HomeMy WebLinkAbout15. Adopt Reso - Update Records Retention Schedule & Readopt Policy re-Disposition of Obsolete RecordslcaW!111110
CITY MANAGER
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MARIA A. DUARTE, CMC, CITY CLERK
DATE: NOVEMBER 12, 2019
SUBJECT: UPDATE TO THE CITY'S RECORDS RETENTION SCHEDULE AND
READOPT THE CITY'S POLICY REGARDING THE DISPOSITION OF
OBSOLETE RECORDS
It is recommended that the City Council adopt the below Resolution titled:
I a]
•
The City's Records Retention Schedule ("Schedule") and City -Wide Records Destruction
Program Procedures were last updated in 2017. With changes in law, an update to the
Schedule is now due. Maintaining an updated Records Retention Schedule will result in
increased efficiencies, reduce current and future storage costs and eliminate duplication of staff
efforts. The recommended updates to the Schedule are in compliance with all laws and are
standard practice for California cities.
In January 2019, Gladwell Governmental Services, Inc. provided on-site training for City staff on
the Records Retention Policy and Destruction Procedures. In addition to the training, Diane
Gladwell met with City departments individually to interactively review and update department
schedules. Department Heads had the opportunity to provide their input as well. The City
Attorney has performed a review and approved each department schedule. The schedules
provide clear, specific records descriptions and retention periods, and apply current law and
technology to the management of the City's records.
It is standard business practice for California cities to authorize the routine destruction of
records that have exceeded their adopted retention period, upon the request of the Department
Head, with the consent in writing of the City Attorney and City Clerk, and approval by the City
Council.
Resolution No. 17-7711, authorized only minor updates to the Schedule; therefore changes to
the total Retention Schedule and/or adding new records series must be presented to the City
Council prior to taking effect.
RECORDS RETENTION SCHEDULE UPDATE
NOVEMBER 12, 2019
PAGE 2
Updating the City's Records Retention Schedule will ensure the City continues to certify the life,
care and disposition of all City records.
WW =-
R I I Lei IZI I PAW. -IMA r. 1 fl 1r. 101111 YJ
There is no Fiscal Impact associated with the adoption of the Records Retention Schedule and
Policy for the Disposition of Obsolete Records.
ATTACHMENTS
K
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOEY,
UPDATING THE CITY'S RECORDS RETENTION SCHEDULE, READOPTING
THE CITY'S POLICY REGARDING THE DISPOSITION OF OBSOLETE
RECORDS, AND RESCINDING RESOLUTION NO. 17-7711
WHEREAS, the City of Downey implemented an effective, efficient, and reliable Records
Management Program for the City in 2017 with the adoption of Resolution No. 17-7711; and,
WHEREAS, the maintenance of numerous records is expensive, slows document
retrieval, and is not necessary after a certain period of time for the effective and efficient
operation of the government of the City of Downey; and,
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and,
WHEREAS, the State of California has adopted guidelines for retention period for
various government records.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DO EY DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The records of the City of Downey, as set forth in the Records Retention
Schedule (Exhibit A), attached hereto and incorporated herein by this reference, are hereby
authorized to be disposed of 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 Director and with the consent in writing of the City Attorney and City Clerk, with
further approval action by the City Council of the City of Downey.
SECTION 2. The City Council hereby re -adopts the City -Wide Records Destruction
Program Procedures (Exhibit B), attached hereto and incorporated herein by this reference.
SECTION 3. With the consent of the City Attorney and City Clerk, minor updates are
hereby authorized to be made to the Records Retention Schedule without further action by the
City Council. Minor updates include changes in formatting, Department or Division names,
improvements in descriptions, changes in comments, deleting records series that are no longer
applicable, and/or what is scanned. Changes in the total Retention and/or adding new records
series must be presented to the City Council of the City of Downey prior to taking effect.
SECTION 4. The term "records" as used herein shall include documents, instructions,
books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the
California Public Records Act.
SECTION 5, Resolution Number 17-7711, adopted April 25, 2017, is hereby rescinded
SECTION 6. The City Clerk shall certify to the adoption of this resolution.
SECTION 7, This resolution shall become effective immediately upon its adoption_
RICK RODRIGUEZ, Mayor
MARIA ALICIA DUARTE, CMC
City Clerk
HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of
the City of Downey at a regular meeting held on the 12th day of November, 2019 by the
following vote, to wit:
AYES:
. -
Council Members: Ashton,
O;
NO
Member: None.A
:
Member: None.A
:
Member: None.
MARIA ALICIA DUARTE, CMC
City Clerk
14141 W-Gsml�.
EXAM, M .. M.111W I K�fl Wl M M III I C�Iej. M.
A legend explaining the information presented in the retention schedule has been printed on the back of
each page for your easy reference; an index to locate records is also provided.
The specified retention period applies regardless of the media of the record: If a record is stored on paper
. mon a hard drive P—ff, eriod
of time has elapsed.
nem 4TigerHmrr*re
record.
Y-Wip
The City-wide retention schedule includes those records all departments have in common (letters,
memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention
schedule, unless that department is the Office of Record, and therefore responsible for maintaining the
original record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their
department, or for which they are the Office of Record. Where appropriate, the department retention
schedules are organized by Division within that Department. If a record is not listed in your department
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal
Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk._
AU1BDRVAJJDBLIQ29aDKQX-RC-Q��
Destruction of an origjg�l record that has exceeded its retention period must be authorized according to
City Policies & Procedures piLor to destroying it.
• If there is a minimum retention ("Minimum 2 years"), destrUCtton ofthe document must be
authorized before it is destroyed, as it is an original record.
Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No
Longer Required."
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be
authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions,
including instructions regarding holds on destroying records. "Litigation, complaints, claims, public
records act requests, audits /or investigations suspend normal retention periods (retention
resumes after settlement or completion)."
ffimmm�
99Z I �_Q_311411
Do not duplicate or distribute without prior written permission
OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for
a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).
Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra -
agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records
entered into a computer system that qualifies as a "trusted system", etc.
Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline)
Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline)
Total Retention: The total number of years the record will be retained
For file folders containing documents with different retention timefirames, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Media Options (guideline) — the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.,
Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets)
Ppr= Paper
OD = Optical Disk, CD -r, DVD -r, WORM, or other media which does not allow changes
Qcan I Import (guideline): "S" indicates the record should be scanned into the document imaging system, -
"I" indicates the record should be electronically imported into the document imaging system;
"M" indicates the record should be microfilmed
Legend for le al citations (§: Sectio
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop (US
PC: Penal Code (CA)
USC: United States Code (US)
IMF. I
CCP: Code of Civil Procedure (CA)
eme#,�em-c��&,VdFa�&s kiat�ons-w_,)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops Cal Atty Gen .: Attorney General Opinions (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
Office of
Retention No. Records Description Retention / Disposition
Record
Image- Destroy
Inactive Paper
Active c Total ital? Media I=Import
(OFR) (RDcords t Vital? after
(in office) - _ I Retention I Options M=Mfr
Accicem 4ircident Injury
P I UBUC & Cop
he
t1V% fOPLOYE ES vith associated
M�21DS J a chern:cal was Lor
MONeC Req i
ccou-nts Payanle invoices,
It CaSnj 7rav�!
Iffid9CU 09
S=Scan QC'd?
gar"
IMMIN, "M I &-womm U'r.119AMNAMATIMINAL
_4 .. .... . ......
- Copies -
0 When Copies
Mag,
Longer Ppr
u I r
d TRLe Required
i re'd
MEMO=
Comments / Reference
Relrnbwserneml Warrant
Copies -
Copies -
All originals g o to Finance
ton�MU& _VV -1_';U2
Requests etc
When No
When No
Yes: Before Mag,
(these are copies); GC
Longer
Longer
Payment Ppr
§34090.7
At 11 o5ckup is forwarded to
Required
Required
Brown Act challenges must be
Affioavits )F Pubitcations i
filed within 30 or 90 days of
Punijc Hewing Notices,, Legal
Mag,
action-, Statute of Limitations
3 ,AT
- ul e
Aavetisino ,j Afridavits of
2 years
2 years
Mfr, OD,
on Municipal Government
Posting
Ppr
actions is 3 - 6 months;
GC
§§34090, 54960 1(c)(1)
Copies -
Copies -
Mag,
F 'k C %A-004
Anenoa PacKetS I Staff
— *
When No
When No
Mfr, OD,
Yes- After
S GC §34090.7
�' f,
Re r, 0 �-' S ily our"cil
Longer
Longer
Ppr
OC &OD
Required
Required
Copies -
Copies -
Mag,
Yes- Upn Ali agreements that are
,7:i
4reemerts & Contracts
When No
When No
Mfr, OD,
S Completoio approved by the City Council
K)R?VW
Longer
Longer
Ppr
n are sent to the City Clerk-, GC
Required
Required
J
§34090 7
DOWNEY, CA
@1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute
without prior written permission from
GGS (909) 337-3516
Adopted: 11/12/2019
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CITT-2
*ffice of Retention No.
Record
M �_* I=
ff WZTIT'731�1 !
Inactive
Active Total
(OFR) (in office) (Records Retention
Center)
IMAPAWP454
Lead Dept- CW -006 :,Agreements & Contracts
!INFORMAL
Destroy
Image:
Paper
Media I=Import
Vital? after
Options M=Mfr Imaged &
S=Scan
QC'd?
4"
WIN
Completion + Yes: Before Mag,
Completion 10 years 10 years Completion Mfr, OD, S/I
I I Par
Comments / Reference
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Yes: Standard
Upons=4-7 years; Statute
Completio of Limitations: Contracts &
n Spec's=4 years, Wrongful
i,- i, + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years-, CCP
§337 et seq , GC §34090
DOWNEY, CA (9)1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted. 11/12/2019
Office of Retention No.
Record
am
111111111r:
R�e r �.
,1 gIN W. "11
Image: Destroy
Active Inactive Total Media I=Import Paper
(in office) (Records itl? Retention VaOptions M=Mfr after
Agreements & Contracts:
�ADMINISTRATIVE FILES (with
Grant Funding)
Lead Dept CW -007 (Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc )
W. R."i _11"I "IF
Center) S=Scan Imaged S&
OC'd?
or the "Lead DepartLent."_If you are the OFR, refer to Your delaarfrnent retention schedule.
last document + 2 years)- since destruction is normally petiormed
21t�jabbns suspend normal retention periods (retention resumes after settlement or comple
DOWNEY, CA
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years-, Uniform
10 years or Completion +
Admin Requirements for
After
10 years or
Grants to Local Governments
Funding
After Funding Mag,
Yes: Upon is 3 years from expenditure
Completion Agency
Agency Audit Yes: Before Mfr OD,
S/I Completio report or final payment of
Audit, if
- I Completion
if required, �pr,
n grantee or subgrantee-,
required,
whichever is
statewide guidelines propose 4
whichever is
longer
years-, .2 CFR 200.333;7-�R-
longer
-Z'33x-2( .)-.24 CFR• -E-5_4-2- -
91.105(h), 92 505, 570.490, &
570.502(a&b), 2� 66-.4=2;
29 CFR 97.42',
4
OMB Circular A-110 & A-133;
GC §34090
01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description
Retention / Disposition
Comments Reference
Record
Destroy
Inactive
Image:
Paper
(OFR)
Active
Total
(Records vital?
Media
I=Import
after
(in office)
Retention
Center)
Options
M=Mfr
Imaged &
S=Scan
QC'd?
R appy to the depart.rntt-0 that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to
our department retention schedule.
when the act is compiefed, and irnEly a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder.
analor investigations suspend normaI retention periods (retention resumes after settlement or completion)
1.00MANAM
Covers E&O Statute of
Limitations (insurance
certificates are filed with
Agreements & Contracts:
agreement); Published Audit
ADMINISTRATIVE FILES
Standards=4-7 years; Statute
I
Completion + Yes: Before
Mag,
Yes: Upon
of Limitations: Contracts &
Lead Dept.
CW -008 (Correspondence, Project
Completion
10 years 10 y
10 years Completion
Mfr, OD
S/I Completio
Speo's®4 years, Wrongful
Administration, Project
Ppr
n
Death=comp + 5 years,
Schedules, Certified Payrolls,
Developers=comp + 10 years;
Invoices, Logs, RFP, etc)
Statewide guidelines propose
termination + 5 years', CCP
§337 et seq., GC §34090
Agreements & Contracts:
:UNSUCCESSFUL BIDS,
UNSUCCESSFUL
The RFP / RFO and the
Lead Dept
CW -009 PROPOSALS orRESPONSES
2 years
2 years
Mag,
successful proposal becomes
to RFPs (Request for
Ppr
part of the agreement or
:Proposals) and/or RFQs
contract; GC §34090
(Request for Qualifications)
that don't result in a contract
Copies -
Copies -
Audits / Audit Reports / CAFR -
When No
When No
Mag,
Finance
C'V`,i - G 10 Comprehensive Annual
Longer
Longer
Ppr
Copies; GC §34090 7
Financial Reports
Required
Required _
Office of
Retention No
Record
Comments / Reference
Destroy
Inactive Image: Paper
(OFR) Active (Records Tol is I=I
taVital? Medmport after
(in office) Center) Retention Options M=Mfr Imaged &
I S=Scan OC'd?
v, to the deparinnonthat is NOT the Office of Record (OFR), or the "Lead Depanmenl' If yore are the OFR, refer to orrr ciepar#rtaent retention schedule
tcgm when the act is cornoteted. and imply a full file folder (e.g. last document
-since destruction is normall performedbyfile folder',
t+ti pi ,.record normal retention
e )u s act requests andlor w,,sPahons suspend no periods (retention resumes after settlement or comple
-111.1 71 ""1", 71,1111 � I
CW -011
Bids: See Agreements &
Contracts
;Boards, Commissions, &
Committees: City Council
&1affing Dept. Cl,'JI-0 12
Subcommittees
2 years
(Composed solely of less than
a quorum of the City Council)
Boards, Commissions, &
Committees: External
When No
CW -013
Organizations
Longer
:(a g County Board of
Required
Supervisors)
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
Minimum 2
Staffing Dept CW -014
CITY COUNCIL
years
AGENDAS, AGENDA
PACKETS
Mag, Ail recommendations are
2 years Ppr presented to the City Council
I GC §34090 et seq
When No Mag
L Ppr, Non -records
RequiredI
Brown Act challenges must be
Minimum 2 Mag. filed within 30 or 90 days of
years Ppr action-, GO §§34090,
1 54960 1(c)(1)
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description
Record
h0FR)
m, aP_o4, to the aepaar-roni that is NOT the Office of
nsxteum W
hen the act is cumplezed, and imply a 11W
_%wipjamts, at: as, pubhc tecords act reqtj
Image: Destroy
Active Inactive To I Media I=Import Paper
(in office) (Recori
ds Retention Vtal? Options M=Mfr after
Center) can Imaged &
QC'd?
I (OFR). or the "Lead Department" If you are the OFR refer to your department retention schedule
ler (e g last document + 2 years), since destruction is normally peyformed by file folder.
7d/or investioatioris suspend normal retention enods !retention resumes after settlement or cornple
DOWNEY, CA -01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
Mag,
Department preference; State
Staffmg Dept
C 'A" - 0 1
CITY COUNCIL
2 years
2 years
OD
law only requires for 30 days,
GC §54953 5(b)
AUDIO RECORDINGS of
Meetings / Audio Tapes
:Boards, Commissions, &
Committees: Residents
Mag
3`affinq DeDl,
CW -016
Advisory Bodies Formed by
P
P
Mfr OD, S
No
Department preference" GC
CITY COUNCIL
Ppr
§34090
MINUTES & BYLAWS
Copies -
Copies -
Mag,
Final must be filed with County
n a T1 ce
CW -017
Budgets - Finals
When No
When No
Yes- Current
Mfr, OD, S/i
Yes: After
Auditor; GC §34090.7, 40802,
Longer
Longer
Fiscal Year
Ppr
5 years
53901
Required
Required
Copies -
Copies -
Cash Receipts Detail / Backup
:!/Accounts
When No
When No
Mag
Fi r, an, r.
CW -018
Receivable Detail/
Longer
Longer
Ppr
GO §34090.7
Refund Detail
Required
Required
0,00�
Copies -
Copies -
hen No
When No
Fin,artce i Risk
CW -019
Claims
Longer
Longer
Mag
Yes: Before Mfr, OD, S/I
Yes- After
GC §§34090.7, 34090 6
a n
Ma g ea , ne n t
Required
Required
Settlement Ppr
Settlement
(Upon
(Upon
Settlement)
Settlement)
DOWNEY, CA -01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No. Records Description
Record
imnm� =f
K
rk FTT TP
Image: Destroy
Active Inactive Total Media 1=1 ort
Paper
(OFR) (Records il? (in office) Retention VtaOptions M=Mfr after
Center) Imaged
S=Scan &
I I QC'd?
Comments / Reference
�jpiwy to the vepa(�rren that is NOT the Office of Record (OFR). or the "Lead Department" If yore are the OFR, refer to your department retention schedule
tf)�q;n when the act is camp'eied and imply a full file folder (e t + 2 years). since destruction r
w�
ccimvkajnts audits. nubjec records act recioests, andlor investiciations suspend normal retention oehods (retention resumes after settlement orcorip/e
Lead Complaints /Concerns from Minimum 2
(Responding) CW -020 Citizens years
Dept
Send to !
Human 1]
J, Resources rAl
am
Lo
10
LM
Im
City preference-, Statute of
Limitations for personal
property, fraud, etc- is 3 years-,
Claims must be filed in 6
months-, CCP §§338 et seq ,
340 et seq , 342,
GC §34090
DOWNEY CA
Lelsi=11011A
msw�
MIUM
01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Send to
Human
CW -021
Complaints Against Employees
Human
Resources
Resources
CW -022
Contracts: See Agreements
Copies -
Copies or duplicates of any
When No
Lead Dept.
CW -023
record
Longer
Required
:Correspondence - ROUTINE
Dept that
:!fContent relates in a substantive
Authors
Yeav lio the conlluc, x ,he
usiness
business
or
CW -024
2 years
l(e.g Letters, Memorandums,
Receives the
:!Administrative, Chronological,
City's Original
General Files, Reading File,
Document
Working Files, etc)
Send to !
Human 1]
J, Resources rAl
am
Lo
10
LM
Im
City preference-, Statute of
Limitations for personal
property, fraud, etc- is 3 years-,
Claims must be filed in 6
months-, CCP §§338 et seq ,
340 et seq , 342,
GC §34090
DOWNEY CA
Lelsi=11011A
msw�
MIUM
01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No. Records Description Retention / Disposition
Record
Active Inactive Total
(OFR) (in office) (Records Center) Retention I Vital?
I
`?eiewuns apiwvto the a(c:partmun thatis NOTthe Office of Record (OFR),or the "Lead Dep
-a0iE,utionsP6,y,m when the act isc-utripfeied. and urjotKa full file folder (e 2, last document + 2
_'umPtaimrs audas pub6a ree'oos act requests, andlor investigattous SUSPer
IPIAR6114W'T ItA r
DRAFTS, Interagency and
Intraagency Memoranda not
of business
No=
Image: Destroy
Media I=Import Paper
liptions M=Mfr after
S=Scan Imaged &
QCd?
1110,000- MORO—
When No Mag
Longer Ppr
Required I
Comments I Reference
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.
Records where either the
Content relates in a
substantive wav to the-
-conduct of the public's
business, or ARE made or
retained for the purpose of
are saved by placing them in
if a record is considered
transitory preliminary draft.
GC §§34090, 6252, 6254(a);
64 Ops. Cal. Atty Gen. 317
(1981)); Citv of San Jose v.
Superior Court (Smith).
S218066. Suorerne Court of
California. 2017
Content NOT Substantive. or
NOT made or retained for the
Dept that
puroose of preservina the
Authors
inFormational content for future
Document
reference
or
CW -025
(e g. calendars, checklists, e-mail
Receives the
�or social media posting
City's Original
Document
invitations, instant messaging,
inventories, logs, mailing lists,
,meeting room registrations, supply
,inventories, telephone messages,
text messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc )
No=
Image: Destroy
Media I=Import Paper
liptions M=Mfr after
S=Scan Imaged &
QCd?
1110,000- MORO—
When No Mag
Longer Ppr
Required I
Comments I Reference
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.
Records where either the
Content relates in a
substantive wav to the-
-conduct of the public's
business, or ARE made or
retained for the purpose of
are saved by placing them in
if a record is considered
transitory preliminary draft.
GC §§34090, 6252, 6254(a);
64 Ops. Cal. Atty Gen. 317
(1981)); Citv of San Jose v.
Superior Court (Smith).
S218066. Suorerne Court of
California. 2017
100000F;7�4, r �br
Office of RetentionNo, Records Description Retention I Disposition Comments Reference
Record Image: Destroy
Active Inactive Total Media I=Import aper
(OFR) (Records Vital? afte r
(In office) Retention Options M=Mfr
Center) =Scan Scan &
QC,d?
atv,oiy to the aepailmai 4 that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer layout, department retention schedule.
bocs bega, hen the act's co order (e 2 last document + 2 years), since destruction is normally performed by file folder
����tnp�iwed and �imply a �Futfileht__
andlor investigations sus end normal retention periods (retenlion resumes after settlement or completion)
'o"s sus ler
Deeds, Easements, Final
Copies -
C
Copies -
Orders of Condemnations,
When No
When No
Mag,
Send all originals to the City
City Clerk
City
CW -026
Liens, Recorded Documents,
3 r
Longer
L 0 r
Longer
Ppr
Clerk- GO §34090.7
Rights of Ways (All)
Required
Required
Deposit Accounts / Trust
Close + 5
Close + 5
Mag,
Department preference; meets
Lead Dept
CW -027
Accounts / Refundable
years
years
Ppr
auditing standards-, GO §34090
Deposits
PE
As long as the drafts and notes
are not retained in the "Regular
Drafts & Notes: Drafts that are
When No
When No
Mag,
Course of Business". Consult
Lead Dept
CW -028
revised (retain final version)
Longer
Longer
Ppr
the City Attorney to determine
Required
Required
if a record is considered a
draft. GO §§34090, 6252,
--------------
6254(a)
Transitory or source records
not retained in the ordinary
When
When
course of business-, CHP
Lead Dept
CW -029
DMV Pull Notices
Superseded or
Superseded
Mag Ppr
audits every 2 years; Bureau of
Separated
or Separated
National Affairs recommends 2
years for all supplementary
Personnel records- GC §34090
Generator Operation Logs &
Mag,
Lead Dept
CW -030
Inspections - Fixed / Stationary
3 years
Eyea:rs
]
Ppr
AQMD Rule 1470; GC §34090
-------Generators
UOTOTOM-re I I ff a 4 % Kim
r�=
i Office of
Retention No. Records Description
Retention Disposition
Comments I Reference
Record
Destroy
Inactive
Image: Paper
(OFR)
Active
Total
(Records Vital?
Media I=Irnport
after
(in office)
Center) Retention
Options M=Mfr
Imaged &
S=Scan QC'd?
to aw ue,panf n,w that is NOT the Office of Re or the "Lead Department" if you are the 0FR reser toyqar department retention schedule
fly patiormed by file folder.
: ;rop)auns aud;:'& puowrecords act requesis, and/or investigations suspend normal retention periods (retention resumes after settlement or completion)
:Generator Operation Logs &
Mag,
AQMD Rule 1470-1 Form
L�ad Dol
C" -(a131 Inspections - Portable /
5 years
[]5 years
Ppr
400—E-13a instructions; GC
Emergency Generators
§34090
The Lead Department should
print out historical documents
(or save source data) prior to
GIS Database / Data / Layers
When No
When No
replacing the data, if they
Lead Dept
CW-032 (both City-wide and
Longer
Longer Yes
Mag
require the data or output for
:Specialized)
Required
Required
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seg.
L
CW-033 Grants (UNSUCCESSFUL
2 years
2 years
Mag,
GIC §34090
Applications, Correspondence)
Ppr
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GCS (909) 337-3516
Office of Retention N
Record I
am
ZMTT,TW. "mr �,
Destroy
Image:
inactive Paper
Active Total Media I=Import
(Records vital? after
(in office) Ketention Options M=Mfr
Center) S=Scan Imaged &
QC'd?
MINA Ix A
Grants / CDG / Reimbursable
Claims / FEMA Claims / CES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Lead Dept CW -034
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
Comments / Reference
DOWNEY, CA
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are i
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
After
is 3 years from expenditure
Funding
After Funding
report or final payment of
Agency
Agency Audit,
grantee or subgrantee;
2 years Audit, if
Mag,
if required -
statewide guidelines propose 4::
Required -
P pr
Minimum 5
;-FR-
years,- 2 CFR 200, 33-1, 7.=; -FR,.
ini
inimum 5
yearsQ
304a, A
years
4403-4224��, 24 CFR 857Q,
91.105(h), 92 505, 570.490, &
570 502(a b), 28 -C -F !R`_5C_A2 �
29 CFR 97.42; 211-42 -
444
i I �FLR —11 2-:-41-2,-
OMB Circular A-110 & A-133;
GC §34090
01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -12
Office of Retention No,
Record
Records Description
Destro
Ie: y
mag
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan
QC'd?
k . rtr=,;r s ;° laay to fhe $ °:titi,r:' (hat is r`v+ T fhe C Tice of Record (f i 1 �, or the "Lead elaer2rr er}f" If fou are the 1 . refer to your department refention schedule
u °, r, , ;r�rrr when the act is c,rrtr r'. i and ir;rcdy a lisp h1e (cider ('e.g. last documenf + 2 yearwi sinoe destruction is fly performed by file folder
,:sr, ,, ,:: v. r r, . ur ra}r +?rats ..>t<rer:rs a€r iec: records act re oasts. andtor investa atiorrs srasfrerr l norma! retention ierrods retwr Iron resumes after settlement or completion)
Send all grievances to Human
H!, _zl az: G,=evancEs and Informal
C"oni0ainis tErnployees)
D!igalion, Pending
_41'j , 0" i -AV -036
I
Leave S ':.Ds ` 'I';rne Off
Copies -
Copies -
Resources-, All State and
When No
When No Yes: Before Mag,
Federal laws require retention
until final disposition of formal
Longer
Longer Disposition Ppr
complaint; State requires 2
Required
Required
years after action is taken-, GC
(Upon
§§12946,34090
Copies -
When No
Longer
Required
(Upon
When No
Longer
Required
Copies -
hen No
Mag,
Risk Management
Longer
Yes: Before Mfr OD
S11 Yes: After administrates claim, GC
Required
Settlement �pr,
Settlement §§34090,7, 34090 6'
(Upon
ettlement)
When No
Mag,
I
Preliminary drafts not retained
Longer
Ppr
in the Regular Course of
Required
Business GC §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No
Record
M=
Image: Destroy
Active Inactive Total Media I=Import Paper
(in office) (Records Retention Vital? Options M=Mfr after
Center) I Imaged &
to the deoc-mn,_m that is NOT the Office of Record (OFR)., or the "Lead De
b:g,�; � when the act is cornpfeled, and imply a full file folder (e.g last document +
aOqJNGH mfo�:mi, pit fmrs, 1.,ubhu records act requests. and/or invests P
Material Safety Data Sheet
(MSDS) / Safety Data Sheet While
Lead Dept CW -038 (SDS) Chemical Use Report Chemical In 30 years
Form (or records of the Use
chemical / substance / agent,
where & when it was used)
City Clerk CW -039 Minutes - City Council
Municipal Code (these are
City Clerk CW -040 !;copies)
Lead Dept CW -041 Newspaper Clippings
HE=
Comments / Reference
DOWNEY, CA Q1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
S=Scan OC'd*?
nent". If you are the CFR. refer to your qepartmenr retention schedule.
rats), since desiruction is normally performed by file folder
normal retention eriods (relention restimes after settlement or con; /a£I m
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
Mag,
when it was used is
30 years
Mfr. OD,
S Yes - After maintained for 30 years;
Ppr
QC & OD Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(i), GO
§34090
Copies -
Mag,
Originals maintained by City
When No
Yes (all) Mfr, OD,
S No Clerk Permanently" GC
Longer
Ppr
§34090 7
Required
Copies -
Mag,
Return any whole unused
When No
Yes Current Mfr, OD,
I No codes to the City Clerk;
Longer
Original Ppr
Originals maintained by City
Required
Clerk Permanently; GO §34090
When No
Non -records - may be obtained
Longer
Ppr
from the newspaper company,,
Required
GO §34090
DOWNEY, CA Q1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description Retention Disposition Comments Reference
Record
Destroy
Inactive Image: Paper
Active Total Media I=Import
fte
(O(OFR)(Records Vital? ar
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan
QC'd?
". r� :r arr �/ ar`y to the cl p�+tar r,t That is NOT the Offioe of Reoord O RJ, or the "`Lear! Oe aartarr }rrt A" !f ycae are the OFR; refer to your department retention schedule
a t Ar i vd/aen the act is rr3, +lr Te "anti itr3ply a Bail file ;ra,'oer le, q i st doiaarrrent + 2 yearsj, since destruction is flypeifoirmed by file folder.
Ijubhu records act fecuests, and/or uivesticiations susuend normal retention penols (retention resumes after settlement orcomnlelion)
N�'Ioic,,as Public Hearing
-Jv 1-t t
V%r - "' 4 2 NcliiaeS aro Proofs of 2 years
P,u,nbcafions
MINKNIVAENNEM
Statute of Limitations on
2 years Mag, Municipal Government actions
Ppr is 3 - 6 months; CCP§337 et
seq; GC §34090
Copies - Copies - Mag
C! C iC, r k C'VV,110 4 3 0d
�viances - City Councd When No When No Yes (all) Mfr, OD, S No Originals maintained by City
Longer Longer Ppr Clerk Permanently, GC §34090
Required Required
L-Qatd D -gip-, U44 )SHA Ins:3eclions or Citations 5 years
Pefsonne= Hles �Deparlunent- Send to
Human
Resources
COJ-043; Upon
Exvept for t=ire & Police Separation or
Oepar:me,)t
Transfer
WE=
mom
Send to
Human
Resources Before Mag,
Upon Separation Ppr
Separation or
Transfer
to keep their records 7 years;
Ensure records kept in
Department files comply with
City policy (all originals are
r,ent to Human Resources);
�Ir VIA#46 7
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description Retention / Disposition
Re cord
N=
Inactive
Active �41 Total
1_
(Record
(in office) Center)'l Retention
I !
Comments / Reference
'Hiae,mrjons up )y to the depa,rMew
Destroy
Image:
Media I=Import
Paper
Vital? Options M=Mfr
after
Imaged &
S=Scan
CIC'd?
Comments / Reference
'Hiae,mrjons up )y to the depa,rMew
that is NOT the Office of Record (OFR), or the '"Lead Depailmentr". If you are the OFR. refer to your department retention schedule.
etuwj rx,,: huyin when the act is "'wriVieted and imply a full Elie folder to g. last document + 2 years), since destruction is norinaity performed by file folder
andlor in vesti,, ations sus and normal retention penods_(rqtention resumes after settlement or con' ietion).
Shred After
Shred After
Incorporation
Incorporation
Notes maintained in a separate
Pia�sonne� Fiies (Supervisor's
into
into Before
Mag,
folder to be incorporated into
_erj'�� ).Ot
C "IV 4
dotes'
Performance
Performance Annual
Ppr
performance evaluation, or to
Evaluation or
Evaluation or Evaluation
document progressive
Documented
Documented
discipline-, GC §34090 et seq-
Discipline
Discipline
When No
When No
Mag,
Preliminary Drafts-, destroy
C 10i - 0 7
Pi'ctographs
Longer
Longer
unnecessary photographs GC
Required
Required
P pr
§§34090, 6252, 6254(a)
IrLaLl D -_pi
C'A' 04 8
Pubi'c Reiai!ons t Press
2 years
2 years
Mag,
GC §34090
Ri�teases
Ppr
i.> au DePT
ReaR Est ie Appraisal Reports.
Mag,
Not accessible to the public;
f',"Vho OrdeEed
C, 141-04 9
Pruperty NOT purchased,
2 years
2 years
Statewide Guidelines show 2
!:,e Apprasa;)
LOWIS not funded etc.
Ppr
years; GC §§34090, 6254(h)
Not accessible to the public
until purchase has been
Lead Dapi
Real Estate Appraisal ReportsMinimum
3 Minimum 5 Yes: Before
Mag, Yes: After
completed; meets grant
Al"Jhc
CIOJ-050
Purchased Property, Funded
2 years
Purchase
Inactive Mfr, OD, S
auditing requirements; _ZCFR
A p ra 14 s a i)
c
Loaris
years years
Ppr
24 CFR
91 105(h), & 570.502(b); 29
CFR 97 42, GC §34090
Records Destruction Lists" Copies -
01ty Clerk C, IN - "D 5 1 CerlJcate of Records When No
Destruction Longer
Req u i red
Copies -
When No Mag,
Longer Ppr
Reauired I
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention N
Record I
Office of Record (OFR). H. refer to your department retention scnedule.
normals,srr ,rr t, s ;rr avr gra the act is Er. rrt lets>c , and in�pdy a full file folder {e. c .last document + ?years), siraCe desrructron rs per ormed bt file folder.
Destroy
Image:
Inactive
Paper
Active Total Media I=Import
(Record4m�, 1 vital?
after
(in office) Retention Options M=Mfr
Center)
Imaged &
S=Scan
QCV?
Office of Record (OFR). H. refer to your department retention scnedule.
normals,srr ,rr t, s ;rr avr gra the act is Er. rrt lets>c , and in�pdy a full file folder {e. c .last document + ?years), siraCe desrructron rs per ormed bt file folder.
normal retentlort pent ds (retention resumes after settlement or completio
When No Mag
Longer P,pr Non -Records
Required
Minimum 2
years
When
Superseded
0.1 ........ ww�
MAWWWNNWAWW�
P P
Mag, Statewide guidelines propose
Ppr superseded + 2 or 5 years; GO
§34090
Mag. Copies; GO §34090-7
Ppr
Mag. Administratively and
Mfr OD S/I Yes: After Historically significant,
10 years therefore retained
Ppr permanently; GC §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Referenoe ...........
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:
When No
CW -052
Produced by OUTSIDE
Longer
ORGANIZATIONS (League of
Required
'California Cities, Chamber of
Commerce, etc.)
�Reference Materials: Policies,
Procedures, Brochures Flyers
Minimum 2
ea'd Dept CW -053
Manuals, Newsletters, etc:
Produced by YOUR
years
Department
Reference Materials: Policies,
Procedures, Brochures, Flyers,
When
Dept. CW -054
Manuals, Newsletters, etc:
Superseded
Produced by OTHER
Departments
CW 055
Reference or Working Files:
See Correspondence
Reports and Studies
Lead Dept CW -056
(Historically significant - e.g ,
10 years
Zoning Studies)
normal retentlort pent ds (retention resumes after settlement or completio
When No Mag
Longer P,pr Non -Records
Required
Minimum 2
years
When
Superseded
0.1 ........ ww�
MAWWWNNWAWW�
P P
Mag, Statewide guidelines propose
Ppr superseded + 2 or 5 years; GO
§34090
Mag. Copies; GO §34090-7
Ppr
Mag. Administratively and
Mfr OD S/I Yes: After Historically significant,
10 years therefore retained
Ppr permanently; GC §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -E
Office of Retention No
Record
Wa3ME3W==
Active Inactive Total
{OFR) (in office) (Center)
sCenter) Retention
I
appiy to :tie depalitnen' that is NOT the Office of Record (OFR), or the "Lead Department" If
D6.1ifff ;,yfi&n ")a act is cumpleted, and unply a full file folder (e.q last document+ 2 years), sincE
Uons suspend normal ret
Reoorts and Studies tother
0
D P ("Al -057 'tan His, ri1 cafly significant 10 years 10 years
reports - e g Annual Reports)
M
Copies -
Copies -
C';z y fart, C"A' - 0 5 8 ResWulons - Gsty Council
When No
Media I=Import
Vital?
Longer
Options M=Mfr
Required
Special Projects 1 Subject Files
Minimum 2
eary Depi CVV059 r ,
, issue Fdles
years
Sutveys J Questionnaires (that
me City issues')
'sf a summary of the data is
e a a D t_-- P 0)V-060 cornpiled, Ine survey forms are
2 years
consrdered a draft or transitory
record. and can be destroyed
as drafts (When No Longer
Required)
M
Copies -
Destroy
Image:
Paper
Media I=Import
Vital?
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
--- years
M
Copies -
Mag,
When No Yes (all)
Mfr, OD, S
Longer
Ppr
Required
Minimum 2
Mag,
--- years
Ppr
am
0
11111011
Comments / Reference
MYFl7MMT6R7§TTMTMT'ffh=&
years; statewide gui«-
« «pose
epropose 2 years-, If historically
Originals maintained by City
No Clerk Permanently,- GC
§34090,7
Department Preference-, GO
§34090 et seq
ENEM
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention N
Record I
Records Description
75 M-1 -M; T-9
A
ctive Re
Inactive
Total
(OFR) (Records tention
(in office)
enter)
;'pig to that is NOT the Office of Record (OFR), orthe "Lead Department". If y,
a�,;.3�t.,:�r,r„ tr�t?;rr 4� her: fdre act is r �aarapletecl, and drrap?y a full file folder (e.. last document + 2 yearsj, sar�c�
Time Cards
Lead Dept CW -061 Contains the employee's
signature
Image: Destroy
Media I=Import Paper
Vital? Options M=Mfr after
S=Scan Imaged &
QC'd?
the OFR refer to your department retention schedule
,iction is normally performed by file folder.
penods (retention resumes after settlement or coLrnp1e0n)___.
Department preference-, Meets
auditing standards (audit + 4
years); IRS requires 4 years,-
Ca- requires 2 yr min,; FTB
keeps 3 years; Most
Employees provide digital
Mag
Yes: After
signatures when they submit
Mfr, OD, S/I
QC & OD
their timecards, but some in
Ppr
Public Works and Community
Services do not (another
employee enters their time);
IRS Reg §31 6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090
DOWNEY, CA r9l 995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted. 11/12/2019
Training - ALL COURSE
RECORDS
Lead Dept CW -062 (Attendance Rosters, Outlines
2 years
3 years 5 years
and Materials-, includes Ethics,
Harassmem Pevertiw,, &
Safety Training & Tailgates)
Video Recordings - Public
:Activity (Doors, Hallways,
!,Parks, Public Areas, etc)
When No
When No
Lead Dept CW -063 I
Longer
Longer
'!See City Clerk's schedule for
Required
Required
:City Council Video Recordings
Mrifmamz��
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
Mag, Yes: When to keep their OSHA records 7
Mfr, OD, S Inactive I years, EEOC/FLSA/ADEA
Fpr (Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seg., 29 CFR
1627 3(b)(ii), LC §6429(c)-, GO
§§12946, 34090, 53235 2(b)
Does not record regular
Mag ongoing operations of the City-,
GC §34090.6(a)
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No.
Record
M=
1� E 114 1q;
I RTI � 11
Inactive—*
Active 01111ii Total
(in
► ords
office) (Recff,", Retention
Center) =j
the recot-d is nol jisted here r(-fo�, to the ReTei�ijon for City- Wide Standards
00
W P
When No When No
Longer Longer
Mag,
-001 Advice Files Department Files Required - Required - v'i
C0y Attorney CA
Minimum 2 V Minimum 2] Ppr
years ears
Comments t Reference
Destroy
Image:
Paper
Media I=Import
Vital?
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
the recot-d is nol jisted here r(-fo�, to the ReTei�ijon for City- Wide Standards
00
W P
When No When No
Longer Longer
Mag,
-001 Advice Files Department Files Required - Required - v'i
C0y Attorney CA
Minimum 2 V Minimum 2] Ppr
years ears
Comments t Reference
DOWNEY, CA Oc 1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
on
Longer
- 7 g e r
0 nge r
Longer
Department Preference;
City Attorney
City Attorney Opinions and
CA -002
Required -
I
1
Required -
u
Mag,
Yes
Statewide guidelines propose
Opinion Index
m 5
Minimum 5
I!
i 1 5
Minimum 5
M
Ppr
superseded + 2 years; GIC
§34090
years
years
Y, rs
Minimum
Minimum
Department preference; CCP
Litigation Files / Lawsuits
Final
Final
Yes: Until Mag,
§§ 337 et seq.; GO §§ 911-Z
City Attorney
CA 003
'Court Case Files
Resolution +
Resolution +
Settlement Ppr
945-.& 34090, 34090 6; PC
5 years
5
.U22.
§832 5(b)
When No
Department Preference;
i1 {y Attorney
Settlement Agreements / Final
CA -004
Longer
Required -
P P
Mag.
Mfr, OD.
Yes: After Statewide guidelines propose
S/1
Court Settlements
Minimum 5
Ppr
QC & OD superseded + 2 years-, GO
§34090
years
DOWNEY, CA Oc 1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No. Records Descripti
Record
Active Inactive Total
(011 (in office) (Records Retention
Center)
fi the record is not listed isei-e refer to the Retention for City -Wide Standards
tjn&ntions begin, when the act is cufreleted and imply a full Me folder (e o last document + 2 years), since
eiatins pubix records act requests, audits andlor in vestigations suspend normal rete
City Clerk CC -001 Administrative Regulations P I P I
Affidavits of Publications /
Affidavits of Posting Notices
City Clerk CC -002 Legal Advertising / Notices 1 2 years 2 years
Proofs of Publications / Public
Hearing Notices
Agenda Packets: City
Council, Community
City Clerk CC -003 Development Commission, P P
Successor Agency, Oversight
Board, Public Finance
Authority, Water Authority
11i Jill I l�1111111 III! III I 111111111 1111111111
� 111, lilt; I I
Image:
Destroy
Vital? Media I=Import
Paper after
Options M=Mfr
Imaged &
S=Scan
QC'd?
z
Comments / Reference
Mag,
Mfr, DID, S/I
Yes: After Department Preference-, GO
Ppr
QC'd & OD §34090
Brown Act challenges must
be filed within 30 or 90 days
Mag,
of action; Statute of
Mfr, OD,
Limitations on Municipal
Ppr
Government actions is 3 - 6
months,- GGP§§9_17-e?-sleo-
349A—,GC §§34090,
54960.1(c)(1)
Mag, Yes: After Department preference; GO
Mfr, OD, S/I QC & OD §34090
Ppr
Adopted: 11/12/2019
Ver. 6.0
RECORDS RETENTION SCHEDULE: CITY CLERK
Cffr e 4'A
Retention No.
Records Description Retention IDisposition
Record
Image:
Destroy
Inactive
Active Total Media
FRetention
1=1 port
Paperafter
(OFR)
Vital?
(Records tiOptions
(in office)
M=Mfr
Imaged &
Center)
S=can
QC'd?
the record is not fisied hese. refer to the Retention for C=de�Standards
rFlrcaaa i .-a rt, when the act as s a,t,aaleted. and ;r, p!y a full file folder (e° g last document + 2 years), since destruction is
_jroanocn c;on,,via;r-.,,,,,' dairi-es oubhc records act re(jussis. audits and/or invesiQations suspend normal retention periods f
Agreements & Contracts -
FORMAL
Agreement or Contract
includes all contractual
obligations (a g
Specifications and Successful
Proposal/ Scope of Work),,
Insurance Certificates, Notice
City Clerk CC -004 of Completion
Examples of Infrastructure:
Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs,
sewer&_s4ewvRs, street & Aley
improvements, settlement,
subdivisions, utilities, water, etc
Yes: Before Mag,
Completion P P Completion Mfr, OD,
I I Ppr
gog
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
S Yes: Upon years-, 10 years for Errors &
Completion Omissions; land records are
permanent by law; CCP §337
et. seq., GC §34090;
Contractor has retention
requirements in 48 CFR
4703
Adopted.- 11/12/2019
Ver. 6.0 ?EGO-TDS TETEUTION SCHEDULE: CITY CLERK
Office of Retention No. Records Description Retention I Disposition
Record
Inactive Image: Destroy
(OFR) Active (Records Total Vital? Media 1=1 port Paper after
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan QC'd?
3:€ the record is not listed here gofer to the Retention for Cady -Wide Standards
� t:r�r a .g4-`�r:rre when the act is cetrr=�dote:l, and rrri�Oly a furl fele colder (e g last
f T�,�,-,4,,.,,�ii clwtas, Piblfc records act requevs audits af0lor fnvesli�
cllldpz�, �_# I
9.• -
Co ets
.•-
Commets / Reference
Agreements & Contracts -
FRMAL (NON -
FR AL
INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Department Preference;
Agreement or Contract
Statute of Limitations is 4
includes all contractual
years-, 10 years for Errors&
obligations (e.g.
Omissions-, land records are
CC -005 Specifications and Successful Completion
Completion Yes: Before
10 years Mag, Ppr
permanent by law', CCP
Proposal/ Scope of Work),
+ 10 years Completion
§§337 337.1(a), 337 15,
Insurance Certificates, Notice
343; GC §34090, Contractor
of Completion
has retention requirements in
48 CFR 4,703(a)
Examples of Non -infrastructure:
Consultants, Franchises,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel, Professional
Services, Vehicles, etc
Rr7p-af s-' C-AF11c
Mae
Oaf
f3-- 844
R it
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver. 6 0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CCU
*ffice of Retention N
Record
Inactive
Active Total
(OFR) (Records
(in office) Center) Retention
the record is not listed nere refer to the Retention for C4y-Wide Standards
Board & Commission
-I&F ccico Cumminee Maddy Act Lists 2 years s
2 year
Nolcas
Image:
Destroy
Media I=Import
Paperafter
Options M=Mfr
Imaged &
S=Scan
QC'd?
Me=
,funds (Revenue) Official
Statute of Limitations for
bonds, mortgages, trust
StaEernents ) lranscripts i
is 6 years-, Bonds issued by 1�
local governments are 10
.'�aTlificates of Participations
Fully
Fully
unused bonds', CCP §§336
eS
Incluctes Continuing
Defeased +
Defeased +
Yes- Until
Mag, Ppr
Yes: After
JIS00sure Reports
10 years
10 years
Maturity
Department preference; GC
QC &OD
S'ee Bank Statements for
Yes- After
GC §34090
QC &OD
,tatement retention
Yes:
Mag,
9
i3udgets - Adopted 1 Final
P
P
Current
Mfr, OD, S/I
Fiscal Year
Ppr
City Council Board &
Mag,
C ---313
Ccrnmission Hstorrcal List of
P
P
Mfr, OD, S/I
r%flernbers
Ppr
[7mymeawrs
Mag,
,c
Claim Forms
2 years
Mfr, OD, S/I
Ppr
Me=
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Department Preference;
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures
is 6 years-, Bonds issued by 1�
local governments are 10
years; There are specific
requirements for disposal of
unused bonds', CCP §§336
et seq 337 5(a); 26 CFR
1.6001-1(e): GC §43900 et
seq.
Yes: After
Department preference-, GC
90 days
§34090 at seq.
Yes: After
Department preference; GC
QC &OD
§34090
Yes- After
GC §34090
QC &OD
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver. 6 0 RECORDS RETENTION SCHEDULE: CITY CLERK
0"flce of Retention No. Records Description Retention / Disposition
Record
Inactive Image: Destroy
Active i Total Media [=Import Paper after
(OFR) (Recor1 Vital?
(in office) Center) ds i Retention Options M=Mfr Imaged &
S=Scan QC'd?
P. "'. "I"WERN ".
Djeeos Easements, Liens,
Mag,
Finals are maintained by City
2
Rignls Of Way
P
P
include correspondence,- GC
S-La!exen', of E-conomtc_
§34090 et seq.
role 'esi I Econornic Jrleres.
electronically are reouired
C C -t 45
iiFPPC -
1:: r;-- , 70,0 Senes
'0 %'ears
10 years
SII iYes-,
comes only; oriainal
'YMls - State ci
statements are filed with
lnteres',s;
§L4615
Mag,
..LEC TRO`N[C'LLY PILED
City maintains original
Mfr, OD,
S/I
statements; GC
t-'11-10i'larnic Enteresi Filinas
years
§811009(d)(e)(f)&(g)
C!lv GlerK
•C, 13
,F11PC70C,^1 Series Forms -
7 years
7 years
W009(e)&(a)
Statement oF Economic
Must post on website, GC
Mag, Ppr
i581009(e)
hn,,erests) ALL
Mag, Ppr
11
z-,conornic interest Filings
years; GC §81009(e)
rt; -G142
FPPC Form 635 1 E02) -
years
3 years 5 years
Ltoobyast Aotncriza,icn,
,Renting
FP,'�'C Form 601 (Gift to
5
7 years
7 years
Agency Report'!
rPPC Form 802 (Event Tckel
Cieli
u-016
Pass Disvibutions Agency
7 years
F7years
RaPorl)
P. "'. "I"WERN ".
Department preference-,
Mag,
Finals are maintained by City
Yes (all) Mfr, OD,
S No
Clerk-, Department file may
Ppr
include correspondence,- GC
§34090 et seq.
Statements filed,
electronically are reouired
M99—
for 10 nears; Citv maintains
Mfr, OD,
SII iYes-,
comes only; oriainal
F!P_r
statements are filed with
FPPC-1 GC �81009(Nq); GC
§L4615
Mag,
Yes: After 2
City maintains original
Mfr, OD,
S/I
statements; GC
Ppr
years
§811009(d)(e)(f)&(g)
aPpr
Mg,
2 CCR 18615(d), _aC
W009(e)&(a)
Must post on website, GC
Mag, Ppr
i581009(e)
Mag, Ppr
Should post on website for 4
years; GC §81009(e)
Ver. 6 0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -6
Office of Retention N
Record I
FAI-117799,7391�, I=
Inactive I Image: Destroy
(OFR) Active Total Vital? Media [=Import Paper after
(Records
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan QC'd?
ine record is not listed hene, refer to the Retention for City -Wide Standards
beqa,,when the act is completed, and imply a full file folder (e q_ last document +_2 L _yven�since destruction is
L_ — I
uZ+ rt
L-C'mPiahm's claims ouohc records act requests. audits andlor investi ations sus eno normal retention periods I
City Clerk CC -017 FPPC Form 803 (Behested 7 years 7 years
Payment Report)
City Clerk CC -018 FPPC Form 804 (Agency P P
Report of New Positions)
City Clerk CC -019 FPPC Form 805 (Agency P P
Report of Consultants)
FPPC Form 806 (Agency
City Clerk CC -020 Report of Public Official 7 years 7 years
Appointments)
ELECTIONS -CONSOLIDATED
Campaign Filings (FPPC 400
City Clerk CC -021 Series Forms & Form 501): 2 years
SUCCESSFUL CANDIDATES
(Elected Officials)
Campaign Filings (FPPC 400
City Clerk CC -022 Series Forms & Form 501): 5 years
UNSUCCESSFUL
CANDIDATES
Campaign Filings (FPPC 400
Series Forms): THOSE NOT
City Clerk CC -023 REQUIRED TO FILE 4 years
ORIGINAL WITH CITY
CLERK (copies)
0
Comments / Reference
Mag, Ppr
Yes: After 2 Paper must be retained for at
GC §81009e
Mag,
Yes: After 2
FPPC Regulation 18734(c);
Mfr, OD SPI
years
GC §81009e
For
Ppr
years §81009(b)&(g)
Mag
Yes: After 2
FPPC Regulation 18734(c);
Mfr, OD SPI
years
GC §81009e
Ppr
Must post on website; 2 CCR
Mag, Ppr
v3f0 2 5 f b GC
§34090-1 GC §81009(e)
Mag,
Yes: After 2 Paper must be retained for at
P Mfr, OD
S least 2 years GC
Ppr
years
§81009(b)&(g)
Mag,
Yes: After 2 Paper must be retained for at
5 years Mfr, OD,
S least 2 years; GC
Ppr
years §81009(b)&(g)
Paper must be retained for at
4 years Mag, Ppr
least 2 years-, GC
§81009(0&(g)
Ver 6,0 RECORDS RETENTION SCHEDULE: CITY CLERN
Office of Retention No. Records Description Retention I Disposition
Record
Inactive Image: Destroy
(OFR) Active (Records Total Vital? Media I=1 port Paper after
(in office) Center) Retention Options M=Mfr Imaged &
I I S=Scan QC'd?
rr
Campaign Filings (FPPC 400
City Clerk CC -024 Series Forms): OTHER 7 years
COMMITTEES (PACS - not
ca nd idate-control led)
Candidate File: Nomination Term of
City Clerk CC -025 Papers, Candidate Statement Office + 4
Forms, etc - SUCCESSFUL years
CANDIDATES
Candidate File: Nomination
Papers, Candidate Statement Election + 4
City Clerk CC -026 Forms, etc - years
UNSUCCESSFUL
CANDIDATES
11111111=3111111
Comments / Reference
. . . . . . . . . . .
11M. 2=1
P
Paper must be retained for at
Mag,
of least 2 years; GC
§81009(c)&(g)
Lf
Department Preference;
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful-, CA
law states term of office and
term and does not delineate
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful-, CA
law states term of office and
4
term and does not delineate
between the two; EC § 17100
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description Retention Disposition
Record
Inactive Image: Destroy
Active I Media 1=i port Paper after
(OFR) (Records vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
titler the record is not l:E".a€ fare ra/e: to the Retention for C'ii Standards
i ° %4 i:u Jl ray,ri when ; ire act 1. arrt Mete `. and ural, a full file folder (e, g. last document + 2,
ct;n"Py:vnls clairfls ptibhc records act requests- audits andlor investigations suspent
since destruction is
normally petionned by file folder
retention resumes after settlement or
Comments / Reference
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence,
Apolicaticns '�, v2c5r'g&s ar.
City Clerk CC -027 the Council, Precinct Maps,
2 years
2 years
Mag, Ppr
GC §34090
County Election Services,
Candidate Statements to be
printed in the Sample Ballot,
Polling Locations and Precinct
Board Members, Notices,
Postings, etc
Elections - HISTORICAL
(Sample ballot, copies of
Mag,
Retained for Historical Value,
City Clerk CC -028 resolutions, final results-,
2 years
P P
Mfr, OD, S
No GC §34090
Certificate of Election, Oath of
Ppr
Office)
Results + 8
Results -+ -3
Not accessible to the public;
Months or
months or
The 8 month retention
Final
Final
applies after election results,
Elections - Petitions (initiative,
City Clerk CC -029
Examination
Examination
Ppr
or final examination if no
Recall or Referendum)
if No
if No
election, unless there is a
Election + 1
Election + 1-
legal or FPPC proceeding.
yg a r- 'T -4-_-
ear
EC §§17200ftLfT 17400
(End of Elections Section)
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted.- 11/12/2019
Office of
Record
(OFR)
Retention No. Records Description
Inactive
Active
(Recrs
(in office) od
Center)
Retention / Disposition
Total Media
Retention Vital? Options
I I
Image:
I=Import
M=Mfr
S= can
Destroy
Paper after
Imaged &
QC'd?
Comments Reference
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is completed, and imply afull file folder (eg, last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints claims. public records act reauests. audits and/or inveLlations suspend normal retention ends retention resumes after settlement or completion)
City Clerk
CC -048 Enterprise Svstem Catalogue
2-ye—ars
2�Lea�,s
e"
Ma
GC �34090
(posted on line)
F
City Clerk
CC -030 Ethics Training Certificates
5 years
5 years
Mag, Ppr
QC Q,51232,'b) GG—
City Clerk determines
historical significance;
Historical Records,
records can address a
Photographs, & Historical
Mag,
variety of subjects and
City Clerk
Projects (e g. Incorporation,
CC -031
P
P
Mfr, OD.
S
No
media. Some media (e.g.
City Seal, Awards of
Ppr
audio and video tape) may
significant historical interest,
be limited because of the
etc)
media's life expectancy; GC
§34090
City Clerk
Index to Records / Kardex
CC -032
Superseded
Superseded Yes
Mag g,
Mfr, ID,
S/I
Yes: After
-d
Department Preference-, GC
Indexes
Ppr
QC & OD
§34090
Minutes: City Council,
Community Development
Mag,
City Clerk
CC -033 Commission, Successor
P
P,
Mfr, OD,
S/I
No
GC §34090
Agency, Oversight Board,
Ppr
Public Finance Authority,
Water Authority
Municipal Code
When No
When No
Preliminary drafts not
City Clerk
CC -034 Administration, Distribution,
Longer
Longer
M_
Mag, Ppr
retained in the ordinary
etc
Required
Required
course of business; GC
§34090
Office of
Retention No- Records Description
Retention Disposition
Comments Reference
Record
wa�
Image:
Destroy
Inactive
Active
Total
Media
I=Import
Paper after
(OFR)
(Records
(in office)Center
Retention
Vital?
Options
M=Mfr
Imaged &
)
S=Scan
QC' d?
�_'� the record is not listed t��;re r fef to the Retention for City' -Wide Standards
e,?r.rr;:s rry ? v;r ri uvhen the acf is vlfr> defer., and rnt�7t a full file folder fe, .last document + 2 ears). since destruction is s orr fly perfoaned by file foldef
u:a c r,
r: t }rJr:� crt,€ft s, r c, t= records act re caests, audits andlor ara estr aEir�ns s s sent. nos°rnal retention periods {yet n resumes after settlement or comelerion)
Department preference
SII
No
(retain one of each
Supplements�llfr,D,
Ppr
supplement); GC §34090
Oath of Office: City Council,
Mag,
Yes: After
Department Preference; GC
City
CC -036 Boards & Commission
P
P
Mfr, OD,
SII
QC'd & OD
§34090
Members
Ppr
Mag,
City Clerk
CC -037 Ordinances
P
P
Mfr, OD
S/I
No
GC §34090
Ppr
Project Files / Cash Contracts
Upon Filing
Mag,
City Cles-k
CC -038 (CIPS) Agreement, Bid Sheet,
of Notice of P
P
Mfr, OD,
S/I
Yes: After
Department preference-, GO
Insurance Certificate, Notice
Completion
Pot
QC & OD
§34090
of Completion, etc
Preliminary drafts not
Project Files / Cash Contracts
Upon Filing
Upon Filing
retained in the Regular
City Clerk
CC -039 (CIPS) Preliminary Notices,
of Notice of
of Notice of
Mac, Ppr
Course of Business GC
Stop Work Notices
Completion
Completion
§34090
Public Records Requests
Request for Records /
City Clerk
CC -040 Subpoenas (Records Duces
2 years
2 years
Mac, Ppr
GC §34090
Tecum) / Summons
(Except for Police)
NNW rk I AWOT-11
Adopted: 11/12/2019
Ver 6 0
RECORDS RETENTION SCHEDULE:
CITY CLERK
Page QC -11
Office of
Retention No.
Records Description
Retention I Disposition
Comments Re
Record
Inactive
Image:
Destroy
(OFR)
Active
(Records
7otal
Media
Vital?
I=Import
Paper after
(in office)
Center)
Retention
Options
M=Mfr
Imaged &
S=Scan
QC'd?
llif the record is not listed here refer to the Retention for City -Wide Standards------
5egn,,vot,-n �'iie act
impt file foldtr (a g last document + 2 +e
is cornPleted arld y a full ment + 2 years), since destruction is normally performed by file folder,
ars),
culimi p0A,_- recoms act requests. audits atdlor in vetip lot suspend normal rete tiqn_derio(Is (retention resumes after settlement or coTpLqfian).
Recordings - Audio of City
Council, Community
72
7years
Department preference;
City Clerk CC -041
Development Commission,
2 years
Mag, OD
State law only requires for 30
Successor Agency, Oversight
days, GC §54953.5(b)
!Board, Public Finance
Authority, Water Authority
Recordings - Video of City
Council, Community
Department Preference,
City Clerk CC 042
Development Commission, 10 years
10 years
Mag, OD
Video recording of meetings
Successor Agency, Oversight
are only required for 90 days-,
Board, Public Finance
GC §§34090 7, 34090
Authority, Water Authority
City Clerk CC -043
Records Destruction
P
P
Mag,
Mfr, OD
S/I
Yes: After
Department preference; GC
Authorization Forms
Ppr
QC�d & OD
§34090
Records Retention Schedules
Mag,
City Clerk CC -044
/Amendments to Records 10 years P
P
Mfr, OD,
Sill
No
GC §34090 at seq.
Retention Schedules
Ppr
Resolutions: City Council,
Gommuriiiy Developmeni
Mag,
City Clerk CC -045
, ;oniritssion, Successor P
P
Mfr, OD,
S/I
No
GC §34090
Agi�,ncy, Ovefsight Board
Ppr
i_Jun!ic Finance Autirionty
Water Authority
DOWNEYe . 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No.
Records Description
Record
Image:
Inactive
(OFR)
1=1 pori
Active
(Records
l
Vital?
Retention Options
M=Mfr
(in office)
C
Center) )
S=Scan
QC'd?
the record i-
not &�.Ped nere;
refer to the Retention for City -Wide Standards
-ark when the act
folder tit + 2
,s and imply a full file fold e.g last docurne
uwan. pwqu
)hu records act rees, arions suspen
Citi Clerk
CC -050
Secretary of State Statement 2 rs
of Facts
Subpoenas (Personal
City Clerk
CC -046
Appearance - Except for 2 years
Police)
Finance 1Vehicle
Titles (Pink Slips) -All Sale or
General
CC -047
Vehicles Disposal
Accounting
Retention / Disposition
Image:
Destroy
Total Media
1=1 pori
Paper after
Vital?
Retention Options
M=Mfr
Imaged &
S=Scan
QC'd?
Comments / Reference
ears). since destruction is normally per�fb�rnyad _Lie folder
..... ...............
normal retention resumes after settlement or compierion)
rylLg —Por GC ;�,-34,0;0, �=i seo,
2 years I Mag, Ppr
Sale or Mag, Ppr
Disposal
EMMA
Office 01 —7
ecord Retention No., Records Description Retention / Disposition Comments / Reference
R
Active Inactive Total
cls
(Recor
(in office) Retention
Center)
u the record is not listed here refertothe Retention ide Standard.,
ie&-Whx 1, 3c ui when the act is cum aiqied, and ay a full file folder le 9
atoo .;owplamts claims, Put)hc records act requests audit V
qa-
CM -007
ADA Public Coordinator
Manager
Y2—ars
cltL
CM -003
Archive Social (Social Media
2 years
Mafia
ELS—t—lnasl
Cianager
Minimum 2
M
CM -001
City Council Correspondence
yearsty
Farmer's Market (includes
City
CM -002
Financial Transactions and
5 years
Manager
Insurance)
9tL
CM -009
Press Releases )�exc;ot ior Po:lm
2 veais
Manager
City
CM -003
Proclamations / Commendations
2 years
Manager
Projects, Programs, Subject &
City
Issues / Economic Development
Minimum
Manager
CM -004
(Issues and/or projects will vary
years
over time)
When No
City
CM -005
Speech Notes / PowerPoint
Longer
Manager
Presentations
Required
Copies -
F nance
CM -006
Travel / Conferences
When No
Longer
Required
Image: Destro
Vital? Media I=Import Paper aft -
Options M=Mfr Imaged
-q=qn-4f *r1*1?
N=
Maq_Ppr
MM99--Pp—r
Mag, Ppr
Mag, Ppr
m2a—pp—r
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
ueoar,rnent treierenLe
U�2�
GC X34090
Department Preference', GC
§34090
Department Preference (meets
auditing standards); GC §34090
MMUM
15MIRI REGION
11r-1BL%z1L�IV&1W,W�
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted- 11/12/2019
Ver 2 1
RECORDS RETENTION SCHEDULE:
COLUMBIA MEMORIAL SPACE CENTER
Page CMSC-1
aOf1�u� of
Retention No.
Records Description
Retention / Disposition
Comments Reference
Record
Image: Destroy
Inactive
Active
Total
Media
I=Import Paperafter
(OFR)
(Records
(in office)
Retention
Vtal?
I
Options
M=Mfr Imaged &
Center)
S=Scan
Standards
F71t;xxrins be( tit when the act x:s coarpleted and Imply a full file folder ir since destf ucfionis r7ormn �11
perfOrtmmed li+ file folder.
andrinvestr a#ions sust�end_normal .retention pertoCrs rete tion resumes after settlement or corn let101,
Columbia Meir -nonaj Space
Columbia
Science Learning Center
Department preference; State
t-i'lernonal
CMSC_001
Foundation
2 years
2 years
Mag, OD
law only requires for 30 days,
Space
GO 54953.5(b)
§
Carter
AUDIO RECORDINGS of
Meetings / Audio Tapes
Columbia Memorial Space
Columbia
Memorial
Science Learning Center
Department preference; GO
Space
CMSC-002
Foundation
P
P
Mag, Ppr
§§34090, 54960.1 (c)(1)
Center
AGENDAS, AGENDA PACKETS
Columbia Memorial Space
Columbia
Science Learning Center
Memorial
Foundation
P
P
Mag Mfr,
S No
Department preference, GO
Space
CMSC-003
OD, Ppr
§34090
Center
MINUTES, RESOLUTIONS &
BYLAWS
CdUrnbia
When No
When No
Preliminary drafts not retained in
Memorial
CMSC-004
Programming
Longer
Longer
Mag,Ppr
the ordinary course of business;
Space
Required
Required
GO §34090
Center
Columbia
Memorial
CNISC-005
Records NOT of Significant
Minimum 2
Minimum 2
Mag,
Department Preference; GO
Space
Historical Value
years
years
§34090
Center
Coiunibia
Memorial
CMSC-006
Records of Significant Historical
P
P
Mag, Mfr,
S11 No
Department Preference-, GO
Space
Value
i
OD. Ppr
§34090
Center
I
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted-. 11/12/2019
Office of
ecord Retention No. Records Description Retention I Disposition
R
Image: Destroy
Inactive Paper
Active Total Media I=1 port
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) S=Scan Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
=1010411M INIMM
- f V
Mag,
Mfr, OD,
Yes: After Department preference-, GC
S
it V
QC & OD §34090
Address Assionmems,
P
B'v'U" 1 nq
P
Yes (all) Mfr, OD,
Yes: After Statewide guidelines propose
S
Ppr
QC & OD permanent; GC §34090, H&S
Develop
ICD -002
Address File$ 1 BwIdinq Permits
P
131w -d'4 ;a
Indefinite
Yes (all) Mag
is interrelated-, GC §34090, H&S
§19850
Upon
Dtweiup
CU -305
Building Permit DaIalbase
Indefinite
Bilt & lu
Cancellation
Mfr, OD,
S QC & OD in the ordinary course of
or
Ppr
business; CBC §104.7;
Upon
H&S§19850, GC §34090
Builaing Plans - Cancelled or
Expiration,
Devej,jp 4'
CD -004
requires for the life of the
Mag,
Wrtnorawn.
Cancellation
d,
S Yes: After common interest dwellings only-,:
or Withdrawal
QC & OD Statewide guidelines propose 2
Builmng Plans - FinalIed -
years for blueprints &
INDUSTRIAL, COMMERCIAL,
................
107 5, H&S§19850, GO §34090
MULTI-FAMiLY DWELLINGS,
Deveioc i
CD -0053
PLACES OF PUBLIC
P
ACCOMMODAT;ON TENANT
HvIPROVEMENTS
--
BUILDING DIVISION
Comments / Reference
P
Mag,
Mfr, OD,
Yes: After Department preference-, GC
S
Ppr
QC & OD §34090
Mag,
Department preference,
P
Yes (all) Mfr, OD,
Yes: After Statewide guidelines propose
S
Ppr
QC & OD permanent; GC §34090, H&S
§19850
Department Preference - Data
Indefinite
Yes (all) Mag
is interrelated-, GC §34090, H&S
§19850
Upon
Department preference-,
Expiration,
Mag,
Yes: After Preliminary drafts not retained
Cancellation
Mfr, OD,
S QC & OD in the ordinary course of
or
Ppr
business; CBC §104.7;
Withdrawal
H&S§19850, GC §34090
Department Preference; Law
requires for the life of the
Mag,
building for commercial and
P
Yes (all) Mfr, OD,
S Yes: After common interest dwellings only-,:
Ppr
QC & OD Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104 7 &
................
107 5, H&S§19850, GO §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc, - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
1 11 11 i]WUIT 11i
17� F TFIWI 13;!�� q 11
A, 1 1, ii 11 1 i
Office of Retention No- Records Description
Record
Comments / Reference
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Image:
Destroy
Active
Inactive
Total
Media
1=1 ort
Paper
B (OFR)
(in office)
(Records
Retention
vital?
Options
M=Mfr
after
Center)
S=Scan
Imaged &
QC*d?
r• ` ..�+� reoord is not listed r+erg- refer to the Retention for City_ ide Standards
'. :j when the act is ue rr Psfad and rrr p ty a full file folder;e.ci last document + 2 years, srxtce destructron is ilyt performed by
file folder
n res4imes after settlement or coniplef}qq.
Department preference', Site
Plans Only for dwellings less
than 2 stories, garages &
Community
Building Plans - Finalled - SINGLE
Mag,
Yes: After appurtenances, farms/ranches,
Develop
CD -006 FAMILY RESIDENTIAL - SFR and
P
P
Yes
Mfr, OD,
S
QC & OD 1 -story with bearing walls less
Building
APPURTENANCES
Ppr
than 25', CBC requires 180
days from completion date, -
CBC 104 7 & 107 5,
H &S§ 19850, GC §34090
Community
Mag,
Yes: After Department Preference-, GC
Develop
CD -007 Certificate of Occupancy (CofO)
P
P
Yes (all)
Mfr, OD,
S
QC & OD §34090
Building
X�
Ppr
Community
Certificate of Occupancy (CofO) -
Expiration + 2
Expiration +
Yes (until
Department Preference; GC
Develop
CD -008
TEMPORARY
years
2 years
-
expired)
Mag, Ppr
§34090
Building
........ M.&MMINOW
Until Cleared
U!"Id Cleared
CommunityT.:a
Construction Notices / Inspection
or Proiect
cr 0 j e C,
finaglea pemn.0 is the IMR;
Develop
Notices
CD -009
C.-moie';on
"--e-
conivielion
Mag, Ppr
official record- Preliminary
Building
(correction notices, compliance
Drafts,- GO §34090
orders, stop work notices, etc
Lc�nigeer
R_qblix
R&,Zti4i ed
Community
When No
When No
Preliminary Drafts (the database
Develop
CD -010 Reports: Building Activity
Longer
Longer
Mag, Ppr
is the original); GC §34090
J 1,1 q
Required
Required
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No.
Record
102
13• r. != �
_t�, 01 �Jpl �46 I
Active Inactive Total
(in office) (Records enter) Retention
CI
Image:
Destroy
Media I=Import
Paper
Vital? Options M=Mfr
after
S=Scan
Imaged &
Develop
QC'd?
iecora is not hated here nefer to We Retention for City -Wide Standards
11
'Rllurd;�,ns fiegm wi�en the act ill caffroleted, and iniply a full file folder (e -g, last document + 2 years), since destruction is norrval� performed by file folder
•
Me- .
Community Requests & Permissions to
Mag,
Develop CD -01 1 Receive Copies of Plans (to and P Mfr, OD, S Yes: After Department preference-, GC
Building rron-, Architects) Ppr QC & OD §34090
�11=
While
Ordinirce ,s
in Force
1♦ `•
NNOMM
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted- 11/12/2019
Community
15 f d::n n r 9 ss
Uniform Building Codes California
Develop
CD -012 ;n FA,�rrc
Building Codes I
Building
W
�11=
While
Ordinirce ,s
in Force
1♦ `•
NNOMM
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc- - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted- 11/12/2019
Office of
ecord Retention No. Records Description
R
T n
"I jamak
0 =4x*
Retention / Disposition Comments / Reference
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR) (Records Vital? after
(in office) A Retention—i Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
the �z�ic�nf is not hsled herc- refer to the Retention for City -Wide Standards
CODE ENFORCEMENT DIVISION
. . . . . . . . . . . . . .
i Community
1 Develop Minimum Minimum
0 Yes- Until
Administrative Citation M': /
Code CD -111 Resolution + Mag, Pp
Hardship Waivers Resolution
Enforcement 2 years
Division
Community
Develop /
Code CD -015 Code Enforcement Database Indefinite
Enforcement
Division
�='l Yes- Until
21« «1]1111111W, Mag Pp
Resolution
Department preference', GC
§34090
(some cases are not resolved);
CFC §104 3 4, GC §34090
Mag Data Fields / Records are
interrelated; GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted-, 11/12/2019
Code Enforcement/ Abatement
Community
Case Files/ Administrative
Develop /
Citations / Vehicle Abatement Minimum
Code
CD -014 (includes appeals and Code Resolution +
Enforcement
Enforcement Complaint Letters) 2 years
Division
Excludes Liens (Referred to Data
Ticket)
Community
Develop /
Code CD -015 Code Enforcement Database Indefinite
Enforcement
Division
�='l Yes- Until
21« «1]1111111W, Mag Pp
Resolution
Department preference', GC
§34090
(some cases are not resolved);
CFC §104 3 4, GC §34090
Mag Data Fields / Records are
interrelated; GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted-, 11/12/2019
Office of Retention No
Vecord
1�
Inactive E
Active =:� Total
(Recordsn.-
(in office) � Retention
enter) =
Comments / Reference
the record is not listed hete refer to the Retention tbr Ca&Wide Standards
4 ==W4WW4 4 WI. -Is mau (J4
=
(4
ECONOMIC DEVELOPMENT DIVISION
Business Recruitment & Retention
Community Projects, Programs, Subject
While
Develop velopment Minimum 2 Department Preference inr#
Issues / Economic De Minimum �Ql
CD -016 Active Mag, Ppr
Economic (Issues and/or projects will vary years years �71 §34090
Issues
Develop over time - e g. Hotels,
Developments,
Destroy
Image:
Paper
Media I=Import
Vital?
after
Options M=Mfr
funding agency's audit, if required)
S=Scan
Imaged &
Economic
QC'd?
Comments / Reference
the record is not listed hete refer to the Retention tbr Ca&Wide Standards
4 ==W4WW4 4 WI. -Is mau (J4
=
(4
ECONOMIC DEVELOPMENT DIVISION
Business Recruitment & Retention
Community Projects, Programs, Subject
While
Develop velopment Minimum 2 Department Preference inr#
Issues / Economic De Minimum �Ql
CD -016 Active Mag, Ppr
Economic (Issues and/or projects will vary years years �71 §34090
Issues
Develop over time - e g. Hotels,
Developments,
After
Fagade Improvement Grants
Funding
(SUCCESSFUL Reports, other
Agency
records required to pass the
Community
funding agency's audit, if required)
Develop /
CD -017
Economic
Applications (successful), grant
Develop
agreement, program rules, regulations
& procedures, reports to grant funding
agencies, correspondence, audit
records, completion records
After
After Funding
Funding
Agency
Agency
Audit, if
2 years Audit, if
required -
I
Required -
Minimum 5
Minimum 5
years
years
LOW
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin Requirements for Grants
from expenditure report or final
payment of grantee or
subgrantee; statewi•-
r «-
eguidelines propose 4 years-, 7
CFR 3016.42-,21 CFR 1403 36
& 1403-42(b); 24 CFR 85 42,
91.105(h), 92-505, 570 490, &
570 502(a&b), 28 CFR 66 42;
29 CFR 97AZI 40 CFR 31 42-1
44 CFR 13 42; 45 CFR 92 42;
OMB Circular A-1 10 & A-1 33-1
GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No.
Records Description
Retention Disposition
Comments I Reference
I Record
Destroy
Inactive
Image:Paper
(OFR)
Active
(Records
Total
To . Vital?
FRetentilon
Media
1=1 port
after
(in office) Center)
Options
M=Mfr
Imaged &
S=Scan
OC'd?
the record is not ksted trwe refer to the Retention for City -Wide Standards
:he act is corn. e and p y a full file folder document 2
0� ted irn I (e g last
years), since destruction is normally performed by file /older_
or e uu ts� all �tionjss��u normal retention periods {retention resumes aner settlement or wmpiefion;
t xxioi� c)aans, pt,mc fec ds act r q - s audits
C'_ - �
,
..21. -
U.MA-0-001M
Community
Mag
Develop / CD -018
Redevelopment Plans P
P
Mfr, OD,
S
Yes: After Department Preference-, GC
Economic
Ppr
QC & OD §34090
Develop
Community
Mag,
Develop / CD -019
Redevelopment Projects P
P
Mfr,OD,
S
Yes: After Department Preference; GC
Economic
Ppr
QC & OD §34090
1
G DIVISION
Community
Mag'Yes:
After Department preference; Meets
Develop I CD --020
Administrative Citation Review 5 years
5 years
Mfr, OD,
S/I
QC & OD auditing standards; GC §34090
Housing
Ppr
et seq
CommunityForeclosure
When No
When No
Preliminary drafts not retained
Develop CD --021
Notices / Notices of
Longer
Longer
Mag, Ppr
in the ordinary course of
Housing
Defaults (NOD)
Required
Required
business; GO §34090
F61017H, WAKOYT - 1 6 1 . .
I sell
TIT6301 Rol
Office of RetentionNo. Records Description
Record
Active
(OFR)
(in office)
l/ the record is not listed here, refer to the Retention for City-Wide Standards
Inactive
(Records
Center)
Retention Disposition
Image:
Total Media 1=1 port
7] Vital?
rRetention Options M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments Reference
i'etenwjns f)eqm� when the act is completed. and iippty qfull fi% trale9ei e g, tast document + 2 years), since des!ruction is normally performed by tale folder
sugations sins e I
;,,iYat�'on complayWs ciaims, pobhc records act fequestse audits andlor inve i r d normal retention
periods (retention resumes after settlement or completion).
HUD requires 5 years after the
After the
5 years after
project completion; documents
Housing Programs: Affordable
Affordability
the
imposing recapture / resale
Housing Projects, Lead-Based
Period
Affordability
restrictions are 5 years after the
Paint, Rehabilitation, CDBG-
Terminates,
Period
affordability period terminates;
COMMUnity
funded Housing Projects, etc
or the
Terminates,
Mag,
Yes:
Uniform Admin. Requirements
Develop.
CD--022
5 years
Written
or the Written
Mfr, OD, S/I
When
for Grants to Local
Housing
WITH a Recapture / Resale
Agreement
Agreement
Ppr
Inactive
Governments is 3 years from
Restriction
Terminates,
Terminates,
expenditure report', statewide
Whichever
hichever is
guidelines propose 4 years; 24
Deeds are sent to City Clerk
is Longer
Longer
CFR 85 42, 92 508(a)&(c) &
570 502(a)(16), 29 CFR 97 42,
GC §34090
Housing Programs: Affordable
HUD requires 5 years after the
Housing Projects, Lead-Based
agreement terminates-,
Paint, Rehabilitation, CDBG-
Consistent with Consolidated
Community
funded Housing Projects, etc.
Loan Pay -off
Loan Pay -off
Mag,
Plan Requirements-, Required
Develop
CD--023
OR
OR
Mfr, OD, S/I
Yes: After
for 3-4 years from expenditure
Housing
WITHOUT a Recapture / Resale
Forgiveness +
Forgiveness
Ppr
QC&OD
or performance report 24 CFR
Restriction
5 years
+ 5 years
85 42, 92.508(a)&(c) &
Deeds and Insurance are sent to
570.502(a)(16), 29 CFR 97.42,
City Clerk
GO §34090
Community
Loan Applications Denied,
Develop
CD--024 Cancelled or Withdrawn (First
2 years
2 years
Mag, Ppr
GO §34090
Housing
Time Home Buyers, Life/Safety,
Rehabilitation, HOME, etc )
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -8
f,ffice of Retention No.
Record
=a
ra_7907C. -�Il
I`E�, 41 �16 t f
Inactive
Active U Total
(Records i1
(in office) , RetentiA
Center) 1�, 0
the record is not PsTed here- refer to the Retention for City- Wide Standards
,_NNW
PLANNING DIVISION
Community Alcohol Beverage Control License When No
Develop / CD -025 Longer
Planning
Destroy
Community
Media 1=1 ort
Vital?
Annexations / Boundaries
Develop
CD -026
Consolidations / LAFCO
Planning
Usually filed in the project file,
Community
Final environmental
Mfr. OD
Develop
CD -027
Census, Demographics
Planning
time"; 14 CCR §15095(c)-, GC
§34090
Environmental Determinations.
Negative Declarations within the
Environmental Impact Reports
Community
(EIRs), Negative Declarations,
Develop
CD -028
etc )
Planning
Ppr
§34090.7
Mag,
Yes: After Department Preference-, GC
Inside City boundaries
S/I QC & OD §34090
Ppr
Environmental Determinations:
Environmental Impact Reports
Community
(EIRs), Negative Declarations,
Develop
CD -029
etc )
Planning
Outside City boundaries
Community
General Plan, Elements and
Develop
CD -030
Amendments
Planning
Community
Historic Preservation Survey,
Develop 1
CD -031
Evaluations and Designations
Planning
Required
5 years
I
M
z
P I P
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
to not duplicate or distribute without prior written permission from GGS (909) 337-3516
ME=
N
IN
FS
rally performed by file folder.
ration resumes after settlement or
Mag, Ppr
Destroy
Image:
Paper
Media 1=1 ort
Vital?
after
Options M=Mfr
Imaged &
=can
QC'd?
rally performed by file folder.
ration resumes after settlement or
Mag, Ppr
(Non -Records)
Mag,
Mfr, OD,
Yes: After
S/I Land Records', GC §34090
Ppr
QC & OD
Mag, Ppr
(Non -Records - Census Bureau
is OFR)
Usually filed in the project file,
Mag
Final environmental
Mfr. OD
Yes: After determinations are required to
S
QC & OD be kept a "reasonable period of
Ppr
time"; 14 CCR §15095(c)-, GC
§34090
Non -records; EIRs and
Negative Declarations within the
Ppr
City Boundaries are with the
project file
Mag,
Yes: After City Clerk Maintains all Agenda
GC
Mfr, OD,
S/I QC & OD Packets Permanently,-
Ppr
§34090.7
Mag,
Yes: After Department Preference-, GC
Mfr, OD,
S/I QC & OD §34090
Ppr
UVWSTPX*191019f •
Office of Retention No.
Record
M=
11 111 liq ��� q iiq�iqii�1�1 I
Active Inactive Total
(in off(Records
ice) Retention
Center) I
tandards
0 2010 W
1222=4 1-1 1--11 1611411, No MMIN0=wwwomr,
Comments / Reference
Destroy
Image:
Media I=Import
Paper
vital? Options M=Mfr
after
S=Scan
Imaged &
P
QC'd?
tandards
0 2010 W
1222=4 1-1 1--11 1611411, No MMIN0=wwwomr,
Comments / Reference
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
rviastar Plans Specific Plans, Land
Mag,
Yes: After Department Preference', GO
Develop
L -se Plans, we
P
P
Mfr, OD, S/I
QC & OD §34090
P q
Ppr
4,&-niriuriity
When No
When No
Preliminary drafts not retained
Dev,ejp
CD -033
Materials Boards
Longer
Longer
Mag, Ppr
in the ordinary course of
�� g
plann T"
Required
Required
business- GO §34090
C;,nmlu ni iy
Devolcip
i-034
Parooe Permis
2 years
2 years
Mag, Ppr
GC §34090
planning Commission
Mag,
Yes: After Department preference; Original
filed in
Deveio ' C
CD -D35
P
P
Mfr, OD, S/I
CIO & OD Staff Reports are the
AGENDAS &AGENDA PACKETS
Ppr
project file, GO §34090
CCTMT�Unity
Ptanm,nq Commission
01FAMWAN.M.WNWAM
Mag,
Develop F
CD -03:3
MINUTES BYLAWS &
P
P
Yes Mfr, OD, S
No GO §34090
plannina
%!r SOL U TI ON S
Ppr
Department Preference; Video
Community
F-anmrig Commission
recording of meetings are only
oewelop
'C' D-037
10 years
10 years
Mag, OD
required for 90 days; GC
Planning
VIDEO RECORDINGS of Meetings
§§34090.7, 34090
-01rif"WriTy
P�arn�ng Project Log of
Department Preference - Data
Dev�: fup
j
CD�038
Indefinite
Indefinite
Yes (all) Mag
is interrelated; GO §34090, H&S
-
i -� n. n i n g
Appi�ca�lons, Database
§19850
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver. 8 0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Office of Retention No Records Description Retention / Disposition
Record m�] Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (in office) (Records Retention vital? Options M=Mfr after
Center) Imaged &
F S=Scan _ .-
-1
11111111 IN" 011l, ly-112
99-90W 1 -1-111, 1, 1 1 - 11 1
11MMI -0
INVIRM
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted- 11/12/2019
Planning Project Files - Approved
Permanent Entitlements
(Includes Associated CEQA
Noticing, Conditions of Approval,
'Public Noticing, Environmental
Department preference; Final
Community
I Determinations, Staff Reports,
Mag.
environmental determinations
Develop l
CD -039 :Plans & Maps)
3 years
P P
Yes
Mfr, OD,
S
Yes: After are required to be kept a
"reasonable
QC & OD period of time"; 14
Planning
Examples: Conditional Use Permits
Ppr
CCR §15095(c); GC§§34090,
(CUPS), Correspondence, Design
340907
Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments
(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes, etc
Community
Minimum 2
Minimum 2
Mag,
Yes: After Department Preference, GC
Develoo. i
CD -040 Special Studies
years
yearsQC
fvlfr, CD,
S
& OD §34090
Planning
Ppr
Temporary Entitlements
Commumty
Temporary Permits (Approved &
Yes:
Mag
Develop.
CD -041 Unapproved):
Minimum 2
Minimum 2
During
Mfr OD,
S
Yes: After Department preference-,
plainning
years
years
Event
Ppr
QC & OD GC§§34090
Christmas Tree Lots, Pumpkin
Lots, Banner Permits, etc
Cornmunlity
Zoning Code Major Updates
Mag,
S
Department Preference; GC
No
Deve�op
CD -042 (Historical Copy)
P
P
Yes (all)
Mfr, OD�
§34090
Planning
Ppr
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted- 11/12/2019
office of
Retention No.
Record
It �#* 11 �10�0 a
L
Comments / Reference
DOWNEY,
Image:
Destroy
Active
Inactive Total Media
1=1 ori
Paper
(OFR)
(in office)
- Vital?
tRetention Options
{Center)
M=Mfr
after
Center)
)
Imaged &
=can
QC'd-?
If the record is not listed here, refer to the Retention for City -Wide Standards
Rerumwns bugin when the act � tl,omoleted. and iniply a full file folder (e -g- last document + 2 years), since destruction is normally perlormed by
its folder.
file.
tions suspend normal retention enods retention resumes after settlement or co!npfehon;.
R j t o{� , rf�l ; ��rsr of iid}� r i records act requests. audits arad%ar in esti normal
Zoning Maps (Historically
Mag,
Department Preference-, GO
"c
I -V'-�iup " CC; -043 Significant) P
P Yes (all) Mfr, OD,
S
No
§340907
Ppr
Zoning Ordinance Amendments, .nrr:ur its
D._Vek�p CO -044 P
Mag,
PTYes Mfr, OD,
S/I
Yes: After Department Preference
Reclassifications / Zone Change
1 year (copies); GO §34090.7
pianm'nc
Ppr
® 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 100 RECORDS RETENTION SCHEDULE: FINANC:z:
Office of Retention No. Records Description
Record
(OFR)
Audit Reports / CAFR -
I.,13fice Comprehensive Annual Financial
Adrnin FIN -001
Reports and related Audit
Opinions
Finance FIN -002 Audit Work Papers
Admin
Retention / Disposition Comments I Reference
Inactive Image: Destroy
Active (Records Total LVital? Media 1=1 port Paper after
(in office) Retention Options M=Mfr Imaged &
Center) S= Vd?
last documenz + st
�stigations sus erad normal retention
FINANCE ADMINISTRATION
P P
C ty C erk
FIN -003 Budgets - Adopted / Final
P
P
Mag, Mfr,
Yes: After
When No
When No
Finance /
Budgets - Preliminary, Proposed,
FIN 004
Longer
Longer
Admin
Backup Documents
Required
Re wired
Finance /
FIN -005 Transportation Audits / PERS
1, 75 years
7 5 years
Admin
Audit, etc
Mag, Ppr
AMUM115My"T I111111"10
rinance
Business
License, FIN -007 Alarm Permits Expiration + 3 years Expiration +
Utility 2 years 5 years
Billing &
Revenue
I is noir
r.
retention resumes after settlement or cora -le Non
Mag, Mfr,
Yes: After
Department preference', City
OD Ppr
S/I
QC & OD
Clerk maintains originals-, GC
§34090 7
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
Mag, Ppr
propose audit + 4 years;
Published articles show 3 - 7
years-, GC §34090
Mag, Mfr,
Yes: After
Department preference', City
OD Ppr
S/I QC OD
Clerk maintains originals-, GC
§34090.7
Mag, Ppr
Preliminary drafts-, GC §34090
Department Preference (meets
Mag, Ppr
municipal government auditing
standards) r -r' §34090
Mag, Mfr, Yes: After Department preference; Meets
OD For S/I QC & OD auditing standards-, GC §34090
et seq-
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11112/2019
Ver 9 0 RECORDS RETENTION SCHEDULE: FINANCE
N��
Office or
Retention No, Records Description Retention Disposition Comments Reference
Record
Image: Destroy
Inactive
Active Media I=Import Paperafter
OFR) ds Vital?
(in office) (Recor Options M=Mfr Imaged &
lilf the record is not listed here, refer to the Retention for C Standards
Finance/
Business
License, Yes: Until ���.�f
FIN -008 Bus Pass Sales 2yeana 3yearo 0 5yeavo I l S/|
Utility Paid OD, Ppr
Billing &
Revenue
Finance/
Business
License,
Business License &Permit
Indefinite Indefinite
Utility
Omtabmee_LUdLl
Billing &
Revenue
Finance /
Business L�enmeApp|�edona
and Renewals CURRENT
Business
(Regulatory and Revenue
Lioenaa
'
FIN -010 Licenses)
5ymona 5 years
Utility
Billing &
Includes Dance, ���aa�e Tax
' '
Revenue
and all other Business Licenses
Finanoa/
Business
Cash Receipts / Daily Cash
License
F|N-011 Summaries / Cashiers Reports /
1 year 4yeana 5 years
Ud|iiy
Cash Reports / Petty Cash
Billing &
Revenue
Finance/
Buoiwsmm
Emergency Medical
LicLicensen
'
F|N-012 Transportation
Expiration +
Expiration 3yeana Expiration +
utility
�ubscSubscriptions�years
5 years
Billing &
Revenue
DOWNEY, CA 0/es5-2o16s|muwenGovernmental Services,
Inc (909)337 3516 all rights reserved
Yes: After Department Preference (meeM
CID & OD municipal government auditi
standards); GC §34090 1
Yes: After Department preference; Meelm
QC & CID auditing standards.- GC §34;j�$
et seg.
Yes: After Department preferenc",rlee
QC & OD auditing standards-, GC §340 16
et seg. t
Yes: After Department preference', Meela
QC & CID auditing standards; GC §340TV
et seg. I
Ver 9 0 RECORDS RETENTION SCHEDULE: FINA?,jQg
0-1-
Mce Of Retention No. Records Description Retention / Disposition
Record
(OFR)
the record is not listed i�er6- refer to the Retenn
negfrj !hre act !s comweted and
c)j. rvs, utlbuc recuwjs ac�l I
Finance/
Business
License FIN -013 Home Occupation Permits
Utility
Billing &
Revenue
Finance /
Business
License
Comments / Reference
ts ad dds mfinal retenuon penoas iufvrwon resumes arrer se en7ent or c
Department Preference; meets
5 years 5 years Mag Mfr. S/I Yes After municipal government auditing
OD Ppr QC & OD standards (not used for Zoning
I I Clearances), GC §34090
Utility I FIN -014 Returned Checks / NSF Checks 7 years 7 years
Billing &
Revenue
FINANCE GENERAI_ AC(
Finance
General FIN -015 1099's / 1096's 2 years 3 years 5 years
Accounting
Accounts Payable / Invoices and
image:
Destroy
Inactive
Active Media
I=Impon
Paper after
(Records Vital?
(in office) Options
M=Mfr
Imaged &
Center)
S=Scan
?
C1 Standards
Comments / Reference
ts ad dds mfinal retenuon penoas iufvrwon resumes arrer se en7ent or c
Department Preference; meets
5 years 5 years Mag Mfr. S/I Yes After municipal government auditing
OD Ppr QC & OD standards (not used for Zoning
I I Clearances), GC §34090
Utility I FIN -014 Returned Checks / NSF Checks 7 years 7 years
Billing &
Revenue
FINANCE GENERAI_ AC(
Finance
General FIN -015 1099's / 1096's 2 years 3 years 5 years
Accounting
Accounts Payable / Invoices and
Backup / Copy of Check ("Non-
Close / Last
Finance negotiable") - GRANTS
Expenditure
General FIN -016
Report + 5
'Accounting (includes Invoices, Travel
Expense Reimbursements,
years
Warrant Request, etc.)
ZIM.W3.
Close / Last
Expenditure Yes: UntilMag, Mfr S/I
Report + 5 Paid OD,
Ppr
years I
DeDartment Preference, IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca FTB: 3 years',
IRS Reg §31-6001-1(e)(2), R&T
§19530, GC §340901- 29 US
436
Department Preference for
Grant Auditing purposes-, (7 CFR
3016 42-1 21 CFR 1403.36 &
Yes: After 1403 42(b); 24 CFR 85-42,
QC & OD 91 105(h), 92 505, 570 490, &
570 502(a&b), 28 CFR 66 42; 29
CFR 97 42; 40 CFR 31 42; 44
CFR 13 42-145 CFR 92.42; OMB
Circular -110 & A-133
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
)r1rce of Retention No.
Record
mm
gym
Ilia►ky Pri, PT
Active Inactive [4 Total
n office) (Records Retention
Center) li]
'N
Image: Destroy
Vital? Media I=Import Paper after
Options M=Mfr Imaged &
t
not iived here refer to rhe Refenlion for C1.if-Wide Standards
R&Oemion- he yo when the act is corpoteied and i a l a frau irfe folder last document i i;ears), since deal
andlor investigations suspend normal retention
A�M
Comments / Reference
IS noM7a illy performers a file lotaer
(retention resumes after settlement or coin
Yes: Until Mag, Mfr,
(Accounts P3yable / Invoices and
Department Preference (meets
3 years 5 years S/I
Paid OID, Ppr
Backup / Copy of Check ("Non-
municipal government auditing
Finance
negotiable")
standards); GC §34090
General
FIN -017
2 years
ACCOUnting
:!(Includes Invoices, Travel
auditing standards; GC §34090
� Expense Reimbursements,
et sag
Mag, Mfr,
r5
,Warrant Request, etc.)
Department preference -' Meets
Finance
Accn,unts Receivable -
auditing standards, GC §34090
General
FIN -0-13 Miscellaneous - Damage to
2 years
Re wred.
Public Property, Invoices to
Bankruptcies - Where a claim is
ACC OLinti lIg
Outside Entities, etc.
Lead FIN -0221
Finance
4^C a; r,js Receivable - Water
10 years
General
FIN -019 Billing, etc,
2 years
Accounting
Finance Y
Checks / Warrants (Cashed I
Bank Statements and Trustee
General FIN -023
Paid)
Statements Fiscal Anent
5 years 7 years
A�M
Comments / Reference
IS noM7a illy performers a file lotaer
(retention resumes after settlement or coin
Yes: Until Mag, Mfr,
Yes: After
Department Preference (meets
3 years 5 years S/I
Paid OID, Ppr
QC & OD
municipal government auditing
2 years
3 years 5 years
standards); GC §34090
Mag, Mfr,
Yes: After
Department preference; Meets
3 years 5 years OD, Ppr Sit
QC & OD
auditing standards; GC §34090
Finance /
et sag
Mag, Mfr,
r5
Yes: After
Department preference -' Meets
3 years yelarr. OD Ppr S/I
,
QC OD
&
auditing standards, GC §34090
Division
et sag
Finance /
I
Statements, Investment Account
General FIN -020
Statements, Bank
2 years
3 years 5 years
Accounting
Reconciliations, Bank Deposits,
Bank Transmittal Advice
Finance /
When No
When No
Lead FIN -021
Bankruptcies - NOT pursued
Longer
Longer
Division
Required
Re wred.
Finance J
Bankruptcies - Where a claim is
Lead FIN -0221
filed
10 years
10 years
Division
Finance Y
Checks / Warrants (Cashed I
General FIN -023
Paid)
2 years
5 years 7 years
Accounting
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute
without prior written permission
ZE-M
LEM
Mag, Mfr. S/1
OD Ppr
6011
%M#121IIWN��
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§34090
Department Preference, meets
Yes: After municipal government auditing
QC & OD standards,, GC §34090, CCP §
337
Adopted: 11/12/2019
o lice Ul R
Retention No. Records Description
Retention Disposition
Comments 1Reference
ecord
Fa�lcw liana:
Image:
Destroy
ln�tru
Inactive
Activeta Media
To
[ 7Retenilon
I=Import
Paper after
(OFR)
(Records t Vital?
(in office) Options
M=MfrImage
&
FIN -024 Case Files & Statements I
Center)
_d
c_Q
ne-1412
a Slandaids
folder Lel last
d/01 I Inves[K
-irj: +s 0' c records act requests, eudits an
Finance /
FEMA Reimbursement/ OS
General FIN -026
Reimbursements
Accounting
Finance
General FIN -027 Financial Services Database
1 Accounting
Finance
General FIN -028 Fixed Assets
Accounting
H91% a
LL=ZLL2ELoast
)end normal retention
FvCow San,-.
rillprzrm
is (reteotion resurnes after settlerrietit or cornmetion
DOWNEY, CA
Checks deoosited to Bank (City
F:i
sc---,s dien , for the Ban,�, ra�he.r
Fa�lcw liana:
General.
F -Its -0 49
4PA ��sca UN aivng -,re -hec_Ks
ln�tru
AorA_'
to the bank to deDosit them.)
reports for 7 years; GC §34090
Finance
Collections / Collection Agency
General
FIN -024 Case Files & Statements I
7 years
Accounting
Delinquent Accounts
Mag, Ppr
Finance
Escheat (Unclaimed money
Limitations is 1 year for seized
General
FIN -025
uncashed checks)
5 years
Accounting
Mag, Ppr
Department Preference; GC
Finance /
FEMA Reimbursement/ OS
General FIN -026
Reimbursements
Accounting
Finance
General FIN -027 Financial Services Database
1 Accounting
Finance
General FIN -028 Fixed Assets
Accounting
H91% a
LL=ZLL2ELoast
)end normal retention
FvCow San,-.
rillprzrm
is (reteotion resurnes after settlerrietit or cornmetion
DOWNEY, CA
These are cank jnstrume.-,i._
anc naQN records oe., t -
Department preference',
Mag, Ppr
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq
Department preference, All
tangible property held by
government agencies escheats
Mag, Ppr
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Mag, Ppr
Department Preference; GC
§34090
Mag
Data Fields / Records are
interrelated; GC §34090
Department Preference (bond
auditing purposes; IRS
regulations state, " material
records should generally be kept
Mag, Ppr
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e),
GC §34090
01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Office of
Record Retention No. Records Description Retention I Disposition
Inactive Image: Destroy
Active Total Media 1=1 ort Paper after
t Vital?
(OFR) (Records
(in office) I Total
Options = Mfr Imaged &
Center)
the record is not listed t2etu, refer to the detention for Ort -Wide ;�iartda
Investments /Arbitrage I
Finance Certificate of Deposit
Investment Bonds (Receipts
General FIN -029 Advisor Reports / Trade Tickets 5 years
Accounting LAIF (Local Agency Investment
Fund))
Finance / Journal Entries / Journal
General FIN -030 Vouchers
Accounting
When No When No
Longer Longer
Required Required
Yes: Until Mag, Ppr
Paid
EMU
Comments / Reference
)n resumes after, settlement or completion)
Department Preference', Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self -enforcement";
GC§§ 34090, 43900
Department Preference; meets
municipal government auditing
S/I No standards, Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years, GC
§34090, CCP § 337
Department preference (The
Financial System Database is
the original-, reports are
considered drafts or copies),- GC
§34090
Mag' Mfr S/I Yes: Aftee
r Dpartment Preference; Meets
OD, Ppr QC&OD auditing standards; GO §34090
DOWNEY CA 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Finance
Transaction Histories, Balance
general
FIN -031
Sheets, Revenue & Expenditure
Accounting
Reports, etc (MONTHLY OR
PERIODIC)
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Finance
Compensation Report, Gas Tax,
General
FIN -032
MOE (Maintenance of Effort)
Accounting
Report, Street Report, Housing
Successor Asrencv Housinq
Assess Fund Reoor,, etc
When No When No
Longer Longer
Required Required
Yes: Until Mag, Ppr
Paid
EMU
Comments / Reference
)n resumes after, settlement or completion)
Department Preference', Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self -enforcement";
GC§§ 34090, 43900
Department Preference; meets
municipal government auditing
S/I No standards, Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years, GC
§34090, CCP § 337
Department preference (The
Financial System Database is
the original-, reports are
considered drafts or copies),- GC
§34090
Mag' Mfr S/I Yes: Aftee
r Dpartment Preference; Meets
OD, Ppr QC&OD auditing standards; GO §34090
DOWNEY CA 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
ecord Retention No, Records Description Retention Disposition
R
Inactive Image: Destroy
(OFR) Active (Records Total Vital? Media 1=1 ort Paper after
(in office) Center) Retention Options M=Mfr Imaged &
IE S=i2i22iL_
i; me rs iw! nsted here, refer to the Re e Standards
rf ti; , n., a . c c rr3 when the act is ,yorrd tet; , arrcl €n� a# a ;fell file folder e. .last document + 2 ears ,since destr'cJctiora is rtrara aatf _performed by file folder.
al,a.r nac i iri:v, r4iaar�as, der> a r records act raptaesds. audits artd%r irsvestr atioras sr:s ettcr normal retention eriods 17 resumes after seftlement or COT,pj letion)
_
n{ ral Fi -033 Treasurer's Reports &Backup 2 years 3 years 5 years Mag, Ppr
Department Preference, GC
§34090
Department Preference (meets
municipal government auditing
Finance
Minimum 5 Minimum 5 Yes: Until Mag, Mfr, Yes: After standards); Statewide guidelines
General FIN -034 W -9s S/I
years years Paid OD, Ppr QC & OD propose audit + 4 years-,
Accounting
Published articles show 3 - 7
vears, GC X34090
Mag, Ppr
DOWNEY, CA
Department Preference; GC
PAYROLL
CalPERS Reports - Annual
yrs after tax is due or paid; Ca.
Finance
FIN -035 Valuation Reports, Actuarial
2 years
3 years 5 years
Payroll
Valuation Reports
516,6, 29 USC 436, GC §34090
Mag, Ppr
DE -6, DE -7, DE -9, DE -43, W-3, &
§34090
DE -166, 941 Forms, IRS 5500
Mag, Ppr
the Regular Course of Business
Forms (Employee Benefit Plans),
Finance
FIN -036 PERS / FICA & Medicare
2 years
3 years 5 years
Payroll
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc
vnnwwwmffi�
Finance /
FIN -037 Deferred Compensation (457)
2 years
3 years 5 years
Payroll
eepurts, Registers
When No
When No
Finance /
FIN -038 Employment Verifications
Longer
Longer
Payroll
Required
a2wired
Mag, Ppr
DOWNEY, CA
Department Preference; GC
§34090
Department Preference', IRS: 4
yrs after tax is due or paid; Ca.
Mag, Ppr
FTB: 3 years-, Articles show 7
years; 26 CFR §31 6001-1(e)(2),
R&T §19530; 29 C F R 516,5 -
516,6, 29 USC 436, GC §34090
Mag, Ppr
Department preference; GC
§34090
Preliminary drafts not retained in
Mag, Ppr
the Regular Course of Business
GC §34090
01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
orrice 01
Record Retention No, Records Description
(OFR)
r-jcu:O a_s w)i hs,,ed heie, re!et to the �etenbon for C
%cetenfoos oeoin when the act is _,o.mpletad and.�l a
ejaims, oublic.- records act reouesu
I
L
Retention / Disposition Comments I Reference
11
Inactive Image: Destroy
Active (Records Total Vital? Media I=Import Paper after
(in office) Center) Retention Options M=Mfr Imaged &
F S=Scan OC'd?
Standards
�t! Ills fotder .e last document + ears), since destruction is norms 'i Performed a file tolder.
11m��
audits aridlor investiaations susoend normal retention
Payroll Benefit Files
Administration Forms (W -4s
Finance / Separation + Separation
FIN -039 Changes, Personnel Action �orrn
Payroll 5 years 5 years
copies, Vacation pay-off
requests, etc ) I
Finance / FIN -040 Payroll Journals 2 years 3 yearsr5 years
Payroll
Finance FIN -041 Time Cards / Time Sheets
Payroll
Department preference; IRS
Regulation for W -4s is four
years after the due date of such
Yes Mag, Mfr, S/I Yes: After tax for the return period to which
OD, Ppr QC & OD the records relate, or the date
such tax is paid, whichever is
the later. 26 CFR 31 6001-1; GC
§34090
Mag, Ppr Department preference', GC
§34090
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Most Employees provide
Mag, Mfr, Yes- After digital signatures when they
OD, Ppr S/I QC OD submit their timecards, but some
in Public Works and Community
Services do not (another
employee enters their time); IRS
Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR
516.5; GC §34090
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver 9 0 9SCOPJIS-RE��
Office or
Record Retention No. Records Description
(OFR)
a-,tu!J ie not listed here refer to the Retentj
Cairns "'.)cni)c records act)
Finance FIN -042 W -2's
Payroll
Finance /
Purchasr;r, FIN -043 Purchase Orders / Requisitions
Retention I Disposition Comments / Reference
Inactive Image: Destroy
Active l (Records Totatal? Media 1=1 port Paper after
(in office) I tenonVi
iOptiIm
ons M=Mfr aged &
{Center) _4
z
_
r%41 -140b
rr
I I I I I 1111M
[a
2 years 3 years
r1j
L. • . f
L•
Department Preference for
CaIPERS buy-back purposes,
IRS: 4 yrs after tax is due or
paid-, Ca FTB: 3 years; Articles
show 7 years; IRS Reg
§31 6001 -1 (e)(2), R&T § 19530;
29CFR 516,5 -
«. 29USC
436, GC 434090
Department preference, GO
§34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver 9 0 RECORDS RETENTION SCHEDULE: FINANCM
office -of Retention No. Records Description Retention Disposition Comments Reference
Record
Q, Image: Destroy
Inactive
Active Total Media I=Import Paper after
(OFR) (Records 1:1 ii Vital?
(in office) Retention j Options M=Mfr Imaged &
Center)
the record is not listed hero reFeThothe Retention for Cdv-Wida Standards
116
RISK MANAGEMENT
Finance Acc:deni / Incident / Injury
Riskg FIN -044 Reports (Potential Claims - 2 years L2y years rs Mag, Ppr
Manamedical and non-medical that do
not result in a claim )
Finance
Risk
Manag
Finance
Risk
Manag
Finance
Risk
Manag
FIN -046 Insurance Polices (City -owned
policies)
FIN -047 JPA / JPIA Reports / General
Liability Claim Runs
FIN -048 OSHA Logs - 200, 300, 301,
301A
Yes: Until Mag, Mfrl —
Resolution 5 years 16*1
Resolution OD, Ppr
P P Mag, Mfr, S/I
OD, Ppr
5 years 5 Hyears Ppr
5 years 1 5 years I Ppr
Department preference; CCP
§340.5, GC §34090
Claim must be filed within 1
year, lawsuit within 2 years;
complaints against peace
officers within 5 years; Statute of
Yes: After Limitations for contracts is 4
Settled years; wrongful death for
construction is completion + 5
years; CCP §§ 337 et seq ', GC
§§ 911 2, 5 r 34090,
34090 6; PC §832,5(b)
Yes: After Department Preference; GC
QC & OD §34090
Department Preference; GC
§34090
Calif. Labor Division is required
to keep their records 7 years-,
OSHA requires 5 years,- State
law requires 2 years- 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not dupJcate or distribute without prior written permission Adopted: 11/12/2019
Ver 5 0
-6 ffice of -Records
Record Series #
(OFR)
v the record is not listed rer& refer to the Relent,
wnarl ir"e acp cornvie,,ed and
I
ae! I
a full file folder (e -o. 2 years)since destruction is r1of
last document + , /der
ts, audits andlor inve,sbk
qtions sus end normal relersf;ory poenoqs after settlement)
ADMINISTRATION
+
3 ears
Background File / Recruitment File - iA Ac�
Fire
FR -001 Fire Employees & Fire Volunteers
Admin (SUCCESSFUL) F"' f
Destroy
Image:
Inactive
Paper
Active Total Media I=Import
(Records Vital?
after
(in office) Retention Options M=Mfr
Center)
Imaged &
S=Scan
ne"A
Cjiv-Wide Standards
S/I After QC Human Resources, 29 CFR
a full file folder (e -o. 2 years)since destruction is r1of
last document + , /der
ts, audits andlor inve,sbk
qtions sus end normal relersf;ory poenoqs after settlement)
ADMINISTRATION
+
3 ears
Background File / Recruitment File - iA Ac�
Fire
FR -001 Fire Employees & Fire Volunteers
Admin (SUCCESSFUL) F"' f
AAFO�PNZ
Background File / Recruitment File -
Mag,
Fire /
FR -002
Fire Employees & Fire Volunteers
3 n-3 years
Admin
Mag,
(UNSUCCESSFUL)
S/I After QC Human Resources, 29 CFR
R'-Stxffzaa-
Ppr
& OD 1602 31 & 1627 3(b)(ii), GO §§
if
Fire
FR -003
DMV Pull Notices (Fire Personnel)
Superseded,
Admin
Ppr
or Upon
Separation
Emergency Operations Plan
Superseded
Fire
FR -004
(includes Office of Emergency
and
Admin
Management & Homeland
Approved
sc��wqy)
Send to
Employee Medical File - Fire Only
Human
Fire
FR -005
Resources
Admin
Includes Respirator Fit Tests,
Upon
Medical Questionnaires, etc
Separation
AAFO�PNZ
years Mag,
I Ppr
vvnen
Mag,
or Upon
City Preference, Consistent with
;Suuersedecl
Se 'ra tOn
P_
Mag,
Yes retention for Personnel Files in
Mag,
Mfr, OD,
S/I After QC Human Resources, 29 CFR
R'-Stxffzaa-
Ppr
& OD 1602 31 & 1627 3(b)(ii), GO §§
Human
3105, 12946, 34090; 29 USC 1113:
Resources
Mfr, OD, S
Upon
years Mag,
I Ppr
vvnen
Mag,
or Upon
PPF
;Suuersedecl
Se 'ra tOn
P_
Superseded
Mag,
and
Yes (all) Mfr, OD, S/1
Approved
Ppr
S end to er)d to
Human
Mag,
Resources
Mfr, OD, S
Upon
Ppr
Department preference-, 29 CFR
160231 & 1627 3(b)(ii), GO §§
3105, 12946, 34090 29;J_SG_`
Department Preference, GC
§34090
No GC §34090
Yes: Afler City preference; 8 CCR 5144; 8
& CD CCR §3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i),GC§§12946,
34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver5 0 RECORDS RETENTION SCHEDULE — FIRE Page FR -2
Office of Recurds Records Description Retention / Disposition Comments / Reference
Recurd Series i;
I=
Image: Destroy
Active Inactive Total Media ]=Import Paper
(in office) (Records Retention Vital? Options M=Mfr after
Center) Imaged &
I I S=Scan — .
zwer M-1311 "01=04, I "MIEffifflym- "IMIMM
[-a-rnioyee Treaming File (by secaralocr,
em-, u y e e) 5 years
F R - cj 06
Aami.9f lnaivdoral Training Certificares
Co°ifi,nuinq Education for
Paranlecf2cs
Ad i, i it
A _-Q
�L i rg,
,drain 8,.-
�'D'Lce ,
A c
,rt
if
Aj . rn!n
f - - 007 ECC Atnvaliors & Chills l Funded
- r, � bar CES or F E M, A j 10 years
EOC AmAvations & DrTs 'No -r
FP-- . j - 2 ears
I i_;r"ced bv OSS or
FR f�oa
Ffi;�k Permas
Minimum 2
years
F,rt- ln6dent RNIS Database
3 years for promotion, demotion,
I° R-00�
ilEmergai-,cy Reportmg)
Indefinite
FR_Qlc
iSl' Insurrance Ratings
15 years
Mfr, OD,
M�';ahly Statistucal Reports; Run
When No
r i
Longer
Required
5_ears
sJ2 -
S
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservett
to not duplicate or distribute without prior written permission
WrA
F-15.=sMEM-2,0211111
Department preference-,
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
Yes es Azter
transfer, selection, or discharge-,
QC & OD
State Law requires 2 -3 years for
Mfr, OD,
S
personnel actions-, Claims can be
Ppr
made for 30 years for toxic
substance exposure-, 8 CCR
§3203 et seq., 29 CFR
1627 3(b)(ii), LC §6429(c); GC
§§12946,34090
Mag,
Yes:
Department Preference; GC
Mfr, OD,
S/I After QC
§34090
Ppr
& OD
Ma_q_
Yes:
_MfrOD
Aft C
S/I Q After
GC X34090
Ppr
& OD
Mag,
Department Preference; GC §
Ppr
34090 et seq.
Mag,
Data is interrelated-, GC §34090 et
Ppr
seq.
Mag,
Department Preference (rated
Ppr
every 10 years); GC §34090
Mag,
Considered a preliminary draft
Ppr
copy (the Fire database is the
original), GC §34090 et seq,
F-15.=sMEM-2,0211111
Ver 5 0 RECORDS RETENTION SCHEDULE - FIRE Page FR -3
Officz -01 Regie rds Records Description
Record Series #
Active
(OFR)
(in office)
lla` the record is not /fisted �r:r�, ree��,* to t/{u r`yetnrt�ion for Cit -ride Standards
Retention I Disposition
....... 0 ... 0.00W
Inactive Total
Vital?
(Records Retention
Center)
Image:
Media 1=1 ort
Options M=Mfr
S= can
-
Destroy
aper
afte r
Imaged &
--- - -----
Comments Reference
� ' t�; r , r,•r�,G�rrwhen fhe act is c:c;ra�r�leieci and irr� ! a full fila (alder e. .fast docurnerrd + 2 ears, since destruction is rrorrrtal6y agiorrraed t� Fife ioIcier.
;;.r .,,y,r c. ;,7r Mrd: i,rrr,s
-
€ n,r.: r r€rrr s acr re nests audits andlorenvesti a/ions errs er d rtorrrtal relc:ntron eraods n beclins after sellierraert? -
Originals Maintained by City Clerk
C,ty C'erk
FR -012
utual Aid Agreements, Joint
When o
When No
ag-
or County Clerk of the Board
Power Authorities
Longer
Longer
Ppr
Permanently-, GC §34090 7
Required
Reuujred
Fire
FR -013
Oath of Disaster ViJorkers
Separation +
Separation +
Mag
GC §3105
Admin
years
rs
-
Ppr
Fire
Programs and Protects fe g Cadet
Minimum 2
Minimum 2
Mag
Department Preference, GC §
Admin
FR -014
CPR Progjam, Fire Service Day
years
years
Ppr
34090 et seq.
etc i
Comes -
Code, -
Cit? Clerk
FR -015
Requests for Fire Incident Reports
When No
Laer on
Wnan No
L�)
Mag
GC §34090-7
A4R��
and Fire Investigation Reports
'ge,
Reouired
Ppr
2 veprs
Fire
FR -016
Ride -A -Long Waivers
2 years
2 years
Mao
Por
GC §34090
Admin
Fire
FR -017
Strike Team Reimbursement (OES
10 years
10 years
Meg
Department Preference-, GC
Admin
/ FEMA)
Ppr
§34090
Fire /
FR -018
Subpoenas (Personal Appearance -
2 years
2 years
Meg,
GC §34090
Admin
i-fr& Flarsonneh
Ppr
Fire /
Mag,
Data is interrelated', GC §34090 et
Admin
FR -019
Training Database /Log (Target)
Indefinite
indefinite
j
Ppr
seq.
EMERGENCY MEDICAL SERVICES
Department Preference -
Controlled Substance Logs,
M
Controlled substances are
Fire / EMS
FR -020
Inventories / Ambulance Inventory
3 years
3 years
Yes
Pprag.
required for 2 years after inventory
Logs
or transaction; 21 CFR §1304.04,
131004
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver 5 0 RECORDS RETENTION SCHEDULE - FIRE
Office of Records Records Description Retention / Disposition
Record Series #
Image: Destroy
Active Inactive Total Media 1=1 0o
Paper
(OFR) (in office) (Recordsenter) Retention vitaImage
l? Options M=Mfr after
Cd &
I I S=Scan
record not listed heto, refer to the detention for Ci?-ltiide Standards
!_!Yat:F)r� CI&IDS, ournpia.,,nis. pwblic records act requests, audits andlor invest
Fire / EMS FR -021 Emergency Medical Database
Indefinite
EMS Complaints / CCI (Continuous
Data is interrelated-, GC §34090,
Fire / EMS FR -022 Quality Improvement) / Quality
3 years
Assurance
HIP AA Policies and Procedures
Superseded
Fire I EMS FR -023 (Health Insurance Portability and
+ 6 years
Accountability Act)
Ppr
Fire / EMS FR -024 Paramedic Continuing Education 4 years
Rosters and Certificates
i+.Zdear) since destruc
,.a
Hendnormal retention re
Indefinite e 1, nit e7 Yes
ME=
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Comments / Reference
rets rrtiorr beams after settlement
Mag
Data is interrelated-, GC §34090,
60201 at seg.
Statute of Limitations for health
Mag,
providers is 3 years; 13 CCR
Ppr
1100. 7, UFC §104.3.2, §104.3.4,
GC §34090, 60201 et seg.
Mag,
Yes:
Mfr, OD, S
After 1
24 CFR 164.5300)
Ppr
year
Department preference',
Paramedic Continuing Education
Mag,
Yes:
is required for 4 years by DPH; 8
Mfr, OD, S
When
CCR §3204(d)(1) et seq., 8 CCR
Pot
Inactive
§3203 et seq , 29 CFR
1627 3(b)(ii), LC §6429(c)-, GC
§§12946134090
am "
Ver 5 0
i c -e of RWC_ordS
I Record Series #
(OFR)
the record is not listednefe, ,els
C-111 �Ilallrl �Ilspl
Inactive R,
Active !,,'
ords Total
(Rec
"; Retentio-n
R
(in office) Center)
!efntlon for Ci�,V,-Wide Standards_
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
Fire / EMS FR -025 transportation) / Consent Form with 20 years
Assignment of Benefits: ADULTS
AND JUVENILES
41ff4
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Fire FR -026 Telephone & Radio Minimum
Dispatch Communications Dispatch Tapes 180 days
(CAD)
Police / 3eccrdims �I'Vlobo!S A��diu Videa-
Records FR -042 frVIAV) Recordings - that are NOT Lyfe —ar
evidence
formed by file folder.
fins after settlement)
Department Preference-, adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years,- 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
Mag Yes: CCP §340.5, GC §34090; H&S
20 years Mfr D. S After 1 §§1797 98(e) 123145, 42 CFR
Ppr year 482 24(b), 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124 1; CMS Pub
100-4, Chapter 1, Section 110 3
Minimum Mag
180 days
L i Le _a r I ma-a-
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Department Preference
(consortium standard),- Statewide
guidelines propose 180 days
(legally mandated for 100 days);
(may be discoverable or made
§§34090,34090 .6
Cesp_1-11111eiil 9' GID��:!,
wi*i Lexlool Section 446 101),
datermined to be evidence are
retained as evidence", GC
634090 6 et S -T
Destroy
Ie:
mag
Paper
Media 1=1 ort vital?
after
Options M=Mfr
Imaged &
S=Scan
formed by file folder.
fins after settlement)
Department Preference-, adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years,- 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
Mag Yes: CCP §340.5, GC §34090; H&S
20 years Mfr D. S After 1 §§1797 98(e) 123145, 42 CFR
Ppr year 482 24(b), 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124 1; CMS Pub
100-4, Chapter 1, Section 110 3
Minimum Mag
180 days
L i Le _a r I ma-a-
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Department Preference
(consortium standard),- Statewide
guidelines propose 180 days
(legally mandated for 100 days);
(may be discoverable or made
§§34090,34090 .6
Cesp_1-11111eiil 9' GID��:!,
wi*i Lexlool Section 446 101),
datermined to be evidence are
retained as evidence", GC
634090 6 et S -T
Ver 5 0 RECORDS RETENTION SCHEDULE - FIRE Page FRO
1ttic5 oy Necorcls Records Description
Record Series P -
"I "M 9M.,M.
k
Destroy
Inactive Image: Paper
e tal Media
To Import
(OFR) Activ(Record Vital? 1� after
(in office) Retention Options M=Mfr
Center) S=Scan Imaged &
here re-'e� to [he terir n r av-Wtde Standards
io fo C
11WROMM, EFAR"11 AWI MIMI=
�w�iowv�-
FIRE MARSHAL TcoMMUNITY RISK REDUCTION
-!;e Ire
Department preference; Required
&
for the Life of the Structure or
omm'jn"N
=R-`43
Ci:ai�cris Notice of'v':o'-1t'CM5
2
Minimum 5
Mfr, OD, S/I
After QC
vihchever js lonoer 'or A;)G,,-o y,als
Risk
Ppr
& OD
lnsoecfions. Fires L',Acdjic?zion ,
i'edjctlon
Alternative Methods or Materials
is Longer
Fir;& Ciae ParTnits iS cecial Event
CFC §§ 104 6 - 104.6.4
Mag,
PeT.,nits i Misce!lanecu-z Fle=ts
Department preference (Capital
r i'ti
Mfr, OD, S/I
lnsoe,Uons 4 Explosives Permits
Crimes have no statute of
Ppr
i
C -s'�m; -�'ree Ln, Punnok j-,
h,
Lort
-��e-
2
R -tis
I-
Pa h i-ireworksfrcu Ca,mval
Reeu.
R; -,k
M:nts Air Su=cr-o S`ru-m—s
Mimmurn 2 6 -
years
4annl z - e t c
Fire 'nspections i Business
Life of the
lnsbe'c-tton Files / Occu oancy
Structure or
insf-jectiwis
Activity. or
SD-jnAlei, stem,
'4n'ily
!:�R 08
Minimum 5
�r
. ire Aanm Svstem Fire
Rtsk
. Ext'noiisninq Svslem Tank
years
-ducikon
Whichever
Sys_te—, Comoressed Gas Sy'lster
is Longer
Lioo'05. �-ccressrcn S-ys'Em -alc
Fire Investigaticns - Arson &
PR -J29 Caortal Crimes Only
M.P. '"Iffl, M T -IM ".
Minimum 2 Yes Map- Peportment Preference; GC
y�a rs Before p '34-0-90
1 Event —
w4eq44�
Y
F - es: Mag, Department Preference, GC
Before
Minimum 2 Event Ppr
years I
Life of the
Department preference; Required
Structure or
for the Life of the Structure or
Activity, or
Mag,
Yes:
Activity, or Minimum 5 years_
Minimum 5
Mfr, OD, S/I
After QC
vihchever js lonoer 'or A;)G,,-o y,als
years,
Ppr
& OD
lnsoecfions. Fires L',Acdjic?zion ,
Whichever
Alternative Methods or Materials
is Longer
CFC §§ 104 6 - 104.6.4
Mag,
Yes:
Department preference (Capital
P
Mfr, OD, S/I
After QC
Crimes have no statute of
Ppr
& OD
limitations); GC §34090 et seq.
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Z�1
Ver 5 0 RECORDS RETENTION SCHEDULE - FIRE Page FR -7
Office of Recvrds Records Description Retention /Disposition
Record Series #
Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (in office) (Records Retention vital? Options M=Mfr after
Center) Imaged &
F S=Scan —.
it the record is not usluo mere refe, to the Retention for City -Wide Standards
bezim when the act is complered, and imply a full file folder (e g_ ]a.,
;iaau(m, cf6was i.RVFqplaints pubfic records act requests, audits andlor invest
FIRM
ations susoend normal retention oeriods (retela
file folder,
Comments / Reference
Fire / Fire
When No
When' No
Marshal &
Fire Investigations - OTHER Than
Longer
Longer
Mag
Department preference; GC
Community
FR -030
,Arson & Capital Crimes
Required -
Al
Required -
Ppr
§34090 et seq-
Risk
Minimum 5
Minimnjum5
'S
Reduction
years
yea rs
Q epaf!t G
�44
Hazardous Materials Business
Superseded
Superseded
Mac
Department Preference; GC
FR -032
Plans {H P)
+ 5 years
ppr
§34090
t-lre I Fire
Stor5ce. Ga',s, Occrs,Firer
Marshal &
AI-c-ess Hct ?�'ofd ! '%Arelcmc
K-AmLin-, 2
NJHFT�'.Uff- _2
-Peoaiment Preference. GC
CommunjIv
EP -944
Baftery Svstem, Ememencv Radio
Bei rc.
e C,
R�sk
Cci�,,eraae P:re F.ow Test- P 1, e
3Laars
Event
—CQ
RedUCT-10n
stync-' v sen'C-' Hicin-
Fire / Fire
When No
When No
Marshal &
Public Information Education
'
Longer
Longer
Mag
Department Preference; GC
Community
FR -033
�,when produced internally)
Required -
Required -
Ppr
§34090
Risk
Minimum 2
Minimum 2
Reduction
years
-- -Spars,
Fire / Fire
When No
When No
Marshal &
Weed Abatement !Vegetation
Longer
Longer
Mag
Department Preference, GC
Community
FR -034
Abatement
Required -
Required -
Ppr
§34090
Risk
Minimum 2
Minimum 2
Reduction
years
ears _J
---
DOWNEY, CA.
01995-2016 Gladwell Governmental Services,
Inc (909) 337-3516
- all rights reserved
Do not
duplicate or distribute
without prior written permission
Adopted: 11/12/2019
Ter 5-0 RECORDS RETENTION SCHEDULE - FIRE Page I`Rj�
jificc 0! Kecurds Records Description Retention / Disposition Comments Reference
Record Series #
Destroy
Image:
Inactive Paper
Active Total is 1=1 ort
(OFR) (Records Vital? after
(in office) Retention Options FA=Mfr
Center) Imaged &
S=Scan
Vin`jne 2s not nsied mere, refiarto the Retention CiP -Made andards
for
'Retentions begin when the act is Completed. and imply a full file folder (e.g. last document + 2 years). since destruction is normally performed by file folder.
5r,� Ops
FR C, a
ApLara!us Eq.�ip.,rient & Vehicle
Surplus + 2
When No
Re'lloras & TesIzing
years
Required -
Ppr
Minimum 2
When No
=.s
Minimum 10
Longer
_IIZ 00s
FR-i�36
DaFy Jcit,rnais ("Red Books")
Required -
Ppr
Yes:
When
ii 2
Superseded Before
Ppr
Event
years
When No
-
Firs SPFUIKAler Flow .1 Pressure
Minimum 10
ID,
FRC-3
'Fes's
years
1-raming Carter - Wowers of
rops
Fly =38
2 years
:_11a Cps
f i
Pre -pian Sheets
When
Superseded
When No
Ve;,irc2e Safety Checks I Daily
Longer
1.zad 0ev,,
FR 4)4 G
Varic;eInspections 1 Daily
Required -
Equipment Checks
Minimum 2
years
Surplus + 2
Mag,
years
Ppr
When No
Longer
Required -
Ppr
Minimum 2
=.s
Minimum 10
Mag,
ears
Ppr
2 years
Mag,
Ppr
Yes:
When
Mag,
Superseded Before
Ppr
Event
When No
Longer
Required -
Ppr
Minimum 2
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
i
Department Preference to be in
&Mf*ari6
for in-service automotive fire
apparatus ; NFPA 1911.4 73 &
Annex§34090
Department Preference; GC
§34090
GC §34090
=3111 Narar.UTR*TR���
WEi •
1111111� iiiii- ill � ;�� p�
iii iii 4 , C 1111 F#T. �.�L 1 iil ''1 1111 1
Office of Retention No. Records Description
Record
(OFR)
it the record is not listed here. refer to
Re-Penrions L)eq;n vvhen the act is cofn
LIS�Wl�'Oel, clairnS, Pjblfc i
Retention / Disposition Comments I Reference
Inactive Image: Destroy
Active (Records 0 1 Vital? Media I=Import aper after
7
T
Retentio
(in office) Center) In Options M=Mfr Imaged &
F =scan C�Q'd?
HUman 1095-C (Employer -Provided
Resources HR -001 Health Insurance Offer and 5 years
Coverage)
Human Benefit Plan Documents Duration of
Rescui-ces HR -001 (CalPERS, Optical, Dental, etc ) the Contract
+ 6 years
Classification / Reorganization
Human Hr 0032 Studies (for employee Minimum 3
1 Resources classifications and department years
structures)
Human HR -003 Compensation Surveys & Studies Minimum 3
Resources years
Do not duplicate or distribute without prior written permission
7 Tes: For
Duration of Mag, Ppr
Contract
Minimum 3
years Mag, Ppr
I
Minimum 3 Mag, For
years I
resumes after settleme,
EEOC/ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
6 years after filing date for
retirement; State Law requires 2
years after action-, 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946,3409
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are 1
or 2 years; State requires 2
years-, 29 CFR 516 6, 29 CFR
1602.14, GC §§ 12946, 34090
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are 1
or 2 years; State requires 2
years; 29 CFR 516 6(2), 29 CFR
1602 14, GC §§ 12946, 34090
Office of Retention No. Records Description
Record
(OFR) Active
(in office)
"t' the record is not listed nefe, refer to the Retention for City -Wide Standards
Retention Disposition
Inactive
(Records Total Vital? Media
Center) Retention Options
E
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=:::Scan OC'd?
Comments Reference
Jegm .-vhen Me, ac! is com, /a a full file folder e g1p§t document + 2 ars), since destruction is norma�fiy
edAy ile folder
recordst re nests, auditsand/or investiQations sus end normal retention resumes after settlement or corn etiosa
Department preference
Human
HR -017 Contracts for Emplovee
Completion
Cocnule':o, Yes: Until,
AM a q_ Pp r
337 et �_ea G-1 §s
esOUrces
inyggqgirg�
±_Iyears
5 years Settlement
34090 3409C,_ _PC
All State and Federal laws
require retention until final
Department of Fair Employment
Final
Final
disposition of formal complaint;
Human
HR -004 & Housing (FE H or EEOC)
Disposition
Disposition
Mag,Ppr
State requires 2 years after "fully
Resources
Claims
+ 3 years
+ 3 years
and finally disposed"; 2 CCR
11013'c.+ 7287-0, GC §§12946,
34090
When
When
I Human
DMV Pull Notices (DOT
Superseded,
Supegsedeo,
Department Preference; GC
I Resources
HR -009
Required)
or Upon
or Upon
MagPpr
,
§34090
Separation
Separation
Department preference', D.0 T
Requires 5 years for positive
tests, 1 year for negative tests',
EEOC/FLA/AA (Age)
requires 3 years physical
Human
Drug & Alcohol Test Results (All -
HR -005
5 years
5 years
Mag Ppr
examinations- State Law
Resources
Positives and Negatives)
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
34090; 49 CFR 655.71 at seq.;
49 CFR 382.401 et seq 49
A
CFR 653.71
DOWNEY, CA C1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Omce of
ecord Retention No. Records Description
R
Active Inactive Total
(Records
(in office) Center) fi Retention
the record is not listed here refer to the Retention/or Cit -Wide Standar
jytJJw,,, f('co?cfs act recruests audits andlof in
Human HR -018 Emclovee Investiqations
___e �Odrr_es
Human HR -019 Em, olcojee ! itiaa'iDn FiIES,'
Resources Lawsuits J Court Case Files
Human HR -007 1-9s
Resources
Image:
Destroy
Vital'? Media I=Import
Paperafter
Options M=Mfr
Imaged &
S=Scan
QC'd?
,,arSI slnce destruction is
normal re.tentioi?,periods I
.nA+ +
lila P_J r
klinirrium %11h. f 1 j rn Lj rn
IL
Final �Final Ye& Until
Resolution
Mp_q_Ppr
n
Resolution Resolution Settlement
L
+ ar,
m� +5 Years
Separation + Separation + Mag, Mfr,
3 years 1 3 years I OD, Ppr
rforfned try file folder
zurnes after settienfentorcomplerion ' J
Deoartmen', Preference, statute
of limitations for rei-6261-nent
benefits is 6 years frorn last
aciion E E—O'CiF LSkA D -EA "CiE,
reaurres 3 vears for promotion,
olscharPe Mate La_*
Iver _29 CFR _'41
16273(b)007 GC 3105,-
2946
,2946 32 4 E19 ' 29 J S 0 L C
337 et sea_- GC Fi� 911 2,
34090, 34090,6: PC 5832.5(bl
Required for 1 year
from termination or 3 years from
hiring, whichever is later; EEOC
Yes: After / FLSA / ADEA (Age) requires 3
QC & OD years for "any other forms of
employment inquiry"; State Law
requires 2 -3 years-, 8 CFR
274a.2; 29 CFR 1627.3(b)(i)-, GC
§§12946.34090
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Office of Retention No. Records Description Retention Disposition Comments Reference
Record
Inactive Image: Destroy
(OFR) Active (Records Total Vital? Media I=Import Paperafter
(in office) Center) Retention Options M=Mfr Imaged &
![,,_ter�Duns De7m when the act is completed, and inTply a full file folder (o g. last document+ 2 years), since estruction is normallyperformed by file folder
Human Job Deocripdona/C|eaaJoad
Minimum�n
Minimum
Mag, Mfr
HF�OU0
Resourceseo Specificationsione
Superseded
Superseded OD, Ppr S/|
+3years
Labor Relations Files
Human - (Ne�ot|ationNotes,
5years
5yeono Mag, Ppr
'
Resources Cornesonndenoe.|nVerp��donmf
MDUProvisions, Documentation,
etu)
Personnel Files Employee File
Human
Includes Application, !��SepaSeparation�eparation+ Separation ~
�eooResourcesHR-D11 Files, Evaluations, Policies, ��;�6yeers 6yeara
MoQ. Ppr
Oaths mfOffice, PSRa
(Personnel Status Raporta). etc. � �
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservM-
Do not duplicate or distribute without prior written permission I
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
Yes: After 1 discharge,, State Law requires 2 -
year 3 years; retirement benefits is 6
years from last action-, 29 CFR
§§12946, 34090-1 29USO-111 1 13
Department Preference', statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge,- State Law requires 2 -
12946, 34090; 29 USC 1113-1 IC
F iii lcz! i ;i
k
Office LIT
ecord Retention No. Records Description
R
(OFR)
the record is not 4s,'uu h&rt- yo ?he Retention for C
veuo,, when the act is cornrii'vIed and unply E
ii, coincla:nts cijims_ records act reouest,
MUM
U Image:
Destroy
Inactive
Active �-'i Total Media I=Import
Paper after
(Records K 11 Vital)
(in office) Retention Options M=Mfr
Imaged &
Center)
S=Scan
9— qz--
Wide Standards
of limitations for retirement
mom
Comments / Reference
DOWNEY, CA
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
HR -01 1 Personnel Files - Grievance Files
Separation +
Separation +
MPpr
ag,
requires 3 years for promotion,
I Investiaation Files
6 years
years
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years-, 29 CFR 1602.31 &
1627 3(b)(ii), GC §§ 3105,
W.M.11.1111KNANNall
12946, 34090; 29 USC 1113
Separation +
Department preference-, Files
Personnel Files - Medical File (all
24 years or
30 years or
maintained separately; Claims
employees)
Termination
Termination
can be made for 30 years for
of Benefits,
Separation +
of Benefits, Yes: Until
Mag, Mfl
Yes: After
toxic substance exposure; 8
HR -012 Pre-employment Medical
Whichever
6 years
Whichever Separation
GD, Ppr
S Separation +
CCR §3204(d)(1 ) at se q , 81
Clearances, ADA
is Longer, c!
is Longer, ar
1 year
�514_4- 29 CFR
Accommodations, Respirator Fit
Death of
Death of
1910 1020(d)(1)(i), GC §§12946,
Tests, etc.
Emil
Eml
34090; LC 51198.5
Recruitment and Testing File
Department preference-, EEOC
(includes Advertisements,
FLSA / AE A (Age) requires 1-3
Applications for Unsuccessful
Hiring
Hiring
years-, State Law requires 2 - 3
HR -013 Candidates, Interview Notes, Job
Decision + 3
Decision + 3
Mag, Ppr
years; 29 CFR 1627.3(b)(i), 29
Brochures, Test Data, Testing
years
years
CFR 1602 14 et seq. 2 CCR
Analysis & statistical Metric, Job
110 13 f 0 y 7 21 GC
Analysis, Rating Sheets,
§§12946,34090
Sca!-,irans etc )
01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver 8 0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
ecord Retention No. Records Description
R
(OFR)
the record is not listed t3e�re refer to the
when the act is
uiavn& f)111Ctic a
Retention / Disposition Comments / Reference
Inactive "�l Image: Destroy
Active (Records To Vital? Media ]=Import Paperafter
(in office) Center) Retention] Options M=Mfr Imaged &
S=Scan QC1 ?
Human HR -020 Recruitment Database (NeoGov) 5 years �_�a ears Mao Por
Resources
1210�rrpe file folder.
;manes after settlernent or com fetion_
Deoartment oreference, Per
NeoGov Policv; 29 CFR
1627.3(b)(i), 29 CFR 1602.14 et
sea.2 CCR 11013(c): GC
�§12946_34090
Preliminary drafts not retained in
the ordinary course of business-,
GC §34090
Meets auditing standards; GC
§34090
Department preference; Files
maintained separately,- Claims
Yes: After can be made for 30 years for
S Separation + toxic substance exposure; 8
1 year CCR §3204(d)(1) at seq., 29
CFR 1910.1020(d)(1)(i), GC
§§12946,34090
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Studies & Surveys Conducted on
When No
When No
Human
HR -014 Behalf of the City (Sick Leave,
Longer
Longer
Mag, Ppr
Resources
Attrition, Benefits, etc )
Required�'_Ifeu
Human
HR -015 Workers Compensation Claim
5 years
5 years
Mag Ppr
Resources
Runs / Monthly Reports
20 years or
Separation +
Workers Compensation Claims
Termination
30 years or
Long Term Disability Claims
of Benefits,
Termination
Human
HR -016 (Includes all Accident, Incident,
Separation +
Whichever
of Benefits,
Yes: Until Mag, Mfr,
Resources
or Injury Reports from
10 years
is Longer, rWhichever
Separation OD, Ppr
Employees)
of
Death ol
is Longer,
EmDlove
Death. of-
Emplow
1210�rrpe file folder.
;manes after settlernent or com fetion_
Deoartment oreference, Per
NeoGov Policv; 29 CFR
1627.3(b)(i), 29 CFR 1602.14 et
sea.2 CCR 11013(c): GC
�§12946_34090
Preliminary drafts not retained in
the ordinary course of business-,
GC §34090
Meets auditing standards; GC
§34090
Department preference; Files
maintained separately,- Claims
Yes: After can be made for 30 years for
S Separation + toxic substance exposure; 8
1 year CCR §3204(d)(1) at seq., 29
CFR 1910.1020(d)(1)(i), GC
§§12946,34090
DOWNEY, CA
01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Office of
Retention No. Records Description Retention 1Disposition Comments t Reference
Record
Inactive Image: Destroy
Active Media l=Import aper after
(OFR) (Records To Vital?
(in office) Options M=Mfr Imaged &
Re7tentilon
not listed ttvru refer to the Retention for 4 ii trVade Standards
b67
Gled
when thu act (;arnol , and ' In
7vi a full file folder S
Information Backups - DAILY (Monday - When No
Technology Sunday) Longer
Required
Information IT -002 Backups - WEEKLY
Technology
+2
and norma! retention pert , ods (ruien
T�
When No
Longer Yes Mag.
Required
When No When No
Longer Longer Yes Mag
Required Required I
When No
Longer I Yes Mag
P I P I OD
Used for Disaster Recovery
Purposes Only-, Considered a
copy and can be destroyed
when no longer required; tap-
g-
_.90
ge490 et seg.
Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value-, recycle
tapes; GC §34090 et seg.
Preliminary documents not
retained in the ordinary course
of business; GC §34090 et seq
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GO
60200, 12168 7, EVC 1550, 2
CCR 22620 at seg..
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
When No
Information
Network Configuration Maps &
IT -0131 Longer
Technology
Plans
Required
UNALTERABLE MEDIA / WORM
DVD -r / CD -r / Blue Ray -R or other
iNf01'Mar0A
IT -004 unalterable media that does not
Technology
permit additions, deletions, or
changes
+2
and norma! retention pert , ods (ruien
T�
When No
Longer Yes Mag.
Required
When No When No
Longer Longer Yes Mag
Required Required I
When No
Longer I Yes Mag
P I P I OD
Used for Disaster Recovery
Purposes Only-, Considered a
copy and can be destroyed
when no longer required; tap-
g-
_.90
ge490 et seg.
Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value-, recycle
tapes; GC §34090 et seg.
Preliminary documents not
retained in the ordinary course
of business; GC §34090 et seq
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GO
60200, 12168 7, EVC 1550, 2
CCR 22620 at seg..
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted: 11/12/2019
Ver 3 0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB -1 -
Office of Retention No.
Record
Em
Else record is not listed mere, refer to the Retention for Cit -
buq".'� S,,,)ien the ac, ;s canwiefect and vin 1, a full
C rds re ue
-,piamts and Cumplimenis
Library LIB -002 Emergency Contact List
(Employees)
Library LIB -003 Flyers for Library Programs
Grants: CILLS (California Library
Literacy Services)- 'LSCA (Library
Services and Construction), LSTA
(Library Services and Technology),
SLRC (State Literacy Resource
Library LIS 004 Centers), CLSA (California Library
Services Act) and PLIF (Public
Library Foundation) ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to Finance
F
in
2 years ExperZiiture
+ 5 years
Inactive
Active
Longer
Library LIB -005
(Off-site,
(in office)
Minimum 2
filed within 30 or 90 days of action;
OD or Mfr)
Wide Standards
GO §§34090, 54960 1(c)(1)
Library LIB -006
P
2 years
P
When
When No
Superseded
Longer
When No
Required
Longer
Yes: Department preference (the
Required
OD, Ppr S
Grants: CILLS (California Library
Literacy Services)- 'LSCA (Library
Services and Construction), LSTA
(Library Services and Technology),
SLRC (State Literacy Resource
Library LIS 004 Centers), CLSA (California Library
Services Act) and PLIF (Public
Library Foundation) ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to Finance
F
in
2 years ExperZiiture
+ 5 years
Image:
When No
Library Advisory Board
Longer
Library LIB -005
Required -
AGENDA PACKETS & AGENDAS
AG NDA
Minimum 2
filed within 30 or 90 days of action;
years
Library Advisory Board
GO §§34090, 54960 1(c)(1)
Library LIB -006
P
MINUTES
P
Yes Mag, Mfr, S
When No
Library LIB -007 Library Card Applications
Longer
Required
Image:
Destroy
Media I=Impart
Paper
Vital? Options M=Mfr
after
S=Scan
Imaged RE
Comments / Reference
Jut' (jualrUGNU11 I -S nurlls �Pvf it ��rn lug UYILIU 12futu,
tention eriocis tretention resumes after settlenrie
Mag, Ppr GC §34090
Yes Mag, Ppr Preliminary Drafts; GC §34090
Ppr Preliminary Drafts-, GO §34090
Per California State Library
Mag, For Records Management Program
Requirements (April 27, 1998); GC
§34090
Wren NO
Longer
Brown Act challenges must be
Required -
Mag, Ppr
filed within 30 or 90 days of action;
Minimum 2
GO §§34090, 54960 1(c)(1)
..airs.
P
Yes Mag, Mfr, S
No GO §34090
OD, Ppr
No
Mag, Mfr
Yes: Department preference (the
Longer
Longer]
OD, Ppr S
When database is the original record);
Re u I re'd
Inactive GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Retention No. Records Description
Retention / Disposition
L'Ibracy LIB -010 Intern Applications & Agreements -
Separation +
Record
3 years
Library Volunteer / Tutors / Unpaid
Destroy
Library Ll 8-011 Intern Applications & Agreements -
Inactive
Image:
Paper
(OFR)
Acove Total Media
(Off-site, 7Retention Vital?
I=Import
after
Problem Patron File / Incident
Library LIB -012
(in office) Options
OD or Mfr)
M=Mfr
Imaged &
yea rs
S=Scan
— —
t�ctn t,oi fizyzyd ere refer to the Retention for mit -Inde standard.
begif, when fiu-- vot and imply, a full file folder (e,cL
rearrests andlorinve
IL
Ubmry LIB -DM Library Systems: ILS Database Indefinite
Library Volunteer Log of Hours 1 When No
Library L! B -OC -P9 Unpaid Intern Log of Hours Longer
Required
Library Volunteers / Tutors / Unpaid
Inactive /
L'Ibracy LIB -010 Intern Applications & Agreements -
Separation +
Successful
3 years
Library Volunteer / Tutors / Unpaid
When No
Library Ll 8-011 Intern Applications & Agreements -
Longer
Unsuccessful or Waiting
Required
When No
Longer
Problem Patron File / Incident
Library LIB -012
Required -
Reports
Minimum 2
yea rs
+ 2 yqr
AL a�iqce destructrort is normally_performed by
end normal retention enols (rete!-,fion resumes after
Indefinite Mag, Ppr
When No
Longer PDr
9M
Em
L-+ `*.
Data is interrelated; GC §34090
Preliminary Drafts not retained i I
the ordinary course of business;
GC §4090
Department preference (Courts
treat volunteers as employees),
3 years for promotion, demotion
transfer, selection, or discharge,
29 CFR 1602 31 &
1627,3(b)(1)(i)&(ii), GC §§1294
34090
Preliminary Drafts not retained I
the ordinary course of business-,
GC §4090
DOWNEY, C. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted. 11/12/2019
F Office of
ecord Retention No.
R
Records ecriion Retention / Disposition
Image: Destroy
Active Inactive Total Media I=1 ort
Paper
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged &
S=Scan
QC'd?
Comments / Reference
(If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years), since destruction is normally performed by file folder.
Lrfigatron complaints claims, public records act re nests, audits andlor investi ations sus end normal retention periods (retention resumes after settlement or co letion).
ur
Re, -i Dal Kase (Actcve Net)
Indefinite
Indefinite Mag
Department Preference; data is
interrelated-, GC §34090
A,11°ivlty I" Spe--tal Programs i
When No
When No
Sptz-,,;�W EveM/Ttips
Longer
Longer
PR R - C�'0 2
Required -
Required - Mag, Ppr
Department preference; GC
R-_��z_�aticn Cnildren's Procrams, Cultural Arts
Minimum 2
Minimum 2
§34090
c.
por's Semors Fining, Theatre
Programs ezc
years
years
P-1 Af,e�, Sch= Prcoarn r ;_-�SPIOE
PSI
1 year
4 vel P r
Education Code
8482.3(a)(1)(F), and (21)
Cd.!T,,a'ery District) Cemetery Board
a rlk S
Minimum 2
Minimum 2
Department preference; GC
0_03
years
Mag, Ppr
years
§34090
GENDAS. AGENDA PACKETS
arms C� -,eery District )Ce-netery Board Mag,
P P Yes Mfr, OD, S
W
MiNUTES & BYLAWS Ppr Ppr
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
�6,
Office o! 'Retention No. Records Description Retention / Disposition
Record
Image. Destroy
Inactive Paper
Active Total Media I=1 ort
(OFR) (Records ti Vital? after
(in office) 7Retention Options M=Mfr
Center) S=can Imaged &
=d?
the record is not listed hEeTt_- refer to the Retention for City -Wide Standards
ter jr�s c� �±rr when the act rs � c1ra+,;�ie,ed and ams�fy a frrB!' Erle folder (e.� last document + 2 yearsj, since destruotion is .,gar
l °,�?:� f .a < �c�rtr� ,�, ..: rsd�arrts �a ol.c records act re€�uest.� arrdr/.� and/or in�esfrgations scrs�rer�d normal retention �eno:/s (rer�
Comments / Reference
N= 1
Complies with City Standards;
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years,
Cemetery InternmentYes'.
Yes: Mag,
Wrongful Death=comp. + 5
Parks &
P&R-005
Administration Records
Completion
Completion
5 years
Before Mfr, OD,
S/I
Upon
years, Developers=comp + 10
Recreation
(Administration, death certificates,
5 years
Completion Ppr
Completio
years; Statewide guidelines
event scheduling, etc
n
propose termination + 5 years',
Errors and Omissions does not
applied,- CCP §§337 337 1(a),
337.15, GC §34090
Cemetery Internment Records (Plot
Mag,
Yes: 1
No specific time period
Parks &
P&R-006
location, date of receipt and
P
P
Mfr, OD
S/I
mentioned in law-, HS §§8330,
Recreation
internment, etc
Ppr
year
y
8331
Mag,
Yes: 1
No specific time period
Parks &
P&R-007
Cemetery Plot Ownership Records
P
P
Mfir, OD_
S/I
mentioned in law-, HS §§8330,
Recreation
Ppr
year
8331
Mag,
No specific time period
Parks &
PR -008
Cemetery Plots, Plans
P
P
Mfr, OD,
S/I
Yes: 1
mentioned in law; HS §§8330,
Recreation
Ppr
year
8331
k &
P a;- s
Class rnsiruciars PercxTret;�
D e n a- r -� m e r,,' u r e -3 a r e r, c
RecreaHon
P&R-031
Coaches, Entertainer Aweernents
2 ears
Iry
mag, Por
§ 4 —1:9 CE
and Contracts
N= 1
Office of
ecord Retention No. Records Description Retention / Disposition
R
Image- Destroy
Inactive Paper
(OFR) Activl is I=I
e (Records Totavital? Medmport after
(in office) Retention Options M=Mfr
Center) S= Imaged &
I I
can _ .-
11000 ~__
ligation, complaints, claims, public records act requests, audits andlor invest/ at' ns sus end normal retention eriods
Par -,s �i Eva,uaflons;'Surveys (Program When No When No
1, R JQ 0 9 Longer Longer
Flja�uatlosj
Required Required
Golf Course Rairnbursemenis for
Rio�en Windshields etc.
R-01-1 Lilrequard Certifications
easter Plans: Parks Master Plans
etv
r o Msf) On
P5,k History Files
Comments / Reference
Department Preference
Mag, Ppr (Transitory record not retained
in the ordinary course of
business); GC §34090
Expiration + 2 Expiration + Yes:
years 2 years Before Mag, Ppr GC §34090
1 Event
2 years 2 years I Mag, Ppr GC §34090
Completion 5 years Completion +
1 5 years
610_679. r
IN
rtl
gm=
a
Department preference (covers
Mag, Ppr
F�
F-cility Use Perniits/ Field Use
P&R-010
Department preference (Meets
Mag, Ppr
Flfs� Aid Rep arcs ) Minor incident
§34090
Rerwrts
Mag, Ppr
Gaf Course Concessionaires
,&R -fa" 2
-3
Recr&ai,ofl.
C anl,a,
C � ct Management
Golf Course Rairnbursemenis for
Rio�en Windshields etc.
R-01-1 Lilrequard Certifications
easter Plans: Parks Master Plans
etv
r o Msf) On
P5,k History Files
Comments / Reference
Department Preference
Mag, Ppr (Transitory record not retained
in the ordinary course of
business); GC §34090
Expiration + 2 Expiration + Yes:
years 2 years Before Mag, Ppr GC §34090
1 Event
2 years 2 years I Mag, Ppr GC §34090
Completion 5 years Completion +
1 5 years
610_679. r
IN
rtl
gm=
a
Department preference (covers
Mag, Ppr
Statute of Limitations); CCP
§337 et seq., GC §34090
Department preference (Meets
Mag, Ppr
auditing standards); GC
§34090
Department Preference; 29
Mag, Ppr
CFR 1602 31 & 1627.3(b)(ii),
GC §§ 3105, 12946, 34090; 29
USC 1113
Mag,
Mfr. OD,
Yes: After Department Preference; GC
Sill
Ppr
QC & OD §34090
Mag, Ppr
Department Preference-, GC
§34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Record Retention No.
(OFR)
Records Description Retention / Disposition
Active Inactive (Records Totall vil?
Center)
(in office) Retention taI I
Irlide Standards
M 111-0, 1 11111
Image:
Destroy
Media I=Import
Paper
after
Options M=Mfr
Imaged &
S=Scan
QC'd?
Comments / Reference
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Recreation & Community Services
Parks &
P&R-01 7
C,: -,T njssion
Minimum 2
Mnimum 2
Mag, Ppr
Department preference; GC
Recreation
years
years
i H
§34090
A,13 E N1 DAS, AGENDA PACKETS
R�cr-eatian & Community Services
Mag,
Parks &
P&R-018
Commission
P
P
Yes Mfr, OD, S
No GC §34090
Recreation
Ppr
MINUTES & BYLAWS
Registration Forms / Reservation
Forms / Classes /Application
Forms / Fee & Charge / Liability
Parks &
P&R-019
Forms / Release of Liability Forms
2 years
2 years
Ppr
GC §34090
Recreation
Permissions/ etc-: Camps, Field
Trips, Authorization to give
Medicine, Photo Releases_ etc.
Parks &
Season Brochures / Recreation
Minin,wrn 2
M'Mirnum 2
'Mir
Department Preference-, GC
.
Recreation
P&R-020
Brochures
12 -tears
Mag, Ppr
§34090
P
Transport.
P&R-021
Transportation Applications for
Inactive + 2
live + 2
Inactive + 2
Mag, Ppr
GC § 34090
Ser,/Ece (Dial -a -Ride, etc
years
years
Transport.
P&R-022
Transportation Dispatch System
Indefinite
Indefinite
Indefinite
Mag, Ppr
Department preference', GC §§
Dial -a -Ride Database
34090 & 26202
When No
hen No
Department Preference; GC §
Transport
P&R-023
Transportation Schedules
Longer
Longer
Mag, Ppr
34090
Required.,
ea
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 6 0
RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-5
Retention No.
Records Description
Retention / Disposition
Comments Reference
Record
Destroy
Inactive
Image:
Paper
(OFR)
Active
Total
(Records
Media I=Import
vital?
after
(in office)
Retention
Center)
Options M=Mfr
Imaged &
=can
QC'd?
the record is not listed here refer to the Retention for City -Wide Standards
petefi;','ors rrvgni when the act is compieted and imp�y_a full file folder (e g last document + 2 years), since destruction is normally performedby
file folder
r a
'+g L,n if �s �'!awss, pi,1,thc records act requests. audits andlor invest" suspend normal retention
(retention resumes after settlement or completion)
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLEA/ ADEA (Age)
a I k s'
VO,,'mteef i Unpaid Intern
requires 3 years for promotion,
P&R 024
A,)p�caticns & Agreements- 3 years
3 years
Ppr
demotion, transfer, selection,
Ufi-,�iccessful or Pending Applicants
or discharge; 29 CFR 1602 31
& 1627 3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946,34090
Par'h=_ar1t Files 1-icensed DaeWhile
End of
Meets State Licensinq
w-
e � K S al an arlicloani is
�ears Parficioation
M&qPp r
reauirements; May have arant
in Program
tears
fundina: GC U4090
Courts treat volunteers as
employees;
EEOC/FLSA/ADEA (Age)
VoIwitear "Unoad Intern
requires 3 years for promotion,
A;)ulications & Agreements Inactive I
Inactive
Mag,
Yes: 1
demotion, transfer, selection,
W,Li - 021 4E
(jnCludes emergency contact Separation +
Separation +
Mfr, OD, S
year
or discharge; State Law
�?,-JOFM36on 1 -Successful 3 years
3 years
Ppr
requires 2 -3 years; 29 CFR
AopficantE
1602 31 & 1627 3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
L------------ a
§§12946, 34090-1 29 USC 1113
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Record Retention No, Records Description Retention Disposition
Destroy
Image:
Active Inactive Total Media 1=1 ort
Paper
(011FR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) =can
Imaged &
n
QC'dA,�; the record is not listed '��!�.:. refer to the l�s�t�:ra;�or� ;or City- ide Standards?
#.t r:rrr,v) ?rrt when the act ist r7;{aletetl and ir87oly a ftrlt file folder e.g. last dooument + 2 years), since destraaclrara ks fly performed hj file
folder.
li t;u r rr c,G t`rrl n°rrr4 r:/nrrr s crr�ir reoords act retl assts, acrciJts aaad'ar rnues4r ataons susfaend normal retention eric cis (rale rdis n resurnes after settlement or
Parks �,
PSR -020
Nlaivers of Liability
2 years
2 years
mag, Ppr
Recreation
Parks &
P&R -027
Youth Commission Applications
2 years
2 years
Mag, Ppr
Recreation
Parks &
Youth Commission
Minimum 2
Minimum 2
P&R-028
Mag, Ppr
Recreation
AGEINDAS, AGENDA PACKETS,
years
years
Youth Commission
Mag,
Parks &
P&R-029
P
P
Yes Mfr, OD, S
Recreation
-L
MINUTES &-BYLAWS
Ppr
Comments / Reference
GIC §34090
GIC §34090
Department preference', GC
§34090
No GC §34090
Adopted: 11112/2019
Ter 11 0 RECORDS RETENTION SCHEDULE: POLICrio
vlflck01
Reiention No.
Records Descriptic
Record
Expiration + Mag, Ppr
Department preference, GC
(OFR)
2 years
§34090 et seq.
the record is not listed here refer to the Retention to
Refenfion_s begin when the dot is oompleted. and imply
Department preference-, GC
§34090 et seq.
When
When
Carly Concea!ed Weapon
Superseded,
PD-l"Jol
Pemw-'� (MAJ Permjlsl -
Ammin
or Upon
1
APTFIR' OVED
Separation
Separatioln
i y Concea ed Weapon
chef J
F -D C 0
Perm is Permits) -
Aon',jn
Aon',„ n
DENT
F irk
Aar -lin
ONI'V Pull NoriLes iPofice
PD -4s,
Personnel)
Fire;
PD 4"i]4
EOC Act!vavans & Drills
Admin
llollc�:'
Ctl['?f I
I -D "05
Falise Alarm, Renorts
AG In
Cllief
faD JO6
Ne�0�borhood 'Natcri
Adnir;
Retention Disposition Comments Reference
Inactive Image: Destroy
Active Total Media I=ImYrt Paperafter
(Records vital?
(in office) Retention Options M=Mfr Imaged &
Ce�nter) S=Scan qC'd?
fin
PD -0811 Offi-_::,InvolveV Traffic Coi !!sions
10 years 1 10 years
M=
am
KUN-V
sm
Y_-aA�§
Mag, 17 -ft, S/I _Te_"fte_
OD, Ppr QC §34090
Mag GC §34090 et seq.
GC X34090,
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
C H I -E F_ /—AD M I N I S T RAT I ON
Expiration +
Expiration + Mag, Ppr
Department preference, GC
2 years
2 years
§34090 et seq.
2 years
2 years Mag, Ppr
Department preference-, GC
§34090 et seq.
When
When
Superseded,
Superseded, MPpr
ag,
Department Preference-, GC
or Upon
or Upon
1
§34090
Separation
Separatioln
PD -0811 Offi-_::,InvolveV Traffic Coi !!sions
10 years 1 10 years
M=
am
KUN-V
sm
Y_-aA�§
Mag, 17 -ft, S/I _Te_"fte_
OD, Ppr QC §34090
Mag GC §34090 et seq.
GC X34090,
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
uince w Retention No.
Record
(OFR)
jif the record is not listed e,er&, re
OaHPS P01
Police L
CNel /
Ad�-nn
p0iice-11
Ch pe F /
Adrnin,
Police /
Records Description Retention / Disposition Comments I Reference
Inactive Image: Destroy
Active (Records Total Vital? Media I=Import Paperafter
(in office) Center) Retention Options M=Mfr Imaged &
S=Scarw QC'd?
e, �0 the Retention r -it Standards
p-1
PD4�82 Reoo�is 0�,ef-i —e Slms and"
Personnel Files - Pol'oe
PD -083 Dez)a"Lrnent Eniplayees I
Pei-41ormance Eva!uations
P 08 PO"S' T'am ='
PD -085 es4 Reteases ;Pokcei
2vears maa' ?til
Send to
Human
2 jex s
CAD
Send 'o
DeDartment vretefence, Pvlee's
Homan-
Before
Resew ro Z-1
#11a Ppr
UJD On
LSAu i res 2 )LT n -i i n, FTB keens 3
.a
e @, s ':lost E o ! o e
Yes: Affer
OD. Pr,,r
Qc 9-0
Lla
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
DeDartment vretefence, Pvlee's
vears,)° 1RSr-,g)w1re,, 4 vaaN: Ca
LSAu i res 2 )LT n -i i n, FTB keens 3
e @, s ':lost E o ! o e
Yes: Affer
S��rbnllz �re:� �!mec�-Cs. C�vT
Qc 9-0
'Varx* arc C
Sefy+ ces = rcL is laiheff
e, r, n 4 L�y e -a &,-, I e: S t c- a R, s
PST
+19,5'30LC i 11-14(d), 29 GFR
`!'V ofersnce
1627 3�b',(ii), GC
12946 '33409a 2ci USC 1113
Deoartment Preference: 29 CFR
Yes: After
, 2 31 & 1627 3(bil i), GC
16C0
QC & 0
_, i-29-46, 34090
GC f�340090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 11 0 RECORDS RETENTION SCHEDULE: POLICr�
Office of
Retention No.
Records Description
Retention I Disposition
Comments / Reference
Record
Image: Destroy
Inactive
Active
Total
Media
I=Import Paper after
(OFR)
(Records
(in office)
vital?
Retention
Options
M=Mfr Imaged &
Center)
S=Scan C`d?
!f the record is not listed 1'�ero, refer fo the Retention for CFd-I�vlcle Standards
I/
erformedbvfile folder.
ationssu!:)etidnILollrlmllalllrle�Ill�e�In'tion
lwlglffilffl.v�
enods (retention resinves after settlement of coo le n),
Department Preference
Audio Recordings or Tapes -
7Minimum
(consortium standard),- Statewide
Police /
{CAD/ S) Recordings of
Minimum
guidelines propose 180 days
PD -007
Commun
Telephone & Radio
180 days
180 days
Mag
(legally mandated for 100 days),
Communications Dispatch Tapes
(may be discoverable or made
(CAD)
public in some circumstances),
GC §§34090, 34090 6
Informant information; Does not
contain criminal intelligence
PD -008
Informant Files
Mag, Ppr
information concerning
Detectives
years
years
individuals-, Department
preference GC §34090
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
Police,,
Intelligence Files (Criminal No Longer
No Longer
Mag, Mfr,
S/I Yes: After information is relevant to that
PD -009
Detectives
Intelligence Files) than 5 years
than 5 years
OD, Ppr
QC & OD criminal conduct or activity
Misleading, obsolete or
unreliable information is required
to be destroyed', remaining
records must not be retained
longer than 5 years', 28 CFR
23 20(h); GC §34090
PoliceInvestigation
Files and Arrest Transfer to
Transfer to
Final reports and records are
PD -010
Detectives
Files Records
Records
Mag, Ppr
transferred to the case file stored
in Records, GC §34090 et seq.
DOWNEY, CA.
01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute
without prior written permission from GGS (909) 337-3516
Adopted: 11/12/2019
Ver 11 0 RECORDS RETENTION SCHEDULE: P4LIC-_2
X011c a of
ecord Retention No. Records Description Retention / Disposition
R
Inactive Image: Destroy
0
OFR) Active (Records ]n Vital? Media I=Import Paper after
(
(in office [�ReTtentio Options M=Mfr Imaged &
Center)
J,,t, _s _eo d tandard
i�ved hu(e to the Retention for it' -Wide Standards
e 3 '5) since �es�
d las document + 2 ears
0 �6 folder
er e cu
when 'the a 'e d',, r
a
"I w c' is .....
0 P t , u its v r at
_4's e
h, records
ac e ests aud a do es; a ions 's no norm 11 retention
Police 1 PD_01 1 Narcotics B u y Fund
nd Logs 2 years
2 years
Detectives
Police / PD -012 Pawn Sbps 2 years
Detectives
Police / P
PD -013 Registrants: Arson - Adults 5 years
Detectives
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
91ME
19
41IT-My
P or Jean,
if Rl—cis-,ran
Comments / Reference
Mag
Registrants: Arson - Juveniles
Age 25 or
Police /
PD -014 released from California Youth
Sealing Date
Detectives
agencies; Non -records used for
Mag, Ppr
investigations; Originals entered
Authority
+ 5 years
Police
PD -015 Registrants: Narcotic
5 years
Detectives
Department preference-, Pursuant
'U C
Registrants: Sex Offenders -
P, cr Deam
S/M/I Yes: After 5 register for life; If released from
PD -016
Adults
F R�-
�qvst-
c � - ', a � -,,�
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
91ME
19
41IT-My
P or Jean,
if Rl—cis-,ran
Comments / Reference
Mag
GC §34090 et seq.
Department Preference to
provide information to other
agencies; Non -records used for
Mag, Ppr
investigations; Originals entered
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090
Department preference-, Pursuant
to PC §457 1 et seq " required to
Mag, Mfr,
S/M/I Yes: After 5 register for life; If released from
OD, Ppr
years CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090.7
Pursuant to PC §457.1 et seq ; If
Mag, MfT,
Yes: After released from CYA, records are
OD, Ppr
SI 1i QC&OD destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090 7
Department Preference;
Registration is required for 5
Mag, Ppr
years-, GC §34090, H&S §11590
at seq , H&S §1 1594fa)
Department Preference; After
2021, Offenders can. oetition
Mag Mfr,
S/M/1 Yes: After Court for removal 10 or 20 veers
OD, Ppr
QC & OD ertei offense. crovce-, !' ere _-ire
no subseauent offenses,
Pursuant to PC §290 et seq.
Ver 11 0 RECOIRDS
vtrwe Of
Record Retention No. Records Description
(OFR)
G'r- the record is not listed here refer to the Retent
when the act is css rtaleterl, and
s claims, po7ji11&-v1o11ds 7c! j
Retention / Disposition Comments / Reference
Inactive Image: Destroy
Active (Records 0 1 ]n Vital? Media 1=1 pori Paperafter
7
T
(in office) Center) Retentio Options M=Mfr Imaged &
F S=Scan QC'd?
rds NIUMBILEA11101141411110"Jur. MKORPUPIMU Ell
Mag Ppr GC §34090
Mag GC §34090.6(a)
Mag, Ppr GC §34090
Mag, Ppr GC §34090
�# a — �0�1 R
Department Preference, After
P
P
Police
OD, Ppr
Registrants: Sex Offenders -
or Sealing
or Sealing
PD -017
Mag, Ppr
Date + 5
Date + 5
Detectives
Mag, Ppr
Juveniles
years (or
years (or
Court Order)
Court Order)
Police
Regulatory Permits &
Expiration +
Expiration +
Detectives
PD -018
Backgrounds (Solicitors,
2 years
2 years
Massage Taxi etc
Police
PD -019
Subpoenas (Personal
2 years
2 years
DeleciAles
Acoearance - Police Personnel)
JAIL
Police / Jail
PD -020
Jail In -Custody Rosters
2 years
Zaars
Police /Jail
PD -021
Jail Video Recordings (Jail
I year
1 year
surveillance, security)
Logs & Inspections: Activity,
Custody Logs & Lists, Daily
Counts, Daily Food Services,
Freezer Temperature Forms,
Goof Inspection, Kitchen Utensil
Police J Jail
PD -022
Inventory, Handcuff Log, Tool
2 years
2 years
Log, Jail incident Lob, Drain
Flush Log, Jail Key Log, Shift
Change Checklist, Duress Alarm
Log, Safety & Sobering Cell
Logs, Secure Juvenile Logs,
Security Checks, Visitor Logs
—years
Police Jail
PD -023
Medical Screen Forms. Sheets
2 years
f-2
DOWNEY, CA.
01995-2016 Gladwell Governmental
Services, Inc - all rights reserved
Do not
duplicate or distribute
without prior written permission from GGS (909) 337-3516
Mag Ppr GC §34090
Mag GC §34090.6(a)
Mag, Ppr GC §34090
Mag, Ppr GC §34090
�# a — �0�1 R
Department Preference, After
2021, Offenders can petition
Mag, Mfr, SI JI
Yes: After Court for removal 10 or 20 nears
OD, Ppr
QC OD -after afffenSe, prcvidec her -2 srE
no subseauent offense; Pursuant
to PC §290 et seq.; W&I §781
Mag, Ppr
Department preference-, GC
§34090 et seq
Mag, Ppr
GC §34090
Mag Ppr GC §34090
Mag GC §34090.6(a)
Mag, Ppr GC §34090
Mag, Ppr GC §34090
�# a — �0�1 R
Ver 11 0 RECORDS RETENTION SCHEDULE: POLICE
Office of
Retention No. Records Description
Retention Disposition
Comments Reference
Record
Image: Destroy
Inactive
Active
Total Media
I=Import Paperafter
(OFR)
(Records
(in office)
Vital?
Retention Options
M=Mfr Imaged &
Center)
S=Scan qq�d?
IN
ON
_1110
Police." Jail
PD -024 Monthly Counts, Official Counts 2 years
Mag, Ppr
GC §34090
Police / Jail
PD -025 Outside Agencies Pre -booking 2 years
Mag, Ppr
GC §34090
Forms
Police / Jail
PREA (Prison Rape Elimination
PD -026 2 years
Mag, Ppr
GC §34090
Act) Report
Police / Jail
PD -027 Pro:perty Sheets 2 years
Mag Ppr
GO §34090
Adopted: 11/12/2019
Ver 11 0 RECORDS RETENTION SCHEDULE: POLIC5
Office of
ecord Retention No. Records Description Retention / Disposition
R
Inactive Image: Destroy
I OFR) Active (Records Total Vital? Media 1=1 ort Paper after
(
(in office) Center) Retention Options M=Mfr Imaged & I S=Scan .. QC'd?
trj' the record is not listed iwiq, refer to the Retention for Cat -amide Standards
De,nn when rhs act rs conip!ezed and laic,k a full ale ;older (a last documentsince destruction isAqqij 11 ilk.folder.
+ 2-m�rsl _qy_p!�!f9rrnedPy.�
IL2rkia'ionl, conwjaiMs, clairris, oibhc records act teauests. audits an or invesilqations suspend normal retention veriods -retention resumes after settlement or
Police
Patrol
Police
Records
Police /
Patrol
Police /
Patrol
Police /
Patrol
WMI
nurl"Iff-u7n7sr.
PATROL
3 years is required for animal
Canine (Police Service Dogs) Separation + care / treatment records- FA
PD -028 Program Files Training Files Mag, Ppr
3 years §32003(e), PC §597 1 (d)- GC
^I rn I ren-rm -6-3-
Canine (Police Service Dogs)
PD -029 Program Files: Action Reports, 5 years
Monthly Reports
PD -030 Citations - Parking & Moving 2 years
PD -032 'PAS Device Calibration Logs
PD -033 Ride -A -Long Waivers
2 years
5 years
2 years
Minimum 2
years
2 years
2 years
Traffic Control: Radar
§34090 et seq
PD -035
Mag, Ppr
Calibration Records
Police
Vacation House Checks / Extra
§34090 et seq,
PD -036
Patrol
Patrol requests
2 years
5 years
2 years
Minimum 2
years
2 years
2 years
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
§34090 et seq
5 years
Mag, Ppr
Department preference" GC
§34090 et seq,
2 years
Mag, Ppr
GC §34090
Department preference',
2 years
Mag
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 at seq
5 years
Mag, Ppr
Department preference,- GC
§34090 et seq
2 years
Mag
Department preference; GC
§34090 et seq.
Preliminary drafts not made or
retained for the purpose of
Minimum 2
Mag, Mfr,
Sl i Yes: After preserving the informational
years
OD, Ppr
QC & OD content for future reference-, GC
§34090, GC §6252-,64 Ops. Cal.
Atty. Gen. 317 (1981))
2 years
Mag, Ppr
GC §34090 at seq
Department preference, -
2 years
Mag
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 et seq
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 11 0 RECORDS RETENTION SCHEDULE: POLICE
Office of
Retention No.
Records Description
Retention / Disposition
Comments 1Reference
Record
Image: Destroy
Inactive
Active
Total
Media
1=1 ort Paper after
(OFR)
(Records
(in office) JIFRetention
I Vital?
L
0 tio _
Options
Mz
M=Mfr Imaged &
Center)
S=�
S=Scan C'd?
!,'the record is not listed here re Per to rhe Rorenuon for CIt xWide, Standards
�%-inions be
gm when the act is connoleted and imuly a full file folder (e_9 last document + 2 years) since destruction is normaliv
perf rmed by Me folder.
pubho!ecofus act requests audits and/or inveshman . ons sus end normal retention, penols )fetencoma resumes after settlement or com iqn
_
Department preference;
Police
Preliminary drafts not retained in
Patrol
PD -037
Watch Commander Logs
2 years
7
2
T years
177
Mag
the ordinary course of business-,
GC U4090 et seq=
PROFESSIONAL STANDARDS UNIT,_
Department Policies &
Police I
Procedures / Operation
Minimum 5
Minimum 5
Mag, Mfr,
Yes- After Department Preference; GC §
PSU
PD -038
Directives / General Orders
years
years
OD, Ppr
S/I superseded 34090 et seq
Lexipol (Department Policies and
Procedures)
State requires for at least 5 years:
for civilian's complaints;
other State & Federal laws
Internal Affairs Investigations -
require retention until final
Individual Officers /Complaints
disposition of formal complaint;
Against Officers
Final
Final
State requires 2 years after
PD -039
Disposition
Disposition
Mag, Ppr
action is taken, Statute of
(May include criminal acts, moral
+ 5 years
+ 5 years
Limitations is 4 after the
turpitude, complaints generated
1,scove�" oil 0'e Offense for
from a _-P; ; an e7zizep-)
misconduct in office; PC 801 5,
gOT Lg;, L EVC § 1045(b)(1), GC
§12946, 34090- VC §2547
Police /
PD -040
Internal Pursuit Critiques
Incident + 5
InOdt-5nt + 5
Mag, Ppr
Department preference; GC
PSU
years
years.-...-
§34090 at seq
Police /
PD -041
Pitchess Motions Notifications
2 years
2 years
Mag, Ppr
GC §34090
PSU
Police /
PD -042
Press Releases
2 years
2 years
Mag Ppr
GC §34090
PSU
Police /
J_
Department preference, GC
PSUff
PD -043
Rance Qualifications
5 years
5 years
Mag, Ppr
§34090 at seq
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
MITOTOOT Mel
Ver 11 0 RECORDS RETENTION SCHEDULE: POLICP
Adopted: 11/12/2019
Il
i�ie�,erufer to !he �Reten'�ion�- Wide Standards
Police
Incident + 5
Department prefereQ7&�—j
PSU
PD -044 Use of Force Review
years
Mag, Ppr
§§12946,34090
Adopted: 11/12/2019
Ver 11.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No. Records Description Retention / Disposition
Record
Inactive —:I Image: Destroy
(OFR) Active (Records Tota I Vital? Media I=Import Paper after
(in office) Retention Options M=Mfr Imaged &
Center) F I C -c— nr,147
the record is not listed here iwlei to me Retention for City -Wide Star
:�,✓raF, �rr� r�s,�ar, when the acf is �oirtodefeif _acrd' irt; J a full file folder
�!�uaoua cw-uphliws clawnso?,bix records act requests. audits andA
Police /
Property &
Evidence
4
Evidence
Police /
Property &
Evidence
Police I
Properly &
Evidence
Police /
Records
PROPERTY & EVIDENCE
Retention of Mag Mfr, S/I Yes- After 1 Department Preference-, GC
the OD, Ppr year §34090
Evidence
2 years Mag, Pot GC §34090
Minimum 2 Mag, Ppr Department Preference-, GC
years §34090
2 years Mag, Ppr GC §34090
L=
RECORDS
2 years
Fullv Paid,
"jRj " t E' j t -j ff
r7 �years
L�♦ -f'
Mag, Ppr
GC §34090
Follows the
Department oreference 'the
Retention
PD -045
Crime Report Photos
Period of the
date of the last violation) - CVC
Evidence
PD -046
Forfeiture Notification
2 years
§34090
Gun and Narcotics Destruction
Minimum 2
PD -047
Log (Documents related to)
years
PD -048
Lost & Found Property
2 years
(Documents related to)
PD -049
Property Auctions
2 years
PD -050
Cjtatons - f0anjuana.�
years
Perkin
Fully Paid,
Citalions - Pavn-a-gli Plans ror
Written off,ons
PD -087
outs-�ancilno caemna ",",at
ra_:lived by indiqeni oeisors
0 rz
vea—
Crime Statistics / Uniform Crime
PD -051
Reports (UC) - Summaries
2 years
(BCS)
PD -052
Due Diligence Reports
2 years
PROPERTY & EVIDENCE
Retention of Mag Mfr, S/I Yes- After 1 Department Preference-, GC
the OD, Ppr year §34090
Evidence
2 years Mag, Pot GC §34090
Minimum 2 Mag, Ppr Department Preference-, GC
years §34090
2 years Mag, Ppr GC §34090
L=
RECORDS
2 years
Fullv Paid,
"jRj " t E' j t -j ff
r7 �years
L�♦ -f'
Mag, Ppr
GC §34090
Department oreference 'the
Statute of Limitation lor
MaPyrcollections
is 5 years from the
date of the last violation) - CVC
40222(b) GG $'_40901
Filed on line with the State-, GC
Mag, Ppr
§34090
Mag, Ppr
GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 11 0 RECORDS RETENTION SCHEDULE: POLIC5
W�B IM
:)fficCl oi Retention No. Records Description
Inactive
Active (Recorjds
(in office)
Center)
the record is not listed here, refer to the Retention for a Standards
Retention / Disposition
Total Vital? Media
Retention Options
Image., Destroy
1=1 port Paper after
M=Mfr Imaged &
,=Scan QC1d?
Comments I Reference
etentions becin when the act is completed and imp/ n
_full file (e.g. last dqqument_+ 2 �aars), since destructio is nqrn?ah1Vpq!f�y
older
de folder
ti,ahon, complaints, plaints_, public records act re ue t audits andlbrinv�esttiations sus end, normal retention
'Jo' s o"o
ss '
eriods retention resumes after settlement or compl�.
P�-,; ca 1,
-2
ci, a 0
em, Invesigation Cards tF1's) i
t' n t
ar.�
,
t
After Entry
After Entry
Preliminary Drafts; GC§ 34090 et
P-0 c
C , _C ft
Juveriie Contact Cards - After
_"�t�r'je 0�'_ c' ,
I Cards After
Mag, Ppr
t RMS 4_,
nu I into RMS
0
Into RMS
Into MS
into RMS
seq.
Department preference;
PID 054
Logs A.,rest Packet JD[C
2 years
2 years
Mag
Preliminary drafts not retained in
the ordinary course of business;
GC §34090 at seq
N`C .'alidaticn
2 years
2 years
Mag, Ppr
GC §34090
k ]I:ei Reccraings: Body -Worm
PC§ 832 18(b)(5)(E); GC
6
LOGS of Access or
P
P
Mag
§34090.6 et seq.
Oeli�ficn of D, --,a
Follows
Follows the
Gffi_ei Recorcings Body -Worn
retention for
Retention of
1rt 51`
Ca,neras - tha: ARE evidence
Evidence,
the
Mag
PC§ 832.18(b)(5)(B)&(C); GC
rtes _ds
'f mer Involved Shoot
C'
Evidence,
§34090.6 at seq.
Minimum 2
Dett-rition or Arres, ?'Complaints
Minimum 2
years
ars
Offi.cer Recordings. Body -Worn
2 years
2 years
Decartmen, orefe-ence PC§
P 1) -05, 8
Cameras - that are NOT
TAi F 1-.m "i — -60
tA F,
Mag
832.18(b)(5)(A); GC §34090 6 et
Recorus
evidence
4-Y-3
seq
Denartmenz preferance
Officer Recordings: Mobile
fconsistent wfflLextool Secli,-n
PD U,
I I
Aijd�o Video (MAV) Recordings -
2 years
ears
Mag
4211 Those segments of videos
Necords
th,W are NOT evidence
that are determined to be
evidence are retained as
evidence-, GC §34090 6 et seq
iliil p I I Egg
Ver. 11 0 RECORDS RETENTION SCHEDULE: POI -140
Dfflca of
Record Retention No. Records Description Retention / Disposition
Inactive Image: Destroy
(OFR) Active (Records Tota Vital? Media I=Import Paper after
t
(in office) Center) R7etenilon Options M=Mfr Imaged &
F q=qrnn nr—ei>
ill, the rec-md i� fwr heee refer to the Retention for Cilv-wiedlp ,Standar(
fi�,t;twmonsbeqon when the act is (;omr;leted an up a full file folder (
andlorim
POLICE REPORTS / INCIDENT
REPORTS:
ALL FELONIES &
Police
PD -060 MISDEMEANORS, Except
5 years
Records
Those Specifically Mentioned in
the Schedule
a g , 5150, Detention Reports,
etc.
POLICE REPORTS / INCIDENT
REPORTS:
Factually Innocent Petition
Date of
Police
PD -061 Accepted Records Sealed
Arrest + 3
Records
Pending Destruction - Except
years
those with outstanding stolen
property, including firearms, or
lost firearms
POLICE REPORTS / INCIDENT
REPORTS:
Firearm
Police
PD -062
Found or
Records
Firearms entered into CLETS (if
Recovered
not Permanent Retention) -
Found / Recovered Firearms
+ 2 vears/. sincedes1ruction Is
�erid normal retention periods I
5 years Yes Mag, Mfr,
I OD, Ppr
�Oi
Lq-qff"��
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
Yes: After historically significant, and it is
S/M/I QC & OD not classified under PC §800 &
290 ar,71i, H&S-iV, 8-60; Stat of
Limit. is 2 yrs; Destroy juv-
..-
i90
age090PC §802,
PC §§187, 800 et seq
Individual petitions District
Date of Yes: Attorney; Sheriff concurs that
Arrest + 3 Before Mag, Mfr, S/ /I Yes: After person is factually innocent, then
years Disposition OD, Ppr QC & OD seals record ("Shall" Destroy);
I GC §34090; PC §851 8(a)
FirearmMag, Mfr, Yes: After
Found or Yes OD, Ppr S/ /I QC PC§ 11108(b); GC§ 34090
Recovered I
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute orithout prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Xfickl Retention No, Records Description Retention / Disposition
Record
Inactive Image: Destroy
(QFR) Active (Records To 'on] Vital? Media I=Import Paper after
7
(in office) Center) Retenti Options M=Mfr Imaged &
F S=Scan Ocld?
,L.Lcjabon, copipiasors claims- vubhc records act requests, auc
Date of
POt [CE REPORTS I INCIDENT
REFIORTS_
IF MIAGED, Capiai Crimes
Incident +
Homicides B Major Crimes
,a
DJ63 Serious Feiomes! Sex Crimes i
CC, c S
Child Aouse / Falals / Felony
10 years
DNA lCrimes Subiect to the
Mag, Mfr,
Deazh Penallyl, Sex Crimes (PC
PC §§11169{i); 11170{a); GC
§288 290, WIC 707(b)), PC
If No
8o 3 (n 1)
OD, Ppr
POUCE REPORTS I INCIDENT
§34090
REi,ORTS
Subsequent
Disposition
R d C
PU 064 j 'jVt:11Hle Child Abase or Severe
Negleci
Reports
PO" ICE REPORTS / INCIDENT
RE ORTS
IvIisoemeanor or Infraction - Adult
I'vianivana I Ca(inab,s - H&S
Mag, Mfr,
S1 13571b)(cnd)(e) or H&S
Recorcs13,30(b)(w,th
procedure in
2 years
§11361 5) - E,cept those
Ppr
with ouis'anding stolen property,
GC §34090
incfuc!o firearms or lost
I serious 4-31onies or
Comments / Reference
performed Py_Eile fo/der
resurries after settlement or
Department Preference; DOJ
retains CACI (Child Abuse
Central Index) information for
adults 100 years-, others have no
P P Yes Mag, Mfr, Yes: Yes: After limitations on commencement of
OD, Ppr QC & OD action-, Courts keep permanently
PC §§ 261, 286, 288, 288a,
288,5, 289, 289.5, 290, 799,
803(h), 11169 et seq - 11170{a);
WIC 707(b)
Date of
®
Date of
Incident +
Incident +
Yes:
10 years,
10 years
Before
Mag, Mfr,
S/M/I Yes: After
PC §§11169{i); 11170{a); GC
If No
If No
OD, Ppr
QC & OD
§34090
Subsequent
Subsequent
Disposition
Deports
Reports
Yes:
Mag, Mfr,
Yes: After
("Shall" Destroy); H&S §11361 5;
2 years
2 years
Before
Ppr
S/M/I QC & OD
GC §34090
Disposition
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
11IRME
Office ot
Retention No.
Record
Image: Destroy
Inactive R
Active !i Total Media I=Import Paper after
(OFR) (Records 4 Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=tacall C'd?
ift the not listed ��OC rf�ft�r to 1?6 Rellention for it We Standards
. - 1.
0 4 Mt a
Conviction
or Arrest (if Yes: Mag, Mfr,
No Before OD, Ppr
Conviction) Disposition
+ 2 years
Offender is
18 Years Yes Mag, Ppr
Old I
Comments I Reference
Yes: After �Courts and other Agencies
OD Shall" Destroy); H&S §11361 5 -
GC §34090
(Courts and other Agencies
tm-M3�17rf&ss
et seq
Entry No Yes:
Longer Before Mag, Mfr, S/M/l Yes- After Department Preference; GC
Exists - Disposition OD, Ppr QC & OD §34090
Minimum 21
N = i •
POLICE REPORTS / INCIDENT
REPORTS:
Conviction
Misdemeanor or Infraction -
or Arrest (if
Police
Juvenile Marijuana i Cannabis -
PD -066
No
Records
H&S §113570) - Except those
Conviction)
with outstanding stolen property,
+ 2 years
including firearms, or lost
firearms, sencus 'el3r!es c!r
svnthefic cannabis
POLICE REPORTS / INCIDENT
REPORTS:
Misdemeanor or Infraction
Offender is
Police
PD -067 Marijuana / Cannabis
18 Years
Records
§1 1357(de) - Juvenile on
Old
School Grounds during School
Hours (with procedure in H&S
§11361 5)
Until CLETS
POLICE REPORTS / INCIDENT
Entry No
Police
REPORTS:
Longer
Records
PD -068
Exists -
Missing Persons (Returned)
Minimum 2
years
. - 1.
0 4 Mt a
Conviction
or Arrest (if Yes: Mag, Mfr,
No Before OD, Ppr
Conviction) Disposition
+ 2 years
Offender is
18 Years Yes Mag, Ppr
Old I
Comments I Reference
Yes: After �Courts and other Agencies
OD Shall" Destroy); H&S §11361 5 -
GC §34090
(Courts and other Agencies
tm-M3�17rf&ss
et seq
Entry No Yes:
Longer Before Mag, Mfr, S/M/l Yes- After Department Preference; GC
Exists - Disposition OD, Ppr QC & OD §34090
Minimum 21
N = i •
Ver 11.0 RECORDS RETENTION SCHEDULE: POLICE
Mficc- of
Record Retention No. Records Description
Inactive Image: Destro
(OFR) Active (Records Total Vital? Media I=Import Paper aft, -
(in office) Center) Retention Options M=Mfr Imaged
S=Scan C'd ?]
�f the record is not listed here, refer to the Retention f•r �CqWide Standards
I 1m, UITIF.To I -
MMOMMINOW0 4, 0619, 1 "M
r-1Qi.iCE REPORTS ) INCIDENT
REPORT —Q'
Fi i-, P- P d rvL-ndp and War linn nnfp
Cases - Except those with + 5 years ea ing ate es: Mag, Mfr,
D L Fxcap° Child Abuse or Severe (Or Court + 5 year (or Before OD, Ppr S/M/I
C! Court Order) Disposition
Neqleci_ , uustani atecii Order)
odlswicmg stolen property
firearms or lost
P, —, 70 Pollce RiViS Database Indefinite Indefinite
pn- 711 Pub.kc Information Requests 2 years 2 ears
Yes Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag
Mag
Mag
Comments / Reference
Sealed records for juveniles and
Yes: After
QC & OD destroyed5 years after sealing
date; CCP §§340§340901:
W&I §§389(a), 781(d)
Data Fields / Records are
interrelated,, GC §34090
GC §34090
Preliminary drafts not retained in
the ordinary course of business-,
GC §34090
GC §34090
Does not record "regular and
ongoing operations"; GC
§34090.6
Records "regular and ongoing
operations"; GC §34090 6
Department preference;; GC
�34090 et sea
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted.- 11/12/2019
When No
P =,72
Rc-A-,ussessicn Notices
Longer
Required
Szt po��nas {Records)
2 years
1liz-ei
V ;deo Reco;cgs - Parking Lots
When No
c 0 1
7 4
lur, ec Areas
Longer
Required
1we eVILleo
PU 11-1-5
f�ecomjnqs - Police
year
L �e, -61-ds
Pok"'e
P- 16
J_J-(� �
visa ants ; Recauea or Served)
2 years
I%ecor_ls
Yes Mag
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag
Mag
Mag
Comments / Reference
Sealed records for juveniles and
Yes: After
QC & OD destroyed5 years after sealing
date; CCP §§340§340901:
W&I §§389(a), 781(d)
Data Fields / Records are
interrelated,, GC §34090
GC §34090
Preliminary drafts not retained in
the ordinary course of business-,
GC §34090
GC §34090
Does not record "regular and
ongoing operations"; GC
§34090.6
Records "regular and ongoing
operations"; GC §34090 6
Department preference;; GC
�34090 et sea
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted.- 11/12/2019
Fql�
D
R3 c e -,, i
ecord Retention No. Records Description Retention / Disposition
R
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11112/2019
Image: Destroy
Inactive
Active
Total
Media
1=1 port aper after
( OFR)
(Records
(in office)
taI"'
I Retentiotn' iOptions
M=Mfr Image d &
Center)
i;,':t 4'5r&kj be, o, refer to the Retention for Cily-Wide Standards
since destruction is or Hy ia
'W.'.7Uo when the act is completed and imply a full file folder eg last document + n
_kerfcrmRed bZ file folder
d normal retention ear iris retenr�o n resumes after seftlement or comipletion)
n i d normal retention
3 ears
City preference-, 29 CFR
Mag, Mfr,
Yes: After
§§
1602 31 & 1627 3(b)(ii), GCPD-077
File -Police Employees &Police
�rr;-
���-���-
OD Ppr
S/I
QC & OD
3105, 12946, 34090; 29 USC
Volunteers (SUCCESSFUL)
1113
Department preference; 29 CFR
Police
Background File/ Recruitment
1602.31 & 1627.3(b)(ii), GC §§
Training
PD -078 File - Police Employees & Police
3 years
[3 years
Mag, Ppr
3105, 12946, 34090-129 USC
Volunteers (UNSUCCESSFUL)
1113
Personnel Po-,4t"ca
cre�eren_-_m 229
Er�i�;cv'ees i FTO
3f6i(w
J'r
P 1) C13"-; 1 -JS ;Field Train�na 04flrice,-) Filip
,, -ea. If s,
M�2�
05 12946, 340K Lsr
'rla,!y Rat4 ��s, F-
_i�'
i 11 S
Priocram Forms, e!'.
Send to
Send to
Personnel Files - Police
Human
Human
City preference-, 29 CFR 1602 31
Police
PD -079 Department Employees / POST
Resources
Before
Resources
Mag, Ppr
& 1627 3(b)(ii), GC §§ 3105,
Training
Training Files (By Employee)
Upon
Separation
Upon
12946. 34090: 29 USC 1113
Separation
Se aration
When No
When No
Preliminary drafts not retained in
Police
PD -080 Personnel Training Evaluations
Longer
Longer
rM
Mag, Ppr
the ordinary course of business-,
Training
Required
Required
GC §34090 at sea
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11112/2019
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW -1
Office of Retention No.
Record
F: �,,= i
Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (Records t Vital? after
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan — _
the record is not listed here refer to the Retention for City -Wide Standards
t)cqi,,i when the act is coinplerecy and unply a full file folder Le_g last document + 2 years} since destruction is
'_;(WnpdaM!s u,„ -,v p,,-bhc records act requests. audits =,qqd1br inv2j!r at€ons suspend normal retention periods
ENGINEERING
Public Works / When No When No
Engineering PW -001 Aerial Maps Longer Longer
Required Required
Public Works / PW -002 Benchmarks / Centerline Ties P P
Engineering
Public Works / Bonds (Performance Bonds, Release of Release of
Engineering PW -003 Subdivision Bonds, Letters of Bond / Letter Bond / Letter
Credit) of Credit I of Credit
Mag,
Mfr, D. S/I
Department Preference; GC
No
Ppr
§34090
Mag.
Mfr- OD, S/I
Yes: After Department Preference; GC
Ppr
QC & OD §34090
Securities (Performance
Bonds, Letters of Credit,
CD's, etc.) are released after
the Notice of Completion is
Mag, Ppr
issued and replaced with the
Warranty Bond, which is
released 1 year after the
Notice of Completion date.
GC §34090
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORQ
Office of
Retention No. Records DescriptioKR@n T etention Disposition
Record
Inactive
Active Total
ta
(OFR) (Records Vi l?
(in office) Center) Retention
��`� _the record is not listed i,�re, er<•a'er to the Retention for Crit'- /de �t�ncfards
�{" :z�„t;arzs .�t,�r�z when tine act is c:crrn�leted and rrn�dy a fu/1 file folder (e. p, leaf doctxmeni + 2 dears), since destruction is Wore
t1 , °:�� `r+ c �; xtf�t�,r;, � r.,F�rrns, f%t+'�7ttr.' a�corr,'s ack repuests audits andlor insres?i�atrorts suspend normal retention g3errod�rete
Capital Improvement Projects
(CIP) - INFRASTRUCTURE
Permanent Fiie Y Scanned Records
Specifications & Addenda, Agreement /
Public Works Contract, Successful Proposal, Change Upon
Engineering PW -004 Orders, Geotechnical Studies & Completion
Reports, Operations & Maintenance
Manuals (O&M Manuals,) Materials
Testing Reports, Hazardous Materials
Plans, Notice of Completion, Photos,
Soil Reports, Studies, Submittals,
Surveys, etc
Comments / Reference
Image:
Destroy
Media I=Import
Paper
after
liptions M=Mfr
Imaged &
S=Scan
QC'd?
Department preference',
Mag retained for disaster
P P Yes: Until Mfr OD S/I Yes: After preparedness purposes,
Completed Ppr QC & OD Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
DOWNEY, CA. 071995-2016 Gladwell Governmental Services, Inc - all rights reserved Adopted: 11/12/2019
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Office of Retention No.
Record
Active Inactive Total
(in office) (Records Retention
Center) I
Image:
Destroy
Media I=Import
Paper
Vital? Options M=Mfr
after
r--IF'i INFRASTRUCTURE:
Imaged &
S=Scan
QC'd?
the record is not listed 1wire refer to the Retention for C)!y-Wide Smodards
F
000— 01
Tes: Antil Mag, Ppr
Completed
1�1 M,
Comments / Reference
Department preference;
require audits, Statute of
Limitations for Errors &
Omissions is 10 years;
Statute of Limitations:
Go, Ar W-ok-e—Nkx- ?-w�
Wrongful Death=comp + 5
years, Developers=comp. +
10 years; Stat-
« .-
guidelines propose
termination + 5 years,- CCP
§337 et. seq., GC §34090
Caoaal h-norovernent PFojects
r--IF'i INFRASTRUCTURE:
Actministratiun File NOT Scanned
10 years or
Completion+
After
10 years or
i-roject Peti-misirauon. Certified
Funding
After Funding
jb[!L V'PuIKS
-Fyroils C.-crrununiiv ouireacti I
Upon
Agency
Agency
NM[tQabcins Pfolee Scnedulcs
Completion
Audit, if
Audit, if
P?ogress meefings, Pimch Usts, Real
required,
required,
!-S€aze AppraiSws Wis & Responses-
whichever ts
whichever is
r tmporary easements, Construcimn
longer
longer
Managier's Logs L)ajiy Inspecbons,
Fly Logs, etc
ye=zs
ncy
ring
jm
Z -F
Tes: Antil Mag, Ppr
Completed
1�1 M,
Comments / Reference
Department preference;
require audits, Statute of
Limitations for Errors &
Omissions is 10 years;
Statute of Limitations:
Go, Ar W-ok-e—Nkx- ?-w�
Wrongful Death=comp + 5
years, Developers=comp. +
10 years; Stat-
« .-
guidelines propose
termination + 5 years,- CCP
§337 et. seq., GC §34090
� � C�� � � 11 1� i 1� 5i TUMPFET*i � � � I I � 'I � r ii 11 il:� r ii 1111 �� 4ilm•
Office of
Record Retention No. Records Description Retention / Disposition
Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (Records t Vital? after
(in office) Center) FRetention Options M=Mfr Imaged &
S=Scan OC'd?
the record is not listed Pere rFfer to the Retention
cr&nwr?s bogd+ when the act is ¢.(,i npiered, and i
fic,w;oid u;Gmo)amts clauns )uot 'Ac records act
fodards
"Lvov".
10 years or
After
Funding
Uoon AP Y1
ion
11 _r—,
required, required,
whichever is whichever is
longer longer
IN
9*
Tes- While —TT-iag,
Active Mfr, OD
Issues Ppr
ed by file folder.
s after settlement or completion).
Department preference;
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 at. seg., GC
§34090
Department preference;
Yes: After Some correspondence from
S QC Regulatory Agencies need to
be retained for long periods
of time; GC §34090
S/I Yes: After Department Preference-, GC
QC & OD §34090
Drafts should be destroyed;
Mag Some maps are also retained
Yes (all) Mfr, OD S No by Planning; Selected maps
Ppr are retained in Public Works
for administrative purposes',
GC §34090, 34090.7
DOWNEY, CA. Q1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Correspondence - Regulatory
Public Works l
!Agencies Not Related to a CIP
Minimum 2
Engineering
PW -008
li (State & Federal Agencies, EPA,
years
Health Department, etc-)
Public 'Wo rks
PW -009 Design & Construction Standards -
P
Engineering
Authored by the City
Drawings, Maps, Plans and
Record Drawings, Large -Format
Public V'Jorks 1
Drawings, Survey Record Maps,
P
Engineering
PW -010
Capital Improvement Project "As -
Built" Final Tract Moos, Final
Parce: ltvlaos u,,* _-re .Ad Liq§�,,rreots
11 _r—,
required, required,
whichever is whichever is
longer longer
IN
9*
Tes- While —TT-iag,
Active Mfr, OD
Issues Ppr
ed by file folder.
s after settlement or completion).
Department preference;
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 at. seg., GC
§34090
Department preference;
Yes: After Some correspondence from
S QC Regulatory Agencies need to
be retained for long periods
of time; GC §34090
S/I Yes: After Department Preference-, GC
QC & OD §34090
Drafts should be destroyed;
Mag Some maps are also retained
Yes (all) Mfr, OD S No by Planning; Selected maps
Ppr are retained in Public Works
for administrative purposes',
GC §34090, 34090.7
DOWNEY, CA. Q1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Record
(OFR)
Retention No.
Records Description
Inactive
Active (Records
(in office) Center)
Retention Disposition
Total Vital?
Retention
Media
Options
Image:
1=1 port
M=Mfr
S=Scan
Comments Reference
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
F;'cierr;,yra ' '�t i
when the act iscnrla/eted. and irrlpdy a full file folder fie,. last document + 2
earsj, since destruction is normaldy perfor=med by file folder.
icr-ut a r,urt atr+f=s J .rras p:+da/r�° reoords act reC)trests, audits andlor rnves/i ations errs surf norma! retention perrods on resumes after settlement or completion)
I'LlblIC WOrkS,'
,Street Permits. Temporary
Final
Final Yes- Until
Clvv •_o
Construvoon, Sidewalk Repairs,
-traffic
Completion +Completi
ion +
Completion
Mag, Ppr
GC § 34090
Control, Utility Cuts etc.)
2 years
2 years
Includes insurance Certificates
Pu0iic worKs
Encroachments - Permanent
Mag,
Yes: After Department Preference-, GC
Em �rieertng
P01 - 31, 2
(Permanent structures in the City's
P
P
Mfr, OD,
S
QC & OD §34090
Right of Way'
Ppr
ur kc V%air kv
OW -0113
Engineering Permas Database
Indefinite
Indefinite Yes
Mag
Data Fields / Records are
E:igilneenna
laa�
interrelated; GC §34090
puwlc, IA+xxs
Minimum 2
Minimum 2
Mag,
Yes: After Department Preference-, GC
1 E�igineenng
P\1%1-0 4
Engineering Preliminary Studies
years
years
fr. OD,
S/I
QC & CD §34090
Ppr
Pubii-_ \NorxS I
Engineering Studies) Surveys I
Mag,
Yes: After Department Preference-, GC
E,iomeervig,
OtuPrmect
Assessments
P
P
Mfr OD,
S/I
QC & OD §34090
Ppr
Public WotlksGeotechnical
and Soil Reports
Mag,
Yes: After Department Preference; GC
Eqg�neennv
E-IVV-016
Hydrology Reports (Authored on
P
P
Mfr, OD
S
QC & OD §34090
behalf of the City)
..........
Ppr
Por)'UL�
Grading Plans
1�
Mag,
Yes: After Department Preference; GC
cogineering
PV4 _0 I y
(Pnof to , Building being the Office of
P
P
Mfr OD
S
QC & OD §34090
Record for 1hent",
Ppr
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKE
Office of Retention No, Records Description Retention / Disposition
Record
Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (in office) (Records Retention vital? Options M=Mfr after
Center) S=Scan Imaged &
I I QC'd?
i�' the record is not hsred here, refer to the Retention for City -Wide Standards
Comments / Reference
performed by file folder
q!
_W!
Department preference-,
Mag, Ppr Meets auditing standards-, GC
§34090 et seg.
E A
Public Works Correspondence, Photos, rfivate Lau Upon Completion + Yes: Until
Engineering PW -020 Verifications, Testing Lab Final Completion 10 years 10 years Completed Mag, Ppr
Reports, etc.
Examples: CUPS, Lot Line
,Adjustments, Parcel Maps, Precise
Anmenr, Specific Plans, Split Lots,
Sobdivisions Tracts_ TP.Vs, TSMs
Yes: After Department preference',
S QC & OD Drafts should be destroyed;
GC §34090
Statute of Limitations for
Errors & Omissions is 10
years-, Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. +
10 years,- CCP §337 et. seq ,
GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
I
andlor investi avers suspend normal retention
Lighting and Landsoape s/
Its
5 years
5 years
(to Tax Assessor for Tax Rolis)
:Master Plans: Bikeway, Park,
When
When
PublicWo rks
Pavement, Sewer, Traffic,
Superseded -
Superseued -
Engineering
PW -019
Transportation, Water Master
Minimum 2
Minimum 2
Plan, etc
years
years
Private Land Development
Projects / Job Files:
AJ.rpnsualion File
Construction Inspections,
Comments / Reference
performed by file folder
q!
_W!
Department preference-,
Mag, Ppr Meets auditing standards-, GC
§34090 et seg.
E A
Public Works Correspondence, Photos, rfivate Lau Upon Completion + Yes: Until
Engineering PW -020 Verifications, Testing Lab Final Completion 10 years 10 years Completed Mag, Ppr
Reports, etc.
Examples: CUPS, Lot Line
,Adjustments, Parcel Maps, Precise
Anmenr, Specific Plans, Split Lots,
Sobdivisions Tracts_ TP.Vs, TSMs
Yes: After Department preference',
S QC & OD Drafts should be destroyed;
GC §34090
Statute of Limitations for
Errors & Omissions is 10
years-, Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. +
10 years,- CCP §337 et. seq ,
GC §34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
I
Office of
icor d Retention No. Records Description Retention Disposition
R
Image: Destroy
Active Inactive Total Media 1=! port
Paper
(OFR) (in office) (Records I
Retention Vital? Options M=Mfr after
Center) S=Scan maged &
QC*d?
rhe reuo!d,s not osteo nare refer to the Retention for City -Wide Standards
whn the act is completed. and unply a full file
Projects 1 Job Hes Permanent
Files
Damage,
Ditve,vay Gtaning Plans (prior to
BLAdtna tx-nno me Office of Record)
1,atgNs of VVay Soil Reports,
11 u b 1) c 'A' o iks W 02 S!QTTMVa'eT, e[C Upon P
9 i le E I :1;l Completion
(Wanconmenrs (City Clerk is OFR)
Exarnpies CUPsLot Line
Adyastmen?s. Paxel Maps. Precus&
Alignment Specific Plans Split Lots,
�'U,i)MVIS�OnS _,"FaCIS, 'rPMS, 7StV,?S
Pi,jbl;c Works Committee
Minimum 2
0,L022 years
AGENDAS, AGENDA PACKETS
Publ:c Works Committee
OW -023 2 years
L Ig 1: AUDIO RECORDINGS of Meetings
Audio tapes
P,,,,blic Works Committee
M'INUTES & BYLAWS
19
r r -
Comments / Reference
CrIS �#� !
Mag,
Department preference-,
P
Yes- Until MfrOD,
S/I Yes: After retained for disaster
Completed P,pr
QC & OD preparedness purposes; GC
§34090
Brown Act challenges must
Minimum 2
Mag, Ppr
be filed within 30 or 90 days
years
of action-, GC §§34090,
54960 1(c)(1)
Department preference; State
2 years
Mag, OD
law only requires for 30 days-,
GC §54953 5(b)
P
1
Mag,
Mfr, OD,
Department preference; GC
S No
Ppr
§34090
CrIS �#� !
Ver. 10 0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW -8
Office of
Retention No.
Record
Iwo]
Records Description Retention / Disposition
Image: Destroy
Active Inactive Total Media I=Import Paper
(Records t Vital? after
(in office) Center) 7Retention Options M=Mfr =Scan Imaged &
SQC'd?
Standards-.....
low
141 -Ill
Public Works /Site
PW -025
Clearance / Soil Remediation /
P
P
Yes: MfMr ag
Before OD,
Yes: After Department preference; GC
S
Engineering
Mitigation
Completion Ppr
QC & OD §34090
Public Works /
PW -026
Solid Waste Reduction I AB 939
10 years
10 yearsMag,
Ppr
Department preference', GC
Engineering
Compliance / Tonnage Reports
§34090 et seq
Public Works /
PW -027
Traffic Counts
15 years
15 years
Mag Ppr
Department preference; GC
Engineering
_e,
§34090
o 1; �,, _--� /
--1
PLN_091,
Traffic Signal Timing Sheets
&,-Jersaaed
777- s � e c
k1a
Mq9_PP_r
DeDmInient Preference", GC
Emlineerinq
vears
113401j0
Department preference
Public Works /
PW -028
Traffic Speed Surveys
101 years
10 -b- years
Mag Ppr
(required every 5 years, but
be to 7 10
Engineering
can extended or
years); GC §34090
Mag,
Required for 3 years; GC
Public Works /
PW -029
Underground Service Alerts
3 years
3 years
Mfr, OR
Yes: After
S §§4216.2(d) & 4216 3(d),
Engineering
(USA's)
Ppr
QC & OD
34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of Retention No. Records Description Retention / Disposition
Record
Image: Destroy
Active Inactive Total Media 1=1 port
Paper
(OFR) (Records t Vital? after
(in office) Center) Total
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
Poor
hazardous Waste Manifests/
P IV%! - 0 3;,� 5 years P
tUa inf Certtricates of Disposal
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
W _1�;wwww,
Comments I Reference
Abcvegmurio CNG Storage Tanks
applies to both Tier I and Tier
IAC,,ency Owned)
Mag, Ppr
11 Tanks; (Tier 11 tanks are
-03'
PWk1i
Sn"11 PTeVC11!1Qn,;ontrd and
20 years
(SPCC)
§60201
spCnons, Integrity I esting
Mag, Ppr
40 CFR 70 6-1 GC §34090
2 years
2 years
ye
Waimenance Repaws
Department preference; GC
P V� 03 1
AOMID Permits (Generators. e
5 years
Yes Mag
Data Fields / Records are
interrelated; GC §34090
J32
Oa0p'v Journals 1 WorK logs
2 years
vala i n
AQMD Rule 1470; Form
5 2 years
lis,u V
PV V _ ,33
Hee, Database
Indefinite
4".1aiw
GC §34090
Genermor Operation Logs (for
Mag,
PVl -034
i;xed r slauonary generators) 1
5 2 years
M1 a t
Inspecuons
3204(d)(1)(A), 22 CCR
hazardous Waste Manifests/
P IV%! - 0 3;,� 5 years P
tUa inf Certtricates of Disposal
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
W _1�;wwww,
Comments I Reference
MITIMUT M-61SEEMMITU
Department Preference;
applies to both Tier I and Tier
20 years
Mag, Ppr
11 Tanks; (Tier 11 tanks are
required to have an integrity
test every 20 years); GC
§60201
5 years
5 years
ye
Mag, Ppr
40 CFR 70 6-1 GC §34090
2 years
2 years
ye
Mag, Ppr
Department preference; GC
§34090
f n ite
Indefinite
Indefinite
Yes Mag
Data Fields / Records are
interrelated; GC §34090
Department Preference;
AQMD Rule 1470; Form
5 2 years
Mag, Ppr
4C0—E-13a ir,.smxzicms_-z,-2-
GC §34090
Department Preference (City
Mag,
Yes: After has "cradle to grave" liability);
P
Mfr, OD,
S QC & OD 40 CFR 262 40, 8 CCR
Ppr
3204(d)(1)(A), 22 CCR
6626240
MITIMUT M-61SEEMMITU
Ver 10 0 RECORDS RETENTION SCHEDULE: PUBLIC WORKO
i �ffice of Retention Retention No. Records Description
Retention Disposition
interrelated-, GC §34090
Record
Life of
PUblic Works i
PW -036
Operations & Maintenance
Life of Facility
Facility or
Destroy
Mag,
Inactive
Image:
Paper
(OFR)
Active Total Media
(Records Vital?
F
I=Import
after
(in office) Retention Options
Center)
M=Mfr
Imaged &
cathodic protection
S= Scan
PW -037
the not listed frere refer to the Retention for C0Y-Wide Statidards
ri
voifn the act is cw �plerea, and irripiy a full file folder (&-g last document + 2 years), since destruction is
andlormV.'St' ations suspend normal retention penods
Data Fields / Records are
interrelated-, GC §34090
Life of
PUblic Works i
PW -036
Operations & Maintenance
Life of Facility
Facility or
maint
Mag,
Manuals (O&M Manuals)
or Equipment
Equipment
Ppr
34090
Pre -Trip Inspections / DOT
Monitoring and Maintenance
records are required on site
Program / CHP Inspections
cathodic protection
pu�,hc
PW -037
Vehicle Safety Checks / Daily
2 years
2 years
Maint
Vehicle Inspections / Daily
§25284,2(1)
Equipment Checks
Public Wotks i
PW -038
Tree Maintenance Database
Indefinite
Indefinite Yes
mai; t
Public Works 1
PW -039
Transportation Audits: DMV &
5 years
5 years
M a i n t
CHP
Pub! ic V%forks
PW -040
Underground Service Alerts
3 years
3 years
lVaint
'
(USA's)
Underground Storage Tank (City
Owned)
Pubiic Woi-k.,
PW -041
LIST Monitoring, Inspections and
7 years
7 years
maint
Maintenance, Release Detection
Systems, Cathodic Protection
Maintenance Records
OWN EY, CA. 01995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (9 09) 337-3516
-nally Pertanned by file folder
r�tiori resumes after settlement or cornpletionj
Mag, Ppr Department Preference', GC
§34090 at seg.
Ppr GC §340901- 3 CCR 1234(3)
Mag
Data Fields / Records are
interrelated-, GC §34090
Consistent with CHP
Mag, Ppr
requirements; OSHA requires
1 year-, 8 Ca. Code Reg. §
3203(b)(1); GC § 34090
Mag,
Yes: After Required for 3 years; GC
Mfr, OD,
Sh QC & OD §§4216.2(d) & 4216 3(d),
Ppr
34090
Monitoring and Maintenance
records are required on site
for 3 years, 6'/ years for
cathodic protection
Mag, Ppr
maintenance, 5 years for
calibration & maintenance of
release detection systems"
23 CCR 2712(b); H&S
§25284,2(1)
Adopted: 11/12/2019
Office of
Record Retention No. Records Description Retention Disposition Comments Reference
Destroy
Inactive Image: Paper
Active Total is 1=1 ori
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) =can Imaged &
I QC'd?
i - j e n a a
_0" 1111110, 0 0 W III IN
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Undeircround Storage Tanks -
Mag,
S i
VJ - 0' 4 2
USTS �,Cmj Owned)
Life of the
Life of the
Mfr OD,
Yes: After 23 CCR 2712(b), H&S
S
.aHl'
Tank
Tank
Ppr
1 year §25284 2(i)
Repairs Lining Upgrades
mwww�
und-rorouna Storage Tanks l Ci*y-
Department Preference
L-' I 10J U rk s
Owned)
Mag
Yes: After (required for the life of the
",'VI 04'�'
10 years
P P
Mfr. OD,
S 1 year tank); 23 CCR 2712(b), H
L,;,,cadon So;[ Remediation,
Ppr
§25284 2(i); GC §34090 et
fu? Gnimring Well Records
seq.
22 CCR 66266.130(c)(5),
011J 044
Used 01i Disposal
3 years
3 years
Mag, Ppr
H&S §25250 18(b),
25250-19(a)(3) et seq
Department Preference-, If a
motor carrier, required for 18
Vehicle & Equipment History Files,
Disposal of
Disposal of
months after vehicle is sold;
Vehicle or
Vehicle or
CHP requires life of vehicle;
�N -,D 4
AQN1D Certifications, Maintenance,
Equipment +
Equipment +
Mag, Ppr
OSHA requires 1 year; 8
Regjstrations. Safety Certifications,
2 years
2 years
CCR § 3203(b)(1); 49 CFR
etc.
396.21(b)(1); 49 CFR
396.3(c),- CCP §337 at Seq.,
GO §34090
I.Nork Ordersi Service Requests
PVNI-046
CMNIS DATABASE (Computerized
Indefinite
Indefinite
Mag
Data is interrelated; GO
M -a: ri
Maimenance Manacement
§34090
System)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Office of
Record Retention No.: Records Description
Image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) vi
(in office) (Records Retention tal? Options M=Mfr after
Center) Imaged &
S=Scan _
the record is not here refer to the Retention for City -Wide Standards
obor'huc� when ,he act cutnp)eiled and m7p n is
,jo,auan compizrn'
c�airns poDuc r�cords act requests audits andl, rnvesti ations suspend normal retention penods I
.909.0�
Work Orders / Service Requests -
Pu blic
Public Works :All Information Entered in CMMS When No When No
Maint PW -047 Database Longer Longer
Required Required
(Paper drafts)
Work Orders / Service Requests -
OT entered in CMMS Database
(or partial information entered into
PuN ' ic %Norks PW -048 CIVIIVIS Database) 5 years 75 years
IVI a i n t
(Division providing service retains
originals; Division requesting
service is considered a copy)
Comments / Reference
xaadly Performed by file iolder
ntoon resumes after settlement or compie tion)
Preliminary drafts (the
Mag Ppr database is the original); GO 1
§34090
City Preference, CCP §§338
Mag Ppr et seq , 340 et seq , 342, GG-
, GC §34090
Adopted.- 11/12/2019
"IgiroUliTzI. 11,1111F, ME w rox O*T; M,
Office of
Retention No.
Records Description
Retention Disposition
Comments Reference
Record
Image:
Destroy
Active Inactive
Totalis
f=1 port
Paper
(OFR)
(in office) (Records
Retention Vital?
Options
M=Mfr
after
Center)
Ied
mag &
S=Scan
QC'd?
the record is not listed here, refer to the Retention for Cit -Wide Standards
1rut e;ac rte betn when the act is wmPleted, and arta/ lyn
full file folder (e last document + 2 years),
since destruction is ormally performed by file Dodder.
p,, iniall- records act requests audits and/or investigations suspend normal retention penod ntion resumes after settlement or completion),
UTILITIES - RECYCLED WATER
Public Works
Cross Connection Testing,
Mag
Yes: After Department preference,- GC
Utilities / PW -049
Inspections, Leak Repairs, Valve
5 years
5 years
Mfr OD,
S/1
QC & OD §34090
Recycled Water
Turning, etc
Ppr
Public Works /
Mag.
Yes: After Department preference,, GC
Utilities / PW -050
Recycled Water Reports
5 years
5 years
Mfr_ OD,
S/I
OC OD §34090
Recycled Water
Ppr
UTILITIES - SER / NPDES
Required for a minimum of 5
Public Works
Mag,
Yes (after years-, 40 CFR 122 410)(2);
Utilities / PW -051
Stormwater Illicit Discharges
5 years
5 years
Mfr, OD,
S/I
2 years) SWRCB Order 2006-03; 40
Stormwater
Ppr
CFR §§122 21, 122 41,
122 44; GC §34090
Department Preference',
Public Works 1
Stormwater Monitoring / NPIDES
Monitoring records required
Utilities / PW -052
Monitoring and Inspection
3 years
3 years
Mag, Ppr
for 3 years; 40 CFR
Stormwater
§§12211, 122 41, 122 44-1
CCP §337 at seq.
Required for a minimum of 5
Public Works
Mag,
Yes- After years-, 40 CFR 122,410)(2);
'&
Utilities / PW -053
Stormwater: Business Inspections
5 years
5 years
Mfr. OD,
S/I
QC OD SWRCB Order 2006-03; 40
Stormwater
Ppr
CFR §§122 21, 122 41,
122.44; GC §34090
Ver. 10.0 PW-lt
Office of
Retention No
Record
(OFR)
Records Description Retention / Disposition
Image: Destroy
Active Inactive Total al
Media I=Import Paper
(in office) (Records Retention Vir
ilial? Options M=Mfr afte
Center) can Imaged &
QC'd?
Comments / Reference
the record is not
listed Pere refer to rhe Retention for 01 -1 i le Standards
when the acr,�.
curnuieled and irnpiV a full file _folder _(e_q last document + 2 years), since destruction is normallyperforrnea by file folder
tJoims p$
,iL records act requests. audits anglor investqn nd normal retention periods (retention resumes after settlement or coronletion)
_aVo_ s suspe
Department preference,
Public Works
Utilities
PW -054
Stormwater: NPDAnnual 3 years
3 years
M,
ag
Mfr, OD
S/I Yes: After Monitoring records required
Reports
Ppr
QC for 3 years 40 CFR
Stormwater
§§122 21, 122 41, 122.44
mw�
Department Preference',
Public Works
Expiration + 3
Expiration +
Yes: Until
Monitoring records required
Utilities /
PW -055
Stormwater: NPIDES Permits years
3 years
Expiration Mag, Ppr
for 3 years, 40 CFR
Stormwater
§§ 122 21, 122 41, 122 44;
CCP §337 et seq.
Department preference-,
Stormwater: Operation &
plans must be updated every
Public Works
Maintenance (Catch Basins, Field,
Mag,
Y es: After 5 years, audits are required
Utilities /
PW -056
General Cleaning, Open Channels, 5 years
5 years
Mfr, OD,
S/I
QC & OD every 2 years; SWRCB Order
Stormwater
Slots, Stormwater Treatment
Ppr
2006-03; 4§§122 21, 122 41,
Measures and Trash Cleaning)
122 44; GC §34090
Department preference',
plans must be updated every
Public Works
Stormwater: TMDL Plan (Total
Mag,
Yes: After 5 years, audits are required
Utilities /
PW -057
5 years
Maximum Daily Load) Plan
5 years
Mfr, OD,
S/I
QC & OD every 2 years-, SWRCB Order
Stormwater
Ppr
2006-03; 4§§122 21, 122.41,
122 44; GC §34090
UTILITIES - SEWER
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted- 11/12/2019
Office of
ecord Retention No. Records Description Retention Disposition
R
..........
Destroy
mage:
Inactive IPaper
Active Total is I=Import
(OFR) (Records vital? after
(in office) Retention
Options M=Mfr
Center) Imaged &
S=Scan
QC*d?
WiTrI.&I "M
PRA
Public Works / FOG (Fats, Oil & Grease) / Source
Utilities / Sewer PW -058 Control / Pretreatment Annual
Semi -Annual Reports
Public Works / PW -059 Sanitary Spills and Overflows
Utilities / Sewer (SSOS)
Public Works / PW -060 SCADA Database (Supervisory
Utilities / Sewer Control and Data Acquisition)
ffz*TZ_=
Sewer System Management Plans
Public Works (SSMP) i Sanitary 503113OverflowSuperseded
Utilities / Sewer PW -061 Prevention Plan (SSOPP) and + 5 years
Sanitary Sewer Overflow
Response Plan
Public Works / PW -062 Underground Service Alerts
Utilities / Sewer (USA's)
3 years
Im
00111H M_1111111111111111=�
USE=
manw-1 M,
19M
Comments / Reference
•
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Department preference-,
Monitoring records required
for 3 years-, PO TW recerts
Mag, Ppr
are reciuired for 1�_vars 40
CFR ,-C,3 12 GC 44=
Mag
Required for a minimum of 5
Mfr OD, S/I
Yes: After years; 40 CFR 122 410)(2);
Ppr
QC & ODSWRCB Order 2006-03; 40
CFR 122 410)(2); GC §34090:
Data is interrelated; system
Mag
qualifies as a "trusted
system"; GC §§34090,
121687
Department preference;
Mag,
After Yes- plans must be updated every
Mfr OD S/I
QC'& OD 5 years, audits are required
Ppr
every 2 years; SWRCB Order:
2006-03; 40 CFR
122 410)(2); GC §34090
Mag,
Yes: After Required for 3 years; GC
fir, OD S/i
§§4216.2(d) & 4216.3(d),
Ppr
COD
Q&
34090
DOWNEY, CA. 01995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
� 11 11 FUND �_. ir;i 1X1141 � 11.1tioliffilli
Mucom
Office of
Retention No Records Description
Retention IDisposition
Comments I Reference
Record
Destroy
Inactive Image:Paper
OFR)
Astave
Total Media I=Import
(Records vital? after
(in office)enter)
CRetention Options M=Mfr
Imaged &
S=Scant
QC*d?
"er m, the Reten e Standards
t .'aC7 a r) i.'d
when tits act f , ecru]; IeFed, and rrr? ly a full file foloeP l'e. last ilocu/nent + 2 }ears), s/nca destructdon /s ,aoP Hy peitormed by file folder
n resumes after settlement or CoMletiorO
Work Orders 1 Service Requests
ji llc
PW -063 Indefinite
Indefinite Mag
Data is interrelated, GC
ljfi�111;es S&v,°er
Maintenance Managem nt
§34090
System)
Work Orders / Service Requests -
All Information Entered in CHIMS When No
When No
Preliminary drafts (the
Pb 1 11 c VV o, k s I
PW -064 Database Longer
Longer Mag Par
database is the original); GC
Required
Required
§34090
(Paper drafts)
Work Orders / Service Requests -
NOT entered in C Database
(or partial information entered into
City Preference', CCP §§338
Public Works
C Database)
PW -065 5 years
5 years Mag Ppr
at seq., 340 et seq., 342,
Utilities / Sewer
§§94&&—�13C §34090
(Division providing service retains
originals-, Division requesting
service is considered a copy)
11� 11 111111ill Jill 1111111111111111111111 1111 jllliil�ijl�
Adopted: 11/12/2019
am, I
I h 11 11 1 1 i
Office of
Fire Hydrant Flow,/ Pressure Tests
Minimum 10
VV 0 7 0
Retention No Records Description
Record
Retention I Disposition
Mag,
Ger-,erstor Operation Logs (for
Mfr, OD,
�11A'071
� I xed i Stationary Generators) 1
Destroy
Inactive
Image:
Paper
(OFR)
Active Total Media
(Records Vital?
7Retentilon
I=Import
after
(in office) t Options
M=Mfr
5 years
Center)
Mag, Ppr
Imaged &
Operaitons Maintenance
Life of Facility
S=Scan
-
If the record is not listed here, refer to the Retention for City -Wide Standards
"I- WAR 11 #''1---
_ -M-W
&OMMMMINFIFIX VAU
UTILITIES -WATER
�]IVV
-066 AQMD Pe,,mits (Generators, etc 5 years
�mfil Wxks P4,t"d_0167 Confined Space Entries
ullljtl�s : Wall—
"J"Jurks r Dvv; 06 a Conservaiton Program Grants &
"N-3'er Rebates crotiets. etc
�LJSIDMer COlICefriS ! customer
"ov, 11VV_U'U9 Conitala ints Odor I Taste / Visual
Complaints about Pataoie Water
Wq=
am
`V%"
Fire Hydrant Flow,/ Pressure Tests
Minimum 10
VV 0 7 0
;Devalcpaient or Maintenance)
years
Mag,
Ger-,erstor Operation Logs (for
Mfr, OD,
�11A'071
� I xed i Stationary Generators) 1
3 years
5 years is required in State
and Federal law for any
Insae0ons
complaints; 40 CFR
Canerator Operation Logs &
PLOA11.
j'v',j 0i 2
lnspeciloos - Portable I Emergency
5 years
Generatars;
Mag, Ppr
)j
V-"
Operaitons Maintenance
Life of Facility
r4
'es Vva'�
Nlama!s i.O&M Manuals)
or Equipment
DOWNEY, CA. 01995-2016
Gladwell Governmental Services,
Inc - all rights reserved
Do not duplicate or distribute
without prior written permission from GGS (909) 337-3516
wlyr=
3=
KN=
Comments / Reference
Mag, Ppr 40 CFR 70.6; GC §34090 0
uxffsx�1 •
8 CCR 5157(d)(14) & (e)(6);
Ppr
29 CFR 1910 146ke�03 ',, GC
§34090
Mag,
Yes: After Department preference -
Mfr, OD,
S/I meets auditing standards;
QC
Ppr
GC §34090
5 years is required in State
and Federal law for any
Mag, Ppr
complaints; 40 CFR
122 41(j)(2) & 40 CFR
141 33(b); 22 CCR 64470
Mag, Ppr
Department Preference, GC
§34090
Mag, Ppr
A Rule 1470; GC
§34090
AQMD Rule 1470; Form
Mag, Ppr
400—E -13a instructions, GC
§34090
Mag, Ppr
Department Preference; GC
§34090 at. seq
uxffsx�1 •
Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKE
Office of
Retention Noe
Record
(OFR)
Active Inactive Total —
(in office) (Records Retenti05
Center)
!Re,ientjons r I when the act is complered and imply a furl isle folder /e. Iasi document + 2
andlor inves�Uqatrons suspen
When No
Public Works Regulatory Agency Compliance - Longer
Utilities / Water PW -074 Correspondence, Supporting Required -
Documentation (DPH, EPA, etc-) Minimum 5
years
Public Works I PW -075 SCADA Database Indefinite
Utilities / Water
Data Fields / Records are
Indefinite
Public Works /
PW -076
Surveys of Water System
10 years
Utilities / Water
10 years
Mfr, OD S/1
QC 141330
Public Works /
PW 077
Underground Service Alerts
3 years
Utilities / Water
Required for 3 years; GC
Yes: After
(USA's)
Mfr OD S/I
Public Works /
MKIAMMIUMP�
Ppr
Expiration + 5
Expiration +
PW -078
Variances / Exemptions
5 years
Utilities / Water
CFR 141 33(b)(3)
Correction +
years
Public Works I
PW -079
Violations & Corrections
Correction +
Utilities / Water
Department Preference', GC
3 years
Public Works /
PW -080
Water Main Break Reports
5 years
Utilities / Water
75years
Mag, Ppr
§34090
Public Works I
PW -081
Water Production Reports
5 years
Utilities/ Water
MEMO
U111
Image: Destroy
Media I=Import Paper
Vital? Options M=Mfr after
S=Scan Imaged &
QC'd?
Iwo
Mag,
Yes: After Department Preference; GC
Mfr, OD, S/I
QC §34090
Ppr
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Data Fields / Records are
Indefinite
Yes Mag
interrelated; GC §34090
Mag
Yes: After 22 CCR §64470; 40 CFR
10 years
Mfr, OD S/1
QC 141330
Ppr
Mag
Required for 3 years; GC
Yes: After
3 years
Mfr OD S/I
& §§4216 2(d) & 4216 3(d),
QC OD
MKIAMMIUMP�
Ppr
34090
Expiration +
Mag Ppr
Department Preference; 40
5 years
CFR 141 33(b)(3)
Correction +
Department Preference,, 40
3 years
MaPpr
g
CFR 141 33(b)(3)
Department Preference', GC
5 years
Mag, Par
§34090
Department Preference; GC
75years
Mag, Ppr
§34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/12/2019
Ver 10 0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW -2
Cif ice of
Record Retention No
l0FR)
I ZrUiff Kelm
Inactive 1,
Active Total
(Records a,
(in office) 1G,' Retention
Center) r
Wide Standards
Image:
Destroy
Media I=Import
Paper
Vital?
after
Options M=Mfr
After QC 40 CFR 141.33(a)
S=Scan
Imaged &
& OD
OC'd?
Comments / Reference
!Ly performed by file folder.
ration resumes after settlement or completion)
Water Quality - Lab Reports &
Yes -
Mfr. OD,
S/1
After QC 40 CFR 141.33(a)
Ppr
& OD
Mag,
Cnains Of Custody- BactenoiOgical
5 years
5 years
S/I
After QC 40 CFR 141 33(a)
and Organics
& OD
Water Quality - Lao Reports &
Mag,
Yes - compliance cycles; 22 CCR
"V'j-08"
C horns o -I - Chem�cal
Custody
10 years
Jo10 years
y
pit l_'��lA___ 1 vva!&,-
& OD 40 CFR 141.33(a),, 40 CFR
t4icludes Chlorine Residuals)
MOMS ...........
Mag,
Mfr, OD,
S
V6°atel'QL]allty - Lab Reports &
Ppr
QC & OD §34090
PVV-084
Chains a' Custody Lean &
12 years
12 years
10 years §34090 et seq
Cower
Yes: After Department Preference-, GC
Pijijic Wurk� i
P_`38�)
w
Water Quality Reports / Annual
Minimum 5
Minimum 5
ult; 1.es I Wa"er
consumer Confidence Reports
years
years
Water Rights
*c WorK i
Wzdie¢ &
!.DVV-086
P
P
C f e r <
(fend final contracts and
agreernems to City Clerk)
Wells History& Operations
P b i:cam Id,J cs r lk�,
1_'118-087
(Includes Abandoned or Destroyed
P
P
tjuliucs J Yvater
Wells)
Work Orders I Service Requests
PuUc Works i
PVV-086
CMIVIS DATABASE (ComputerizeiJ
Indefinite
Indefinite
I 11! 1 e S 1 W a "Le i,
Maintenance Management
System)
Comments / Reference
!Ly performed by file folder.
ration resumes after settlement or completion)
Mag,
Yes -
Mfr. OD,
S/1
After QC 40 CFR 141.33(a)
Ppr
& OD
Mag,
Yes -
Mfr, OD,
S/I
After QC 40 CFR 141 33(a)
Ppr
& OD
Required for 12 years or 2
Mag,
Yes - compliance cycles; 22 CCR
Mfr, OD,
S/I
After QC 64400.25; 22 CCR W4470,
Ppr
& OD 40 CFR 141.33(a),, 40 CFR
141.91
Mag,
Mfr, OD,
S
Yes: After Department Preference; GC
Ppr
QC & OD §34090
Mag,
Mfr, OD,
S
Yes: After Department Preference; GC
Ppr
10 years §34090 et seq
Mag,
Yes: After Department Preference-, GC
Mfr, OD,
S
10 years §34090 et seq.
Ppr
Mag Data is interrelated-, GC
§34090
�66 - �* �# N
Office of Retention No. Records Description Retention Disposition Comments Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media I=I ort
(OFR) (Records t Vital? after
(in office) C Retention Options M=Mfr
CentEer) Imaged &
S=can
QC'd'r
the record is not,"isted here. nefs- to the Retention for City -Fide Standards
Ht,,Ierih-ons bcgio when Me aut izt completed and imply a full file folder (e g. last document+2 ince destruction is
�--- _)Tars),_since destruction
cia.113S ,or ray rr-cords act requests, audits andlor investioations suspend normal retention penods I
Preliminary drafts (the
Mag Ppr database is the original); GC
§34090
Z.N �F
City Preference; CCP §§338
,t seq, 340 et 342,-G(—'
§,_F,945t6GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GCS (909) 337-3516 Adopted: 11/12/2019
Work Orders / Service Requests -
All Information Entered in CMMS
When No
When No
When
Public Works /
PW -089 Database
Longer
Longer
g
Utilities I Water
Required
u, r
(Paper drafts)
Work Orders / Service Requests -
NOT entered in C Database
(or partial information entered into
Public Works I
PW -090 CMMS Database)
5 years
5 years
Utilities / Water
(Division providing service retains
originals; Division requesting
service is considered a copy)
Preliminary drafts (the
Mag Ppr database is the original); GC
§34090
Z.N �F
City Preference; CCP §§338
,t seq, 340 et 342,-G(—'
§,_F,945t6GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GCS (909) 337-3516 Adopted: 11/12/2019
• 9 0 �
111c;63MIL" ``i -- � I
PROCEDURE TO DESTROY OBSOLETE RECORDS
Records for which the retention period identified on the Records Retention Schedule has
elapsed will be destroyed in accordance with this procedure. Unless placed on legal/litigation
hold by the City Attorney or City Clerk, records designated for destruction should be destroyed
within the calendar year after the record expires -
Records for which the retention period has elapsed must be identified by the Department
Director on a Destruction of Original Records Form (Exhibit A) and an Authorization to Destroy
Original Public Records Form (Exhibit B), signed by the Department Director and forward to
1) City Attorney, 2) City Clerk, for approval. Upon approval, the Department Director will
prepare an City Council Agenda Report with a Resolution titled, "Approving the Destruction of
Certain Obsolete Records of the Department of (insert Department name)" to be approved and
adopted by the City Council. The Agenda report must include both Exhibits A & B, as noted
above. Upon adoption, the City Clerk completes the signatures and advises the Department
Director to arrange for the proper destruction of records in accordance with these procedures.
Records approved for destruction must be destroyed by the Department Director (or designee)
using the following method:
Shredding: All records approved for destruction.
A commercial service company may be used for destruction of paper records, provided that
destruction is completed at a City facility and observed by the Department Director (or
designee).
Destruction of records in electronic format must follow the same approval process as outlined
above. Upon approval, electronic records must be destroyed by the Department Director (or
designee) using methods that permanently delete the records. The destruction process must
include all duplicate electronic or paper copies of the record.
Following the destruction of records, the Department Director (or designee) shall certify the
Records Form (Exhibit A).
If a commercial service company is utilized to perform the records destruction, a "Certificate of
Destruction" or similar document must be obtained from the company, in addition to the
documents required under these procedures. The original "Certificate of Destruction" must be
submitted to the City Clerk's Office for permanent retention.
This is a step-by-step summary of the City of Downey records destruction procedures
for City staff reference and use.
STEP 1: Department Director (or designee) references the City's Records Retention Schedule
to identify which City Records are obsolete and prepares the following:
9TEP 2: Exhibit A & Exhibit B are then forwarded to the City Attorney then the City Clerk for
review and approval.
Q -TEP 3: Once approved, the Department Director (or designee) prepares the following for City
Council approval & adoption:
1. City Council Agenda Report Requesting Destruction, including both Exhibit A &
Exhibit B.
2. City Council Resolution titled, "Approving the Destruction of Certain ObsolG&i
Records of the Department of (insert department)"
STEP 4: The City Clerk (or designee) will prepare the adopted Resolution on permanent paper
for retention and route to the City Attorney and Department Head for final signatures.
Once signatures are obtained, the Department Director (or Designee) may schedule
the destruction of records as noted in the procedures.
STEP 5: Obtain a "Certificate of Destruction" from the service company on the same day
records are destroyed and forward this original Certificate to the City Clerk for City's
records.
I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than
two years old, do not affect the title to real property or liens thereon, are not court records, are
not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the
legislative body of the City or of any City Board, Commission, or Committee and are no longer
required by the City. I request authority to destroy same pursuant to Section 34090 of the
Government Code of California.
Department Director Department Date
City Attorney Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached
hereto was approved by the City Council of the City of Downey, California, at the Regular
Meeting held on, by City Council Resolution No. %
City of Downey
State of California Date
CERTIFICATION OF- DESTRUCTION BY CITY
I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on
Exhibit B attached hereto were destroyed at on
City Facility Date
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
BOX/FILE # DESCRIPTION OF CONTENTS
. ................
Total Boxes/Files to be Destroyed This Page __,_