-1(F)
Destroy Reflects purchase date, cost, account number. Finance
SURPLUS PROPERTY
Auction AU + 2Y GC34090 Destroy Listing of property. Finance and
Public Works
- Purchasing
Disposal AU + 4Y GC34090; CCP 337 Destroy Sealed bid sales of equipment. Finance and
Public Works
- Purchasing
Vehicle Ownership & Title L VEC 9900 et seq. Destroy Title transfers when vehicle sold. Finance and
Public Works
- Purchasing
Payroll
Payroll –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Adjustments AU + 4Y GC34090; 29 CFR
516.5–516.6
Destroy Audit purposes. Finance
Employee Time Sheets AU + 6Y GC34090; 29 CFR
516.2*
Destroy Signed by employee for audit & FEMA Reports
*20 CFR 516.6(1); IRS Reg. 31.6001-1(e)(z); R&T 19530; LAB
1174(d).
Finance
Payroll Register P GC34090, 37207;
IRS Reg 31.6001-
1(e)(2); 26 CFR
1.6001-1; R&T 19530
Permanent Documents the earnings, deductions, withholdings of employees, and
labor costs by employee & program. Includes: quarterly payroll tax
returns (DE-6 & 941 Forms), direct deposit forms, garnishments
records, labor distribution reports, cleared payroll checks, IRS W -2
Forms, and employee payroll forms (IRS W -4 Forms, address
changes, and election forms).
Finance
PERS Employee
Deduction Reports
T + 4Y GC34090; CAC 22-
1085-2; 29 USC 436;
R&T 19530
Destroy Record of deductions.
(PERS Public Employee Retirement System) *26CFR
31.6001-1;29 CFR 516.5 - 516.6, LAB 1174(d)
Finance
Salary / Deduction
Records
T + 3Y GC34090; 29 CFR
516.2
Destroy Deduction authorization, beneficiary designations, unemployment
claims, garnishments, benefit plans.
Finance
Page 35 - V.1 2017
Purchasing
Purchasing –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Bids, RFQ’s, RFP’s AU + 4Y GC34090; CCP
337; *
Destroy Requests for Qualifications; Requests for Proposals regarding goods and
services * GC 25105-1.
Public Works
- Purchasing
Successful AU + 5Y Destroy Public Works
- Purchasing
Unsuccessful CL + 2Y Destroy Public Works
- Purchasing
Requisitions
Purchase Orders AU + 4Y
See Note
GC34090; CCP
337
Destroy Records orders, authorizations, and evidence of receipt of the purchase of
goods and services by the City.
Note: 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;
statewide guidelines propose termination + 5 years.
Public Works
– Purchasing
and Finance
Stores CU + 2Y GC34090 Destroy Completed forms for ordering Public Works
- Purchasing
Vendor Register P GC34090 Permanent Alpha vendor listing of purchase orders, invoices, account numbers and
check date
Public Works
- Purchasing
Reports
Reports –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Deferred Compensation T + 5Y GC34090; 26
CFR 16001-1*
Destroy Records of employee contributions and city payments
*29 CFR 1627.3(2)
Finance
Federal and State Tax
Returns
AU + 4Y GC34090; 29
USC 436*
Destroy Forms 1096, 1099, W -4’s and W -2's
*26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2);R&T 19530;29 CFR 516.5-
516.6
Finance
Financial, Annual AU + 7Y GC34090 Destroy Finance
Investment Transactions P GC34090,
53607; CCP 337
Permanent Monthly summary of transactions, inventory & earnings report Finance
Labor Distribution AU + 2Y GC34090 Destroy Costs by employee & program Finance
Meter Reading CU + 2Y GC34090 Destroy Finance
Page 36 - V.1 2017
Reports –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
State Controller 5Y GC34090 Destroy State Controller’s Report, Statement of Indebtedness, Street Report, HCD
Report, Maintenance of Effort, Possessory Interest, EDD/Independent
Contractors, AB 2766, AQMD, County Property Tax Apportionment, Grant
Financial & Certification Reports, Statutory Pass-through, AB 1389, Local
Government Compensation Report, Property Management Plan, Obligation
Payment Schedules, Due Diligence Reviews, etc.
Finance
Utility Rebates CU + 2Y GC34090 Destroy Finance
Cost Allocation Plan AU + 4Y GC34090 Destroy Report and Journal Vouchers Finance
Treasurer
Treasurer –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Bank Statements AU + 4Y FC 30210;
GC43900 et seq.;
IRS Reg 31.6001-1
(e)(2); 26 CFR
31.6001-1; R&T
19530
Destroy Financing authority. Includes: financial statement compilations, lead
and detail schedules, trial balance reports, returned checks (NSF),
bank statements, general ledger reconciliations, capital asset
schedules, debt amortization schedules, unclaimed property records,
sales and use tax returns, and EDD DE542 Forms.
Finance
INVESTMENT RECORDS 5Y GC34090(d),
43900; 26 CFR
31.6001-1
Destroy Broker statements, investment journals, ledger, and transactions
(activity reports).
Note: Meets auditing standards; Published articles show disposal + 7
years for security brokerage slips; statewide guidelines propose
permanent; FTC Reg’s rely on “self-enforcement”.
Finance
Investment Activity,
Daily
10Y GC34090(d),
43900
Destroy These records represent a summary of all maturities, purchase,
dividend and interest settlements and cash transfers for each business
day. Includes: wire requests and transfers, directives, approved and
affirmed fixed and equity trade tickets, trade confirmations.
Finance
Investment
Agreements
P GC34090(d); CCP
337(a)
Destroy Note: see “All Departments” Agreements and Contracts section. Finance
Investments /
Certificate of Deposit
5Y GC34090, 43900 Destroy CD’s, Advisor Reports, LAIF (Local Agency Investment Fund).
Note: Meets auditing standards; FTC Reg’s rely on “self-enforcement”.
Finance
Page 37 - V.1 2017
Treasurer –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
BONDS
Account Statements CL + 10Y GC34090; CCP
337.5
Destroy Monthly statement of transactions. Finance
Administration CL + 10Y GC34090; CCP
337.5
Destroy Documents all activates that occur after the issuance of the bonds.
Supporting documents. Includes: Trustee actions, disclosures,
arbitrage calculations, reports, tax levy/tax reports, audits, certificates
of insurance, investment transactions, and requisitions.
Finance
Assessment and
Mello-Roos District
Formations and
Annexations
P GC34090 Permanent Maintenance Districts, Bond Districts, Acquisition Districts, PBIDS,
CFDs. Records that create authority to levy taxes and assessments for
maintenance and construction. Includes: resolution of intentions;
hearing reports; engineers reports; petitions; maps; resolutions of
formation; ballot election results reports; certifications of noticing and
mailings; recorded boundary maps and notices of tax lien.
Finance, City
Clerk,
Engineering
Bond Development
Files
Maturity +
10Y
CCP 336, 337.5;
GC 43900 et seq
Destroy Documents the Bond Development process from preliminary planning
stages up to issuance of the bonds or equipment lease. Includes:
Financing schedules, final interested parties list, asset
management/lease program documents, preliminary title reports,
press releases, agreements, rating agency presentation, rating agency
reports, pricing book, other documents that might be significant to the
bond financing. Also includes: Issuing documents, trustee statements,
and administration records.
Note: 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 requirem ent for disposal of unused bonds.
Finance
Bond Proceeds
Expenditure
Maturity +
3Y
IRS 103,6601,
1.148-5
(d)(6)(iii)(E)
Destroy Records associated with assisting other departments with financial
feasibility of special projects. Includes: Records documenting the
allocation of expenditures for construction, renovation, or purchase of
facilities, expenditures for construction, renovation, or purchase of
facilities, records related to cost of issuance expenditures, copies of
requisitions, draw schedules, requests invoices, bills and cancelled
checks related to bond proceeds; asset list or schedule of all bond-
financed facilities or equipment, depreciation schedules for bond-
financed depreciable property. Audited financial statements, records
that track purchase and sale of bond financed assets. Agreements
related to the report use of bond financed assets.
Finance
Page 38 - V.1 2017
Treasurer –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Bond Transcripts and
Legal Documents
Maturity +
3Y
IRS 103,6601,
1.148-5
(d)(6)(iii)(E)
Destroy Records documenting a bond sale. Includes: Preliminary and official
statements, tax certificate, Internal Revenue Service Forms,
disclosure certificates, bond insurance or surety, and special district
information.
Finance
Bonds and Coupons CL + 2Y GC34090, 53921 Destroy Paid/canceled. Finance
Letter of Credit Maturity +
3Y
IRS 103,6601,
1.148-5(d)(6)(iii)(E)
Destroy Records regarding the security associated with bond financing.
Includes: letters of credit and extension letters.
Finance
Bonds Development CL + 10Y CCP 337.5 Destroy Housing; Industrial Development. Finance
Security CL + 2Y GC34090 Destroy Documentation created and or received in connection with the
performance of work/services for the city, or for parcel maps and
subdivision work.
Finance
Public Financing Authority
PFA -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Administration P GC 34090 Permanent Finance
Financial Records P GC34090, 40802,
53901
Permanent Finance
Management Reports 2Y GC 34090 Destroy Finance
Page 39 - V.1 2017
HUMAN RESOURCES
Human Resources -
Record Series Title
Retention Statutory Reference Disposition Descriptor/Content Department
of Record
Background Checks –
Personnel Not Hired
CU + 5Y GC12946 (2Y)
GC34090 (2Y)
Destroy All documentation related to background checks for Applicants and
unpaid volunteers that were not hired.
Note: Background checks for personnel hired are part of the
confidential file.
Human
Resources
Benefit Plan Claims P GC6250 et seq;
OMB A-129;
29 CFR 1602.30, 32;
LAB 1174* (3Y)
Permanent May include dental, disability, education, health, life and vision
including dependent care and Employee Assistance *29 CFR 1637.3;
29 USC 1027; 29 CFR 1627.3; 29 USC 1113
Human
Resources
Benefit Plan
Enrollment, Denied
CL + 4Y GC34090;
OMB A-128
Destroy Human
Resources
Employee Programs CL + 2Y GC34090 (2Y)
GC 12946
Destroy Includes EAP and Recognition. Human
Resources Employee Rights T + 5Y GC12946 (2Y);
29 CFR 1602;
29 USC 211 (e),
203(m), 207(g)
Destroy May include Arbitration, union requests, sexual harassment and Civil
Rights, complaints, disciplinary actions.
Human
Resources
Employee Medical
Records
T + 30Y 8 CCR 14300.33 (5Y),
8 CCR 3204 (T+30Y),
19 CCR 2760.9 (5Y);
CCP 338 (3Y),
CCP 338.1 (5Y);
GC12946 (2Y),
GC34090 (2Y);
29 CFR 1904.33
(CU+5Y),
29 CFR 1910.95 (T+2Y),
29 CFR 1910.1020
(30Y),
40 CFR 68.81 (5Y),
40 CFR 268.7 (3Y)
Destroy Documents pertaining to medical records of City employees, including
exposure to hazardous substances, drug screens, and workers'
compensation (includes employee records subject to HIPAA
requirements). Includes: Drug Screening, Employee Hazardous,
Chemical Exposure, Employee Medical File, Exposure Monitoring,
Firearms and Field Exposure, Hazardous Exposure, Material Safety
Data Sheets (MSDS), Personnel Files – Medical, Radiation Exposure
Records, Toxic Substance Exposure Records, Worker Compensation.
May include Family leave; certifications.
Human
Resources
and REMIF
(for worker’s
comp only)
Employee Training
See “All Departments” Employee Training, Course and Training
Records (Public Safety & Non-Safety Employees) section
Page 40 - V.1 2017
Human Resources -
Record Series Title
Retention Statutory Reference Disposition Descriptor/Content Department
of Record
Employee Training
Materials, Courses,
Scheduling
See “All Departments” Employee Training Materials, Schedules
(Public Safety & Non-Safety Employees) section
Human Resources
General
CU + 2Y GC34090 (2Y) Destroy Records and information of general human resources activities, not
associated with other categories. Includes: Exit Interview
Documentation.
Human
Resources
Investigations CL + 5Y GC34090 (2Y);
26 USC 6531 (LA6Y); PC
832.5
Destroy Records and information of investigations of City workers performed by
Human Resources. Includes: Internal Investigations, Investigation
Logs, Workpapers, Investigator Reports, Findings, Notes, Letters,
Security Incidents (response files, reports), Security Investigations,
Working Documents.
Human
Resources
Labor Relations CL + 5Y CCP 337 (4Y);
GC 12946 (2Y);
LAB 5410 (5Y);
26 CFR 31.6001-1
(CU+4Y)
Destroy Documentation related to the negotiations between labor unions for
collective bargaining purposes. Includes: Confidential Memos, Costing,
Ground Rules, Handouts, Information Requests, Miscellaneous
Information, Notes, Proposals – City, Proposals – Union.
Human
Resources
Labor Relations
Grievances
CL + 10Y CCP 337 (4Y);
GC 12946 (2Y);
26 CFR 31.6001-1
(CU+4Y),
40 CFR 70.6 (CL+5Y),
40 CFR 122.21(p) (3Y),
40 CFR 122.41(j) (3Y),
49 CFR 107.504 (CL+2Y)
Destroy Documentation related to labor grievances filed under current collective
bargaining agreements. Includes: Grievance Files/Commission
Hearing, Grievance/Hearing Logs, Union Grievances.
Human
Resources
Motor Vehicle Pulls
(DMV)
CL + 7Y GC12946, * Destroy *CA 91009; 8 USC 1324 (a) Human
Resources
Negotiation P 29 USC 211(c), 203(m),
207(g)
Permanent Contracts, Memoranda of Agreement; Personnel Rules
Human
Resources
Clerk’s Office
for Contracts
and MOA
Page 41 - V.1 2017
Human Resources -
Record Series Title
Retention Statutory Reference Disposition Descriptor/Content Department
of Record
Personnel Files -
Employees
T* + 5Y 2 CCR 11013 (2Y),
8 CCR 14300.33 (CU+5);
GC12946 (T+2Y);
LAB 3076.3 (5Y);
VEH 1808.1(a) (T+2Y);
26 CFR 301.6501
(CU+3Y),
29 CFR 1602.14
(FR+1Y),
29 CFR 1602.31 (T+2Y),
29 CFR 1627.3 (T+1Y);
29 USC 1059 (T+1Y);
41 CFR 60-1.12(a) (2Y),
41 CFR 60-250.80 (2Y),
41 CFR 60-741.80 (2Y);
PC 832.5 et seq
Destroy All documents related to paid employees (full and part-time), including
but not limited to: hiring, promotion, demotion, transfer, layoff / recall /
out-placement, termination / discharge / resignation, pay rates / other
terms of compensation.
Includes: Applications, Applicant Reference Verifications, Awards,
Rewards, Commendations, Certificates, Background Checks,
Investigations - candidates hired, Complaints, Disciplinary Actions,
Driver’s License Data - Class B, Employee Acknowledgements,
Executed Policy Receipts, Ethics Certificates, Individual Employee
Agreements, Contracts (copies), Individual Education, Development,
Training Records, Investigations*, Job Offer Letters, Oaths of Office,
Performance Evaluations, Reviews, Performance Improvement Plans
(PIPs), Personnel Action Forms (PAFs), Recognition, and Supervisor's
Files.
*Investigations retentions are CL + 5Y (see "Human Resources -
Investigations").
Note: Leave of Absence Documentation, FMLA (compensation,
complaints/disputes, requests, parental leave forms, paid/unpaid leave
are located in employee’s medical file.
Human
Resources
Personnel Files -
Volunteers and
Unpaid Interns
T + 5Y 2 CCR 11013 (2Y),
8 CCR 14300.33
(CU+5Y);
GC12946 (T+2Y);
26 CFR 301.6501
(CU+3Y),
29 CFR 1602.14 (1Y),
29 CFR 1602.31 (T+2Y),
29 CFR 1627.3 (T+1Y);
29 USC 1059 (T+1Y)
Destroy All documents related to unpaid volunteers and interns, including but
not limited to: selection/hiring, assignments, transfer, termination /
discharge / resignation.
Includes: Applications, Applicant Reference Verifications, Awards,
Rewards, Commendations, Certificates, Background Checks,
Investigations - candidates accepted, Cadet Volunteer Program,
Complaints, Disciplinary Actions, Volunteer Acknowledgements,
Executed Policy Receipts, Individual Education, Development, Training
Records, Investigations, Oaths of Office, Performance Evaluations,
Reviews, Performance Improvement Plans (PIPs), Personnel Action
Forms (PAFs), Recognition, Supervisor's Files.
Human
Resources
Page 42 - V.1 2017
Human Resources -
Record Series Title
Retention Statutory Reference Disposition Descriptor/Content Department
of Record
Recruitment CU + 3Y GC12946 (2Y),
GC34090 (2Y);
29 CFR 1627.3b1
(1Y),
29 CFR 1602.31
(CU+2Y)
Destroy Records and information related to recruitment of qualified persons for
both paid and unpaid position with the City, including: applications and
related records of candidates interviewed but not hired or accepted and
applications received but not acted upon.
Includes: All Temporary or Part-time/Extra-Help Staffing, Applications,
CVs, Resumes (Rejected, Unsolicited), Applicant Tracking Records
(Hired, Rejected), Background Checks, Investigations - candidates not
hired/accepted, Civil Service Examination Results and Rankings, Drug
Testing, Pre-Hire Screening - candidates not hired/accepted, Interview
Notes, Job Descriptions, Job Postings, Announcements, Job
Requisition Requests, Job Specifications, Miscellaneous Hiring
Process.
Note: Position Information, Recruitment of Commission/Committee
Candidates, Temporary Intern Staffing, Test Results (Non-hires), Test
and Examination Materials, Unpaid Interns (Rejected), Volunteers
(Rejected).
Human
Resources
Reports CU + 2Y GC34090 (2Y) Destroy Employee statistics, benefit activity; liability loss Human
Resources
Salary, Compensation S + 3Y GC34090 (2Y);
26 CFR 301.6501
(CU+3Y),
29 CFR 1602.14 (1Y,)
29 CFR 1627.3 (T+1Y),
48 CFR 4.703 (CL+3Y),
48 CFR 52.249-2 & 3
(CL+3Y);
29 USC 1001-1381
(6Y),
29 USC 1059 (T+1Y)
Destroy Documentation of job classification compensation. Includes:
Classification Studies, Compensation Plans, Planning, Analysis, Cost
of Living Adjustments, Job Descriptions, Job Evaluation
Documentation, Salary Range History, Salary Surveys.
Human
Resources
Vehicle Mileage
Reimbursement Rates
S + 2Y GC34090 (2Y) Destroy Annual mileage reimbursement rates. Finance
Work Authorizations
and Supporting
Documentation
Longer of:
2Y or
T+1Y
20 CFR 655 Subpart H
(T+1Y)
8 CFR 274a.2 (3Y, or
T+1Y)
Destroy Employment eligibility verification forms collected for active employees
and supporting documentation regarding immigration status. Includes:
I-9 Documents and copies of associated documents (Kay), Immigration
Supporting Documentation.
Human
Resources
Page 43 - V.1 2017
PUBLIC SAFETY
Public Safety –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Accounting/Cash
Reconciliation
CU + 2 GC34090 Public Safety
Alarm Records CU + 2 GC34090 False alarm letters. Public Safety
Case Books, Investigative CL + 2 GC34090 Retained by division until a case is suspended/closed; transfer to Records
Division to be filed with associated Daily Report (DR) file.
Public Safety
Department Manual S Changes to manual are recorded in the General Orders (permanent). Public Safety
Equipment Communication T + 2 GC34090 Retained until termination of equipment use; Manuals, instructions,
procedures.
Public Safety
Inventor y S + 2 GC34090 Listing of equipment assigned to division, to whom it is Assigned. Public Safety
General Services Database
Records
P GC34090 Permanent GORequest / Government Outreach program Public Works
Public Safety
Development
Services
Mutual Aid, Strategic Plans S + 2 GC34090 Public Safety
Personnel See “All Departments” and “Human Resources”
Rosters (Divisional) S + 2 GC34090 Personnel assigned to division. Public Safety
Schedules, Daily CU + 2 GC34090 Schedules of Officers on duty Public Safety
Training See “All Departments” employee training section
Vehicle Assignment See “Public Works” Fleet / Vehicles. Lead
Department
Page 44 - V.1 2017
Animal Services
Animal Service –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Administrative Records 2Y GC34090(d) Destroy Records that are used and created during the course of routine business
at the City’s Animal Shelter. Includes but is not limited to: kennel cards,
lost and found animal reports, and property release forms.
Animal
Shelter
Code & Regulation
Enforcement
CL + 3Y CCP 336(a),
337 et. seq.;
FA32003(e);
PC597.1(d);
GC34090(d)
Destroy Includes, but is not limited to: notification of violations, citations, warning
notices, barking dog letters, animal bite reports, impound notices,
weapons discharge reports, and investigation reports.
Police
Hearings & Appeals CL + 3Y CCP 583.320
(a) (3);
GC34090
Destroy Includes, but is not limited to: requests, notices, and hearing officer
decisions.
Police
Intake and Disposition CL + 3Y FA32003(e);
PC597.1(d);
GC34090(d)
Destroy Records that document the intake and disposition of animals to/from the
City Animal Shelter. May include: applications, redemption, adoption,
transfer, receipts, and invoices.
Animal
Shelter
Microchip 3Y FA32003(e),
PC597.1(d);
GC34090(d)
Destroy Paper copy of animal contact information. Includes: microchip records,
animal emergency contact information.
Note: Microchip is registered with the national universal database.
Animal
Shelter
Permit & Licensing T + 2Y 34090(d) Permanent Documents the City’s issuance of animal permits and licenses. Includes
but is not limited to: the animal permit database.
Finance
Treatment CL + 3Y FA32003(e),
PC597.1(d);
GC 34090(d)
Destroy Documents the care provided to animals at the City’s Animal Shelter.
Includes but is not limited to: vaccination records, medical treatment
information, spay/neuter information, euthanasia records, animal
evaluations, and rabies records.
Animal
Shelter
Page 45 - V.1 2017
Fire Safety
Fire Safety - Record
Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Books, Fire Code S + 5Y GC34090.7;
CCP 340.5; CFC
104.6
Destroy Include OPS manuals Public Safety-
Fire
Citations See “Police” Citations Public Safety-
Police
Code Violations CL + 5Y GC34090; CFC
104.6
Destroy Public Safety-
Fire
General Orders,
Policies/Procedures
S + 2Y Destroy Public Safety-
Fire
HAZARDOUS
MATERIALS These are handled by the Sonoma County Department of Emergency
Services (SCDES)
Hazardous Waste
Disposal
CU + 10Y CAL OSHA; 40
CFR 122.21
Destroy Documentation re handling and disposal of hazardous waste SCDES
Programs,
Household
Hazardous Waste
S + 2Y GC34090 Destroy SCDES
Training Materials S + 2Y Cal Code * Destroy Standards and Administration
*Reg. 3204(d), et seq.
SCDES
Underground
Storage Tank
P GC34090 Permanent Documents re: storage, location, installation, removal, and remediation. SCDES
Underground
Storage Tank
Compliance
Maintenance &
Operation
CU + 2Y GC34090 Destroy SCDES
Inspections, Fire
Prevention
CL + 5Y UFC 103.34;
CFC 104.6
Destroy Alarm/sprinkler systems, prevention efforts Public Safety-
Fire
Page 46 - V.1 2017
Fire Safety - Record
Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Incident Reports CL + 7Y
See Note
regarding
minors
GC34090; 13
CCR 1100.7, 17
CCR 1469(11),
22 CCR 70751*,
100170,
100171; CCP
338, 340.5; H&S
11191; 42 CFR
1001.952, 45
CFR 164.530
Destroy Records and information associated with department responses to fires
and emergency incidents, including medical emergencies. All
emergency responses (fires, service calls, HazMat, medical, etc.)
Includes: Emergency Medical Services Forms, Emergency Services
False Alarm Reports, Incident Reports, Investigation Reports,
Mandated Reporting: Child Abuse, Elder Abuse, Patient Care Reports
(PCRs)*
Note: For a minor, records are maintained 1 year after minor turns 18
per 22 CCR 70751(c)
Public Safety-
Fire
Investigations, Evidence
Arson
P PC 799 Permanent Support prosecution resulting in homicide Public Safety-
Police & Fire
Investigations, Evidence
Arson
CL + 6Y PC 800 Destroy Great bodily harm, inhabited structure or property Public Safety-
Police & Fire
Investigations, Evidence
Arson
CL + 3Y PC 801; UFC
104.32
Destroy Structure Public Safety-
Police & Fire
ISO Insurance Ratings S GC34090.5(c) Destroy Documents statistical information on risk and provides a rating that
insurance companies use to calculate rates. Information is gathered on
a community’s fire-suppression system including fire alarms, engine
companies and water supply. Includes: insurance rating reports,
backup documentation and certification document
Public Safety-
Fire
Journals, Fire Station CU + 5Y GC34090; CFC
104.6
Destroy Activities, personnel, engine company Public Safety-
Fire
Logs CU + 5Y GC34090; CFC
104.6
Destroy Field Logs (Non-fire) and Fire Logs (Non-arson and Logs, and Fire
Captain Logs. Includes: Documents of activity occurring at each Fire
Station for each Company including summary of incidents, visitors to
the station, equipment inspections, etc.
Public Safety-
Fire
Payments CU + 5Y GC34090; CFC
104.6
Destroy Payments/Invoices for billings for special event permits and operational
permits including weed abatement within the department’s jurisdiction.
Includes: receipts, invoices, and other supporting paym ent records.
Public Safety-
Fire
Permits CL + 5Y GC34090; CFC
104.6
Destroy Operational permits, Uniform Fire Code. Includes: records supporting
permits, applications, approvals, renewals, extensions and denials.
Public Safety-
Fire
Page 47 - V.1 2017
Fire Safety - Record
Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Permits, Hazardous
Materials Storage
CU + 2Y GC34090 Destroy Departments consistently recommend permanent retention of
environmentally sensitive materials.
Public Safety-
Fire
Plan Check, Fire
Prevention
L + 5Y GC34090; CFC
104.6; CBC
1.8.4.3
Archive after
5Y
Records document requests and authorizations for property owners to
erect new structures, or make structural modifications to existing ones.
Serves as official authorization for construction including installation of
plumbing, electrical and mechanical equipment and other related work.
Includes: plan check documents, flame retardant certificates, blue
prints
Public Safety-
Fire
PROPERTY, DEPT.
OWNED
Apparatus / Vehicle CU + 2Y GC34090; CCP
340.5 *
Destroy Repair and Maintenance
*8 CAL Code Reg. 3203 (b) (1)
Public Safety-
Fire
Inventor y,
Equipment &
Supplies
CU + 2Y GC34090 Destroy Public Safety-
Fire
Logs, Fire
Equipment / Gear
CU + 2Y GC34090 Destroy Public Safety-
Fire
Strike Team
Reimbursements
Payment + 5Y GC34090(d) Destroy Documents the reimbursements received by the Fire Department for a
strike team deployment. Includes: Payments from Office of Emergency
Services (OES), Federal Emergency Management Agency (FEMA),
and other mutual aid reimbursements.
Public Safety-
Fire
Weed / Refuse
Abatement
CL + 5Y GC34090; CFC
104.6
Destroy Reports, assessments, resolutions, documentation including
complaints, letters of protest, correspondence, etc.
Public Safety-
Fire
Page 48 - V.1 2017
Police
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION - adopted by City Council Resolution 2010-021
ARRESTS I PC 799 Reports involving felony arrests for: offenses punishable by death;
offenses punishable by life imprisonment; embezzlement of public
funds.
ILEADS
10Y PC 799 Reports involving arrests for all other felonies. Provided case does not
relate to unserved warrants, identifiable items have all been recovered,
and there is no pending litigation. Any report falling under 799 P.C. (no
limit for commencement) or 800 P.C. (crime punishable by 8 years or
more in prison).
ILEADS
5Y PC 802 Reports involving arrests for misdemeanors. If there is an active warrant
associated with this case, D.A. needs to be advised. Dismissal of case
from D.A., dismissal of warrant needs to be complete. Any unrecovered
property needs to be removed from CLETS, any evidence needs to be
disposed of.
ILEADS
Asset Seizures 10Y ILEADS
11357(b) Arrests 2Y
See Note
H&S 11361.5,
11357(e)
Note: 11357(e) destroy when offender turns 18.
ILEADS
REPORTS
Misdemeanor Crime
Reports
5Y ILEADS
Felony Crime Reports 10Y ILEADS
Homicides I ILEADS
Suicides I ILEADS
Traffic Fatalities 10Y ILEADS
Natural Causes 2Y ILEADS
Attempted Suicides /
5150
5Y ILEADS
Page 49 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
HazMats (complaint /
no complaint)
5Y ILEADS
Missing Persons
(outstanding)
I ILEADS
Child abuse I ILEADS
"Information Report" as
Only Charge
5Y ILEADS
871 W&I Escapees 5Y ILEADS
Domestic Violence 10Y ILEADS
Non-Fatal traffic reports 5Y Includes counter reports, 20002 reports ILEADS
PDO Accident Reports 5Y ILEADS
City Ordinance
Violations
2Y PC 799 ILEADS
Reports of Lost and
Found Property
2Y GC 34090 Provided such items are lawfully disposed of. ILEADS
Factually innocent
reports
3Y from date of
expungement
PC 851.8 Upon determination by Police Department or judicial determination of
factual innocence; records sealed for period of 3 years from date of
arrest and then destroyed.
ILEADS
Sealed juvenile records 5Y from date of
sealing
W&I 781(a) ILEADS
Abandoned/Stored/Imp
ounded/towed vehicle
reports
5Y ILEADS
Citations 5Y ILEADS
Page 50 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Arson registrants -
Adults
I PC 457.1 Registration is required Indefinitely or until a certificate of rehab is
obtained per Chapter 3.5, Section 4852.01 of Title 6 of Part 3.
ILEADS
Arson registrants -
Juveniles
10Y PC 457.1 Registration is required for 10 years, until reach age of 25 or until record
is sealed per 871(a) W &I.
ILEADS
Narcotic registrants 5Y H&S 11590 Section 11590 H&S does not have a limit to registration requirement. ILEADS
Records Management
System
Until Master
Record is
Purged
ILEADS
Expired permits (CCW) 2Y from date of
expiration
ILEADS
Sex registrants - All I
See Note
PC 290
Note: Adults Indefinitely / Juveniles Indefinitely unless sealed per 871(a)
W&I.
ILEADS
Bicycle Registration 10Y ILEADS
Rotational Tow Log 90Days CAD
Calls for Service
(ILEADS)
5Y ILEADS
Calls for Service
(Dispatch)
5Y CAD
CLETS Log 3Y CAD
CLETS log on 1Y CAD
APB (Daily Bulletin - Be
on the lookout)
1Y CAD
Field Contacts 10Y ILEADS
Tracker Records 1Y CAD
Page 51 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Terminal to Terminal
Messaging
1Y CAD
Officers Activity Log 3Y CAD
END - SONOMA COUNTY PUBLIC SAFETY CONSORTIUM RECORDS RETENTION - adopted by City Council Resolution 2010-021
Animals, Agency
Owned
T + 4Y FA 32003(e); PC
597.1(d)
Records relating to animals used in an official Community Service by
the Department
Public Safety
Auctions 2Y GC 34090,
34090.6
Destroy Records relating to property seized by the police department and sold
at public auction.
Note: Paper destroyed. Beginning 2013, some property data is held
electronically and retained indefinitely.
Public Safety
Business License
Background Checks
5Y GC 34090 Records relating to background checks performed on persons seeking
certain business licenses including but not limited to bingo parlors and
massage technicians.
Note: 5 year retention is the stated preference of the department.
Public Safety
Card Key S ystem 2Y GC 34090 Public Safety
Concealed Weapon
(approvals and denials)
CL + 2Y GC 34090 Approval process, applications, and related documents. Public Safety
Equipment
Maintenance Logs
2Y
See Note
Records relating to the history or maintenance and service to police
equipment.
Note: Permanent retention for equipment with potential contamination
risk.
Public Safety
Equipment Radio Logs
(Communication)
CU + 2Y GC34090 Documents problems, malfunctions, resolution to provide equipment
performance history
Public Safety
Fingerprint Records
Latents See Note 1) Retain for applicable case statute of limitation; 2) or until evidence in
case is destroyed; Hard copy and digitized
Public Safety
Fingerprint Suspect,
Adult/Juvenile
CL Law
Enforcement
Management
Guide by POST
Adults/juveniles suspected of a crime, taken for comparison. Destroy
after original purpose achieved
Public Safety
Page 52 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Guns, Dealers Record
of Sale
CU + 10Y PC 12070 Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ
File)
Public Safety
Guns, Dealer of Gun
Sales Reports,
Duplicate
CU + 6M
GC 34090, PC
12070
Original maintained by DOJ. Dealer required to file duplicate with
agency
Public Safety
Guns, Destruction of P Stored electronically. Public Safety
Incident Action Plans
and After Action
Reports
3Y GC 34090 Records relating to police tactical / incident action plans and reports
documenting the events of executive actions, operational, and game
plans.
Public Safety
Intelligence Files 5Y 28 CFR
23.20(h); GC
34090
Confidential Informant (CI).
Note: misleading, obsolete or unreliable information is required to
be destroyed, remaining records must not be retained longer than 5
years. Files contain criminal intelligence information concerning an
individual who is involved in criminal conduct or activity and the
information is relevant to that criminal conduct or activity.
Public Safety
Internal Affairs
Investigations (OTHER
than Officer Involved
Shootings)
FD + 5Y PC 801.5,
803(c), 832.5 et
seq; EVC
1045(b)(1); GC
34090; 12946;
VEH 2547
Records relating to complaints investigated by the Internal Affairs
Division of the police department. Records include: complaints,
reports, statements, findings and other documents associated with
investigations of complaints sustained and not sustained.
Note: State requires for at least 5 years for Citizen’s complaints;
other State and Federal laws require retention until final disposition
of formal complaint; State requires 2 years after action is taken;
statute of limitations is 4 years for misconduct;.
Public Safety
Internal Affairs
Investigations (Officer
Involved Shootings
ONLY)
FD + 25Y PC 801.5,
803(c), 832.5 et
seq; EVC
1045(b)(1); GC
34090; 12946;
VEH 2547
Note: Statewide guidelines recommend 25 years for officer-involved
shootings
Public Safety
Page 53 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Logs S Includes: case assignment, daily activity, property control, rap sheet,
subpoenas served / received,
Note: most logs are maintained electronically. Body Worn Video
systems logs are permanent.
Public Safety
Narcotics, Destruction
of
P Public Safety
Pawn Brokers /
Secondhand Dealers
CU + 2Y B & P 21628;
GC34090
Pawn Slips / Tickets, approval process, renewals.
Note: Original to licensee, Blue duplicate to DOJ, Pink duplicate
retained by local agency. Renewals issued annually by local agency.
Public Safety
Permits / Licenses T + 2Y GC34090 Operational permits occurring within Public Safety’s jurisdictions
approval process such as Bingo Permits, Alcohol Beverage Control
License, Amplified Sound, Taxi, Auto for Hire, Solicitor, Bicycle, etc.
May include: permits, and records supporting permit applications,
approvals, renewals and denials.
Public Safety
Property Adjudicated or
FD + 5Y
See Note
GC 34090,
34090.5; PC
799-805.
Records relating to property and evidence received and or stored by
the Department.
Note: All records held until adjudicated or completed. Once
completed, the property and evidence are held for an additional 5
years. Copy retained in records case file; Refer to Managing Property
in Law Enforcement Agencies (By POST).
Public Safety
Property (Lost and
Found)
CU + 2Y GC34090 Original reports and supplemental documentation (Lost,
Found, Safekeeping).
Public Safety
Radar Calibration
Records
T + 2 GC34090 Documentation of Radar instruments retained during use / ownership. Public Safety
Range Inventor y S + 2Y GC34090 Quarterly reports of inventories of weapons and ammunition held by
Department Range.
Public Safety
Recordings, Telephone
and Radio
Communications
1Y GC34090.6(a) Destroy Recording of Telephone & Radio Communications. Statewide
guidelines propose 180 days (legally mandated for 100 days); may be
discoverable or made public in some circumstances. Evidentiary
recordings follow evidence retention requirements.
Public Safety
Page 54 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
RECORDINGS, BODY
WORN VIDEO
SYSTEMS
PC 832.18
And Department
Policy
See Rohnert Park Department of Public Safety Policy Manual, Body
Worn Video Systems for more detail.
Evidentiary Data 2Y Minimum PC 832.18(b)(5) Destroy Body Cam audio and video labeled category 1, 2 or 3. Public Safety
Criminal
Prosecution
See Note PC
832.18(b)(5)(C)
Destroy Body Cam audio and video if evidence that may be relevant to a
criminal prosecution.
Note: Retain for any time in addition Evidentiary Data and Non-
Evidence.
Public Safety
Non Evidence 60 Days
Minimum
PC
832.18(b)(5)(A)
Destroy Body Cam audio and video labeled category 4, 5, 6, or 7.
Note: Department may keep more than 60 days to have it available in
case of a citizen complaint and to preserve transparency.
Public Safety
Logs P PC
832.18(b)(5)(E)
Destroy Records or logs of access and deletion of data should be retained
permanently.
Public Safety
Recordings,
Surveillance / Security
Video
GC 34090.6 See “Administration” Information Services section Surveillance Video. Information
Services
Restraining Orders,
Emergency Protective
Orders, Temporary
Restraining Orders,
Legal Stipulations,
Orders After Hearing
CU
See Note
Destroy Note: Destroy after law enforcement actions described in PC
273.5, 273.6, 646.9, 12028.5, 13700 and Family Code Sections 6380-
6383 are fulfilled and effective date of restraining order has expired.
Public Safety
Ride Along Applications 2Y GC34090 Destroy Public Safety
Page 55 - V.1 2017
Police –
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Statistical (Crime
Analysis)
CU + 2Y
See Note
GC34090 Destroy Internally generated information using activity logs, citizen calls,
current and past crime statistic reports, finance dept expenditure and
budget records; citations, crime reports, accident reports, permits,
receipts. Reports created for variety of purposes including
increases/decreases in criminal activit y; officer workload, deployment,
time usage.
Note: Retention is Department preference.
Public Safety
Statistical Information,
Reports, etc. (Originals
sent to FBI and DOJ)
CU + 2Y GC34090 Destroy Statistical (UCR), Uniform Crime Reports Mandatory to DOJ (LEIC);
FBI Include Return A/Supplement; Supplementary Homicide Report;
Law Enforcement Officers Killed or Assaulted; Monthly Return of
Arson Offenses Know to Law Enforcement; Number of Violent Crimes
Committed Against Senior Citizens; Monthly Report of Domestic
violence Related Calls for Assistance; Monthly Arrest and Citation
Register; Monthly Hate Crimes Incidents; Death In Custody Reporting.
Public Safety
Street Closures P GC34090 Permanent Documents and reports regarding street closures for accidents, events,
etc.
Public Safety
Use of Force
Supervisory Review
Files
CU + 2Y GC34090 Destroy Includes review forms, arrest report copies, logs Public Safety
Weapons, Database P GC34090 Permanent Departmentally-owned weapons, personal weapons, alternate
weapons, secondary handguns; produces inventory reports
Public Safety
Page 56 - V.1 2017
PUBLIC WORKS
Record Series Title Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Capital Improvement
Projects (CIP)
See “Capital Improvement Projects”
Duty Log Books P GC34090 Permanent Logs, field books, maintenance records of standby staff afterhours calls
for service.
Public Works
Grants See “All Departments”
General Services
Database Records
P GC34090 Permanent GORequest / Government Outreach program Public Works
Public Safety
Development
Services
Hazardous Waste
Disposal
CU +
10Y
OSHA; 40
CFR 122.21;
8 CCR
10102;
CG12946
Destroy See “Public Safety” Fire
These are handled by the Sonoma County Department of Emergency
Services (SCDES)
Documentation re: the handling and disposal of hazardous W aste. May
include but not limited to: waste disposal manifest and materials testing
data.
SCDES
Photographs See “All Departments”
Policies &
Procedures
See “All Departments”
Facilities & Pools Management
Facilities & Pools -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
CITY FACILIT Y
RECORDS
Asbestos L GC34090a Destroy Documents abatement projects in public buildings. Retain for life of
building.
Public Works
Page 57 - V.1 2017
Facilities & Pools -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Building/Project
History
P GC34090(d) Transfer to
storage facility at
end of buildings
life or ownership
Ma y include, but is not limited to: structure plans, structure specifications,
repair records, copy of RFP/Bid, testing reports, copy of building permit
and certificate of occupancy, testing and soil reports, energy calculations,
materials testing reports, design exception reports, project study reports
(PSRs), regulatory agency approvals, structural calculations, surveys,
toxic remediation, underground storage tanks.
Public Works
Capital
Improvements,
Construction
P 2.083110;
GC34090a;
4004;
H&S19850
Permanent Contains records re: Planning, design, construction, conversion or
modification of local government-owned facilities, structures & s ystems
Public Works
Developed CL + 10Y GC34090(d) Destroy Documents the administration of facility improvements. May include, but
is not limited to: certified payrolls, invoices, and correspondence.
Public Works
Not Developed CU + 2Y GC34090(d) Destroy Public Works
Maintenance and
Operation Records
CU + 2Y GC34090,
34090(d)
Destroy Maintenance and service requests, graffiti removal, custodial services,
checklists, HVAC records, security system, rosters, pest extermination to
include inspection, repairs, cleaning, complaints. Internal records
documenting requests and authorizations for needed services, including
repair of government owned property. May include, but is not limited to
service and installation requests, repair authorizations, cost sheets, logs,
inventories , and supporting records.
Public Works
Pest Control CU + 2Y GC34090d Destroy Pesticide applications, inspections & sampling, documents Public Works
Scheduled
Maintenance & Safety
Certificates
CU + 5Y GC34090(d) Destroy Documents schedule maintenance of assets and safety certifications for
equipment such as elevators, fire systems, and boilers. May include, but
is not limited to: maintenance schedules, and safety certificates.
Public Works
Page 58 - V.1 2017
Facilities & Pools -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
POOL
MAINTENANCE
Chemicals/
Additives
30Y GC 34090; 8
CCR
3204(d)(1) et
seq., 8 CCR
10102,
15400.2; GC
12946
Destroy Chemicals and additives for community pool, may include logs of
chemicals. Also see “Community Services” Department of Health.
Note: Some records found in the SCADA system.
Public Works
Maintenance CU + 10Y GC 34090 Destroy Records that support routine pool maintenance. Logs, reports regarding
the maintenance of the community pool. Note: see Department of Health
under Community Services.
Note: Some records found in the SCADA system.
Public Works
Fleet/Vehicles
Fleet/Vehicles -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Fueling AU + 3Y CCP 337 Destroy Meter readings, fuel consumption reports, invoices, receipts and records
pertaining to refueling operations.
Public Works
Permits, Licenses CU + 2Y GC34090 Destroy Forms, related documents regarding licenses and permits required by
federal and state agencies.
Public Works
Vehicle Assignment CU + 2 GC34090 Destroy Reports and logs regarding vehicle usage and assignments. Log books,
request forms, list of users.
Lead
Department
Vehicle & Equipment
Maintenance
T + 2 8 CCR
3202(b)(1);
49 CFR
396.3 (c);
CCP 337 et.
Seq., 13
CCR
1234(f);
GC34090
Destroy All paperwork regarding the maintenance of vehicle or equipment.
Maintenance records, inspections, maintenance logs. Service Work.
If a motor carrier, required for 18 months after vehicle is sold; CHP
requires life of vehicle; OSHA requires 1 year.
Note: Some records are found in the RTA system.
Public Works
Page 59 - V.1 2017
Fleet/Vehicles -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Vehicle Ownership T + 2 GC34090 Destroy Documents the purchase, ownership, licensing city-owned vehicles. Ma y
include, but is not limited to: Pink slips, legal titles, registration
documents, purchase invoice, and warranties.
Purchasing
Park Maintenance
Park Maintenance -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Equipment AU + 2Y GC34090 Destroy Inventory, warranties, purchase orders. Public Works
Landscape CL + 2Y GC34090 Destroy Drawings, complaints, specifications, photos, reports, work orders,
plants, tree maintenance.
Public Works
Maintenance/
Operations
CL + 2Y GC34090 Destroy Includes work orders, inspection, repairs, cleaning, reports, complaints.
Note: Pools are different – see Pool Maintenance.
Public Works
Maps P GC34090 Permanent Irrigation, plot plans. Public Works
Plans, Proposed CU + 2Y GC34090 Destroy Future plans, new sites, expansions. Public Works
PLAYGROUND
Audits P GC 34090(a); CCP
337
Permanent Also include audits for Risk Management. Public Works
Inspection/
Compliance
L + 4Y GC 34090; CCP
337
Destroy Equipment inspections. Public Works
Policies and
Procedures
See “All Departments”.
REPORTS
Accident CL + 2Y GC34090 Destroy Patrons, employees. All
Departments
Others CL + 2Y GC34090 Destroy Public Works
Studies CL + 2Y GC34090 Destroy Future sites, expansions.. Public Works
Page 60 - V.1 2017
Sanitation / Solid Waste / Wastewater
Sanitation/Solid
Waste/Wastewater -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department of
Record
Facilities T + 2Y GC34090 Destroy If City owned. Correspondence, maps, patron list. Public Works
History, Sanitation P GC34090 Permanent If City-owned. Public Works
Maintenance and
Operations
CU + 2Y GC34090 Destroy Includes work orders, inspection, repairs, cleaning, reports, complaints. Public Works
Maps, Septic Tank P GC34090 Permanent Location maps. Public Works
SOLID WASTE
Integrated Waste
Management
Project and
Program Files
S or T + 2Y GC34090 Destroy Records retained for programmatic purposes that document the
development and administration of Integrated Waste Management
programs and projects such as recycling, zero waste, and waste
prevention including but not limited to correspondence, emails, plans,
proposals, presentations and memoranda, but excluding any records
required to be retained longer under any grant agreement.
City Manager
Solid Waste Plan
Working Files
S + 2Y GC34090(d) Destroy Documents, files, and data created or collected during the
development of Solid Waste Plans required by the California Waste
Management Act.
City Manager
Solid Waste Plan P GC34090(d) Planning documents required by the California Waste Management
Act including the Source Reduction and Recycling Element, and the
Household Hazardous Waste Element.
City Manager
Rates History 30Y GC34090 Destroy Department preference to document history. City Manager
Recycling / Rates
Assistance
Programs
S or T + 2y GC34090 Destroy City Manager
Regulations S + 2Y GC34090 Destroy Includes legislation. City Manager
Reports
Annual /
Quarterly
Reports
Destroy City Manager
Studies CL + 2Y GC34090 Destroy City Manager
Tonnage CU + 2Y GC34090 Destroy City Manager
STORM DRAIN
Page 61 - V.1 2017
Sanitation/Solid
Waste/Wastewater -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department of
Record
Maintenance
Agreements
See “All Departments” Agreements/Contracts section.
Stormwater
Inspection and
Enforcement
L of
inspected
entity + 3Y
GC34090(d) Destroy Records documenting the inspection and enforcement of stormwater
requirements by businesses and other organizations, including but not
limited to inspection reports, correspondence, laboratory analyses,
grease trap inspections, and citations.
Public Works
Stormwater CL + 2Y 40 CFR 122.4(j)
(2), 122.21,
122.41;
GC34090(d)
Destroy Storm water inspections and video inspection reports. Documents
inspections completed by the department for purposes of permit
requirements or compliance, internal department process or
procedures.
Public Works
Streets / Alleys
Streets / Alleys -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Closures P GC34090 Permanent Documents, reports, logs regarding street closures for maintenance,
events, flooding, water leaks, etc.
Public Works
Lighting CU + 2Y GC34090 Destroy Maintenance, work orders of street lights. Public Works
Maintenance /
Operations
CU + 2Y GC34090 Destroy Includes work orders, inspection, repairs, cleaning, reports,
complaints, signals, striping, and inspection records.
Public Works
Maps P GC34090 Permanent Fire hydrants, lighting districts, wheel chair ramps, storm drains,
streets, sidewalks, sewers.
Public Works
Master Plans CU + 2Y GC34090 Destroy Copies. Public Works
Utilities
Utilities -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Facilities T + 2Y GC34090 Destroy If City owned. Correspondence, maps, patron list. Public Works
Page 62 - V.1 2017
Utilities -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Gas and Electric S + 2Y GC34090(d) Destroy Correspondence and rate charts from PG&E regarding rates of
electricity and gas.
Clerks Office
and Public
Works
INSPECTIONS
Pump Station,
Storm water
industrial
inspection
CL + 2Y 40 CFR 122.4(j)
(2), 122.21,
122.41;
GC34090(d)
Documents inspections completed by the department for purposes of
permit requirements or compliance, internal department process or
procedures
Public Works
Laboratory
Certification
Term + 5Y GC34090(d) All materials documenting the application for and renewals of
laboratory certification under the California State Environmental
Laboratory Accreditation Program.
Public Works
Laboratory, Water
Quality
12Y GC34090(d) Documents relating to water quality testing and equipment for Plant
Services. Includes: water quality reports, bacteriological sampling, lab
analysis, connection samples, daily work sheets, daily logs, chemical
reports and chemical sampling, as well as equipment operation and
maintenance manuals.
Note: 12 years- chemical reports, daily work sheets, monthly reports,
lab analysis, water quality reports, water reports monitoring, testing
and sampling. 10 years chain of custody. 5 years all others.
Public Works
Projects, Program
Information- Awarded
S + 2Y GC34090(d) Destroy Documents regarding proposed projects and programs that were
approved or moved forward.
Public Works
REGULATORY
REQUIRMENTS
See
Description
Documents relating to regulatory compliance.
Note: Permanent – Correspondence with regulatory agencies,
variances, waiver and exceptions and water level data sheets and plans.
3 years – confined space entries. 5 years – all other documents.
Public Works
Projects, Program
Information- Not
Awarded
CU + 2Y GC34090(d) Destroy Documents regarding proposed projects and programs that were not
approved or moved forward
Public Works
Underground P GC34090 GC4003, GC4004; H&S 19850 Engineering
and Public
Works
USA Alert CU + 3Y GC34090, 4216.2,
4216.3(d)
Destroy Service Alert (USA)
Page 63 - V.1 2017
Water Resources
Water Resources -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
BACKFLOW -
CUSTOMER
OWNED
EQUIPMENT
Correspondence CU + 2Y GC34090 Destroy Notices and letters. Public Works
test CU + 10Y GC34090(d) Destroy Records regarding customer owned equipment for potable water. Test
results, inspections, installation date, logs.
Public Works
Connection Records P GC34090 Maps, water line connections. Public Works
Construction and
Demolition Diversion
Deposit Program
Refund or
Transfer + 4Y
GC34090 Destroy Materials documenting the receipt and refund of construction and
demolition diversion deposits, or the transfer of those funds to the city if
not reclaimed by the depositor
Public Works
FLOOD CONTROL
Drainage Facilities P GC34090 Includes dams, lakes, basins, creek s. Public Works
Flood Zones P GC34090 Includes flood maps. Public Works
Insurance
Programs
S + 2Y GC34090 Destroy Includes copies of policies, rules, programs. Public Works
Policies /
Procedures
S + 2Y GC34090 Destroy Rules and Regulations. Public Works
Reports / Studies CL + 2Y GC34090 Destroy Public Works
Inventory, Equipment CU + 2Y GC34090 Destroy Public Works
Locations P GC34090 Permanent Mains, valves, hydrants, wells. Public Works
NATIONAL
POLLUTANT
DISCHARGE
ELIMINATION
SYSTEM (NPDES)
Page 64 - V.1 2017
Water Resources -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Certification Term of
Permit + 3Y
40 CFR 122.21,
122.41; CCP 337
et seq.
Destroy All materials documenting the application for and renewals of NPDES
Permits for the Municipal Discharge of Storm water.
Public Works
Compliance Term of
Permit + 7Y
GC34090(d) Destroy All records documenting compliance with NPDES permit
requirements, including but not limited to studies, reports, work plans,
surveys, monitoring results, laboratory results, and project files.
Public Works
Permits P 40 CFR 122.28 Permanent Permits providing permission for the municipal discharge of storm
water. Municipalities of 100,000/more, compliance with Clean Water
Act re: pollutants.
Public Works
Reports P GC34090(d) Permanent Reports submitted to the California Water Resources Control Board
and to the US Environmental Protection Agency, including but not
limited to annual reports, semi-annual reports, work plans, and special
studies.
Public Works
Maintenance and
Operations
CU + 2Y GC34090 Destroy Includes work orders, inspection, repairs, cleaning, reports,
complaints.
Public Works
Service CU + 2Y GC34090 Destroy Includes work orders, entry cards, manholes, service to property
owners.
Public Works
Well & Pumping L + 2Y GC34090(d) Destroy Well monitoring, times operational, power used and quantity, etc. Public Works
Water Distribution
System
CU + 5Y GC34090 Destroy Records documenting 5 years preventative and/or repair related
activities for potable and/or recycled water delivery systems or
components.
Public Works
Maps P GC34090 Line location; easements. Public Works
Master Plans CU + 2Y GC34090 Destroy Copies. Public Works
Meter Operations,
Service and Repair
CL + 2Y GC34090 Destroy Reader reports, orders, tests maintenance reports, work orders,
repairs, inventory. Temp Hydrant Meters.
Public Works
Permits – other, not
NPDES or recycled
water
CU + 2Y GC34090 Destroy May depend on terms of state or federal agency. Public Works
Rates S + 2Y GC34090 Destroy Finance
Reclamation CU + 5Y 40 CFR 122.41 Destroy Daily operations including sewage flow, grit removal, chlorine usage,
lab analysis results, etc.
Public Works
Page 65 - V.1 2017
Water Resources -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
RECYCLED WATER
Agreements,
Recycled Water
User
See “All Departments” Agreements/Contracts Section.
Permitting Disconnect +
5Y
GC34090(d) Destroy Records documenting the issuance and/or management of recycled
water permits including but not limited to permitee inspections and
testing, permittee reports, usage data and communications.
Public Works
Reports P GC34090(d) Permanent Reports regarding recycled water submitted to the State and self-
inspection/self-monitoring reports.
Public Works
REPORTS
Conservation CU + 2Y GC34090 Destroy Public Works
Consumption CU + 2Y GC34090 Destroy Public Works
Corrosion Control CU + 12Y 40 CFR 141.91 Destroy Compliance documentation. Public Works
Discharge
Monitoring
CU + 5Y 40 CFR 122.41 Destroy Average amount of pollution discharged into waters of
Municipality.
Public Works
Drinking Water
Corrections
CU + 10Y 40 CFR 141.33 Destroy Public Works
Hydrograph P GC34090 Permanent Daily flow of streams. Public Works
Lead Service Line CU + 12Y 40 CFR 141.91 Destroy Compliance documentation. Public Works
Public Education CU + 12Y 40 CFR 141.91 Destroy Compliance documentation. Public Works
Quality
Parameters
CU + 12Y 40 CFR 141.91 Destroy Compliance documentation, water quality monitoring reports including
but not limited to self-monitoring.
Public Works
Sanitary Surveys CU + 10Y 40 CFR 141.33 Destroy Statistics, reports, correspondence. Public Works
SCADA CU + 12Y 40 CFR 141.91 Destroy Reports for compliance and to support water quality. Public Works
Source W ater CU + 12Y 40 CFR 141.91 Destroy Compliance documentation, e.g. lead & copper. Public Works
State Certification CU + 12Y 40 CFR 141.91 Destroy Compliance documentation. Public Works
Page 66 - V.1 2017
Water Resources -
Record Series Title
Retention Statutory
Reference
Disposition Descriptor/Content Department
of Record
Variances, W ater
System
CU + 5Y 40 CFR 141.33 Destroy Public Works
Well Level CU + 2Y GC34090 Destroy Public Works
Sources CU + 2Y GC34090 Destroy May include wells, rivers, lakes, districts. Public Works
Surveyor Field Notes P GC34090 Permanent Notes preparatory to maps of water installations. Public Works
Surveys, Water
System Sanitary
CU + 10Y 40 CFR 141.33 Destroy Statistics, reports, correspondence. Public Works
TESTS
Bacteriological
Analysis
CU + 5Y 40 CFR 141.33 Destroy Compliance records include location, date, method and results;
corrections, analysis of bacterial content.
Public Works
Chemical Analysis CU + 10Y 40 CFR 141.33 Destroy Compliance records include location, date, method used and results;
corrections, analysis of chemical content.
Public Works
Quality CU + 12Y 40 CFR 141.91 Destroy Compliance documentation including sampling data, analysis, reports,
surveys, documents, evaluation, schedules, valves, etc.
Public Works
Valve Main Records P GC34090 Permanent Public Works
Violations, Drinking
Water
CU + 3Y 40 CFR 141.33 Destroy Retention applies to each violation. Public Works
Water Delivery
System Infrastructure
Documentation
P GC34090(d) Permanent Drawings, maps, and other descriptive documentation of the physical
infra-structure of potable and recycled water delivery systems.
Public Works
Water Meters P GC34090(d) Permanent May include, but is not limited to: meter service cards, notifications,
readings, operations checklists, replacements, shop log sheets, sets
and install records, and all other paper records pertaining to m eters
and readings not stored in CCMS.
Public Works