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CC RESOLUTION 5284RESOLUTION NO. 5284
A RESOLUTION ADOPTING A CITYWIDE RECORDS RETENTION
SCHEDULE FOR CITY DOCUMENTS.
BE IT RESOLVED by the Council of the City of El Segundo as follows
SECTION 1. The City Council finds as follows
A. Keeping and maintaining public records that are unnecessary or duplicative
results in the consumption of public resources including money, time and space,
B. Government Code §§ 34090, et seq establish methods by which the City may
approve the destruction of unneeded documents,
C. It is in the public interest to reduce the City's cost for storing documents while,
at the same time, ensuring that the City preserves those records that are
required to conduct City business.
SECTION 2 As used in this Resolution; "record" has the same definition as set forth
in Government Code § 6252.
SECTION 3 Pursuant to Government Code § 34090, the City Council approves the
Citywide records retention schedule in attached Exhibit "A," which is
incorporated by reference, and authorizes the City Clerk to dispose of
records according to the time intervals listed in that schedule upon the
request of the City Manager, or designee, and the written approval of
the City Attorney.
SECTION 4 Notwithstanding the records retention schedule adopted by this Resolution,
the City Clerk may, upon complying with the provisions of Government
Code § 34090.5, dispose of documents i n a n y legal manner without the
further approval of the City Council or City Attorney.
SECTION 5 Upon destroying any documents in accord with this Resolution, the City
Clerk is directed to complete a certificate verifying the destruction of such
records and file the certificate with the City's official records.
SECTION 6 The City Clerk is directed to certify the adoption of this Resolution, record
this Resolution, in the book of the City's original resolutions, and make a
minute of the adoption of the Resolution in the City Council's records and
minutes of this meeting.
RESOLUTION No. 5284
Page 1 of 2
SECTION 7 This Resolution will become effective immediately upon adoption and will
remain effective unless repealed or superseded..
PASSED AND ADOPTED this 16th day of November, 2021
rew Boyles, Mayor
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of El Segundo, California, herby certify that the whole
number of members of the City Council of the City is five, that the foregoing Resolution No.
5284 was duly passed and adopted by said City Council, approved and signed by the Major
of said City, and attested to by the City Clerk of said City, all at a regular meeting of said
Council held on the 16th day of November, 2021, and the same was so passed and adopted
by the following roll call vote
AYES: Mayor Boyles, Mayor Pro Tern Pimentel, Council Member Pirsztuk, Council
Member Nicol, and Council Member Giroux
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST
JWq oww
Tracy Weaver, tity Clerk
APPROVED AS TO FORM
r7 1h w- IAQZ-
Mark Hensley, City Attorney
RESOLUTION No. 5284
Page 2 of 2
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Officeof Retention No.l Records Description
Retention 1 Disposition
Comments I Reference
.
m.......... ------
------------.. .......
Inactive Image: Destroy
(OFR)
Active Storage Total Media I=Import Paper
Vital? after
(in office} (Off -site, Retention Options M=Mfr
Imaged 8
OD or Mfr) S=Scan
OC"d?
Retentions =ly to the da arlmenl that is NOT the Office of Record OFR , or the "Lead Department". if uu are the OFR„ refer to caur de sadment retention schedule.
Retentions begin when the act is completed, and k2l a fold frVs folder d, .last document + 2 years), since destruction is raormalf erforrned by file folder.
HOLDS: Litigation, com laints, claims uhlic records act re oasts, audits andlor investigations suspend normal retention periods retention resumes after settlement or corn lehi n
CITY WIDE Used
b all Departments)
Accident Report / Injury
Reports t Incident Reports:
Lead Dept. CW-001
PUBLIC 2 years
2 years
Ppg'
GC §34090
(Send Employee Reports to
........ ........
Human Resources)
.. ......... --- -
----------
................................... ...
...... .....
Agreements & Contracts - Send
Send
Mag
yes: After
City Clerk CW-002
APPROVED BY CITY Originals to
I
Originals to
Mfr, OD,
S
& OD
§34090.7
COUNCIL the City Clerk
the City Clerk
Ppr
_
�GC
:Covers E&O Statute of
!Limitations; Published Audit
Agreements &Contracts -
Standards=4-7 years; Statute
ADMINISTRATION RECORDS
Completion +
Yes: Before
Mag,
Yes: After
of Limitations: Contracts &
Lead Dept. CW-003
P
Completion
P
10 Y ears
10 years
Completion
Mfr, OD,
S(I
QC & OD
Spec's=4 years, Wrongful
Project Schedules,
Ppr
Death=comp. + 5 years,
Correspondence with Vendor, etc.
Developers=comp. + 10 years;
CCP §337 at. seq., GC §34090
The
The
Department preference
Retention of
Retention of
Mag,
(Appeals usually are retained
Lead Dept. CW-004
!Appeals the Appealed
the Appealed
Ppr
as part of an Agenda Packet);
Record
Record
GC §34090 at seq.
Series
Series
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of Retention No.
Records Description
Retention / Disposition Comments I Reference
Record
Inactive Image: ' Destroy
(OFR)
Active Storage Total Media 1=Import Paper
Vital? after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
OC d .
Retenlions 2U/y to the department that is NOT the Office of Record (Off , or the "Lead Cie arlmerW, Ifyou are the OFF;, refer to our do aliment retention schedule.
Relenlions begin when the act is corn feted, and impj a hill file foMor e, , last document + 2 eats , since destruction is n°rmall erl'ormed by file folder.
HOLDS: Lit± anon, complaints claims, public records act request
, audits andlor investi atrons suspend normal retention periods retention resumes after settlement or cons, lefion .
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY
Minimum 2
Minimum 2
Mag,
Department Preference; GC
Staffing Dept. CW-005
COUNCIL
years
years
Ppr
§34090
AGENDAS,AGENDA
PACKETS
......... ..
Boards, Commissions, &
_.
.... .__...---
... .
Committees: Citizens Advisory
Mag,
Staffing Dept. CW-006
Bodies Formed by CITY
P
P
Yes
Mfr, OD.,
S No
GC §34090
COUNCIL
Ppr
MINUTES, BYLAWS
............
........
..... ... ..........
......_.
Boards, Commissions, &
,Committees: External
When No
When No
CW-007
Organizations
Longer
Longer
Mag,
Ppr
Non -records
Required
Required
(e.g. County Board of
Supervisors)
Committees Internal -
Attended by employees: All
i
Records
Lead Dept. CW-008
2 years
2 years
Ppr"
GC §34090
(e.g. Records Management
Committee, In -House Task
Forces, etc.)
EL SEGUNDO, CA 91995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of
Record
Retention No Records Description
..... _
Retention I Disposition
Comments I Reference
Inactive
Image: Destroy
{OFR)
Active Storage
it
Total Media
Paper
1=lmport
m office
( ) (Off site,
Vital?
Retention Options
after
M=Mfr
OD or Mfr)
S=Scan Imaged &
Retentions a.r I to the do artmeoit that is NOT the Office of Record
OC'd?
OFF,' , or the "Lead Lie arfinent"'. If ot,r are the OFR, refer to our de antment retention schedule.
Reterldons begm when the act is com doted, and irn l a full file folder e. . last document + 2 years), since destruction is normalP
erformed h file fe Pder,
HOLDS: Lrtr atton, corn taints, claiMS, Public records art requests, audits and/orinve, aPPons suspend normal retention Periods retention resurates after settlement
or t onr lePiory
Lead
7C.mpl.,.t.
City preference; Statute of
(Responding)
/ Concerns from
CW-009
Minimum 2
Minimum 2
Limitations for personal
Dept.
Citizens (operational)
years
years Mag Ppr
property, fraud, etc. is 3
(Claims must be filed in 6years;
months; CCP §§338 et seq.,
340 et seq., 342; GC §34090
Copies -
Copies -
_ {{
CW-010 Copies or duplicates of any
When No
When No
record
Longer
'
Longer Mag Ppr
GC'34090.7
_ _.
Required
Required
;Correspondence - ROUTINE
(Content relates in a
substantive way to the
Dept. that
conduct of the public's
Authors
business)
Document
or
CW-011 (e.g. Administrative,
2 years
2 ears Mag,
y
Receives the
Chronological, General Files,
Ppr
GC §34090
City's Original i
Letters, Memorandums,
Document
Miscellaneous Reports, Press
Releases, Public Records
Requests, Reading File,
Working Files, etc.)
j
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted::
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of Retention No.
Records Description Retention I Disposition Comments t Reference
Record
. ...............
------ . . ..... ............
Inactive Image Destroy
Active Storage Media !.a I=Import Paper
vital? after
(OFIR)
opt'.
(in office) (Off -site, M=Mfr imaged &
I DID or Mfr) S=Scan OC'd?
Retentions ay to the department that is NOT the Office of Record 2=-1or he "Lead =Haient". Ifyou are the till R, refer to, our de arimenl retention schedule
Retentions begin when the act is completed, and �=) a full file folder (e.g. last document + 2 ears ,since destruction is n armaR erfornred toy file folder.
HOLDS. Lifigation, complaints,, claims, public records act requests, audits andlor inve stwo ions suspend normal retention periods (retention resumes after settlement or com lehon
Correspondence -
TRANSITORY I
Refer to the City's e-mail
PRELIMINARY DRAFTS,
policy. Electronic and paper
Interagency and Intraagency
!records are categorized, filed
Memoranda not retained in the
land retained based upon the
ordinary course of business
CONTENT of the record.
Records where either the
Content NOT Substantive, or
Content relates in a
NOT made or retained for the
substantive way to the conduct
purpose of preserving the
of the public's business, or
informational content for
ARE made or retained for the
Dept. that
future reference
purpose of preserving the
Authors
informational content for future
Document
or CW-012
(e.g. calendars, checklists, e-
When No
Longer
When No
Longer
Mag,
reference are saved by placing
Receives the
mail or social media postings,
Required
Required
Ppr
them in an electronic or paper
City's Original
instant messaging, T invitations,
(project) file folder and retained
instant messaging, logs,
for the applicable retention
Document
mailing lists, meeting room
period. If not mentioned here,
registrations, speaker slips,
consult the City Attorney to
staff videoconference chats,
determine if a record is
notes and recordings, supply
considered transitory I
(preliminary drafts. GC §34090,
inventories, telephone
messages, text messages,
JGC §6252; 64 Ops. Cal. Atty.
transmittal letters, thank yous,
)Gen. 317 (1981)); City of San
requests from other cities,
I
(Jose v. Superior Court (Smith).
:undeliverable envelopes,
S218066. Supreme Court of
visitors logs, voice malls,
California, 2017
webpages, etc.)
EL E UNDO, CA
@1995-2009GI.dwellGovernment
ise...---,Inc.
ed
I
I Arippted,
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of Retention No. Records Description
Record
Retention / Disposition
Comments ! Reference
....... --....... _.....
......... - ._... ......... ..
Destroy
Inactive Image:
(OFR)
Paper
Active Storage Total Vital? Media 1=Import after
�
(in office) (Off -site, Retention Options M=Mfr
Imaged 8
OD or Mfr) S=Scan
CtC'd?
Retentions appt to the department that is NOT the Office of Record f077 or the. "Lead De artrraent". Ifam are the OFR, refer to your department retention schedule.
Retentr°ons bet in when the act is com feted, and hnpf a full file folder e. g. last document + 2 years „ since destruction is normally performed 6 file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits andfor investf atrons suspend normal retention periods retention resumes after settlement or completion).
As long as the drafts and notes
are not retained in the "Regular
Drafts & Notes: DraftsWhen
that are
No
When No
Mag'
Course of Business'. Consult
Lead Dept. CW-013
revised (retain final version)
Longer
Longer
Pp
the
the City Attorney to determine
Required
Required
if a record is considered a
draft. GC §§34090, 6252,
6254(a)
The Lead Department should
print out historical documents
(or save source data) prior to
GIS Database! Data 1 Layers
When No
When No
replacing the data, ifthey
Lead Dept. j CW-014
(both City-wide and
Longer
Longer
Yes
Mag
require the data or output for
Specialized)
Required
Required
historical purposes;
Department Preference
,(Preliminary documents); GC
§34090 et seq.
Lead Dept. CW-015
Grants (UNSUCCESSFUL
2 years
E2ye.,
Mag'
GC §34090
Applications, Correspondence)
Ppr
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6
Office of Retention No.: Records Description
Retention Disposition Comments / Reference
- ------------ ---------------- - . ....... . . ..... . . . ....
. ..............-- -- -- ------------
Inactive Image: Destroy
(OFR)
Active Storage Tota Media I=Impor Paper
T
Total
Vital? t after
:]
(in office) (Off -site, Retention
t Options M=Mfr
OD or Mfr) S=Scan Imaged &
QC'd?
Retentions apply to the depirtment that is NOT the Office of Record (Or-R), or the "Lead Doaartn7ent". If au are the OFR, refer toour Lepartment retention schedule.
�Retentions he in when the act is rnmniptntl and imnlv n hill filp, folder ib.j. last document + 2 yoar�.i, since destruction is normall e rfarnred b file folder,
i Litigation, uesi
audits endlo( ±nvesti raPions suspend normal retention periods retention resumes after settlement or corn pletio").
Grants / CDBG / Reimbursable
Claims I Subventions
, , EMA
Meets auditing standards;
Claims / DES Claims
Grants covered by a
(SUCCESSFUL Reports, other
Consolidated Action Plan are
records required to pass the
After
required for 5 years; Uniform
funding agency's audit, if
Funding
After Funding
Admin. Requirements for
Irequired)
Agency
Agency Audit,
Grants to Local Governments
Lead Dept.
CW-016
1
2 years
Audit, if
if required -
Mag,
is 3 years from expenditure
Send Grant Financial Reports
Required -
Minimum 5
Ppr
report or final payment of
to Finance
Minimum 5
years
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),
Applications (successful), program
years
92.505, & 570.502(a), 29 CFR
rules. regulations & procedures,
97,42; OMB Circular A-1 10 &
reports to grant funding agencies,
A-133.320(g); GC §34090; GC
correspondence, audit records,
§8546.7
completion records
........................... . . ..... . .
....... - -----
When No
..........
When No
------------ - -
.............. .......... . . . . . .
Non -records - may be obtained
Lead Dept.
CW-017
Newspaper Clippings
Longer
Longer
Ppr
I
from the newspaper company;
Required
Required
GC §34090
.. . . ............ ........ . ....... ...............
. . ............ . .....
. . .............
Notices: Public Hearing
i
Mag,
Statute of Limitations on
Staffing Dept.
CW-018
Notices and Proofs of
2 years
2 years
Ppr
Municipal Government actions
Publications
is 3 - 6 months; GC §34090
EL SEGUNDO, CA @1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7
Office of Retention No.
Records Description
Retention l Disposition Comments 1 Reference
Record
_
Destroy
Inactive Imo e:
Paper
(OFR)
Active Storage Total Media 1=Import
Vital? after
(in office} (Off -site, Retention Options M=Mfr ,imaged &
OD or Mfr) S=Scan QC'd?
Retontions appty to the de artment that is NOT the Office of Record 0FR , or the "Lead De artmoM". IfEa are the OFR,
refer to our da artment retention schedule.
Retc- ntiar.s be fn when the act is completed, and imply a full file folder d., .last document + 2 ears ,since destruction is
ncrnaafl erformed bV file folder
MOLDS: l di atlon, com laints, alarms„ public records act re u
is, audits and/or investf ations suspend normal retention
periods retention resumes after soltlenaent or com leUon .
Upon
Upon
Separation or
Separation or
Human
Personnel Files (Full-time and
Transfer,
Transfer,
Mag,
Human Resources is OFR;
Resources CW-019
Part-time)
Send to
Send to
Ppr
GC §34090.7
Human
Human
Resources
Resources
Notes maintained in a separate
(After Incorp.
(After Incorp.
Before
]folder
to be incorporated into
Lead Dept. CW-020
Personnel Supervisory Files
In
In
Annual
Mag,
performance evaluation, or to
(Supervisor's Notes)
Performance
Performance
Performance
Ppr
document progressive
Evaluation)
Evaluation)
Evaluation
discipline; GC §34090 et seq.
........
......... .._.. ..,_._,.,...
_
When No
........
When No
..
Time Cards are the final (these
Lead Dept. CW-021
Personnel Work Schedules
Longer
Longer
Ppr
p
are preliminary drafts); GC
Required
Required
_
......
1§34090
—
'
When No
When No
Mag
Considered preliminary drafts;
Lead Dept. ` CW-022
Photographs
Longer
Longer
Ppr
GC §§34090, 6252 6254(a)
Required
Required
_... .,,
Brown Act challenges must be
filed within 30 or 90 days of
Mag,
action; Statute of Limitations
Lead Dept. CW-023
Public Hearing Notices (Mailed)
2 years
2 years
Mfr, OD,
on Municipal Government
Ppr
actions is 3 - 6 months; GC
§§34090
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted;
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-B
Office of Retention No. Records Description
Retention / Disposition Comments /Reference
Record
�
Inactive Image: Destroy
paper
Active Storage Total Media 1=Import
(OFR)
Vital? after
(in office) ; (Off -site, Retention Options M=Mfr
Imaged 8
OD or Mfr) S=Scan
OC'd?
Rotention.s a 1 to the da edmonl that is NOT the Office of Record (OFR), or the "Lead De aninenl " If vou, are the OFR, refer to your de part✓Went retenhon schedule.
Retentions he in when the act is com feted, and imply a full file folder LL.g. last document + 2 Zears2, since destruction is narmall erfornaed' h file folder.
HOLDS., Lil c atiorp, complaints, claims„ public records act re uests, audits andlor investia afions sus' end normal retention periods retention resumes after settlement or completion).
Real Estate Appraisal Reports
II
Lead Dept.
(Acquisition or Sale): Property
Mag,
Not accessible to the public;
(Who Ordered CW-024
NOT purchased, Loans not
2 years
2 years
Ppr
GC §§34090, 6254(h)
the Appraisal)
funded, etc.
-
....._ ...
_ ......... ---- ....... --............ .-....
Not accessible to the public
When No
When No
until purchase has been
Lead Dept.
Real Estate Appraisal Reports
Longer
Longer
Mag
completed; meets grant
(Who Ordered CW-025
(Acquisition or Sale):
2 years
Required -
Required -
Yes: Before
Mr, OD,
Yes: After auditing requirements; 2 CFR
S
the Appraisal)
Purchased Property, Funded
Minimum 3
Minimum 5
Purchase
Ppr
QC & OD 200.334; 24 CFR 91.105(h), 24
Loans
CFR 97.42(b), 24 CFR
years
years
570.502(b); 29 CFR 97.42, GC
§34090
i
Reference Materials: Policies,
Procedures, Brochures,
Minimum 2
Minimum 2
Mag,
Department preference; GC
Lead Dept. CW-026
Manuals, Newsletters &
years
years
Ppr
§34090
Reports: Produced by YOUR
Department
Reference Materials: Policies,
Procedures, Brochures,
When
When
Mag,
Lead Dept CW-027
Manuals, Newsletters &
Superseded
Superseded
Ppr
Copies; GC §34090.7
Reports: Produced by OTHER
(Departments
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9
Office Of
Retention No.
Records Description
Retention I Disposition
Comments Reference
Record
. . ........ .. ............ ........ . . . .......... .. .
Destroy
es ro
Inactive Image:
Paper
(OFR)
Active Storage media 1=Import
Vital? after
[E]
(in office) (Off -site, Options M=Mfr Imaged
aged &
OD or Mfr) S=Scan
QC'd I
I
Retentions av to the dprinriment that is NOT the office of Record (OFR), or the "Lead 02artment". If ru are the OFR, refer to your department retention schedule.
Retentions be in when the act is con!eloted, and impj a full file folder Loa, last document + 2 years), since destruction is
MOLCIS; Litt titian, corn taints, claims, rbfic records act requests,
audits andlor investi aPions sus end normal retention periods retention resumes after settlement or complet=l.
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters, &
When No
When No
Mag
CW-028
Reports: Produced by
Longer
Longer
Ppr
Non -Records
OUTSIDE ORGANIZATIONS
Required
Required
(League of California Cities,
Chamber of Commerce, etc.)
--------------
Administratively and
Reports and Studies
Mag,
Yes: After Historically significant,
Lead Dept. CW-029
(Historically significant - e.g,,
10 Years P
I
P
Mfir, OD,
S/I
QC&OD therefore retained
. ........ . . . . . . . . . ........
Zoning Studies)
. .... . ....... . .. . . ..........
Ppr
. .. . . ...... . .
permanently; GC §34090
........... . . .
Reports and Studies (other
Mag,
Department preference;
Lead Dept. CW-030
than Historically significant
5 years
5 years
1
Ppr
Information is outdated after 5
reports - e.g. Annual Reports)
11
years, GC §34090
EL SEGUNDO, CA @1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted;
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10
f
Office a Retention No. Records Description
Retention Disposition Comments Reference
Record
------------
. . .. . . .. ................. . . ...
Inactive Image: Destroy I
Paper
[--Import
Active Storage Total Media [--Import
Vital? after
(OFR)
(in office) (Off -site, Retention Options
ged &
Imaged
OD or Mfr) S=Scan On?
,
or the "Lead DeEartr000l", lf"ouarethe0l'R, referto� our de retention schedule.
Retwffions apply to the department that is NOT the Office of Record (2FR n
.�,
Retentions begin when the act is completed, and imply a full file folder (e., last document + 2 yews, since destruction is normL.erformed bL file folder.
HOLDS,, Litigation, c .. on7plaints claims, public records act requests, audits and/or investkispans suspend normal retention periods (retention
resumes after settlement or completion)..
Previous MSDS may be
obtained from a service; SDS I
SDS ( Safety Data Sheets) t
MSDS may be destroyed as
MSDS (Material Safety Data
Mag,
long as a record of the
Lead Dept. CW-031
Sheets) I Chemical Use Report
30 years
30 years
Mfr, OD,
S
Yes: After chemical / substance I agent,
Form (or records of the
i
Ppr
QC&OD where & when it was used is
chemical / substance / agent,
maintained for 30 years;
where & when it was used)
Applies to qualified employers;
8 CCR 3204(d)(1)(B)(2 and 3),
GC §34090
J
. . . .
. ................. . .... . .
. ........... . .....
. . . .................
----------------
Transitory records not retained
When No
When No
in the ordinary course of
Lead Dept. CW-032
Speaker Cards (submitted at
Longer
Longer
Ppr
i business (used to accurately
public meetings)
Required
Required
produce minutes); GC
ffl34090 at seq., 6254(a)
Lead Dept. CW-033
�Special Event Permits
Expiration + 2
Yes: During
Class or
Mag,
Ppr
GC §34090
years
Program
EL SEGUNDO, CA @1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Adopted:.
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Office of 1
Record I Retention No. Records Description
Retention I Disposition
Page CW-11
Comments / Reference
Inactive Image: Destroy
(OFR)
Active Storage Total Vital? Media I=Import Paper
afte
(in office} (Off -site, Retention Options M=Mfr r
OD or Mfr) S=Scan I Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record OFR , or the "Lead Department", If you are the OFR, refer to your department retention schedule..
Retentions beoin when the act is Como/eted. and imply a full file folder fe.a. last document + 2 vearsl. since destruction is normally nertormed by file folder.
Surveys I Questionnaires (that
the City issues).
If a summary of the data is
Lead Dept. CW-034 compiled, the survey forms are 2 years
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
Training - ALL COURSE
RECORDS
Lead Dept. CW-035 (Attendance Rosters, Outlines
and Materials; includes Ethics
& Safety training)
2 years
2 years 3 years 1 5 years
Mag,
Ppr
Mag,
fr, OI
Ppr
GC §34090
(Department Preference; OSHA
requires 5 years for safety
records; Calif. Labor Division is
required to keep their OSHA
records 7 years; Ethics
Training is 5 years;
EEOC/FLSA/ADEA (Age)
Yes: After requires 3 years for promotion,
S QC & OD demotion, transfer, selection,
or discharge; State Law
requires 2 -3 years; 8 CCR
§3203 at seq., 8 CCR
114300.33(a); 29 CFR
�1627.3(b)(2), 29 CFR 1904.33,
29 CFR 1904.44; LC §6429(c);
GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
Office of Retention No.'
Record I
Records Description
P Retention I Disposition
Comments I Reference
Inactive,,,,,, Image:,,,,:
Destroy
(OFR)
Active Storage Total Vital? Media 1=Import
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
C'd?
If the record is .not fisted here, refer to the Retention for Q1 -Wide Standards
r11elcnhons begin when the act is corn Y'eled, and dm i a f€tit lifer folder c, , last document + 2 cars , since destruction is narrmaft arfemrmed b file folder.
k(OLf7S: Litigation, corn alalnts, claims„ Public records act re uesfs, audits andlcar r'nve:,sta ations sus end normal retention periods retention resurnes after Settlement or corm lettdrp .
CITY MANAGER & CITY COUNCIL OFFICE
Copies -
es -
City Clerk CM-001 Agenda Packets t Staff Reports:
When No
No
Mag, Mfr,
Yes: After
City Council
Longer
ger
OD, Ppr
S 2 years
GC §34090.7
Required
[:ired
City _ ......
.....
...
....
Manager &
City CM-002 Awards & Certificates to the City
2 years
years
Mag, Ppr
GC §34090
Council
Office_
City
__ .. ..
Manager & City Council Correspondence
City CM-003 (directly to and from Council
2 years
2 years
Mag, Ppr''
GC §34090
Council Members)
Office
.....
City
Manager &
City CM-004 City Manager's Correspondence
2 years
2 years
Mag, Ppr
GC §34090
Council
Office
City
_
Manager &
City CM-005 Department Files
Minimum 2
Minimum 2
Mag, Mfr,
S Yes: After
Department Preference; GC
Council
years
years
OD, Ppr
QC
§34090
Office
City_...,.,...
- ---... ....
Manager & Diversity, Equity and Inclusion
Brown Act challenges must be
City CM-006 Committee Agendas, Agenda
Minimum 2
Minimum 2
Mag, Ppr
filed within 30 or 90 days of
Council Packets
years
years
action; GC §§34090,
Office
54960.1(01)
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
Office of Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
Inactive Image: 1
Destroy 1
Active Storage Total Vital? Media I=Import
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
D or Mfr S= c n
C.d?
If the record is not listed here, refer to the Retention for City -Wide Standards
,Retentions begin when the act is com leted, and im l a full fife folder 2.9. last document + 2 years , since destaxtion is normal/ er'fornred b rile folder
HOLDS: Lifirlation, complaints, claims, gublic records act rec uests„ audits andlor invest! abons suspend
normal retention
peric,ds retention resumes after settlement or com l0011 .
city
ManCager &
Diversity, Equity and Inclusion
P
P
Yes
Mag, Mfr,
S
Yes: After
Department Preference; GC
CM-007
Committee Minutes
OD, Ppr
QC & OD
§34090
Council
Office
City
Brown Act challenges must be
Manager &
Economic Development Advisory
Minimum 2
Minimum 2
filed within 30 or 90 days of
City CM-008
Commission Agendas, Agenda
years
years
MagPpr
,
action; GC §§34090,
Council
Packets
54960.1(c)(1)
Office
City
Manager &
Economic Development Advisory
P
Yes
Mag, Mfr,
S
Yes: After
Department Preference; GC
City CM-009
Commission Minutes
P
OD P r
P
QC & OD
§ 34090
Council
Office
City
Manager &
City CM-010
Maddy Act List (Board and
2 Years
2 years
Mag, Ppr
GC §34090
Commission Vacancies)
Council
Office
....... ......
City
Manager &
Proclamations I Commendations !
City CM_011
Certificates 1 Recognitions
2 years
2 years
Mag, Ppr
GC §34090
Council
(includes requests)
Office
.... ...,..
City _i
Manager &
City CM-012
Project / Program Working Files
Minimum 2
Minimum 2
Mag' Ppr
Department Preference; GC
§34090
Council
years
years
Office
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3
Office of
Retention
Retention No, Records Description
Record
I Disposition
Comments I Reference
Inactive Image:
Destroy
{OFR)
Active Storage Total Vital? Media 1=Import
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr S=S an
?
If the record is not listed Isere, refer to the Retention for Gil -Wide Standards
Retentions begin when the act is cpmjplejedand imply a full fit(,, folders (e.g. last document + 2 cars , since destruction is nornrralt
erformed b ffle ftllrJea°.
HOLDS: Lrtl a = com rlairrts,
claims ublic records act requests,
audits and/or
invesli ations
sus, end rrormat retentions
aedods
Yetantion
resumes after
settlement or com lotion .
City
Review for historical
Manager &
Public Relations - City Produced
Minimum 2
Minimum 2
significance. Transfer historical
City CM-013
Publications, Press Releases,
Mag, Ppr
documents to SMC Historical
Council
Photos
years
years
Association; Department Policy;
Office
__..
GC §34090
City.
Manager & !
Recruitments for Boards and
City CM-014
Commissions, Advisory Boards:
2 years
2 years
Mag, Ppr
GC §34090
Council
Applications, Interview Notes, etc.
Office
.
City
__ ..............
.................... __..
--------------- ------
.......,..
Manager &
City CM-015
Speeches 1 PowerPoint
When No
Longer
WhejNo
Lon
Mag, Ppr
Notes, drafts, or preliminary
Council `'
Presentations
Required
Requ
documents; GC §34090 at seq.
Office li
EL SEGUNDO, CA 91995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver.4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4
Office of'Retention
No.
Records Description
Retention I Disposition
I
Comments! Reference
Record
Inactive Image:
Destroy
{OFR)
Active Storage Total ? Media 1=Import
Vital.
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr =S n
Cd?
If the record is not listed here, refer to the Retention for City- Wide Standards
Retentions be rn when the act is completed, and imply a full file folder e. , last document + 2 eats} since destruction is normatly porrormed bv file folder.
HOLDS: Litl anon, com laints claims, rrhla'c records act rer uests, audils and/or investigations suspend normal retention periods retention resumes after settlement or completion).
MEDIA and COMMUNICATIONS
Boards, Commissions-,&
Department preference; State
City
Manager /
Committees: AUDIO
Tape
law only requires for 30 days for
CW-016
&
RECORDINGS or VIDEO
4 years
4 years
(Mag)
audio recordings, 90Media days for
Comm n.
RECORDINGS of Meetings I
video recordings; GC
Audio Tapes
_
§§54953.5(b), 34090.7
City
City Council AUDIO
Department preference; State
Manager /
RECORDINGS or VIDEO
Tape
law only requires for 30 days for
Media & CW-017
RECORDINGS of Meetings /
4 years
4 years
(Mag)
audio recordings, 90 days for
video recordings; GC
Commun.
!_ ...... ....._,__.......
Audio Tapes
._..
_..... .. ,_____._
§§54953.5{b), 34090.7
.... ......
City i
Manager / I
CW-018
Community Cable Advisory
Minimum 2
Minimum 2
Yes (all}
Mag, Ppr
Department preference; GC
Media &
Council Agenda Packets
years
years
Commun.
I§34090
City,,,,,,,,,,
Manager /
CW-019
Community Cable Advisory
P
P
Mag, Mfr,
S t l
No
iGC §34090
Media &
Council Minutes &Bylaws
OD, Ppr
Commun.
City
Manager /
Community Programming /
Department Preference; GC
CW-020
Government Access Channel 1
2 years
2 years
Mag, Ppr
§§34090 at seq., 34090.6 and
Media &
Cable TV Programming
34090.7
Commun.
City
Manager!
Legislation (Correspondence from
CW-021
Media &
the CitySupporting 4 osin
PP 9 pP 9
2 ears
Y
2 ears
Y
Mag,P r
P
GC 34090
§
Commun.
proposed Legislation)
City "
MMed
Press Releases
2 yearsMag,
7y..r.
Ppr
lGC §34090
aanage
&/CW-022
Commun.
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1
Office of
Classification
Record
OR
Records Description
Retention I Disposition
Comments i Reference
File Number
Destroy
(OFR)
Image:
Inactive Paper
Active Total Media I=Import
(Off -site, Vital? after
(in office) Retention Options M=Mfr
OD or Mfr) Imaged &
S=Scan ,
,If the record is trot listed here, refer to the Retention for City -Wide Standards
Retentions he in when the act is com xleled, and imply a full Pile folder fog. last document + 2 gaaLs, since destruction is normal! erformed to4 file folder.
HOLDS: Liti alion, com laiots, claims, public records act reguests, audits andfor investl ations sus egad normal retention . en'ods retention resumes after settlement or com letion
CITY ATTORNEY
Advice Files f Subject Files
Reference materials and copies of
City
Advice �arovided to the City an a When No
When No
documents generated by other
Attorney
CA-001
Longer
variety of sublerts) e.gGable-TV,--
Longer
Mag, Ppr
departments pertaining to various
r tr ) Required
Required
topics required by Attorney staff;
�....
._ ...... --
.........
..... ........
GC §34090 et seq
_ ..
Citations and Complaints (A..._,w
II are
Provided there are no outstanding
City
Attorney
CA-002
misdemeanors. Includes 3 years
3 years
Mag, Ppr
warrants, do not involve
inspections, warrants, etc.)
i
identifiable items which have not
been recovered, GC §34090
CRY...
^,n
Mag, ivttr,
ii ajSi§tffBN&..I ➢B:. r""8 lq-,a9r�Q tu"�$t' Fkk'tti'.
d9et"er3(.p:ph....y
4aYk 0i 2
..... _.._._.
:�sRtj$-a tiiF&'F�"bE" ^-& fbFf9kCAIFR..IN.Aex .A-aft`ars
III
P�
Y
<�Fl�
C�r�,-�fDN.
149
4� lNf�I�AII�BBes r
.�� propose ":atuiAd.r;,€:IXlad--�"
2-y ems, 43C §34090
city
fr'
Deipa tme d_frrcfcrenre Stotewiade
Atto
Attorney
CA 0�03
City Attorney Opinions 5 years
P
P
Yes
gip' P Sit
p
No
quW hoes ptets&w e superseded
c.ded +
....---.
._..
...... ...- ..
2 years; GC §34090
........... .. ..........
Fir-afaea-w uait'saurrvs setlflNe.wrr rot..
ra eeirek',-Claim must be filed within
1 year, lawsuit within 2 years;
City
Yes:
complaints against peace officers
Attorney t&
CA-004
Settle + 5
Claims - Not Juveniles
Settle + 5
Yes: Until
Mag, Mfr,
S
within 5 years; Statute of
Finance /
years
years
Settlement
OD, Ppr
After
'Limitations
Settled
for contracts is 4 years;
Risk
Mang .
g-
wrongful death for construction is
completion + 5 years; CCP §§ 337
at seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
CITY OF EL SEGUNDO, CA. 02002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2
Office of
Classrficatronl
(Record
Records Description Retention t Disposition Comments f Reference
OR
File Number Destroy
(OFR)
Inactive Image: paper
Active Total Media I=Import
(Off -site, Vital? after
(in office) Retention Options M=Mfr
OD or Mfr) Imaged &
S=Scan �
if the record
is not listed here, refer to the Retention lot Cit - "vide Standards
Relentions he
in when the act is completed'„ and imply a full file folder a . last
document + 2 ears , since destruction
is normatf ' erfbrrnad by file folder.
HOLDS, Li ti
ation, corn lain
is, claims„ public records act r'er crests, audits and/or
investiclabons suspend normal retention
periods retention resumes after settlement or corn tenon .
City
Age of
Age ofF,4wy
rna4q6ifra..,r,ttlewro-elra ...
AttorneyMajority
—
F�nanret.
GA-005
-"-"-"
Claims -Juveniles (minimum
Majority
(minimum
Yes: Until
Mag, Mfr,'
S
Yes:
After
Feeerde Juveniles may have
additional legal recourses; CCP §§
9
Risk Manag.
Settle + 5
Settle + 5
Settlement
OD, Ppr
Settled
337 at seq.; GC §§ 911.2, 945,
.........
...Years) ..
...... ...........
ears)-
34090 34090.6; PC §832.5
City
- .-._
... ..._._
Attorney
C{t-006
Closed Session Materials 2 years
2 years
Mag, Ppr
GC §34090
City Clerk
..... ... ...... --------
heap -No
_.....
When irn
----........
.......
.--.-....
v.>�a
p u:: ur fp' a:.
4�r"ro V4;'^s@:4r�CiILk?rt:u"YC4:4f art'" ff:#zcart
p t TMt
N.on geF
Mag-µtaw
Gl-§344DOd 4
.-._
RP(tu tree
_. ..
F%rro.affed
_..
GefrespCSriG%C.&#u,h.;-...-i4'N..t i-412: (e &y.,
_.-..
-..-..
e.tilheukJ- e-f-mA4w:Iy
P r:NlfnuBfilN titQ'n3i{I kJ� citlf^F4'{�k7N Si~A�;..
dl A kd,fit...i:..5�t��&3-r4;44: &#itt.§f eaur'se....of..
GA"-k-4)08
�-v
Nita.➢nrarrur Prsr.r, pN+r<su 2-yearns
q-yeoils
Mom.-Ppr
net-fift led to
diotwge-tia,tanrtalli&d+fiesef-the -
R Incarte,-R .aulsig-VV9FPd*,q..Files,
pee-h)radmftrrng %r;llwc#cr%fnr eM ......
t', unst lWite. Qly A torncpy- ith-arpy-
,,,,, ,,, ,,,
-....
....... -.... __.
...
afauesfions" G G-W6245: 340qi)
hoLdd tar. 1�oufine4y desp ,ed.if..
('.4 i erof- e"1oce 7.N'4s(PM&11 QfR-Y- '
1
'Rot kept 44 the-Fe�if cowse-(-4-
(e.q4`; h-m--Ali A logs' lrPh iXNIriq lPs"xi )t beR-No-
-i' :W&-k^N&'.#...
im 4"-AlfJl&t AN"4'-Ir4it-f°94'4 "lhi@ td3.....
Lead N.t.
€"
m W9
LS49 jr51' -Gndl" <, N-Wlk)tW£ ,w,-VviN (47§StCurl- N.:kAVroG E,"d'.....
Lqnger
N`wfv"Afit� l."Pr
d0sohwge 4he i34i4"a) e-du4e& fA"lih,'....
Nettr;u<r,.,i8rouafroN�goe :;-o- l:a axll,,..Yrnkv I Regtlwed
Begi4ed
gemeroat{raft6nqrweh-uepurn'ewrCe-:
nn a k ; eFa;;, y
Geft Ldlhe C.3y-AtkwPiey wutc..orw,
j
utaaa tins n;w- "I % § 11 pt+2, 3 N�19tk
CITY OF EL SEGUNDO, CA. CD2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3
Office of
Classification
Record
„
OR
Records Description
P Retention I Disposition Comments / Reference
Fite Number
_ Destroy
(DER)
Inactive Image: Paper
I Active Total Media 1=Import
(Off -site, Vital?
(in office) Retention Options M=Mfr after
OD or Mfr) Imaged &
S=Scan
i
It file record is not listed Caere, refer to the Retention for City,Witte Standards
Retention$ beafn when the act is co leted, and irrz ( a it'idd fife todder L e last document' + 2 eats• , since destruction is normal l erforrneY ta' file folder
ion, corm laPnts, claims, public records act requests, audits andlor rnvesta atlons suspend normal retention penods 'relention resumes after settlementor torn letma
tiln(AiA4ipe-rotrot¢taa8y-tie d+oyea'N t
fir -hi+7r afP that:-ti:rp 8 de-
d W4 +o--N4¢p-
ty
I :a"Fad [�OiA
:r?e�Y19
fevis d(fekaif6fina l...aF@.N 8Y3fi) - Ak&1&)4,1'-
'4AIPoG)G:?>r'-
•-
"{rWpi
usiriesf,� i are-no� t�wede t too
4w,Ouargre 'PwE-p&914lk,-du*Y of#4:'._
`f&�Ie rNpec�i(p l'rlrh.ss u4EtC'a, ete%: f fi&N4-:fhed
la"eWored
fD64%Gn dfq'0"it4Yf3','W ftA-&fC?ff,Y.tMe1 ts.
c("ons,R,61t 4jAe .BEN^ya-A.t$GAT+1+Ff+-wd4�"i..;-,tn,'y.
,,, _.........,
.....
._.. _._
4„fEd4.s6C' F i; �;4044 6.262,34090
t",#ty-
f -0fl Esl....
AfN ('af If4. 4'i1'tltt i0..(frrr 9t..{w4"v reGj4dhw-
"atffWFfY&3y'
f
isd"A {)t„:
� 4q tfl'tiMWf+hdi°f�Sf� #WG-fn f �' I
kip' 4^fRai Il E§ C�
YcA &ntk)n untifl fE4t ki dW?fR#9" Ptif -dv3 f...
f0....
Housing� IX Err or ll4 mse �0
�
Ih �Ft9.�IhiRd:s33➢.......,
fr�l&fgj Pf.�*
�'.
ff�'hY ro,AN ('911O Pte nt State 4f qu, re5 2 _.
�
4-2- years
'., YeaF r eft -EN :..-a"i 5,fiOIR i;'z-i(fR n, G G...
All State and Federal laws require
AS Human
CA007
Grievances (Escalated from Return to
Return to
Yes:
retention until final disposition of
Resources
— =
Human
Human Resources)
Human
Before
Ma g, PPr
formal complaint; State requires 2
Resources
Resources
Disposition
years after action is taken; GC
§§12946, 12960, 34090
Statute of Limitations runs 6
Litigation Files! Legal Case Files
months - 5 years; for contracts is 4
City
Attorney
CA-00Hg,
Settle + 1
Sr Final
Settle + 4
Settle + 5
Yes: Until
Ma Mffr,
S
Yes:
years; wrongful death for
construction is completion + 5
nd S(o lrmn ant year
Agreements to the City lerk
years
ears
a
Settlement
OD, P r
After
Inactive
years; Civil Courts retain their
records for 10 years; CCP §§ 337
et seq.; GC §§ 945, 34090,
cagy_ .
_ _----- .. _..
_.._..,.,
34090.6, 68150 PC §832.5
Atuaney.4m
fads, f1
_
a@ddll"kNNc➢M1'r&E:f.. FuNly-1 4ryd.. .
FiAlly ir�'Rfrt i
Yee-. .....`�nNi
Ndi av� -Mff-Y
k y
_ .._
y
Zy e: .A
2 y4:WS
f".,No&ed.R
6"�11�m?-Rf
I
,�.fP"
Mrar�lt� atuddYir' tlek"d' di...Gr^., *`'3rfdYt)fi -
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
Office of
Classification
Records Description Retention ! Disposition
Comments I Reference
Record
OR
File Number
_ Destroy
Image:
Inactive Paper
Active I=Import
{OFRj
Vital?Media
(Off-site,Elon
after
Options M=Mfr
(in office)OD
or Mfr)n Imaged &
S=Scan
If the record is not listed here, refer'to'Me Retention far Cif -W de Standards
Retentions begin when the act is completed, and inip ! a full fife folder e, , last' docurnent + 2 ears , since destruction is nornrall erformed b fiie fofdor.
MOLDS : Lada tw`orr, c am Faints, claians, public records act requests, audits ancMor investigations suspend normal retention godods t'etcnflon resumes afte/ settlement oar corn leb n'.
CITY
CLERK
City Clerk &
i
Mag'
Public
C 1'
Abandonments / Vacations
P
P
Yes (all)
, D,
MfrPpr
S/I
Yes: After
GC §34090 at seq.
Works /
(Streets) / Rights of Way
p
QC & OD
Engineering
CityClerk
C,,C 002
Agenda Staff Reports
P
P
Mag
Mfr OD
S / I
Yes After
CMG & OD
'Department Preference GC
1
Ppr
.....,
i fe aw
§34090
City Clerk
CC-003
..
Agenda Packets
P
P
Mag
Mfr, OD,
S / I
Yes. After
QC&OD.
Deoartment Preference; GC
yeawa
t, fPafs
Ppr
§34090
..,.. ,,,,,,,,,,,,,,,,
.....—......
r rda d ea ,G4 Adv_k ory
`ag,
cwy-C4wk
�00
R d o.,, r ea.r:d t Ptaawrti
0- bars
✓ ye c ,
a twr
t G-§34090
wo-rs; 7ii€a -nerd-Ra=cre.afionr
._s: _
eeme . .. _ _
g nts &Contracts Approved
I
----
Yes:
Mag,
Yes: After
Administrative &legal value
City Clerk...
Y
CC 004
b
� Y I: Mutual Aid, Joint
Superseded
�
P
P
Before
Mfr, OD,
S 1 l
Cw,1,C & OD
{Emergency Preparedness), GC
.._ � _.
Authorities (JPAs)
Powers A
+ 2 years
Expiration
Ppr
,
Nadt'r
§34090
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
Record 1 OR
File Number
(OFR)
Records Description
Agreements & Contracts: ALL
INFRASTRUCTURE OR IMAGED:
insurance certificates
Arad iiteoIs,s ujjdjp+g S r4ffidtjes,
Retention / Disposition
A Total Inactive Image: --y
Active (Off -site, port
(in office) OD or Mr) Vital? r) I Retention Media l=ImPaper
on Options M=Mfr after
S=Scan Imaged &
Comments I Reference
- " I—— " ." —, I �In e, IPAs, & Mutual Aid
RK&S; infrastructure,
p
-)ef contracts are permanent for
C_005 �fese
Yes: Aft r
City Clerk Completion Yes: Mag, CLg & OD emergency Statute
ttahRtaes,grg2aejg ' i ' P P Before Mfr, OD S _ . Limitations it , years; 10 years
_6�: ;z + 2 years i 1! Aflef
paWng lVrcj 'ev COInpietiOn Ppr W-letive for Errors & Omissions; CCP
§§337. 337.1 (a), 337.15, 343; GC
ExampWLo §34090, Contractor has retention
_fInfrastrucrLL I Infrastructure:_
requirements in 48 CFR 4.703
Park LlmEuyernents pro2 rt 4
a_1.1Px.j.M.Pr_0V empnt
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
Office of
Record
Classification Records Description Retention Disposition
OR
Comments I Reference
. .........
File Number Destroy
Image:
(OFR)
Paper
Total
Active Inactive Media I=Import
(off -site, vital? ft:d
[
n office) M=Mfr r
Retention n Option
DO or Mfr) s� Imaged &
S=Scan
ffthe record is not listed here, refer to the Retention for Cilv-WWO Sta0dafds
Retentions begin when the art is,completed, and fmplV a full file folder last document + 2 ears)l since destruction is uormaklyperfornled by Me folder.
HOLDS: Litigation, c nor com
=Joints, claims, gublic records act re2uesls, audits andlor investi0 ga us suspend normal retention perio s (retention resurnes after settlement letion).
Agreements & Contracts Approved
,
by Council: NON -
INFRASTRUCTURE NOT
IMAGED)
e.g. Amendments.
or Successful Proposal) and
gid; fines
insurance certificates
Yes: After
PfGP�ifA� 4
oofnlp8ehwi -5 Y`BaFrAGF-
4 (,miF+Aaf4&v W, ndecal*tg, Completion
Completion
Yes"
Mag,
QC&OD
Fion-c-apke#*VrP
City Clerk
CC-006
Y"YaOAafrav+ 2 years
8 years
+ 10 years
Before
Mfr, OD,
Sit
AfUw
Completion
Ppr
inadivc,
serv�cer, --eto�
ag+eeffie�ga. Statute of Limitations
for contracts is 4 years; CCP
_Exam Iles of NON-InfLAstructurp:
§§337., 337.1 (a), 337.15 GC
Consultinm.prams-d-sposal,
§34090
servicgu EV
..1of P e I) I [Vicle —.ssion se s shirr y _ s_eals
. . ..... .
tree trim.n.ling—etc..
................ .
........ . - --- - --------------
.
. . . .... ....................... .. .. . . . -
EEOC / ADEA (Age) requires 1
Agreements & Contracts Approved I
Yes:
Mag,
Yes. 6LeE
year after benefit plan termination;
City Clerk
CC-007
by Council: Retirement 2 years
P
P
Before
IVIfr, OD,
S/ I QC & OD
State Law requires 2 years after
Agreements (PERS)
Expiration
Ppr
INo
action; 29 CFR 1627.3(b)(2); GC
................. . .... . ... .
§§12946,12960,34090
Agreements & Contracts Approved
City Clerk
CC-008
by Council: Subdivision LLA's
2 years
i
(Lot Line Adjustments), i LSA'smm
P
P
Yes (all)
M,9g,
M, D,
Yes: After
S/I QC&OD
Land Records; GC §34090
(Lot Split Agreements) i
Ppr
Agreements & Contracts Approved
Mag,
Yes: After
City Clerk
Q -0 9
by Council: Title Insurance, Land 2 years
P
P
Yes (all)
Mfr, OD,
S/I 6616D 'GC
§34090
iRecords
Ppr
INe
f-,Uvpm;u. 141 1 1 /zUV4
Amended: 06/07/06
Amended: 11/08/06
ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
Office of IClassification IRecords Description Retention I Disposition
Comments / Reference
Record I OR
File Number _ Destroy
Image:
Inactive Paper
Active Media 1=Import
{OFR} (Off -site, vital? after
Options M=Mfr Imaged &
{in office} OD Mfr)[E]
or
1 3=Scan
It the record as not listedhere refer to the Retention for Cit Wjde Standards
Retentions be in when the act is corn leted, and aint i a full file folder e.., last document + 2 ears , slipce §festruChan is apormally porformed,bfile folder:
MOLDS; Litigation, com faints, claims, Pubfic records and requests, audits antfAor investi aeons suspend normal retention
penods retention resumes after settlement or com lellon .
li
EEOC / FLSA requires 3 years for
Agreements &Contracts Approved
Expiration +
Expiration +
Yes:
Mag,
Yes: After
MOUs; State requires 2 years; 29
City Clerk
CG010
by Council: MOUs - Memorandas 5 years
5 years
5 years
Before
Mfr, OD,
S iI
OD
CFR 516.5, GC §§12946, 129_
of Understanding
I
Ex rratlon
p
P r
p
s
34090
G -Gt(-,,c-k
....A<fry'erRerr�AS&(.w�§b+a9r'.H3tm.,-
C O4P,yr,
BidQponiw•otp,...
i4ueid.t{f,cAoaureai
_
"
4;?,�.t34090i
,3
&. nstmeo'esaful Bids- +.2.-ya,a%
*.2-years
Mag,
City Clerk
CC-012
Annexations P
P
Mfr, OD,
S/I
No
GC § 34090
Ppr
G4ty CAefk
G 13
A e.p.+wkaeatrN.,tlrPrt, Bouogamy f§ fl Aa
of Dir*fut *
f� el Atumbin
of DoMckg�r
Mag
Mfr cx..)
9 d II
x Afteea
if Qr.)
f }uT o- fleait-'avkF ruaae . nfI A mreb�;ta:,.u:a
"
iwP�[:'6�Yd."v',-�'6uAfw'iffN1'rrtll'.^,"$'iiffdi .l,^:.ffDl&;�."IY:v
6-'rc3V"?s
e"3'- "aAr:a
Pfbr
No
i^?.IFF?�q"�d},rla�iiC3^9ti117CYB,9�-L'ara',`y'^r9fa1-
_, _
_
.— .. ._. ... .,
_ _
_.
._...,
..Y-a
CPm.YP NN,9V0 hrtl4A0..'b,P+4,h�.1�tm•:P-'�+"4z'uV#d4Cf0.0 Wu�POW:s9-�-
Ig'9f f$"',�-fk'rsWe k3e.�G'MdY-drP'k3`r3�td�K.i,m'p�7i't-.
vm'ifwed: -SlrennmHnfj video fk-,,s-
ret Mmad onantearr§eml-fer 3-ya ars,.
o'hy--fraaat e N
{ttar,n e;eaf"P'ied fio D $, }..w r"ad6 or' ort-
f re efing'"
lxord r server p s Icy twaap 5 icrn'f w'.
O on mr<ei bt
t P
and-
At an intern d of 9IIVlerq-lot to -a l.'
g ., :
lwdi G°4-ef' and
b 11M*.'d
tfec
§t mfn t
f
M;e 5
0 Woai, f ambarcrrr
Ca ly. e*
GG (44 �,
•"
�aoLRb7Cmi �i4fv.„r">ti1P8.��s �'&liY-P�tVC' 3tVrtrt-
GoLi tin
i
Alm rnin ada mtwtld f
, iM'r m § I�g '� dh 7� wilt -be -
id
aef tDVD
per`§+perms 3tfy
j
9o-r •&'4dP'a 1,_
rEt
cnn most
e4'Jt"%y �.ogi'�-i4'N f�Pt}�$„I§;:"ffq .a, ffNC�kG�'.,
a:IL9t"rG:�'b1$-
uffe'+1
aabnrl 1 000py-seM Gif Mick Ciby
9u mA.9"ddeefings -6n str£k.M'YariC g-
vid( )-wW-tb(-)*efAt permanently -on-
.
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11108/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
Office of
Classification) Records Description Retention / Disposition
Comments I Reference
Record
OR i
File Number Image: Destroy
Inactive Media 1=Import Paper
Active Total
(OFR)
(in office) site, Retention Vital? Options M=Mfr after
OD or Mfr) S=Scan Imaged &
if the record is not fasted here, refer to the Retention for Ci't wide Standards
Retentions begin when the act is com feted, and imply a full file fodder (eq last document + 2 Pars„ since destruction
is normally performed bZ file folder.
HOLDS: Lific
ation, complaints,
claims„ 2ublic records act re nests, audits and/or
investi atl
ms suspend
normal retention
eriods
relenti
n' resumes after
settlement or corm letion .
Formal � r�i y..
City Clerk
CC 01w2
lion ! RFP and Bid O enin
Specification I
.._ _.__ essfBul Bid
Responses. Unsucc ids + 2�9
Bid O enin
�
+ 2
M g
r
Mfr OD
S t I
Ye s: After
GC F 34090
years
r
arrd Proposals etc.
Certificates
Yes: After
—
Longest Statute of Limitations is
of Insurance (Normally
Yes:
Mag,
QC & ODAgr
10 years; Ge4sfrns wittF
City Clerk
CC-015
filed with Agreement) All(A- nca- 2 years
9 years
11 years
Before
Mfr, OD,
S,l l
a
a rra� aC,-Ftrwt+4nee , %ekawa<fe-
tP w-kel'sGernfrelmak9ni
Completion
Ppr
guidelines...propese-pmerraamlenty_
CCP §337 et seq.; GC §34090
_......,.
City Clerk
-----... -----
CC-016
....... ....... ........... .....
Chronological History of Mayors 2 years
P
P
Mag"
Historical Value; GC §34090
and City Council
Ppr
llvlag
f
Yes, Afl r
Griginal& arc m"rwntain d layGily
Gi. k
GG7
CiifAilorney-Opindaaraa e...yeam
P
P
lv&t 00
xd
C f f
At&rrcay, rirrsfay Gdlyfl r+
Ppr
ll*a
PWmsne kly" GG `1090'''7
City Clerk
CC-018
City Incorporation, Logo, City Seal P
P
Mag,
............
....... ........,,
GC §§34090
------------
.
.....
Expiration of
Expiration of
Mag,
Statute of Limitations for Errors
City Clerk
CC-019
City Clerk - Notary Public Term + 10
Term + 10
Mfr„ OD,
S
No
and Omissions is 10 years; CCP
years
years
Ppr
§337 at seq.; GC §34090
Risk Management is Office of
Record for the Claim File; GG
Yes: After§§340g0
Risk_
2years
tt0a.- --4-
2 ears
Yes: Until
Mag.
QC & OD
=tatul el11,�,iirwh,-.i1!o i& run")
Manag.
CG-020
Claims Farms w rslti h 1
years
G -g
Settlement
Mfr, OD,
S ! I
-
7 4 r
rortihu - 6•yr ar .ttnr-cia3riraskal4,
"lty-arl,""
year
yea��
yserrrae
Ppr
lrku�:
y€ sr o'oragfwd dra slRa•for
�Yeni�'tr'45$at6FA'f F7� T.r'+71�rh�lelbUCd-°a.:e"p..
j/o AFF-'GGP §§.337.,.et-s q.--'.GG.. ,§...
946, 34090, 91090,6 PC §83 5
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6
Office of Classification
Records Description Retention !Disposition Comments I Reference
Record OR
File Number
Image; Destroy
(OFR)
Inactive Paper
Active (off -site, Vital? Media I=Import after
[E]
(in office) Options', M=Mfr
OD or Mfr) i Imaged &
S=Scan
If the record is not listed here, refer In the Retention for Chv-Wide Standards
Retentions be La when the act is a2T d since destruction is normally poiformed by file folder.
p)etod, an injUly a full file foj��g last document + 2 yeaz�'
HOLDS; Litigation, complaints, claims, public records act reques1s, audits andlor rnvesti ations suspend normaif retention periods (retention resumes after settlement or completion2.
Yes, After
City Clerk I-
Atmual-Finari,ma[
Qc i")E
Adwirm-
GG-02,
P
Rapo;t (CAFR)
P
I
Mfr, OD, S-1-4
AfUNr-
�'-)raposa 7.
S(WW40%
Ippir
ldnkKAV'a
yeam;. Otker oky shows-7 years',
. . . . ..... . . ...................... . ..... . . — -------- ---------
....................
.............. . — - - - - - -----
--------------- -----------
Leo"11'
Mag Rpl:,::
GG §34090, 7
Gen'e&pnndwi(.,,*
F
&hould N� foutnely 4'astroyed if
ne4-kept iry the
Gencqal Foes, LoWhrr,
M'�9__ 1
%0(1044,0-
Lead pqp-
Menwoian&.iiss, Miseelinneous 2 years
2. years
ppf
46soharqe the-pubho,duPies -of flie-
Repnrts, Rr-a6nq, Wrjrk41q_A Wr
efc.)
Gem,0 the
ijoesUaR&�GG Ft 6262y'A0W
As, long as4hey-afetreat -Fplaimed4ri-
W.t.xN.'�-No
Ole "Rle%dar GcnirA, of Suslness-"
mag, I
It not .rnenfioned hweroqRsult Me
iet4efs, yc�4oe Rex4uWed
Requked
PPF
City Aderrwr,�y-to deWrn4)e4f,,'a-
Wpr, ek@')
........................................................ . . .. .. . ... . . . . .
GIC §6252
Csy Cle� k
Q 022
-- — ---
P
R
li
M a
GD_�. si4
Y Afte�
95L�i
IzUKitoric and-AdirnkiishaAdve Value,
ppr
Ne
GG §34090
City Clerk
CC-023
Deeds: Property owned by City
2 years
P
P
........ . . . ....... ........ ........-----
Yes (all)
Mag
Mfr, OD S
1
No
GC §34090
(property acquisition files)
I
-
I Ppr
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7
Office of Classification Records Description
Retention / Disposition
Comments / Reference
Record OR
File Number
Image:
De stroy
Active
Inactive
Total Media 1=Import
Paper
(OFR)
(in office)
(Off -site, vital?
Retention Options M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
, ?
ffthe record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions begin when the act is c2 feted, and im i a hiPi frla folder e. .fast document + 2 gars), since destruction is normally eriomied b4 file folder.
HOLDS: Litigation, complaints, claims, Public records act requests, audits and/or envest6 afrsans sus end
normal retention
petieds
retention resumes after settlement or completion).
"f
(
not-ki ,the-4e@Wiree Hrse
p i a -id'.
Drafts arc..- iUtC i4u:aIts #vat-@w- VMi H in No
Wftre-N&e•-
fi
b"444'vI4"iIC. s v„A�1i4" ,w—' fRet-naaederi $Qk--
Lead-1 e µit-
r : ns4*€J f4 et+u4 fiir at 4 Bc s d:::€ang mr:..
L,Gr)9eF-
l
dt ckaa",, Mae-t4ebhe...du4e,, aat-#iue
Teleta.:w,,fne atfaes;etc:- Fkr>rt44ia4ri
a
Required
1
iF ewr a'Idw vta4hWrearmRAG,+....
feirisulttae..QAyAIHor y wAkaviy.
I
+�rmc s 6i4crts--fat�t t>t?Gs'�,,34t�9ff
Mag,
City Clerk
CG024 Easements 2 years
P
P
Yes (all)
'Mfr, OD„
S
No
GC §34090
Ppr
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8
Office of
Classification'
Record
Records Description
OR Retention !Disposition
Comments t Reference
File Number Destroy
Inactive Image: paper
Active Total Media I=Import
(OFR}
(in office} (Off -site, Retention vital? Options M=Mfr after
OD or Mfr} Imaged &
S=Scan
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions bo in when the act is completed, and irnply a full file folder e. g. last document + 2 ears', since destruction is normally performed by fide folder.
HOLDS; Litlaralion. com Taints„ claims, public records act requests, audits and/or investictations Suspend normal retention aerrods retenlion resumes after settlement or corn Potion ,
ELECTIONS - CONSOLIDATED
Campaign Disclosure Statements
Data that has been maintained for
(FPPC 400 Series Forms, 501
at least 10 vears may then be
City Clerk
Form): SUCCESSFUL
CC-025 2 years
P
P
Mfr, OD,
S
After 2
archived in a secure format: Paper
CANDIDATES (Elected Officials)
Ppr
years
must be retained for at least 2
i1, wwheth . r,filed„eCecti,°a,rz,i,c;a ly or,
years; GC §81009(b)&(g); GC
:not
84615
Campaign Disclosure Statements
Candidates without committees
(FPPC 400 Series Forms, 501
'are not required to file their
Form): UNSUCCESSFUL
statements , reports or conies
City Clerk
CC U2 . CANDIDATES 5 years
5 years
Ppr
online or electronically° Paper
Includes_ Unsuccessful Candidate_'',
must be retained for at least 2
4kl C,trmmwttc es that a "t File
years; GC §81009(b)&(g); GC
(l'Yra
Electronical�
84615
..........
.. ..... ............
i C.dnlDdiGrC IJisd�osure `J�tatE:fY1P15tS
..___—_..
_____
......
......
(FPPC 4)0 Series Forms 501
Ye
5 eleetronicaleV a ._;
C ity_Cl rk.
CC 027 10 ears
__
10_y _years
Mf S / I
QCfter
r 10 years GC
§81009(b�fi__
ELECTRONICALLY FSILED _
&(g) GC 684615
WITH or WITHOUT Committees
Elections - Campaign Reports
City Clerk
(FPPC 400 Series Forms):
CC-02F3 Years
7 years
Mfr, OD, S
After 2
Paper must be retained for at least
OTHER COMMITTEES (PACS -
Ppr
years
2 years; GC §81009(b)(g)
not candidate-contr
.
Elections - Campaign Reports
...........
(FPPC 400 Series Forms):
City Clerk
GG-029, THOSE NOT REQUIRED TO FILE 4 years
4 years
Mfr, OD,
S
After 2
Paper must be retained for at least
ORIGINAL WITH CITY CLERK
Ppr
years
2 years; GC §81009(f)
(copies)
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9
Office of
Recartd
Classification, Records Description
OR
Retention I Disposition
Comments I Reference
File Number '
Destroy
(OFR)
Image:
Inactive Paper
Active Total Media I=Import
(in office) (Off -site, Retention Vital? Options M=Mfr after
OD or Mfr) Imaged &
S=Scan • o
It the record is not listed here, refer to the Retention for City-
Standards
Retentions be in when the act is coma feted„ and imply a full file folder fe, g, last document + 2 ears since destruction is normall4 geiforrned tr file Balder.
HOLDS: Lrticahon, complaints, faints claims, pubfic records act re ua, sts, audits and/orinvestd atiarts suspend normal retention periocFs ivtenl on resumes after settlement or cram klehdn .
Department Preference; No
City Clerk
GC030
Duration of
Elections - Candidate Statements
Office + 4
Duration of
Office + 4
I
Ppr S M / Iyears
After 2
specific legal requirement;
3ta&r cr fe tp r rfeRiurxr;s lruc f raa.- W-
(to be printed in the sample ballot)
y ears
years
1iea�-recczrruraae�ad-ter-rtvt-�w-4-yeas•
fEb4,-adinBllrhistf£iRiM16E?: 'i6ai!h4e-", GC §
......-- ......
. .......
— ,........
— ..
34090
....._..
Department Preference No
Duration of
Duration of
Yes After
specific legal requirement
City Clerk
CC-031,
Elections - Certificates of Election Office + 4
Office + 4
Ppr S J I
CC $a_Oi�
94 atewMe-eltwWcAw ws-pfopcse 4 -
Years
years
Aftrt^a-
years-wecwrs�nerad-terrf - t 4 a a,,are..
Nwwac-tive
feat traa+rstlst* txvr;-vakie GC §
"
34090
WORKING or ADMINISTRATION
Election File (Correspondence to
City Clerk
CC-032
candidates or FPPC, Npplications ' 2 years
2 years
Mag,
Used for a model for the next
for vacancies on the Council
Ppr
election, GC §34090
Master of Candidate's Packet, etc.)
Elections - HISTORICAL File
City Clerk
CC-033
(Sample ballot, all Resolutions
8 years
P
P
Mag'
Mfr, OD, S
No
Retained for Historical Value, GC
(calling the election, canvass,
§34090
_ .... ..
a election summary)
_..
Ppr
Department¢
I
DadartdenPrefere4
City Clerk
CC-034
Duration of
Elections -Nomination Papers:
Office + 4
Duration of
Office + 4
Mag
Mfr, OD,
&-d
2 ara
Y
unsaapessfid; CA law states term
SUCCESSFUL CANDIDATES
years
Ppr
of office and 4 years after the
years
expiration of term-wW-a$aa°:a-riot -
rtp4nerate"4: o e in,-the-tewoy EC
§17100
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10
Office of
Classification Records Description Retention I Disposition
Comments t Reference
Record
OR
File Number ` Destroy
Image:
(OFR)
Inactive Paper
Active (Off -site, Total 1 Irt Vital? Media ` =mpo=after
Mfr
(in office) OD or Mfr) Retention Options M Imaged &
S=Scan
If the record is not fisted here,
refer to the I?etent'ion for City -Wide Standards
Retentions be in when the art
is completed, and im l a full file folder e. . Iasi'' document + 2 'ears), since destruction is normailyperformed by file folder.
fiOLDS : Litigation, com tlain1s,
claims, rublic records act requests, audits arid/or investi atinns Suspend
normal retention
eriiod$ retention resumes after settlement nr cam lebon .
ptatd dv-t}dad�la II�r+*�-iirrrafrr� rwm r&-
1la ars-fra+r... ac, .ws ;t'. f Gr"„IfPfilrrirc�tt""d"i _;,.N_.
Mag
+7ee� iss ferkrnsinx fW; CA law
City Clerk
CC-p35
Elections - Nomination Papers:
p !
Election + 4
Election + 4
Mfr, OD,
states term of office and 4 years
UNSUCCESSFUL CANDIDATES
years
years
Ppr
after the expiration of term -and-
daDi IrK)4 dtehine add' betrdPC wi-tt%-
........
.........
.....
t'ww, EC §17100
Results + 8
Results..+ 8
-.
rnonths or
months or
Final
Final
Not accessible to the public; The 8
Examination
Examination
month retention applies after
if No
if No
election results, or final
City Clerk
CG036
Elections - Petitions (Initiative ,
Election +1
,
Election + 1
Ppr
examination if no election, unless
Recall or Referendum)
year after
year after
there is a legal or FPPC
zi EIti —
petition
proceeding. EC §§17200(bl(3),
examination
examination
17400
ff oetitlon is
f petition is
msufticwient
Yira-
insufficient
No specific legal requirement
�t�^k�.r�i�ts�e1"aia9ellarroes-tsro{f�r� 2...
City Clerk
CC 037
Elections -Precinct Maps
2 years
2 years
Mag'
Ppr
yca' e +&fy Ceti,-�Pnd to
Gecirata+I-e)t S' Wlef EC §17501,
GC §34090
ELECTIONS - STAND-ALONE
use in conjunction
with
Consolidated elections ,.. records
series are
not repeat
d
Elections - Vgte_by_�ail
City Clerk
9C-038
App�grl"u nliao't5 0! Absentee
6 mo.
6 mo.
Ppr
7EC§17505
Applications, Roster of Absentee
Applications
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11
Office of
Classification
Record
OR
Records Description
Retention f Disposition
Comments / Reference
File Number
Image: Destroy
{OFR)
Inactive Paper
Active (Off -site, Total Yital? Media I=Import after
{in office) OD or Mfr) Retention Options Ili
Imaged &
S=Scan
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions bog in when the act is completed, and itoo/V a full file folder e. , last document + 2 year,91, since destruction is norrnaa4 perlonmed h file fodder.
HOLDS: Liti ation, complaints, claims, ablic records act ra uesls, audits andior rnvesli ations sus and
normal retention periods retention resumes after settlement or completion ,
Elections - Vokt by Mail
City Clerk
CC-039 Identification Envelopes /
6 mo.
6 mo.
Ppr I
EC §17302
Absentee Identification Envelopes
City Clerk
CC 040 Elections - Ballots_After Election
6 mo.
6 mo.
Ppr
EC §17302
City Clerk
CC-0 I Elections - Ballots - After Recount
-- .. .........
6 mo.
_.. ..
6 mo,.
Ppr —............
...
....._
EC 17306
§_._ ,..
a §5 37 a r �4 6 [ror s tGa t vvlEtl'r
City Clerk
Elections - Assessment District
CC-042
2 years-
2 ma-rs
re4ep . n for Ek Jon B Het
Ballots -Prop. 218 proceedings
6 rvaa�
6 n+rr
Ppr
&alew idf' "ideMww145 plroposa'
fs rueeoaetrt;EG 4"1
CA ten, titufax+-Artr llii
Clerk
CityCC
Elections - Challenged & Assisted
043 Voters List
6 me.
6 mo,
Ppr
If uncontested, EC §17304
CityClerk
_ �....
! CC 044 Elections - Inspector Receipts for
(Ballots
6 mo.
6 mo.
---p ..,.,.,
Ppr
EC 17302, 17306
City Clerk
_ ....,_.. ....
CC045 iElections - Precinct Officer
Appointments _...
6 mo.
6 mo.
Ppr
EC §17503
Mag,
....
...,. .m ..,.
City Clerk
CC-046 Elections - Roster of Voters
5 years
5 years
Mfr„ OD„
EC §17300
Ppr,
City Clerk
CC-047Elections -Tally Sheets
6 mo.
6 mo.
Ppr
EC §17304
Elections -Voter Index Copies
City Clerk
CC-048 used as the Voting Record at
6 mo.
6 mo.
Ppr
EC §17304
Polling Places I
Cit Clerk
CC-049 Elections - Voter Index Ori inal
5 ea s
5 ears
P r
EC 17001
End of Elections
Section
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12
Office of Passification
Record
Records Description Retention / Disposition
Comments / Reference
File Number
Image: Destroy
(OFR)
Inactive
Active Total Vital? Media I=Import Paper
(Off -site, Total
after
(in office) Options, M=Mfr
OD or Mfr) Imaged &
I
i S=Scan @2 'g?
................
If the record is not listed here, refer to the Retention for (30-Wide Standards
Retentions be in when the act is completed, and �imgly a full file folder Le.2. last document + 2 years), since destruction is rrormaU gerformed by file folder.
HOLDS: fits
ation, con saints, claims„ pubfic records act re nests, audits and/or inveslr` ations sus wend normal retention neriods retention resomes, after settlement or corn
&Wuba f.9 11 jinrnkalkwi� fix Pub4c
City Clerk-
9�i� 691;ployee &eRaFajjorj4-
YINS,
Mfr; QV-,
S
officik4 rniscon6wet
Ne offence $4-yerkrsGCrr§§�3(jljo�
4-y'aim,
4-years
Ppr
............ . . . . . . . ..
LASCI 4 143
Q�ity Clerk
�_
C_051 Ethics Trainina Certificates 5 years
5 years
--------------
Mg_q�
Mfr0D
� 1
$1
Yes:After
QC & OD, �G�235 �2b
Ppr
FPPC 700 Series Forms
(Statement of Economic Interests):,
Mag,
City Clerk
CC-052 DESIGNATED EMPLOYEES 3 years
4 years
7 years
Mfr, OD,
S
Yes: After City maintains original statements;
(specified in the City's Conflict of
Ppr
2 years GC §81009(c) & (g)
........... ..................... . . Interest codel,
FPPC 700 Series Forms
. . . . . . ........... ...... .
.............. --------
(Statement of Economic Interests):
Department preference, City
PUBLIC OFFICIALS (elected &
Mfr, OD,
Yes: After maintains copies only and the
City Clerk
CC-.0.5.3 not elected. Includes City Council ) years
4-2-years
T.4 years
Ppr
S
mandate is 4 years; original
2 yeas —
r
Members, Planning Commission
statements are filed with FPPQ
Members, City Manager, City
GC §8 1 009(f) & (g)
Treasurer & City, Attorney)
I I
City' Clerk
PPC Form 801 G ift to Agency L74zygaias
CC- 4 F
..QL Reporth
.....................
7 4::years
............ . ------
mm�
PDr
Must post on website' CC
§81009(e)
.
City Clerk
i
Q 7-years
7 veers
Me
_g_
................ . . ......... . . . ............ . .
Must post on websto for 4 veers'
PPY
_05� byAgenc
_j Re ort port)i
GC �O09 e)t
EPPIC Farm 803 (Behested Payment
99_926 Report) ZAg�ars
years_
7 rs --ye ---
FPPC Regulation 1873 f(e) GC.___.
§810
For
CuyCIE
CC 057 E__�Zars
A
I FECEprM8LIQ(A enPep. quf
_
M-ap—q
Must post on_we_bsite,2 CC�
R
187Q2.5(b)QjA6- QCPuwic��W
_
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13
Office of
Classification
Record
Records Description Retention / Disposition
ORComments
1 Reference
Pile dumber Destroy
(OFR)
Image:
Active Inactive Total Media 1=Import paper
(Off -site, Vital?
(in office) Retention Options M=Mfr after
OD or Mfr) Imaged &
S=Scan �
ff the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions 6e in when the act is completed, and imply a full file folder d, , last document + 2 aqW. since destruction is nonvally rerformed by file folder.
HOLDS: Li ation, com wlaints, claims, Cublic records act requests, audits and✓orinuesti aCrons suspend normal retention periods retenttr>rr resumes after settlernent or completion).
pity -4 i&;5{C
t"PP( Ir am k{�-elkrrk ,..F:: °o._and
6`tiet'F fki nk,atl°;atmrrrm
ti...,wxenn:ir;x
ii-&^'e?�rp4':"n
Ni aq,
r, 0o'
B'
Yes
'
f'•Pl + iPkiknr: (nr7 �fAl'Yg,&;,r
...-
-
..
.._.
�'8.ii,p°
requirement
Franchise Agreements -
I Bid Opening
Bid Opening
City Clerk
CC-058
Unsuccessful bids (e.g. Cable
+ 2 years
+ 2 years
Ppr
GC § 34090
TV„ Electric, Gas, etc.)
....
sE}IfiY4{3letion....•+.._t'i-Y'd;2pars-1`ofH dwaa-
haiDital-M7}IISV'27Gdd;;wfi"Oee'4t-eQt'6m'fv d"st;s..A.....
ea^ r npledoq-'+. 4 Yeelr .i .
f�ty�cr�
6;;ab
Fr�id o,Ag rnwrts (eq taWe
l
Tenn-' 2
k -s
gGe 4
yr--Untill
i'�4'YFkxa�l&alf+b""9PrY4�bC-bff%GG.F6.
ma& rt
,
t,:IGtrir,;-
TV-�aGas,, xrai
rtrne
y,"ar°
i
a
....
at$iNw
fn 46N{dp��,,134aktutC-efUrnkitfa>F&
Nnecr We
is 4 "fci4,..10-years fog Erfersm- ..
(DrA4s aumxsi.Gs6 &r«t: 3:37TIW..: ( ..
343;,-1-5,-24 i.-GC-§;t40W)--
4 e ntir:rooter-bas-re€caw
Fe q wwe i s'+er is in 4,&3 4—,R C743
t;ity- ,Ns k
& Cm 4 &I
G9ove riwlnweant �racac c iaie-- i
f
e sews
2, years
y
(:F:0.-t AFG Q lek)
f""1ka
U-§34090
City Clerk determines historical
significance; records can address
City Clerk
CC-061
Historical Records
P
P
Mag„
Mfr, OD,
S
No
a variety of subjects and media.
Some media (e.g. audio and video
Ppr
tape) may be limited because of
the media's life expectancy; GC
§34090
t'A &';iierk
�`t' 96-2
_.. a.
IFt wii wwwe r .. ,geri e e C .rtdk autG::w.-
(: itrr r4 rfFl°rd'- lai4&a ili;afSi�FUWr
&`3wriFrntnlr:tae+w-
..
4 h'§rP#f'�14"tNraNm
Ya s
&^"re;&t7iif,
t wF3
thiiir,"� t't-}
,.°'rt i
k< sz After
+..'e@d,�"-(r+-.("tt....
C 'Ari .vstoiF4l MdtttR-r4 .
.. 6pll eC: %N'tG.ri8
6tlq°�1H8a3n4'.�3`t=-�^+Fa„ Fieod,-eto, f
-;IeviCC+
M „i y�errmr"ee
'FCtS+IFF'i&i&7k"0
'Rit.YY
y
-f� xpi—ga ian ',,
Y "#IX:Folea, twat
" 'R 'i'§" v -t' a + .
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14
Office of Classification
Record OR
Records Description
Retention I Disposition
Comments !Reference
File Number
.,
Destroy
(OFR)
Image:
Inactive Active Total Media 1=Import Paper
(Off -site, Vital? after
(in office) Retention Options M=Mfr
OD or Mfr) Imaged &
S=Scan
If the record is not listed here refer to the Retention for Gtt -Wide Stantlartfs
Detentions i>a in when the act is com leled, and impiv a full file folder e. . last document + 2 ears), since destruction is normal4 performed by file folder.
PdOt DS: Lit! alion, complaints, claims, Public records act re nests, audits and for anvestk allons suspend normal retention periods relenticrr resumes after settlement or cam let' .
ity. i �
C>0
(44ry rcdp t�A-e8
insur,lfwm,- as)4ty (General
ew
4
ARpeu
I.
eu roHrr&I4Nr g k: r
k
0 ityan
to
�3 GG-§,340
'
rVsr , yer.kre fern Sataen
,,... ........
fl
GW$'g,Atkw+iey 4 QFR-1 $.,kShn fmAst_..
t.m, fl , -+ 4fiio 2 yems'i a a+irr lakskr+. .
zegaakl t Peace c 0frk& ew',-w+0i: R &-
y
L 1w wtsb Vv ��::1tlti,�n3�4�EArTr,--��&'ti"d4t4&vA�...� k4en �1e
i4 Beek, Ne
�re
lAA aq
Y(S mtc 1
y'4'^,`. e 81 Autd £Di l kwtafion Y fur-
d�dtv`.FS14r+7Q3.;�'
GG 064°
_.. _..,
utu nt�+a- Le�ragaaic-
N�aw�aglea�
Before
Ilalfir, ()t
S. II " d 4 P
co+nti act +sue ya sr ;-vw or fpr a.i...
Rectuim"N
Roqunire,
Se tk:a went
;
48kM .
death, R F (aenMr k�f+ir
com{alstiran-+@l a .332
gat-e: c2"
Mag,
City Clerk
CG065.
Minutes: City Council P
P
Yes (all)
Mfr, OD,
S No
GC §34090
...
When No
When No
..P.p.r
Cit y ClC'erk
C...d5.5,
p Longer
......
Longer
Mag,
Prr Ion7drr ar Crafts Icanniitlads to
y
Distribution, etc.Administration, Required
Required
ppr
Codrfrer and deoartments)_GC §
2 years
? er a
34090
Municipal Code Su . )ement When No
p ___ie Longer
When No
Lon er
Mag'
—Preliminary Drafts (transmittals to
Codifier arrd_deoartments) GC
d — §
City Clerk
CC 067
Books and H- A y-F-H en u:ds..
Required
Required
...: t'4,
w B le
r t¢u,+ca 1-saµrofaloexa nol) i,,
Ppr
34090
R
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
Ver, 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15
Office of ,Classification
Records Description
Retention i Disposition
Comments / Reference
Record
OR
File Number
Image: Destroy
(OFR)
Inactive Paper
Active Total Media 1=Import
(Off -site, Vital? after
(in office) Retention Options M=Mfr
OD or Mfr) Imaged &
S=Scan u o
If the record is not listed here, refer to the Retention for Cdt -U4'ide Standards
Retentions bo Fn when the act is completed, and 4 1 a full file foldere. , last document + 2 years), since destruction
is normaVyperforined b4 file folder.
HOLDS: Litigation, coma Feints, claims, public records act requests, audits and✓or inves0r atioos
sus p end normal retention
periods retention resumes after settlement or com aletloar .
Department preference Statute of
Limitations: Public official
Oaths of Office - City Council and
Mag,
Yes After
misconduct is discovery of offense
Volunteers (required of all "City Separation +
Separation +
Mfr, OD,
S,! I
(C & OQ,
+ 4 years, retirement benefits is 6
City Clerk
CC-068
Officers", Elected and Boards & 6 years
6 years
pr-
Ppr
Aft,
years from last action; strrteavvieFs;-
Commissions)
4attkK,
qusdedrfea....pr%fease-TerfninatRir+.....
6 yc am", GC §§36507, 34090; PC
.........
§§801.5, 803(c); 29 USC 1113
__....
...
_. __
Mag, t
City Clerk
CCC 069
Ordinances P
P
Yes (all)
Mfr, OD
S
No
GC §34090 et. seq.
Ppr
Q44
Ofdipan es Not .i .fE,a-
€ycmr,
h
0e4artrent 4Fef rerC a
E&
ue&ce»f$(%Ill w�eexa1}
.PprtV
w.......
...
§W_AA et ssq .. ....
..
Petitions (submitted to Council on
any subject Doe1 Parks, Parkin 1
Department preference: Law
City Clerk
CC-071
1 calfiti i'; .Iming tc.) . r, r.'..
2 years
Ppr
requires 1 year for petitions; GC
q....Ye;er
�-yee-ati
§50115
See Elections for Initiative, Recall
,or Referendum Petitions
Property Deeds / Offers of
g
No
City Clerk is OFR and maintains
CityClerk
CC 07Z
—.--....-
Dedication: Processed resented P
(p
�to
P
Mfr OD
S_l_I
1 AID
them permanently; GC §34090
Council)
P
%at tive
......
— —
Publications issued by the City -
Mag,
Yes After,
City Clerk determines historical
City Clerk
CC-073
2 years
Historically Significant
P
P
Mfr, OD,
S / I
QQ & Qp
si 34090
nificance; GC
9 §
Ppr
No
—
.
........ ...
... ........... - _
Yes: After,
City Clerk
CC-074
Real Estate Surplus Property
2 years
P
P
Mag'
Mfr, OD,
S /_I
QC & OD
Aft ,!,
GC §34090
Sales
Ppr
toaolr!ve
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11 /08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16
Office of
Classification
Records Description
Retention I Disposition Comments Reference
Record
OR
File Number
Destroy
Image:
Inactive Paper
Active Total Media I=Import
(OFR)
(Off -site, vital? after
(i n office) Retention Options M=Mfr
IE
OD or Mfr) Imaged &
S= can
gc-g?
ff the record is not listed here, refer to the Retention for City- Wide Standards
..................
Retentions begin when the act is completed, and = a full ince destruction is normally poiforry7ed bg file folder.
HOLDS: Lftaori, conip-1writs, claims, public records act requests, audits andlor investii atFons suspend
normal retention
oerio s (retention resumes after
settlement or completion .
Records Management
Mag,
Yes: After
Paepqrtnjqnt ej@Nnr�e
City Clerk
CC-075
Destruction Lists i Retention
2 years
P
Mfr, OD,
S/I
_&_0Q
After-
, __ -_ _�..GC
§34090 et. seq.
Schedule
Ppr
jqla'goe
Mag,
City Clerk
CC:076
Resolutions - City Council
P
P
Yes (all)
Mfr, OD,
S
No
GC §34090 et. seq.
Ppr
Revocable Lease Agreements or
:
YesAftqE.
Not all Encroachment ermits are
p
Licenses !Encroachments .ee
Mag,
.
OD
submitted to Council; Stalew0a-
City Clerk
City
CC-077
Public Works for utility
y
2 years
P
P
Yes (all)
Mfr, OD
S/I
sftanrNeli7i..pr,mimuase_ParmaarH7r C..
encroachments, wide load permits,
Ppr
lkfaGfive
GC § 34090
etc.)
-- ---- — --
----------
.. . . ....... . . . . .................... . ..... . ..........
P
Mag,
S
Yes: After
Department Preference; GC
City Clerk
CC 07 8
Scan Logs
P
Ppr
1 year
§34090
Mag,
Yes: After
Die r
City Clerk
C.C-079 -
IStreets: Vacations
2 years
P
P
Yes (all)
Mfr. OD,
S/I
I QC&Q
GC
Ppr
Fca
§34090
Subpoenas (Mliscellaneou�s
Mag
City Clerk
CC-08
Requests for Public Records,
2 years
2 years
Ppr,
GC §34090
Miscellaneous
Mag
Yes: After
City Clerk
CC-981
Title Reports. Property owned by
2 years
P
p
Mir, OD,
S./I
QC&OD
GC §34090
ICif
Ppr
Ne
1
When Ne
w4e�fANe
lJr6fef+n Go&�s afoq�i:AAFA,
'Undorm
]Longef
L(Xqe�
Rpf
x,
privah.4y a-r)(4-C,"aR 1. '-Owaine(J40, in-
God*-efe
Re�� " lW4
City Clerk
CC-082
. ......... . . . . . ............................... . . . ... ...
Utilities Administration
....
1 2
2 years
Mag,
. . .................
GC § 34090�
.
(Correspondence with PUG, etc.)
i
I
Ppr
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17
Office of
Classificaflon Records Description
Retention / Disposition
Comments I Reference
Record
OR
File Number
Image:
Destroy
A tive Inactive
-
Media
I=Import
Paper
(OFR)
(Off -Site,
(in office)
Vital?
Options
IE
M=Mfr
after
OD or Mfr)
S=Scan
Imaged &
it the record is rid listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is camp document + 2 4ears), since destruction is nonaaalt erfornrcad t3 file folder.
HOLDS: Litd ation. complaints, claims, 2uhlic records act requests, audits and/or investi alions suspend
normal retention
perio s (retention resumes after settlement or c=/e12n._,
Transfer
Mag,
City Clerk Vehicle Pink Slips
Transfer to
New Owner
to
New Owner
Mfr, OD,
S
No
GC §34090
Ppr
Qty Uerk 4LC__(8L4
2 years,
ZI —1 5
At,,,;o srE AUD16 TAOES
{Mag)
requiredfep OG days-,GG, §34 090r7
mag, -
StaWte W U�ta6oVYo for cor*,wta-
for Aqreements-an&
5 yeaF,&
mfi..' Q..
11444
Q�aj
'&P
ir 4-year-_�,-GG" -,at soq.GG
GomlMetkin
R P. r
Aftw
!
Woo()
Gar4k
Inactive
Adopted: 12/17/2002
Amended: 06/07/06
Amended: 11/08/06
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1
Office of
Record
I Retention No. Records Description
Retention l Disposition
Comments / Reference
_
Inactive Image:
Destroy
(OFR)
Active Storage Total Vitalg Media I=Import
.
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or MfQS=Scan
'd?
If the record is not listed here refer to the Retention for Cdt -Wide Standards
Retentions ire an when the act is coin lOed, and imply a full fide folder 1. fast document + 2 oars' , since destruction is normadl portbrived by file folder
HOLDS: Liffc ation coda laints claims uhdic records act re nests, audats andJor feavestt ations scrs Bead normal retention eerods retontion resumes after; settlement or corm Ictran ,
CITY
TREASURER
City
CT-001
Bank Statements
7 years
7 years
Mag, Ppr
Department preference; GC
Treasurer
.... ........ .........
... .-------- ............
........
§34090, 26 CFR 31.6001-1
Department preference; Meets
City
CT-002
Checks - Cashed (maintained by
7 Years
7 years
Mag, Mfr,
S
Yes: After
municipal government auditing
Treasurer
the bank)
OD, Ppr
QC
standards, GC §34090, CCP §
337
City
Historical Treasurers Records
Mag, Mfr,
Department preference; GC
Treasurer
CT-003
(samples of old Leather-bound
P
P
S
OD, Ppr
No
§34090
books, etc.)
When No
When No
City
CT-004
Investment Committee Agenda
Longer
Required -
Longer
Required -
Yes (all)
Mag, Ppr
Department preference; GC
Treasurer
Packets
Minimum 2
Minimum 2
§34090
years
ears
City
CT-005
Investment Committee Minutes
P
P
Mag, Mfr, S / I
No
GC §34090
Treasurer
_,..
& Bylaws .......
......... .............
OD, Ppr
Investments / Certificates of
Deposit (CDs) / Advisor Reports
Department preference; Meets
City
CT-006
and Statements ( Trade Tickets 1
7 years
7 years
Yes: Until
Mag, Ppr
municipal government auditing
Treasurer
LAIF (Local Agency Investment
Paid
standards; GC §34090, CCP §
Fund)
337
Receipts (Citations, Outside Firm
Department preference; Meets
City
CT-007
Collections, Property Tax, Sales
7 years I
7 years
Mag, Mfr„ S
Yes: After
municipal government auditing
Treasurer
Tax, UtilityTax, etc.
OD, Ppr
QC
standards; GC §34090, CCP §
337
Treasurers Report
Department preference; Meets
City
CT-008
(Also in Ci'ty Council Agenda
7 years i
7 years
Mag, Ppr
municipal government auditing
Treasurer
Packet)
standards; GC §34090, CCP §
337
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER
Page CT-2
Office of (Retention No. Records Description
Record
Retention I Disposition
Comments i Reference
Inactive
Image:
Destroy
_._
(OFR) Active
Storage
Total Vital? Media I=Import
Paper after
(in office)
(Off site,
Retention Options I M=Mfr
Imaged &
D or Mfri
S=Scan
CC'd?
If the record is not listed here. refer to the Retention for City -Wide Standards
Retentions he in when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal!1, lowfor,ed to file Waist';
OLDS: Lit
i atidn complaints, claims utrlic records act re uests, audits and/or investigations
suspend normal retention periods retention resumes after settlement or completion),
Department preference; Meets
City
CT-009 Voided Checks
7 years
7 years
Mag, Mfr,
S
Yes: After
municipal government auditing
Treasurer
OD, Ppr
QC
standards; GC §34090, CCP §
337
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
� Retention No.
Records Description
Retention Disposition
Comments I Reference
Record
In Image:
-Cti;:
Destroy
Storage Media 1 I=Import
Active t
Vital?
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scal3
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is compleled, and JmL)ly a full file folder (e.g. last document + 2 years), since destruction is norma&
HOLDS: Lifi. Y.dlon, complaints. claims, public records act requests, audits andlor inves1l 11almns suspend normal retention amods (retention resumes after settlement or cool�etl'on .
FINANCE/MANAGEMENT
Financ i I
FIN-001
Audit Reports / Consolidated
10 years P
P
�Mag.
Mfr, I
Sit
Yes: After
Standard within the protesson,
Mgrnt.
Annual Financial Report
------ ......... . . .... . ...................
.......... ......
OD, Ppr
QC &- OD- ---GC--§3-4.0-9-0
. ......
Finance I FIN-002
Audit Work Papers / Audit
2 years 3 years
5 years
Mag, Ppr
Meets municipal government
Mgmt.
Schedules
auditing standards; GC §34090
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
Cancellat.,
issued by local governments are
Finance I
Bonds: Debt Official Statements
Cancellat.,
Redemption
Yes: Until
10 years; There are specific
FIN-003
Mgmt.
I Certificates of Participations
Redemption I years
or Maturity +
Maturity
Mag, Ppr
requirements for disposal of
(COPS)
or Maturity
10 years
unused bonds; CCP
§§336(a)&(b); 26 CFR 1.6001 -
1 (e):337.5(a)-*GC §§34090,
43900 at seq.
Finance I
Yes:
�Mag, Mfr,
Y. After
Must be filed with County
FIN-004
Mgmt.
I Budgets - Adopted / Final
P
P
Current
I OD, Ppr
Sit
QC&OD
Auditor; GC §34090, 40802,
Fiscal Year
�
53901
- ----------------- — - ----
Finance I FIN-005
Mgmt:_ - - ------- - - -----
............ ............... . . . . . . ...........
Financial Services Database
. . .. .......
Indefinite
Indefinite
.
.... .....
Yes
. ........
. . .. .. . . . ..................
Mag
. . . .
. ............. . .
..... ...
.........
..
Data Fields / Records are
interrelated GC §34.0-9.0 . .... .. .. .. ............... ..
When No I
When No
Finance I
FIN-006
Golf Course Subcommittee
Longer
Required -
Longer
Required -
Mag, Ppr
Department Preference; GC
Mgmt.
AGENDAS, AGENDA PACKETS
Minimum 2
Minimum 2
§34090
years
years
Finance l FIN-007
Golf Course Subcommittee
P
P
Mag, Mfr,
S
No
GC §34090
Mgmt.
MINUTES, BYLAWS
OD, Ppr
Meets municipal government
Finance I FIN-008
Journal Entries I Back Up
5 years
5 years
MagPpr
,
standards Statute of
Mgmt.
Documents I Budget Adjustments
�auditing
Limitations is 4 years; GC
L—
1
§34090, CCP § 337
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
Office of
Record Retention No.
Records Description
Retention / Disposition
Comments I Reference
Inactive Image:
Destroy
(OFR)
Active Storage TotalMedia I=Import
Vital
Paper after
(in office) (Off -site, Retention
n Options M=Mfr
Imaged &
rl
OD or MfS=Scan
If the record is not listed here, refer to the, RV olonon for City-Wido
_OC'd_?
Standards
Retentions beon when the act is completed, and imply, a full file folder ar2l last document + 2 years), since destruction is normallerformed by Me folder,
HOLDS: Litiqation, complaints,
claims, gublfc records act reqtlests, audits andlor invest q
lions sus end
normal retention periods tretention resumes after settlement or completion),
Finance f FIN-009
Mgmt.
Management Audit Letters
5 years
5 years
Mag, Ppr
Meets auditing requirements;
. ......... .... ...... . .....
.. ---------- . . . .............. ...................... . . ......... . ...
. . . ...
.
.....
GC §34090 .... ........-
Finance
FIN-010
Management Reports I Measure
5 P
P
Mag, Mfr,
Sit
Department preference; Meets
Yes- After
'&
Mgmt.
"A" / Single Audits
years
CD, Ppr
1
QC OD auditing requirements; GC
§34090
Finance I
Reports I Registers - Balance
When No
When No
- -- --- ---- -- --
Preliminary - I I . drafts it . he database
Mgmt. FIN -01 I
Sheet, Revenue, Expenditure,
Longer
Longer
Mag, Ppr
is the original); GC §34090 et
Trial Balance, etc.
Required
Required
seq.
Finance I
FIN-012
Reports: Annual State or
Federal: State Controller's
5 years
5 years
Mag, Mft_,�
S/I
Yes: After Department preference; GC
Mmt.
g
Report, Street Report, etc.
OD, Ppr
QC & OD §34090
Finance FIN-01 3
Reports: Year-end General
5 years
5 years
Mag, Mfr,
I S /I
Yes: After Department preference; GC
Mgmt.
Ledger
OD,
CC & OD §34090
EL SEGUNDO, CA CD1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
Office of Retention No.
Records Description
Retention I Disposition Comments I Reference
Record
Inactive Image: Destroy
Active Storage Total Media 1=Import Paper after
Vital?
(OFR)
(in office) (Off -site, Retention Options M=Mfr Imaged &
OD or f S=Scan C'd?
If the regard is not listed here, refer to the Retention for Cif-tl+ide Standards
Retentions begin when the act is cor r toted„ and im l a ftril file folder o. .fast document + 2 ears), since destruction is normaPB erfprmed (a file folder.
MOLDS: Liti abon, com Paints claims, uhlic records act ref Crests, audits andlor investl rtilons sus, end normal retention eriods retention resumes troffer settlement or completion),
FINANCEI ACCOUNTS PAYABLE
I
IRS: 4 years after taxis due or
Finance I
paid (longer for auditing &
Accounts FIN-014
1099's Issued / 1096,
5 years
]5ye ars
Mag, Ppr
contractor delinquency}; Ca.
Payable
FTB: 3 years; 26 CFR 31.6001-
1, R&T §19530, GC §34090
GRANT -FUNDED Vendor File /
Accounts Payable / Check
Finance / =
Copies 1 Invoices and Backup /
2 5 years
7 years
Yes: Until Mag, Mfr,
Sit I
Yes: After
Meets municipal government
Accounts FIN-015
Credit Card Statements / Credit
Years
Paid OD, Ppr
QC & OD
'auditing standards; GC §34090
Payable
Card Receipts / Travel
j
Reimbursement
NOT GRANT FUNDED Vendor
Finance /
File / Accounts Payable / Check
Copies 1 Invoices and Backup /
Yes: Until I Mag, Mfr,
S/ I
Yes: After
..Meets municipal government
Accounts FIN-016
Credit Card Statements / Credit
ea3 years
rs
2 yea,
5 years
Paid OD, Ppr
QC & OD
auditing standards; GC §34090
Payable
Card Receipts / Travel
Reimbursement
Finance 1 i
Vendor
Vendor
Mag, Mfr,
Yes: After
Meets IRS Auditing Standards;
Accounts FIN-017
W-9s
Inactive + 3
Inactive + 3
OD Ppr
S / I
QC & OD
GC §34090
Payable _
_
years
ears
_ ..
_...
Finance /
Warrant (Check) Register (Detail)
Department preference;
DGC
Accounts FIN-018
- Includes Grant Funded and Non-
2 years 5 years
7 years
Mag, Ppr
§34090
Payable
Grant Funded
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4
Office of Retention No.
Records Description
Retention I Disposition
Comments I Reference
Record
-
_
Inactive . Image:
Destroy
j
Active Storage Total Media 1=Import
Vital?
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr $= n
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions beg'in when the act is completed, and imply a full fife folder e. . last document + 2 ears , since destruction is normal/ erftrrrraesJ.La ftlo folder.
HOLDS: 11 Litre atfon, complaints, claims, jZubfic records act requests, audits andror investigations suspend normal retention pedoits retention resumes after settlement or cony ietion .
FINANCE t BUSINESS SERVICES
Finance /
Business FIN-019
Accounts Receivable (Paramedic
2 years 3 years
5 years
Yes: Until
Mag Ppr
Department preference; GC
Billing, TOT, etc.)
Paid
§34090
Services
�............. ._
.. ...... ...........
- .
Meets Municipal Government
Finance /
Business FIN 020
Accounts Receivable Write -Offs
5 years
5 years
Mag, Ppr
auditing standards (negative
(due to non-payment)
information remains on credit
Services
ratings for 7 years); GC §34090
Finance 1
Business FIN-021
Business License Applications,
5 years
5 years
Mag, Ppr
Meets auditing standards; GC
9
Licenses and Renewals, Letters
§34090 et seq.
Services
Finance /
Data Fields I Records are
Business FIN-022
Business License Database
Indefinite
Indefinite
Yes
Mag
interrelated; GC §34090
Services
_
i
Department Preference
Finance !
(negative information remains on
Business FIN-023
Collection Agency Assignments
5 years
5 years
Mag, Ppr
'credit reports for 7 years); GC
Services
§34090 et seq.
EL SEGUNDO, CA @1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
Office of
Record (Retention No. Records Description
Retention / Disposition
Comments I Reference
L
Inactive Image: Destroy
(OFR)
Active f Storage Media
Total ' 1=Import Paper after
Vital.
(in office) I (Off -site, Retention Options M=Mfr Imaged &
fr
OD r S=Scan C'd?
If the record is not listed here, refer to the Retention for Cit -Wide
Standards
Retentions begin when the act is corn lelod, and impiv a full file folder o.. bast document + 2 aars', since destruction is nonnatl erformed tr file folder
HOLDS: Litigation, complaints, claims ublic records act requests, audits andlor Investigations suspend d normal retention • eriods retention resumes after settlement or com letiorI ,
FINANCE / PAYROLL
Finance / FIN-024
Batch Activity Reports 1 Payroll
2 ears 3
Y
Mag,
I
Department preference; meets
Payroll
Y
1
Processing
Processin File
� years
Ppr,
municipal government auditing
i
standards; GC §34090
__ - ..
Finance 1
Payroll FIN-025
Checks 1 Warrants (Payroll Only)
/ Cancelled Checks
2 years 3 years
Mag, Ppr
Department preference; meets
municipal government auditing
..-...
9years
......-_.
standards; GC §34090
DE-6, DE-7, DE-9, DE-34, DE-43,
Department preference; IRS: 4
W-3 & DE-166, 941 Forms,
yrs after tax is due or paid; Ca.
Finance /
FIN-026
PIERS / FICA & Medicare
2 Years 3 years
Yes Current
Mag, Ppr
FTB: 3 years; Articles show 7
26
Payroll
Adjustments - Quarterly Payroll
Year
years; CFR 31.6001-1, R&T
Tax Returns / OASDI, Federal
§19530; 29 CFR 516.5 - 516.6,
Tax Deposits, Adjustments, etc.
29 USC 436, GC §34090
_
26CFR31.6001-1
Department preference; IRS
Regulations for W-4s: four years
Finance !
Payroll Employee File: Benefit
Separation +j
Separation +
after the due date of such tax for
Payroll FIN-027
Deduction Authorizations,
5
Mag, Ppr
the return period to which the
Garnishments, W 4s, etc.
Y ears
5 ears
Y
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31.6001-1 GC
§60201 GC §34090
Finance !
Payroll Processing Report !
Department preference; meets
Payroll FIN-028
Y
Payroll Registers I Payroll Check
2 years 3 years
5 years
Mag, Ppr
municipal government auditing
Registers! Earnings Register
standards; GC §34090
Department preference; IRS: 4
Finance /
FIN-029
Payroll
PIERS Report - Retirement
2 years 3 years
5 years
Mag, Ppr
yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
Reports (CalPERS)
years; 26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 - 516.6,
29 USC 436, GC §34090
EL SEGUNDO, CA 91995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6
Office of I Retention No.
Records Description Retention I Disposition
Comments f Reference
Record
InactiveVital? Image:
Destroy
Active Storage Total Media 1=Import
Paper after
{OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged $
OD or Mfd
If the record is not listed here, refer to the Retention for Cil -Wide Standards
Retentions begin when the act is corn leled, and imply a full fide holder e, . last document + 2 years), since destruction is norniall serformed h file folder.
HOLDS: Lili atlon cam lal?its, cfaiins, aublic records act requests,
au0s and br htvesli icons suspen
normal retention periods (retention resumes after settlement or completion).
Department preference; IRS: 4
yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
Finance !
FIN-030
Timecards / Timesheets
2 years 3 years
5 years
Mag, Ppr''
y ears 26 CFR 31.6001-1 R&T
Payroll
§19530; 29 CFR 516.5 - 516.6,
29 USC 436, GC 34090
§
26CFR316001 1
01
----- ......_
...,... „
� ...... _
De artment reference; IRS: 4
p
yrs after tax is due or paid; Ca.
Finance !
FIN-031
W-2's
2 years 3 years
5 years
Mag, Ppr,
FTB: 3 years; Articles show 7
years; 26 CFR 31.6001-1, R&T
Payroll
§19530; 29 CFR 516.5 - 516.6,
29 USC 436, GC §34090
Department preference; IRS
Regulation 31-6001-1 four years
after the due date of such tax for
Finance t
No Longer in
No Longer in
Mag, Mfr,
Yes: After
the return period to which the
Payroll FIN-032
W-4s
Effect + 4
I
Effect + 4
OD, Ppr
51 I
QC & OD
'records relate, or the date such
years
years
tax is paid, whichever is the
later. GC §34090-1 26 CFR
31.6001-1 GC §60201
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7
Office of R,etentlon No.
Record
Records Description
Retention I Disposition
Comments I Reference
Inactive Image:
Destroy
(OFR)
Active Storage Total Vital? Media I=Import
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or MfQ S=
C'd?
If the record is not listed here; refer to the Retention for Cit -Wide Standards
Retentions ho in when the act is completed, and im l a full Pale folder e last document + 2 years), since destrucUon is nvrrnall performedbZ file folder.
HOLDS., Li"tfgation, com faints ciaims, public records act requests, audits andlor investi atlons
suspend normal retention periods (retention resumes after settlement or completion),
PURCHASING
Finance /
FIN-033
Enformal Bids S Quotes from
Vendors (Quotes may be
2 years
3 years
5 years
I Mag, Ppr
Department preference for grant
Purchasing
submitted by the DaparimenE)
........................
auditing purposes; GC §34090
Finance /
FIN 034
Purchase Orders, Requisitions,
2 years
3 years
5 years
..............
Yes Until Mag, Mfr,
S/ I
Yes: After
....... ...-_. _ ....,,,... .... _
Meets municipal government
Purchasing
Quotes, Change Orders
Paid OD, Ppr
QC & OD
auditing standards; GC §34090
Finance t
FIN 035
Surplus Property Disposal !Sale
2 years
1 3 years
5 years
Yes. Until Mag, Mfr,'
S / I
Yes, After
Meets municipal government
Purchasing
_. .......
Paid OD P r
p
I
QC & OD
auditing standards; GC §34090
Finance /When
FIN-036
(Vendor List
No
I .....
Longer
Mag Ppr,
Transitory /preliminary drafts;
Purchasing
Required
d
Re ed
GC §§34090, 6252, 6254(a)
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8
Offace of
Record (Retention No.
Records Description
Retention !Disposition
Comments ! Reference
Inactive Image: Destroy
OFR
( )
Active I Storage Total Media 1=Import Paper after
Vital.
(in office) (Off -site, Retention Options M=Mfr Imaged 8
OD or Mfr I
It the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is com toted, and injify a full Mile toPder Le.a, last document + 2 ears', since destruction is normall erfbrmed b file
HOLDS; Litigation, complaints, claim's, public, records act reguests, audits andldr investi attons
"'folder
s uspeod normal retention p erlods 'retention resumes after settlement or comp
sletion .
UTILITY
BILLING
Finance l
Utility FIN-037
( Bankruptcies Where City does
p
5 years
5 years
Mag, Ppr
(Department preference; GC
Billing
not pursue a claim)
....... . ...
_..... _ .. ......
i
§34090
_.
Transitory records not retained
Finance !
Billing Registers / Reports, Daily
When No
When No
in the ordinary course of
Utility FIN-038
Update, Bank Draft, Adjustment
Longer
Longer
Mag, Ppr
business; Financial system
Billing
Posting, etc.
Required
Required
qualifies as a trusted system
and can re-create reports
accurately, GC §34090
Finance /
Checks deposited to Bank (City
Utility FIN-039
scans them for the Bank, rather
Follow Bank
Follow Bank
These are bank instruments,
Billing
than physically taking the checks
Instructions
Instructions
Mag, Ppr
and not City records; per bank
to the bank to deposit them.)
a reement.
g
Finance !
_
Department Preference
Utility FIN-040
Collection Agency Assignments 1
5 years
5 years
Mag, Ppr
(negative information remains on
Billing
Write Offs
o, 7 years); GC
§34090 et seq.
Finance /
Utility FIN-041
Payment Stubs (mailed) ( Utility
Transitory records not retained
Receipts
4 months
4 months
Mag, Ppr
in the ordinary course of
Billing
business; GC §34090
Finance 1
ItFIN-042
Prop 218 Notices: Master Mailing
List
2 years
2 years
Ppr
GC §34090
Billing
Finance J
Utility FIN-043
Prop 218 Notices: Undeliverable
3 months
Ppr
Transitory records not retained
in the
Billing
Mail
ordinary course of
business; GC §34090
Finance /
Eyears
Utility FIN-044
Returned Checks (NSF, etc.)
5 years
Yes: Until
Mag Ppr
Meets municipal government
BillingPaid
auditing standards; GC §34090
EL SEGUNDO, CA ©1995-2009 Gladwell Govemmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9
Office of
Retention No. Records Description Retention I Disposition
Comments / Reference
I
Record
Inactive _ Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR) {in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfirl S=Scan
'd?
If the record 7s not listed here, refer to l'he Retention for C'i't -Wide
Standards
Retentions be in when the act is completed, and imo!v a full file
folder fe. , last document + 2 ears), since destruction is normaliy performed b file folder
HOLDS: Liti' cation, com hints, claams, public records act 1`01011.
sts, audits anoVor investi actions sus end
normal retention Periods retention resumes after settlement or coal Ietoon .
Finance 1 j
Department preference; GC
Utility FIN-045
Service Applications
5 years
5 years
Mag, Per
§34090
Billing
Finance 1
Data Fields ! Records are
UtilityFIN-046
q
Utility Billie Database
Y g
Indefinite
Indefinite
Yes
Mag �
interrelated; GC §34090
Billing
Finance /
Utility Users Tax Exemptions
Close + 5
Close + 5
Mag, Ppr
Department preference GC
Utility FIN-047
Di
(Low Income Senior sabled)
years
years
34090
Billie
m
Finan e!
Water Billing: Appeals
Final
Final
Mag,
Yes: After
Documentedor ached to
Utility FIN-048
Delinquency & Impending
Decision + 2
Decision + 2
Ppr, Mfr, S / I
QC & OD
dti....
Customern database
Billing
Discontinuation
years
ears
OD
GC §34090 H&S §116908
Finance!
Utility FIN 049
Water Billing Auto -Billing
2 years
2 years
Mag
Ppr, Mfr, S / I
Yes: After
OC & OD
GC §34090
I
Billing 1,....
Authorizations
_.._
...........
.., OD —
Finance!
Water Billing: Non-payment
When No
When No
Ma g'
Yes: After
Documented or attached to
Utility FIN-050
Notices !Notice of Payment
Langer
Longer
Ppr, Mfr, S J I
OC & OD
Customer Record in database
Billing
Delinquency & Impending
Required
Required
OD
GC §34090; H&S §116908
Discontinuation (Initial, Final)
11
i ...FL. .....,
Finance /
_
Water Billing: NSF Checks !
When No
When No
Mag
Yes: After
Documented or attached to
Utilit..
y N-051
Adjustments to Customer
Longer
Longer
Ppr, Mfr, S / I
OC&OD
Customer Record in database
Billing
accounts ..................
Required
Required
OD
GC §34090 H&S §116908
..--_-
Finance !
Water Billing Payment Plans:
Expiration orgy
Completion
Expiration or
Completion
Ma g'
Yes: After
Documented or attached to
Utility FIN-052
Amortization, Alternative
of Payment
of Payment
Ppr, Mfr, S /
QC & OD
Customer Record in database
Billing
Payment Plans, Deferrals, etc.
Plan
Plan
OD
GC §34090; H&S §116910
Finance !
Water Billing: Policy on
When
Superseded;
W hen
Superseded;
• Mag
Yes: After
Must post to Website; H&S
Utility FIN-053
Discontinuation of Residential
Minimum 2
Minimum 2
Ppr, Mfr S / I
QC & OD
§116906; GC §34090
Billing
Service for Nonpayment
years
ears
OD
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10
Office of Retention No.l Records Description Retention I Disposition
Comments l Reference
Record
Inactive Image:
Destroy
Active Storage Total ' Media I=Import
Vital?
Paper after
(OFR) (in office] (Off -site, Retention Options M=Mfr
Imaged &
I OD or fr =Scan
Cd?
ffthe record is not listed here refer to the Retention for City -Wide
Standards
Retentions begin when the act is com aleted, and irr l a full file folder le.g. last document + 2 ears , since destruction is normally aerformed by file folder
HOLDS: Litigation, com law°nis„ claims„ uhlic records act re. uests,
audits and/or investi ations sus entf normal r'e ention periods retention resumes after settlement or com: ietiorr .
Finance /
Water Billing: Report of Annual
Minimum 2
Minimum 2
PprMag,
Mfr,
S / I
Yes: After
Must post to Website; H&S
Utility FIN-054
Discontinuations of Residential
years
years
,
OC & OD
§116918; GC §34090
Billing
Service
...
OD
__.
_ .. ....... . --
City preference forr drinking
Finance /
Water Turn On / Turn Offs
5
5 years
Mag, Ppr'
water regulations; CCP §§338 et
Utility FIN-055
(includes Work Orders)
years
seq., 340 et seq., 342; GC
Billing
34090
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted.
Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1
Office of
Retention No. Records Description Retention I Disposition
Comments i Reference
Record
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFRj
(in office) (offsite, Retention Options M=Mfr
Imaged &
00 o fr =Scan
OC'd?
11
If Iho record is not listed here, refer to the Retention for C= Wide Standards
Retontions bo n twhon the act rs Dorn leted, and fm al a full file folder' a last document + 2 tsars " since destruction is normally erforiraed b file folder.
HOLDS, Litigation, cam faints, claims, ublic records act re uests, audits audfor ihvosil alions suspendrorrnal retention ercuds i'eferltrnn resumes after settlement or completion .
RISK MANAGEMENT
cityAge
of
Age of
Juveniles may have additional
Y
Attorney &
Majority
Majority
Yes: Until
Mag, Mfr,
Yes: After
''legal recourses; CCP §§ 337 et
Finance / RM-001
Claims - Juveniles
(minimum
(minimum
Settlement
OD, Ppr
S
Settled
seq.; GC §§ 911.2, 945, 34090,
Risk
Settle + 5
Settle + 5
34090.6; PC §832.5
Manag.
years) .. ..... _gears)—
—
........
......... _
......
- ..-
Claim must be filed within 1
year, lawsuit within 2 years;
complaints against peace
City
officers within 5 years; Statute of
Attorney &
Claims -Not Juveniles Tort
Settle + 5
Settle + 5
Yes: Until
Mag, Mfr,
S
Yes: After
Limitations for contracts is 4
Finance ! RM-002
Claims / Liability Claims
years
years
Settlement
OD, Ppr
Settled
years; wrongful death for
Risk
construction is completion + 5
Manag.
years; CCP §§ 337 et seq.; GC
§§ 911.2, 945, 34090, 34090.6;
PC §832.5
_.-.....
..,...
._ _ ..
Department Preference; Covers
Final
various statute of limitations;
Risk RM-003
Claims Against Others (Damage
Final 5 years
Settlement +
Yes: Until
Mag, Ppr
CCP §§ 337 et seq.; GC §§
Manage.
to City Property, etc.)
Settlement
5 years
Resolution
911.2, 34090, 34090.6; PC
§832.5
... .
Risk
_
Insurance Policies & Certificates
_........
Completion
Completion
Yes: Before
Mag, Mfr,
S l I
Yes: After
Consistent with Agreement
retention; CCP §§337; GC
RM 004
Manage.
(City -owned -NOT liability
+ 5 ears
Y
+ 5 years
Expiration
OD Ppr
QC & OD
§34090
I
insurance): Fire, Flood etc.
1_...mm.--_-..
......._ _
....
Insurance Policies & Certificates
Risk
{City -owned): ICMA, Self-
P
Yes: Before
Mag, Mfr,
S J I
Yes: After
For protection from litigation;
RM-005
Manage
insurance & Liability (General &
P
Expiration
OD, Ppr'
QC & OD
CCP §§337. GC §34090
j
Public), Workers Compensation
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Ad Opted:
Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2
Office of Retention No. Records Description
Retention I Disposition
Comments I Reference
Record i
Inactive 1 I Image:
Destroy
Active Storage Total ? Media 1=Import
Vital.
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr = Scan
C'd?
If the record is not listed here, refer to the Retention for City- Wide Standards
Retentions begin when the act Is rompdeted, and imply a find file folder (e.g. last docurn�rars , since destruction is normal erf`errned b file folder.
HOLDS., Litigation, com iaints, claimspublic records act rec nests, audits andlor investi aCions sus end
normal retention periodstretention resumes after seldernent or com lotion ,
Calif. Labor Division is required
to keep their records 7 years;
OSHA Inspections & Citations,
OSHA requires 5 years; State
Risk
RM-006
Log 200 and Log 300, 301, 301A,
2 years 3 years
5 years
Ppr
law requires 2 years; 8 CCR
Manage„
etc.
§3203(b)(1), GC §34090; LC
§6429(c)
_...........
Department Preference; OSHA
requires 5 years for safety
records; 8 CCR §3203 et seq.,
Risk RM-007
Safety Committee Minutes
5 years
5 years
Mag, Mfr,
OD, Ppr
S l i
Yes: —After
QC & OD
8 CCR 14300.33(a); 29 CFR
Manage.
1627.3(b)(2), 29 CFR 1904.33.
29 CFR 1904.44; LC §6429(c);
I
GC §§12946, 12960, 34090
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1
Office of Retention No.
Records Description
Retention t Disposition
Comments / Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I=Import
Paper after
(OFR)
(in office) (Off -site, Retention Vital? Options M=Mfr
Imaged &
OD or Mfr =Scan
C'd
If the record is not listed here,
refer to the Retention for Cil _Wide
Standards
Retentions he In wrhen the act is aom.rteted, and im 1 a Putt tJtc folder 's. .last document + 2 Leans , since destruction is nor-171 l ert'ormed l! file folder.
HOLDS: Litigation, complaints, claims, public records act recluests, audits andlorinvesttr ations
:sirs end normal retention periods (retentfon resumes after settlement or com, letion .
HUMAN
RESOURCES
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
Classification / Reorganization
demotion, transfer, selection, or
Human HR-001
Studies (for employee
Minimum 3
Minimum 3
Mag, Ppr
discharge; State Law requires 2 -
Resources
classifications and department
years
years
3 years; retirement benefits is 6
structures)
years from last action; 29 CFR
1602.31 & 1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
.............
__
§§12946, 12960, 34090
-
Department preference;
EEOC/FLSAlADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
Human '',
HR-002
Classification Specifications ! Job
Minimum 3
Minimum 3
Mag, Mfr,
S ! I
Yes: After 1
discharge; State Law requires 2 -
Resources
Descriptions
years
years
OD, Ppr
year
3 years; retirement benefits is 6
years from last action; 29 CFR
1602.31 & 1627.3(b)(2), 8 CCR
§3204(d)(1) at seq., GC
§§12946, 12960, 34090;
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
Human HR-004
Compensation Surveys & Studies
3 years
3 years
Mag, Ppr
discharge; State Law requires 2 -
Resources
3 years; retirement benefits is 6
years from last action; 29 CFR
1602.31 & 1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2
Office of Retention No.
Records Description
Retention 1 Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I I=Import
vital?
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD r Mfr ' I S=Sca
C'd?
If the record is riot listed here, refer to the Retention for City -Wide Standards
Retentions bow when the act is com feted, and imply,a fuH file fealde e. .last document + 2 ears,, since destruction is normally erformed bg file folder
HOLDS: Litigation ation„ coin faints, clxaimis, public records act requests, audits andlor inveslie atlons suspend normal retention periods rete0on resumes after settlement or com lotion ..
Department Preference to match
Personnel Files;
EEOCIFLSAtADEA (Age)
requires 3 years for promotion,
Human
HR-005
Confidential Investigations
Separation +j
Separation +
Yes: Until
Mag, Ppr
demotion, transfer, selection, or
Resources
6 years
6 years
Separation
discharge; State Law requires 2 -
3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113, LC
1174
Human
HR-006
COVID-19 Notifications to
3 years
3 years
Mag, Ppr
LC §6409 6(k) GC §34090
Resources
Employees
man HR-007
DMV -Addition, Deletion Form
2 years
2 years
Mag Ppr =
GC §34090
Res
Department preference;
Transitory or source records not
When
When
retained in the ordinary course
Human
DMV-Pull Notices, Waivers for
Superseded j
Superseded
Ma Ppr
p
of business; CHP audits every 2
Resources HR-008
Pull Notices
or
or
g
years; Bureau of National Affairs
Separated
Separated
recommends 2 years for all
supplementary Personnel
records; GC §34090
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3
Office of Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
_
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR)
(in office) (Off -site, 'Retention Options M=Mfr
Imaged &
O or Mfr S=Sca
d?
If the record is not listed here, refer to the Retention fvr City -Wide Standards
Retentions begin when the act is coL leted, and imply a full file folder e.g. last document + ? years), since destruction is normatl urforrned by file fdidor,
HOLDS: Oli anon, cram faints, claimspublic records act re. uesIs, audits and/or investi afions
sus end
normaf retention. eriods irptention resumes after
settlement or completion).
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for
Drug Testing Program / DOT
negative tests; EEOC / FLSA I
Human
HR-009
Testing - Eligible Pool Lists, Drug
2 Years 3 years
5 years
Mag Ppr
ADEA (Age) requires 3 years
Resources
& Alcohol Test Results, Training,
physical examinations; State
BIT Inspections, etc.
Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et
.----_.
_. .._.
seq.; 49 CFR 382.401 et seq.
Department preference; All State
and Federal laws require
Equal Opportunity Employment -
retention until final disposition of
Human HR-010
Complaints 1 Department of Fair
Separation
p
Se aration +
P
Mag, Ppr
formal complaint; State requires
Resources
Employment & Housing (DFEH or',
+ 3 years
3 years
2 years after "fully and finally
EEOC) Claims
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090
Human HR-011
........
Equal Opportunity Employment -
3 years
3 years
Mag, Ppr
29 CFR 1602.30; 29 CFR
Resources
EEOC Reports (EEO-4 Reports)
1602.32
Department Preference to match
Personnel Files;
EEOC/FLSAIADEA (Age)
requires 3 years for promotion,
Human
HR-012
Grievances
Separation +
Separation +
Yes: Until
Mag, Ppr
demotion, transfer, selection, or
Resources
6 years
6 years
Separation
discharge; State Law requires 2 -
3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113, LC
1174
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver.6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4
Office of (
Record Retention No.
Records Description Retention I Disposition
Comments i Reference
Re
Inactive Image:...
. Destroy
(OFR}
Active Storage Total Vital? Media 1=Import
Paper after
rn office Off -site Retention O Options M=Mfr
( ) ( P
Imaged &
g
OD or Mfr) S=Sc n
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions begin when the act is completed, and imply a fullfile Ab. dder e. . last document + 2 ears since destruction is normally performed by file folder.
HOLDS: Litigation, cram daints„ claims, public records act re uests, audits andlor investi a ions suspend
normal retention periods retention resumes after
seliiement or completion).
Required for 1 year from
termination or 3 years from
hiring, whichever is later; EEOC
d FLSA d ADEA (Age) requires 3
Human
Separation +
Separation +
Mag, Mfr,
Yes: After
years for "any other forms of
Resources ' HR-013
I-9s 3 years
3 years
OD, Ppr
S I i
QC & OD
employment inquiry"; State Law
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(1);
GC §§12946, 12960, 34090; INA
274A(b)(3); INS Rule
274a.1(b)(2)
Department preference (protects
City in the event of past
employee misconduct); DOJ
Human
LiveScan Fingerprint Clearance Separation +
Separation +
allows retention for legitimate
HR-014
Resources
Forms -for Employees,
3 years
3 years
Mag, Ppr
business needs; must be
Contractors, Volunteers, Interns
maintained in a secure and
confidential file; DOJ Information
Bulletin No. 02-17-BCII; GC§
3409D et seq.
Human HR-015
Negotiation Binders 1 Notes, Side 10 years
10 years
Yes while
Mag, Ppr
Department preference; GC
Resources
Letters, Correspondence, etc.
current
§34090
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver.6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5
Office of Retention No. Records Description
Retention I Disposition
Comments l Reference
Record
Inactive Image:
Destroy
Active Storage Total Vital? Media 1=Import
Paper after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr an
C'd?
if the record is 11 not listed here, refer to the Retention for City- Wide Standards
Retentions begin when the act is com doted, and imply a full file ladder e.. list r ocatmorat + 2 ears , since destruction is normallyperformed by file folder
HOLDS: I-Agration, complaints, claims, public records act re uosts„ audits andlorinvesti at'
ns suspend normal retention periods retention
resumes after
settlement or cam lebori .
Department Preference; Statute
of Limitations for Retirement
Benefits is 6 years from last
action; EEOC/FLSAtADEA
(Age) requires 3 years for
Personnel Files -All Employees
promotion, demotion, transfer,
Human
Separation +'[
Separation +
Yes: Until
Mag, Mfr,
S / i
Yes: —After
'selection, or discharge; State
Resources HR-017
(Part-time employee's files are
1 year 5 years
6 years
Separation
OD, Ppr
QC & OD
Law requires 2 -3 years; 8 CCR
forwarded to Human Resources
5144, 8 CCR 15400.2; 29 CFR
when they are Separated)
1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 3105; LC
§1198.5; 29 CFR 1602.14;
53235.2(b); 53237.2(b); LC
§ 1198.5„ ......... _ ...,.,.,.,.,....,.,.,
......... .........
_ ..�..,
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,
Human
Personnel Files -Fire
Separation +-
Separation +
Yes: Until
Mag, Mfr„
S l
Yes: —After
selection, or discharge; State
Resources HR-018
Department Background Files
1 year 5 years
6 years
Separation
OD, Ppr
QC & OD
Law requires 2 -3 years; 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 3105; LC
§1198.51 29 CFR 1602.14;
53235.2(b); 53237.2(b); LC
1
§)198.5
EL SEGUNDO, CA 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:.
Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6
Office of €Retention No.
Records Description
Retention I Disposition
Comments I Reference
Record
Inactive Image: Destroy
Active Storage Total Vital? Media I=Import Paper after
(OFR)
(in office) (Off -site, Retention Options , M=Mfr Imaged &
OD or Mfr) S=Sca❑ d?
If the record is not listed here refer to the Retention for City -Wide
Standards
Retentions begin when the act is corn feted and imply a full file folder Log last document + 2 years , since destruction is normalt rarfarmed by file folder.
HOLDS: Litigation, com laints„ claims, public records act re r oasis audits and/or investi alrons
.sus end
normal retention periods retention
resumes after
settlement or completion),
Separation +
Department preference; Files
I 29 years,
30 years,
maintained separately; Claims
Personnel Files - Medical
OR
OR
can be made for 30 years for
Human
Records (all employees)
Termination
Separation +
Termination
Yes: Until
Mag, Mfr,
Yes: —After
toxic substance exposure; 8
Resources HR-019
1 year of Benefits +
of Benefits +
Separation
OD, Ppr
S /
QC & OD
'CCR §3204(d)(1) et seq., 8 CCR
Includes Breathing Apparatus Fit
5 years
5 years
5144,8 CCR 15400.2; 29 CFR
Tests & LiveScan Log
(whichever
(whichever
1910.1020(d)(1)(i), GC §§12946,
s longer)
is longer)
i
12960, 34090
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
Human HR-020
Recruitment Database - NeoGov
3 years
3 years
Mag, Ppr
years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
Resources
11013(c); 8 CCR
§11040(7.( c))GC §§12946,
12960, 34090
Recruitment Files - Full-time
preference;requires
Employees
FDLSAr/ ADEAtment (Age) 1-3
years; State Law requires 2 - 3
Human
{Includes Applications,
Minimum 3
Minimum 3
Mag, Ppr
years; 29 CFR 1602 at seq &
Resources HR-021
Advertisements, Job Brochures,
years
years
1627.3(a)(5) and (6), 2 CCR
Test Data, Rating Sheets,
11013(c); 8 CCR
Questions, Eligible Lists,
§11040(7.( c)), GC §§12946,
Reference Checks, Background
12960, 34090
Checks from PD, etc.)
- _ _......
®.....
_.......
_......__,_.
Studies & Surveys Conducted on
Human
Behalf of the City (Attrition,
Minimum 3
Minimum 3
Ma Ppr
g' p
Department preference; GC
Resources HR-022
Benefits, Succession Planning,
years
years
§34090
etc.)
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3515 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7
Office of (Retention No.
Records Description Retention I Disposition
Comments I Reference
Record
...
inactive age: Destroy
Total
Active Storage
Vital? Media I=Import Paper after
(OFR)
(in office) (Off -site, Retention Options M-Mfr Imaged &
OD or Mfr)= can C'd?
If the record is riot listed here„ refer to the Retention for City -Wide Standards
Retentions bra in when the act 1a cc1m, ;Bated, and !rn d a full file folder a. , tasl dcacunrenf + 2 ears since destruction is normall etformed b Me folder.
HOLDS: Litt ation, com lalnts„ claims, ubfic records act re ur,sts, audits and/or investr ations
sags on normal retention periods retention resumes after
settlement or romp] - tion .
Department Preference; OSHA
requires 5 years for safety
records; -Calif. Labor Division is
required to keep their OSHA
records 7 years; Ethics Training
Training - Harassment
is 5 years; EEOCIFLSAIADEA
Prevention and Violence in the
(Age) requires 3 years for
Human
Workplace (for others, see the
Mag, Mfr,
Yes: After
promotion, demotion, transfer,
Resources
HR-023
City-wide Schedule)
5 years
5 years
OD, Ppr
S /
QC & OD
selection, or discharge; State
Law requires 2 -3 years; 8 CCR
( Attendance Rosters, Outlines
§3203 et seq., 8 CCR
and Materials)
14300.33(a); 29 CFR
1627.3(b)(2), 29 CFR 1904.33,
29 CFR 1904.44; LC §6429(c);
GC §§12946, 12960, 34090,
53235.2(b)
Department preference; Claims
Workers' Compensation or
29 years,
Separation +
can be made for 30 years for
Disability Claims! Employee or
OR
30 years,
toxic substance exposure;
Volunteer Accident Reports
Termination
OR
Claims are required for five
Human
HR-024
Until Closed ii of Benefits +
Termination
Mag, Mfr,
S / i
Yes: -After
years after the end of
injury,
Resources
Includes all Employee Accident,
5 years
of Benefits +
OD, Ppr
QC & OD
compensation, or
Incident, or Injury Reports,
(whichever
5 years
whichever is longer8 CCR 5144,
Refusal of Medical Treatment of
s longer)
(whichever
8 CCR 15400.2; 29 CFR
an Industrial Accident
is longer)
1910.1020(d)(1)(i), GC §§12946,
12960, 34090
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1
Office of
Retention No.
Records Description
Retention !Disposition
Comments i Reference
Record
Image:
Destroy
Active Inactive Total
(Off -site, Vital?
(O
Media
1=Import
Paper
after
(OFR)
(in office)
or Mfr) Retention
Options
M=Mfr
Imaged R
I
S=Scan
it the record is not listed here, refer to the Retention for Clt-In✓tda Standards
Ratentioays ba Jn wham the .act is c.orra laled, a,nd inplv a full fale folder e.g. Mast document + 2 years), since destruction is normally
erformed trL file folder.
HOLDS; Liti ation, com faints, claims, aublic records act re Vests, audits and/or rmvestr ations suspend normal retention genods retention resumes after settlement or corn )felion ,.
FIRE t EMERGENCY MEDICAL SERVICES
Fire / EMS FR-001
EMS / Paramedic Training Records
4 years
4 years
Mag,
22 CCR 100395, GC 34090
§
1 Continuing Education
Ppr
Statute of Limitations for health
Mag,
providers is 3 years; 13 CCR
Fire / EMS FR-002
EMS Complaints
3 years
3 years
Ppr
1100.7, UFC §104.3.2, §104.3.4,
L...,,,
.......
„After
.......
—.
._..__
IHIFAA Policies and Procedures
.........
Superseded
M
Mag
Mfr, OD
S
l
24 CFR 64 .5300)
Fire / EMS FR-003
(Health Insurance Portability and
+ g years
Accountability Act)
Ppr
year
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2
Officeof Retention No.l Records Description Retention / Disposition
Comments / Reference
RecordImage:
Destroy
Inactive Paper
(OFR) Active (-site, Vital? Vital? Media I=lrnport after
(in office) OD or Mfr) Retention Options M=Mfr Imaged &
S=Scan ,
lithe record is riot listed here, refer to the Retention for City- Wide Standards
Retentions begin when the tact is coixa leted, and imal a full file folder e r. last document + 2 years , since destruction is normal14 performed by file folder.
HOLDS: Lifi anon, eons Paints„
claims, uhAc records act ra uesP9, audits and/or investr aPiarrs sus end normal
retention periods retention resumes after settlement or corn lotion .
Department Preference; law
requires 7 years for clinics, health
facilities, hospitals, adult day
health care centers, and in -home
skilled nursing services, and is
actually based upon "if the
licensee ceases operations'; 10
years is recommended by AHIMA
for"healthcare providers":
California Healthcare Association
recommends Acute Care Facilities
Patient Care Reports 1 PCRs !
Mag„
Yes.
',retain adult records for ten years
Fire / EMS
FR-004
Paramedic Release Forms (EMS 7 years
7 years
Mfr, OD,
S
After 1
following discharge; Juvenile
transportation): ADULTS
Ppr
year
records are required until patient
becomes 18 years old; Statute of
Limitations for health providers is 3
years; Federal law requires 3
years, statewide guidelines
propose 3 years; HIPAA provides
privacy regulations for patient's
health records; 13 CFR 1100.7,
ICCP §340.5, GC §34090; H&S
§123145
I
EL SEGUNDO, CA. ©1995 - 2009 Gladweli Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted;
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3
Office of Retention No.
Records Description Retention i Disposition
p
Comments ( Reference
Record
Destroy
Image:
(OFR)
Inactive Paper
Active Total Media I=Import
(Off -site, Vital? after
(in office) OD or Mfr) Retention Options M=Mfr Imaged &
S=Scan ,
if the record is not listed here, refer to the Retenton for City- Wide Standards
Detentions begin when the act is completed, and imply a Full file folder (e.g. bast document + 2 ears', since destruction is normail
orfarn ad tr file folder.
HOLDS: Litigation. com laIs, claims, out 11 rtic records act requests, audits and/or investitiatiis suspend normal retention penods
fretention resumes after
settlement or com letiort .
Department Preference; law
requires 7 years for clinics, health
facilities, hospitals, adult day
health care centers, and in -home
skilled nursing services, and is
actually based upon "if the
licensee ceases operations" 10
years is recommended by AHIMA
for "healthcare providers";
California Healthcare Association
Patient Care Reports / PCRs 1
Ma9e
Yes:
recommends Acute Care Facilities
Fire / EMS FR-005
Paramedic Release Forms (EMS
20 years
20 years
Mfr, OD,
S
After 1
retain adult records for ten years
following discharge; Juvenile
9 g
transportation): MINORS!
JUVENILES
Ppr
year
records are required until patient
becomes 18 years old; Statute of
Limitations for health providers is 3
years; Federal law requires 3
years, statewide guidelines
propose 3 years; HIPAA provides
privacy regulations for patient's
health records; 13 CFR 1100.7,
CCP §340.5, GC §34090; H&S
§123145
FIRE ADMINISTRATION
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4
Office of
Retention No. i Records Description
Retention t Disposition
Comments / Reference
Record
i _.......
Destroy
Image: Inactive
Active Total Media I=Import paper
(OFR)
(Off -site, Vital? after
(in office) OD or Mfr) Retention Options M=Mfr Imaged 8
S=Scan QVIJ
If the record is not listed here, refer to the Retention for City -Wide Standaivs
Retentians ba an tvtaen the act rs carr feted, and ina I a full fide folder e. . last docunaent + 2 ears , since des}ruction is norrrradl performed b file folder.
PIOLDS., Litigation, com lako claim public records act' re uests, audits and/or investi ations suspend normal retention onods reberat?on resumes after settlement e r oor 7 Petion .
Meets auditing standards; Grants
covered by a Consolidated Action
(Plan are required for 5 years;
Uniform Admin. Requirements for
All -Hazards Incident Management
Mag,
Grants to Local Governments is 3
Yes:
Fire ! FR-006
Team (AHIMTj 10 years
10 years
Mfr, OD,
S /
years from expenditure report or
After QC
final payment of grantee or
Admin,
Partially Funded by FEMA 1 OES
Ppr
& OD
subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, &
570.502(a), 29 CFR 97.42, OMB
Circular A-110 & A-133.320(g);
GC §34090; GC §8546.7
_...
_ 1 _........ .... _....
_
-
-........
Department preference; EEOC 1
FLSA t ADEA (Age) requires 1-3
Background Packets -
years; State Law requires 2 - 3
UNSUCCESSFUL Applicants
Mag,
years; 29 CFR 1602 et seq &
�7287.0(c)(2),
Fire /
FR-007
3 years
3 years
Ppr
1627.3(a)(5) and (6), 2 CCR
Admin.
(Successful Applicants are sent to
8 CCR
Human Resources)
§11040(7.( c)), GC §§12946,
112960,34090
`Billing: Alarms, Annual
Department preference
p
Fire t FR-008
Inspections, Life & Safety 5 years
5 years
PPS'
municipal ovvernmt(meets
p ent auditing
�standards)�
Admin.
Inspections, SpnnklerTesting etc.
_
_
§ 4090
Citizen's Emergency Response
Fire /
Training / Neighborhood Training
5
5 years
Mag,
Mfr, OD,
S / i
Yes: Department Preference; GC
After QC
FR-009
Admin.
years
,Disaster Service Worker
P r
� p
& OD §34090
r
!Certification, Roster, etc.
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5
Officeof
Retention No.Records Description Retention I Disposition
Comments I Reference
I
Destroy
Image:
Active Inactive IEPa per
Media I=Import p(Off-site,Vital? after
(OFR)
(in office) Options M=Mfr
OD or Mfr) Imaged 8
S=Scan
If the record is not listed here refer to the Retention for Gii -Wide Standards
Retentions be in when the act is com feted„ and im 1 a ftr11 fife folder e . last document + 2 ears , since dostruction is normapy. performed by Fide folder.
HOLDS: Litigation, corn laintS, claims ubiic records act requests, audits and/or inveshic atidns sus end normal retention Deriods retention resumes after settlement or com letion .
Department Preference; OSHA
requires 5 years for safety records;
Mag,
Yes: 8 CCR §3203 at seq., 8 CCR
Fire /
FR-010
Department Safety Committee
5 years
5 years
Mfr, OD,
S I i
After QC 14300.33(a); 29 CFR 1627.3(b)(2),
I29
Admin.
Minutes
Ppr
& OD CFR 1904.33, 29 CFR 1904.44;
LC §6429(c); GC §§12946, 12960,
34090
Fire /
Emergency Plans I Disaster
When
Superseded
When
Superseded
Mag,
Mfr, OD,
S i
Yes: Department Preference; GC
After QC
FR 011
Admin.
Preparedness Manuals, etc.
Minimum 2
Minimum 2
Ppr
& OD §34090
years
ears
Department preference to allow for
FEMA audits (up to 6 years & 3
months from the date of the final
FEMA Reports / FEMA
3 years After
3 years After
inspection report); Uniform Admin,
I
Fire!
Reimbursements / EOC Activations
Reimburse-
Reimburse-
ment,
Mag,
Requirements for Grants to Local
FR-012
Admin.
I Cal OES Strike Team
ment,
Minimum
Minimum
Ppr
Governments is 3 years from
Reimbursements
expenditure report or final payment
p p p y
10 years
10 years
of grantee or subgrantee; (Also
See Grants on City-wide); GC
§34090 et seq.
Fire /
FR 013
Fire RMS Incident Database
Indefinite
Indefinite
Y es
Mag
Data is interrelated; GC §34090 et
Admin,
seq
Fire 1
Admin, ORi
Fire
When No
When No
Mag,
Department preference; data is in
Prevention FR-014
Fire Incident Reports
Longer
Longer
Mfr, OD.
(RMS database; GC §34090 at seq..
Required
Required
Ppr
or Police
(for Arson)
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission
Adoptedr.
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6
Office of Retention, No,
Records Description Retention I Disposition
Comments f Reference
Record
Destroy
Image:
Inactive .Per
Active Total Media 1=Import
mMfr
(OFR)
(Off -site, Vital? after
(in office) Retention Options
OD or Mfr} Imaged 8
S=Scan
If the record is not fisted here, refer to the Retention for Clt -Wide Standards
Retentions begin when the act is rcrn feted, and im l a fuI/ file folder (P., last document + 2 years), since destruction is normally performed b file folder.
HOLDS: Litt ation, cram faints, claims, gublic records act requests, audits a7dJo,r invest[ ations suspend narma/ retention periods 'retention resumes after settlement or com (anon .
Fire 1
t
Mag,
Yes'
Preference (rated
FR-015
Admin.
ISO Insurance Ratings 15 years
15 years
Mfr„ OD
S ( i
After QC
,Department
=every 10 years); GC §34090
Ppr
& OD
Copies -
IMemoranda Understanding
Copies -
Mag,
( Originals Maintained by City Clerk
of
When No
When No
City Clerk FR-016
(MOUs) / Mutual Aid Agreements /
Mfr, OD,
or County Clerk of the Board
Lon er
Joint Power Authorities 9
Required
Longer
9
Re aired
----
Ppr
Permanently; GC §34090.7
_
Fire /
_ .........
Minimum 2
..._........
Minimum 2
Mag,
Department Preference, GC §
FR-017
Admin.
Programs and Projects
� years
ears
Ppr
34090 et seq.
Fire / FR-018
Requests for Copies of Incident 2 years
2 years
Ppr
GC §34090
Admin.
Reports
Department preference Claims
Human
Send to
Respiratory Fit Tests for Breathing
Send to
Mag'
can be made for 30 years for toxic
FR-019
Resources
Human
Apparatus
Human
Ppr
substance exposure; 8 CCR
Resources
Resources
§3204(d)(1) et seq., GC §§12946,
12960,34090
/ FR-020
FireFIRE
Staff Meeting Minutes 2 years
2 years
........_
Yes
.........
Ppr
GC §34090
Admin
I Environmental
Safety - CUP' A Certified Unified
Program
Agencies)
ii
Department preference for
environmental contamination
Fire I
Mag
Yes: investigations; Reporting is
Environ„
FR-021
Business Inspections
P
P
Mfr, OD,
S / i
After QC :required for 5 years, enforcement
Safety
Ppr
& OD actions for 3 years after resolved;
GC §26202, 34090; 27 CCR
15188(a)
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted[
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7
Office of I Retention No. Records Description
Retention l Disposition
Comments l Reference
Record
Image: Destroy
Inactive Paper
Active Total Media 1
(OFR)
(Off -site, Vital?
M=Mfrt after
(in office) Retention Options M=Mfr
OD or Mfr) S=Scan Imaged &
Ifthe record is not lasted here, refer to the Retention for Cdt -Wide Standards
Retentions bec in when the act is completed, and rm d a full file folder 66.q last document + 2 years), since destruction is normally, oelarrned b file folder.
HOLCiS. La'ta atdon, cam hints, odairais, aiblic records act re nests, audits and/or investi ations sus end normal
retention periods retention resumes after settlement or com 1660n ..
When No
When No
Department preference; NPDES
Fire nventory ! er
er
Mag,
Yes:
Monitoring records required for 3
Required -
Environ. FR-022 New Conlsltruction, Site Required
q
Required -
q
Mfr, C D,
S / i
After QC
Years; 40 CFR §§122.21, 122.41;
Safety (Assessments Minimum 3
Minimum 3
Ppr
& OD
GC §34090
years
...__ ..._—.
ears
—
Fire 1 CUPA Self Audit, State Summary
Mag
GC §§26202, 60201 et seq.; 27
Environ. - FR-023 Report 5 years
5 years
Ppr
CCR 15188(a), 15280(a)(2)
Safety I
_
Enforcement Files / Notice of
:Violation / Compliance Historyl
Enforcement Actions / Hazardous
Fire / Materials Enforcement Actions /!
Mag,
Yes:
Department Preference; GC
Environ. FR-024 Hazardous Waste Enforcement 5 years
P
P
Yes
Mfr, OD,
S / i
After QC
§34090
Safety Actions
Ppr
& OD
(Except UST Violations Resulting in
a Release - see Site Mitigation)
Fire ! 1 Hazardous Materials Disclosures /
Environ, FR-025 Indefinite
Indefinite
Yes
Mag
Data Fields / Records are
Business Emergency Plans
interrelated; GC §34090
Y
Fire 1
Mag,
Yes:
Department Preference; GC
Environ, FR-026 Hazardous Materials Notifications P
P
Mfr, OD,
S / i
After QC
§34090
Safety .,
./
Ppr
& OD
_
Fire I
I
Environ.
Department preference; Claims
Safety &
Mag,
Yes:
can be made for 30 years for toxic
Fire FR-027 Hazardous Materials Responses P
P
Mfr, OD,
S / i
After QC
substance exposure; 8 CCR
Marshal !
Ppr
& OD
§3204(d)(1) et seq., GC §§12946,
Fire
12960, 34090
Prevention
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8
Office of (
Retention No. Records Description
Retention I Disposition Comments 1 Reference
Record
Iestroy
Image:
Active Inactive Total Media 1=Import Paper
(OFR)
(in office) (Off -site, Retention Vital? Options M=Mfr after
OD or Mfr Imaged &
) S=Scan ,
If the record is not listed here, f'efer to the Retention for City -Wide Standards
Retentions ire in when the act is com leted and imply a full file folder e.. last document + 2 yparsj, since destruction is normally erformed to file folder.
PdOd AS': LiN adlon, com' faints, claims, ublic records act rec uests. audits and/or investi rations suspend normal retention periods retention resumes after settlement or com ,tiarl .
Fire /
I Mag,
Yes:
Department preference Monitoring
nviron. FR-028
Eviro
Lab Data /Sampling Data (by P
P
Mfr, OD,
S / i
After QC
records required for 3 years, 40
Safety
address)
Ppr
& OD
CFR §§122.21, 122.41
Site Assessments / Mitigations
{Department
Preference; Claims
Fire f
(Contaminated Soil, UST Closures
Mag,
Yes:
can be made for 30 years for toxic
Environ. FR-029
/ Violations Resulting in a Release, P
P
Yes Mfr, OD,
S / i
After QC
substance exposure; 8 CCR
Safety
Site Assessment and Remedial
Ppr
& OD
§3204(d)(1) at seq., GC §§12946,
(Action
Records, etc.
12960, 34090
FIRE
MARSHAL t
FIRE PREVENTION
Alarm Plans and Sprinkler Plans
Copies -
When No
-
o
I
Mag,
Mfr, OD,
S / i
Yes:
After QC
Department Preference; GC
Deve DeCommuvelop.
FR-030
(large format drawings)
Longer
;Reu
p
r..Annual
& OD
§34090 7
Building
..............
Required
d
_....__
Fire Inspections / Business
Until
Fire 1 Fire
Inspection Files / Annual
Building
g
Mag,
Yes:
Required for the Life of the
Marshal &
FR-031
Inspections, Life & Safety
Demolished
Demolished
Mfr, OD,
S / i
After QC
Structure or Activity, or Minimum 5
Fire
Inspections (Approvals,
Minimum 5
Minimum 5
Ppr
& OD
years CFC §§ 104.6—104.6.4
Prevention
Inspections, Fires, Modification /
Alternative Methods or Materials)
years
years
Fire (Fire
Marshal &
Citations / Notice of Violations (Fire
Minimum 2
Minimum 2
Mag,
Mfr, OD,
S / i
Yes:
After QC
Department preference; GC
Fire
FR 032
iDepartment)
years
years
Ppr
& OD
§34090
Prevention
.,.,.,...... ...... _ _........
_
Fire / CUPA
---_.
...............................................
Department preference, Claims
& Fire
Mag,
Yes:
can be made for 30 years for toxic
Marshal &
FR-033
Hazardous Materials Responses
P
11
P
1
Mfr, OD,
S / i
After QC
substance exposure; 8 CCR
Fire
Ppr
& OD
§3204(d)(1) et seq., GC §§12946,
Prevention
1
12960, 34090
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted;
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9
Office of Retention No. Records Description
Retention / Disposition
Comments I Reference
Record
_ ..
Image: Destroy
Active In Total Media 1=Import Paper
(OFR)
(in office) (Off -site, Retention vita? Options M=Mfr after
OD or Mfr) S=Scan Imaged &
If the record is not listed here refer to the Retention for City -Wide
Standards
Retentions begin when the act is court feted, and impiv a full file folder
e.q last document + 2 ears , since destruction is norrnall performed bV the folder,
mxibs'.° t d allow, corm l aittts, claims, public records act requests, audits an investi ations suspend normal retention periods retention resumes after settlement or completion).
Fire Code Permits / Film Permits, 1
Fire i Fire
Marshal &
Special Event Permits (assembly
Expiration +
Expiration +
Yes:
Before
Mag,
GC §34090 et seq.
FR-034
Fire
permits, candle permits, tent
2 years
2 years
Ppr
Prevention
permits, fire hydrant use, open
Event
e- -
.,.,.,._.
............
....
....
De partment Preference (no statute
Fire t Fire
Investigation Re Reports - Capital
p P
Ma 9
Yes:
of limitations on these
Marshal &
FR-035
Crimes & Suspected Capital P
P
Mfr, OD,
S / i
After QC
incidents/crimes); California Fire
Fire
Crimes (Arson, etc)
Ppr
& OD
,Code requires 3 years; CFC §§
Prevention
..........,
104.6 - 104.6.4, GC §34090
Fire / Fire
........ ......
Investigation Reports Criminal & 1
......_.
Department Preference California
Marshal &
FR-036
Citations (Administrative,
5 years
5 years
Mag,
Fire Code requires 3 years, CFC
Fire
Infraction, or Misdemeanor),
Ppr
§§ 104.6 - 104.6.4, GC §34090
Prevention ,
Service R... ----.... ..............
equests..,,
Community
1 Copies -
Copies -
Develop / 1 FR-037
Plan Checks / Conditions of When No
When No
Mag,
Copies; GC §34090.7
Approval Longer
Longer
Ppr
Building
Required
Recluired
Fire /Fire
Marshal &
Public Information / Education Minimum 2
Minimum 2
Mag,
Department Preference; GC
Fire FR-038
(when produced internally) years
years
Ppr
§34090
Prevention`
Community
Copies -
Record Drawings ("As-Builts") and When No
Copies -
When No
Ma g"
Mfr, OD,
S / i
Yes
After QC
Copies; GC §34090.7
Develop / FR-039
CAD drawings of buildings Longer
Longer
Ppr
r
& OD
Building
Required
Required
OPERATIONS l' SUPPRESSION
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:
Ver. 9.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10
Retention No.I Records Description Retention I Disposition
Comments I Reference
Record
Destroy
Image:
Inactive Paper
Active Total Media 1=Import
(Off site, Vital? after
(OFR) (in office) Retention Options M=Mfr Imaged &
OD or Mfr)
' S=Scan ,
If the record is not lisled here, refer to the ,Retention For CI -Wide Standards
Retentions be in when the act rs canx feted, and i / a full file tofder e, . last document + 2 ears), sinrre destruction is norrrraff erfomaed by file folder
HOLDS: Lil ation„ complaints, claims ubllc records act requests, audits and/err rnvesti ations suspend nprrnaf retenfion periods tretention resumes after
settlement or coma aleir(an .
Department Preference to be in
A aratus & Equipment LARGE
PP(LARGE)
compliance with NFPA Standards
Fire i
FR-040
Records & Testing Disposal + 2
Disposal + 2
Mag,
for in-service automotive fire
Operations
P erations
years
years
,
Ppr
apparatus ; NFPR 1911.4.7.3 &
Ladder, Hose, Pump Testing
Annex C.5 GC §34090 , .
.-
—..... _
—..........
Department Preference_.,., OSHA
requires 5 years for safety records;
Human
Personnel Training File - Tests,
Separation +
Separation +
Mag,
Mfr, OD, S ! i
as
After QC
8 CCR §3203 et seq., 8 CCR
14300.33(a); 29 CFR 1627.3(b)(2),
Resources ` FR-041
';Training,
Bulletins, Certificates, Field 5 years
5 years
Ppr
& OD
29 CFR 19129 GFR 1904.44;
etc.
LC §6429(c); GC §§12946, 12960,
340910
Fire
When
When
Mag,
� GC
FR-042
Operations
Pre -Fire Plans
Superseded
Superseded
Ppr
§34090 et seq.
Expiration of
Expiration of
Fire !
Self-contained Breathing Certificate -
Certificate -
Mag,Certificates
are issued for 3-5
Operations FR-043
Apparatus (SCBA) and Bottles Minimum 2
Minimum 2
Ppr
years; GC §34090 et. seq.
years
ears
Fire /
FR-044
Station Log Books (Incidents - kept
2 years
P
P
I Mag'
Mfr, OD, S/I
No
Retained for historical and
Operations
at Fire Stations)
Ppr
administrative value; GC §34090
Vehicle Safety Checks / Daily
Lead Dept. FR-045
Vehicle Inspections / Daily 2 years
2 years
Ppr
GC §34090
Equipment Checks
EL SEGUNDO, CA. ©1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
Adopted;.
Ver.4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1
Office of (Retention No.
Records Description
Retention / Disposition
Comments t Reference
Record i
Inactive Image:
Destroy
(OFR)
Active Storage Total Vital? Media I=Import
Paper after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mf S=Scan
'0
ff the record is not listed here refer to the Retention far Crt -I Lida Standards
Relentions he in when the act is completed, and imply a full file folder e.[. last document + 2 ears), since destruction is normally performed by rile folder.
HOLDS: Litigation, com hints, claims.. txblic records act reuests, audits andlor invest/ ations suspend normal reterttton eriods ietent9on resumes after settlement or com letion .
INFORMATION TECHNOLOGY SERVICES DEPARTMENT
Used for Disaster Recovery
Information
When No
When No
Purposes Only; Considered a
Technology
ITS-001
Backup Tapes / Disks - Daily
Longer
Longer
Yes Mag.
copy and can be destroyed
Services
Required %
Required
when no longer required; GC
§34090 et seq.
_.................
... ...., ................. .........
Used for Disaster Recovery
Information
I
When No
When No
Purposes Only; Considered a
Technology)
ITS-002
Backup Tapes / Disks - Weekly
Longer
Longer
Yes Mag.
copy and can be destroyed
Services
Required
Required
when n to nrequired stored
_.._Q
offsite §3§3 4090 et seq
Information
Technology
....._ ....
ITS-003
Enterprise System Catalogue
2 years
2 years
Mag, Ppr
GC §34090 et seq.
Services
(posted on line)
nformation
Network Configuration Maps &
When No
When No
Preliminary documents not
Technology
ITS-004
Longer
Longer
Yes Mag,
retained in the ordinary course
Services
Plans
Required
Required
of business; GC §34090 et seq.
Information
Technology
I
ITS-005
Software Licenses, Warrantees,
When No
When No
Mag"
Department preference; GC
Installation Media
Longer Used
Longer Used
§34090 at seq.
Services
For legal compliance for
UNALTERABLE MEDIA (WORM
Trustworthy Electronic Records
Information
/ DVD-r f CD-r 1 Blue Ray-R) or
(when the electronic record
Technology
ITS-006
other unalterable media that does
P
P
OD
serves as the official record); GC
Services
not permit additions, deletions, or
§§34090, 12168.7, EVC §1550,
changes
i
i
2 CCR 22620 et seq..
EL SEGUNDO, CA ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1
Office of
''Retention No. Records Description
Retention / Disposition
Comments / Reference
Record
Inactive Image:
Destroy
{OFR)
Active Storage Total Media -import
Vital?
Paper
after
(in office) (Off -site, OD Retention Options M=Mfr
&
or Mfr) 8--ScanImaged
If the record is not listed here, refer to the Retention for C)l -Aide Standards
Retentions begin when the act is completed, and im al a full We folder e. g last document + 2 years), since destruction is normally performed bL fife folder.
HOLDS: Lite ation complaints, rlaims, public records act recnests, audits andlorinvesli ahons suspend normal retention Uvriods. retention resumes after settlement orco+re letion
LIBRARY
Community
Arts & Culture Advisory
Brown Act challenges must be
Services /
CS-001
Committee Agendas, Agenda
Minimum 2
Mimm 2
Mag, Ppr
filed within 30 or 90 days of action;
Library
Packets
years
years
years
GC §§34090, 54960.1(c)(1)
Community
Arts & Culture Advisory
Mag, Mfr,
S
Yes: After Department Preference; GC
Services !
CS-002
Committee Minutes
P
P
Yes
OD, Ppr
QC & OD §34090
Library
Community
Disruptive Patrons / Patron
Minimum 2
Minimum 2
Mag, Mfr,
S / I
Department Preference; GC
Services !
CS-003
Complaints / Incident Reports
years
years
OD, Ppr
§34090
Library
El Segundo Unified School
Finance
CS-004
District School Libraries
2 years
2 years
Mag. Ppr
Department preference for
Management Invoices, Backups
auditing purposes; GC §34090.7
and Copies of Checks
Community
Department preference; meets
Services f
CS-005
Gifts to Library
2 years
3 years
5 years
Mag. Ppr
municipal government auditing
Library
1
standards; GC §34090
EL SEGUNDO, CA- 01995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted;
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2
f
Retention No, Records Description
Retention /Disposition
Comments /Reference
Rf eicordce
Inactive Image:
Destroy
Paper
Active Storage Total Media I=Import
Vital?
after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged 8
or Mfr) S=Scan
If the record is not lastedhere, refer to the Retention for City -Wide
Standards
Retentions begin when the act is corm leted and P"IL a full file folder (e.g. last document + 2 ears, since destruction is normally eiformed by file folder.
HOLDS: Lifirlatioo, cram faints, Claims„ ublic records act re nests, audits and/or investf attons
sus end normal retention eriods retention resumes after settlement or corm detrnn .
(77,7w:
LSCA (Library S'ervicvs
'and
Construction), LSTA
(Library Services and
Technology), SLRC (State
Literacy Resource Centers),
CLLS (California Library
Community
Literacy Services); CLSA
Library Services Act)
Final
Final
Mag, Mfr,
Per California State Library
Records Management Program
Services /
CS-006
,(California
and PLF (Public Library
Expenditure
Expenditure
S
OD , Ppr
meets {April 27, 1998); GC
Requirements
Library
Foundation) ONLY. For all
+ 5 years
+ 5 years
§
others, follow City-wide
!Schedule. (SUCCESSFUL
Reports, and Financial
Information) Send copy of
application and award to
Fingnr'a ......
_m. ......,,
Community
Historical Records of Significant
P
P
Yes
Mag, Mfr,
S
Department Preference; GC
No
Services/
CS-007
Historical Value
OD, Ppr
§34090
Library
__
__
i __
_..,
_ _
Community
Inter Library Loan Records
Department preference to ensure
De
Services /
CS 008
Reports to the State Library (for
5 years
5 years
IMag, Ppr
reimbursements GC §34090
Library
reimbursement)
Community
Services 1
CS 009
Internet User Statistics
2 years
2 years
Mag, Ppr ;
�GC §34090
Library,
— .. __
_ ----.-
-- ...... _ _........... .
Community
Library Board of Trustees
Minimum 2
Minimum 2
Mag, Ppr
Brown Act challenges must be
within 30 or 90 days of action;
Services !
Library
CS-010
Agendas, Agenda Packets
years
years
I
Ifiled
GC §§34090, 54960.1(c)(1 )
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted::
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3
Office of
Retention No. Records Description
Retention I Disposition
Comments 1 Reference
Record
Inactive Image:
Destroy
paper
Active Storage Total Vital? Media I=Import
after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here refer to the Retention for City -Wide
Standards
Retentions begin when the act is completed, and imply a full file
folder e. . last document + 2 ears , since destruction is noinlald erformod bL file folder,
HOLDS: Litigation, complaints,, claims, publib, records act re
rests, audits avid✓or invesdi aP' ns sus end normal retention periods retention resumes after settlement or cony le9iorr .
Community
Library Board of Trustees
P
Yes
Mag, Mfr,
S
Yes: After
Department Preference; GC
Services /
CS-011
Minutes
P
I
OD, Ppr
QC & OD
§34090
Library
_
Comm
System /
Data Fields 1 Records are
Services
ry
CS-012 ILibrary
(Database
Management
Indefinite
Indefinite
Yes
Mag, Ppr
interrelated; GC §34090
Libra
Preliminary / Transitory documents
Community
Services 1
CS-013
Patron Applications for Library
When No
Longer
When No
Longer
Mag, Ppr
not retained in the ordinary course
of business (entered into
Library
Cards
Required
q
Required
q
database); GC §34090
Community
When No
When No
Preliminary / Transitory documents
Services !
CS-014
program Sign Ups (e.g.
Longer
Longer
Mag, Ppr
not retained in the ordinary course
Library
Summer Reading)
Required
Required
�of business; GC §34090
Community
m
Services /
CS-015
Release Forms (Photos of
2 years
2 years
Yes:
Before
Mag, Ppr
GC §34090
LibrarY.
Children, etc.)
._.....
Event
. _ . .
_. ,,
...
Department preferencee(Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
Lead
Volunteer Applications &
Inactive /
Inactive /
Mag, Mfr„
S)I
Yes: After
3 years for promotion, demotion,
Division
CS-016
Agreements / Reserves -
Separation +
Separation +
OD, Ppr
QC & OD
transfer, selection, or discharge;
Successful Applicants
3 years
3 years
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
EL SEGUNDO, C.A. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4
Office of Retention No.. Records Description
Retention l Disposition
Comments ! Reference
Record _ .
_ �
Destroy
Inactive Image:
paper
Active Storage Total Vital? Media I=Import
ft aer
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
If the record is not listed here, refer to the Retention foa Cit -Wide
Standards
Retontlons he in when the act is completed, and imply a full file
folder Le. . last document + 2, ears , since destruction is nornially Performed P4 file folrler.
MOLDS: Litigation, complaints, claims, eublic records act requests,
audits andtor investi ations
sus end normal retention Periods 'retention resumes after settlement or corn letjol
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
Volunteer Applications &
3 years for promotion, demotion,
Lead
CS-017
Agreements / Reserves -
3 years
3 years
Par
transfer, selection, or discharge;
Division
Unsuccessful Applicants
29 CFR 1602.31 &
�1627.3(b)(1)(i)&(ii), GC §§12946,
�12960,34090
PARK MAINTENANCE
Community
Gateway Committee Agendas,
Minimum 2
Minimum 2
Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of action;
�GC
Services !
PW-018
Agenda Packets
years
years
§§34090, 54960.1(c)(1)
Park Maint.
Comm unity
Mag, Mfr,
Yes: After Department Preference; GC
Services /
PW-019
Gateway Committee Minutes
P
P
Yes
OD, Ppr
S
QC & OD 1§34090
I Park Maint.
RECREATION
Community
Activity Guide f Class
Mag, Mfr, S/I
Yes: After
Department preference for
Services /
CS-018
Schedules
P
P
OD, Ppr
QC & OD
historical value; GC §34090
Recreation
Class Registration / Trip Permits
1 Fee & Charge / Liability
Waiver Forms 7 Release of
Community
Liability Forms / Permissions /
Services /
CS-019
Sign -in Sheets etc.:
2 years
2 years
Mag, Ppr
GC §34090
Recreation
Camps, Field Trips,
Authorization to give Medicine,
etc.
I
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted;
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5
Office of Retention No.l Records Description
Retention I Disposition
Comments i Reference
Record
1
Inactive Image:
Destroy
paper
Active Storage Total Media I=Import
Vital?
after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged 8'.
or Mfr) S=Scan
If the record
is not hstc d here„ refer to the ,Retention for Cit -Wide
Standards
Retentioras lbec
in when the act is cam !rated, and imply a hall file
Bolder Lea last document + 2 years), since destruction is nortnally perro,rmed bL file folder.
HOLDS; Li ti
ation, cornlaiots, clairns, pubfir records act requests,
auffits andfor,investi attons sus p end norn'tal retention oriods(retention resumes after settlement or com lebon).
Community
Services !
CS-020
Daily Vehicle Inspections
2 years
2 years
Ppr
GC §34090
Recreation
Facility Use Permits and
Equipment Applications, Books,
Yes:
Community
Services 1
CS-021
Alcoholic Beverage Applications
2 years
2 years
Before
Mag, Ppr
UGC §34090
Recreation
Includes Certificates of
Event
Insurance
_ ..._.. .. ......--------
Community
Services /
�
CS-022
_...,,.,_
Lifeguard Certifications
Termination
_._..-__
Termination
.........
Mag, Ppr
Department Preference; GC
+ 3 years
+ 3 years
§ 34090
Recreation
____
Community
Services /
CS 023
Outreach / Community Referrals
2 years
2 years
Ppr
GC §34090
/Correspondence
Recreation
Community
Services /
CS-024
Privilege Suspension Record
Minimum 2
Minimum 2
Mag, Ppr
GC §34090
(Difficult Participants)
years
years
Recreation
Community
Services /
CS-025
Receipts / Daily Deposits (Detail
2 years
2 years
Mag, Ppr
I
The detail is NOT forwarded to
Finance; GC §34090 et seq.
Backup)
Recreation
Community
Recreation & Parks
P
Mag, Mfr,
S/I
Yes: After GC §34090
Services /
CS-026
Commission
p
OD, Ppr
OC & OD
Recreation
_.
MINUTES, BYLAWS
_
_._
Community
t�c2,r�aervrrer�
Commission
Minimum 2
El
Mag, Ppr
partment Preference; GC
DeAGENDAS,AGENDA
Services t
CS-027
years
;§34090
Recreation
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6
Office of Retention No. Records Description Retention / Disposition
Comments t Reference
Record
Inactive Image:
Destroy
Paper
Active Storage Total Media 1=Import
Vital?
after
(OFRj (in office) (Off -site, DO Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
C, I
If the record is not listed here, refer to the Retention for Cit -Wide Standards
fderontions begin when f w act is completed, and im f a full Me folder e.c . last
document + 2 ears, since destruction is uormally performed bL file folder.
HOLDS: Litigation, complaints, claims, public records act rer tresis,
audils and✓or
investi
nssusicend normal retention periods fretention resumes after settlement or completion .
Community
(IDepartment Preference; data is
Services!
CS-028
Recreation Database
Indefinite
Indefinite
Mag
interrelated; GC §34090
Recreation
_
Community
Services /
CS-029
Special Event Permits
2 years
2 years
Ppr
GC §34090
Recreation
Community
Sports - Rosters, Waivers,
Services /
CS-030
Applications, Ejection Letters,
2 years
2 years
Mag, Ppr
GC §34090
Recreation
etc,
—
Preliminary Drafts / Transitory
Community
Surveys 1 Evaluations (Program
2
2
Mag, Ppr
records not retained in the
Services /
CS-031
Feedback or Evaluations)
years
years
ordinary course of business; GC
Recreation
§34090
Community
Services /
Recreation
OR Public
CS-032
Swimming Pool / Plunge
5 years
5 years
Mag, Ppr
Health 1 a12, G regulations; 8
p 9
CCR §3195.12; GC §34090
'iChemical Readings &Additions
Works (
Governmen
i
t Buildings
Community
Services !
CS-033
Swimming Pool /Plunge
5 years
5 years
Mag, Ppr
Health Department regulations; 8
CCR §3195.12; GC §34090
Recreation
Incidents
_.
..
........ ..
...._
Community
Services !
CS 034
Transportation Dial -A -Ride
5 years
5 years
Mag, Ppr
Department Preference for grant
funding audits; GC §34090
Applications
Recreation
Community
Transportation Dial -A -Ride
5
5 years
Mag, Ppr
Department Preference for grant
Services /
CS-035
Monthly Reports - Transit
years
funding audits; GC §34090
Recreation
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7
Office of
Record
Retention No.
Records Description
Retention / Disposition
Comments / Reference
Inactive Image;
Destroy
(OFRj
Active Storage Total Vital? Media 1=Import
aper
after
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
If the record
is not listed here, refer to the Retention for City -Wide
Standards
Retentions begin
when the act is completed, and impl a full file folder e.. last document + 2 ears , since destruction is normallyperformed h file folder.
HOLDS, Liti
ation, complaints, claims, public records act rec tuests, audits andlor investi ations sus end normal retention periods retention resumes after settlement or completion).
Department Preference; If a motor
carrier, required for 18 months
Community
Transportation Dial -A -Ride
Disposal of
Disposal of
after vehicle is sold; CHID requires
Services /
CS-036
Vehicle & Equipment History
I Vehicle + 2
Vehicle + 2
Mag, Ppr
life of vehicle; OSHA requires 1
Recreation
Files
I years
years
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Transportation Dial -A -Ride
CommunityVehicle
Safety Checks / Daily
Services /
CS-037
Vehicle Inspections / Daily
2 Years
2 years
Ppr
13 CCR 1234(c); GC§34090
Recreation
Equipment Checks i CHP
Inspections (Pre -Trip
--
........
I Inspections
.....
..
.......
.. ......
..
Community
Transportation Shuttles Beach,
--
Services /
CS-038
Lunchtime etc Daily Logs,
5 years
5 years
Ppr
Department Preference for grant
Deparfunditment
Recreation
Passenger Counts etc
.... ......
_.
audits, GC §34090
Vehicle Safety Checks / Daily
Community
Vehicle Inspections / Daily
Services /
CS-039
Equipment Checks ! CHIP
2 years
2 years
Ppr
13 CCR 1234(c); GC§34090
Recreation
Inspections / Pre -Trip
Inspections
EL SEGUN DO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:.
Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8
Office of
Retention No. Records Description Retention / Disposition
Comments t Reference
Record
....Destroy
Inactive Image:
paper
Active Storage Total Media I=Import
Vital?
after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) t S=Scan
if the record
is not listed here, refer to the Retention for City- jde Standards
Detentions be-
in when the act is corn aleted and imply a fW file folder e g. last document + 2 ears), since destruction fs normalt . erlbrmed by file folder.
HOLDS: Liti
ation, com la4'nts, clairns, public records act rec
nests, audits and/or investir atxws suspend normal retention Periods retention resumes after settlement or eom7labon ,
Department preference (Courts
treat volunteers as employees);
EEOCiFLSAlADEA (Age) requires
Volunteer R
Applications &
PP
Inactive /
7Separation
Ma Mfr,
g'
Yes: After
ton promotion, demotion,
3 ears for r ,
y P
Division
CS-040 Agreements tReserves -
Separation +
Stl
OD, Ppr
QC & OD
transfer, selection, or discharge;
Successful Applicants
3 years
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Department preference (Courts
treat volunteers as employees);
EEOClFLSAlADEA (Age) requires
(Volunteer A lications &
PP
3 years for promotion, demotion,
Lead
CS-041 Agreements 7 Reserves -
3 years
3 years
Ppr
transfer, selection, or discharge;
Division
Unsuccessful Applicants
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12946,
I12960, 34090
Youth Sports Council All
Records
Community
Services 7
CS-042
2 years
2 years
Ppr
GC §34090
(Comprised of representatives
Recreation
from various sports
organizations)
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1
Office of i Retention
Records Description
Retention / Disposition
Comments / Reference
Record No.
Inactive Image'
Destroy
(OFR)
Active Storage Total Vital? Media 1-Import
paper
after
(in office) (Off -site, Retention Options M=Mfr
Imaged 8
OD or Mfr) S=Scan
QG'd?
If the record is not listed here„ refer to the Retention for City -Wide Standards I
Retentions Mae irr when the act is completed, and im la full file folder (e.g. last document + 2 ears , since destruction is normal)4 erfonned li file folder.
HOL1D& Liti alion, complaints, claims, public records act requests, audits andlor investigations suspend normal retention aenods retention resumes after settlement or com lelion ,
BUILDING SAFETY
Develop.
Services / DS-001
Building Permit Database
Indefinite
Indefinite
Yes (all)
Mag
Department Preference -Data
is interrelated; GC
Building
§34090,
Safety
Building Permits / Building Address
Files - Permanent Documents
Permits & Attachments, Certificate
�of
Develop.
Occupancy, Geotechnical /
Mag'
Services !
DS-002
Geological Reports, Grading
P
P
Yes
Mfr, OD,
Sit
Yes: After
Department preference; GC
Building
Permits, Lab Test Reports,
Ppr
QC & OD
§34090; H&S §19850
Safety
Structural Observation Reports,
Site Plans Special Inspection
Reports, Soils Reports, Structural
Observation Reports, Final
Inspection Reports
L....
Develop.
.................. ......_
..-- —
_ ..,,,
Preliminary draft not retained in
Services !
DS-003
Building Plans - Expired
Expiration + 6
Expiration +
Mag, Ppr
the ordinary course of business;
Building
months
6 months
GC §34090 et seq.
Safety
Develop.
Preliminary draft not retained in
Services !
DS-004
Building
Building Plans -Withdrawn
Upon
Withdrawal
Upon
Withdrawal
Mag, Ppr
the ordinary course of business;
GC §34090 et seq.
Safety
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2
Office of Retention Records Description
Retention I Disposition
Comments Reference
Record No. _ _..
Destroy
Inactive Image:
Paper
Active Storage Total Vital? Media 1=Import
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged 8
I
OD or Mfr) S=Scan
OC,d?
If the record is not fisted here, refer to the Retention for Cot Wide Standards
Retentions be m when the act is compfeted, and j= a full file folder i . . last document + 2 ears), since destruction is noimatl performed b file folder.
HOLDS: Litigation, com laints„ ciairns, public,records act re uesCs, audits and/or investic ations suspend normal retention periods Iletenfion resumes after settlement or completion .
Department preference; plans
are not required to be submitted
Develop.
Building Plans and Construction
Mag,
for these projects but if they
Services /
DS-005
Documents - Finalled - SINGLE
P
P
Yes (all)
Mfr, OD,
S / I
Yes: After
res be
are, the CBC requithe y
QC & OD
Building
FAMILY RESIDENTIAL - SFR and
Ppr
retained for at least completion
Safety
APPURTENANCES
+ 180 days; H&S§19850; CBC
§§104.7 & 107.5; GC §34090
Building Plans and Construction.. ._.
....
-
_..i — ..
Documents - Finalled -
'Department Preference; Law
Develop.
INDUSTRIAL, COMMERCIAL,
Mag
requires for the life of the
Services /
ServiceDS-006
MULTI -FAMILY DWELLINGS,
P
P
Yes (all)
Mfr, OD,
S / I
Yes: After
QC & OD building for commercial only;
Building
PLACES OF PUBLIC
Ppr
CBC §§104.7 & 107.5;
Safety
ACCOMMODATION, TENANT
H&S§19850, GC §34090
IMPROVEMENTS, PRODUCTION
HOMES ... ,.....
._.__.
__..
- ..
....
Develop.
. .....__ .._
Minimum
Minimum
Mag„
Services i
California Building Codes (CBC
While
While
Mfr, OD,
S t I
Yes: After
GC §50022.6
DS-007
Building
etc.}
Ordinance is
Ordinance is
Ppr
OC & OD
Safety
in Force
in Force
When No
When No
Develop.
Complaints
Longer
Required -
Longer
Required -
Services! DS-008
Building
(Written
correspondence received or sent)
Minimum
Minimum
Mag, Ppr
GC §34090
Safety
Close + 2
Close + 2
years
years
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3
Office of Retention Records Description
Retention I Disposition
Comments I Reference
Record No.
----
L
_
Destroy
Inactive Image
Paper
(OFR)
Active Storage Total I Media I=Import
Vital?
after
(in office) (Off site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
If the record is not listed here, refer to the Retention for Cit -Wido Standards
Retentions C e rn when the act is completed, and imp l a fudd fide folder e. . lasf document + 2 eears , since destruction is narmadl arforrrped tp file folder
HOLDS,: Litigation, complaints, claims, public records act requests„ audits and/or invest✓ aticns sus end normal retention periods retention resumes after settlement or corm pd'etion .
Develop.
Mag'
I
Services !
DS 009
Covenants
P
P
Yes
MfPp D
S 1
Yes: After
QC & OD GC §34090(a)
Building
Safety
Develop.
Inspection Construction Notices
Until Cleared
Until Cleared
Department Preference
Services d
DS-010
I Inspection Notices
or Project
or Project
Mag, Ppr
(preliminary documents); GC
Building
(correction notices, compliance
Completion
Completion
§34090
Safety
_P _
orders, stop work notices, etc.)
..S./.1...
Develop.
P
Services t
DS 011
Modification Approvals ! Deviations
PP
P
Yes
MM OD„..
fr,
Yes: After Department preference; GC
Building
from Code Requirements
Ppr
QC & OD §34090
Safety..
Develop.
Services !
Plan Check Review t Plan Review !
Project
Completion or
Project
Completion
Mag,
Yes: After ,Department preference; GC
Building DS-012
Extension of Time for Permit or
Upon
or Upon
Yes
Mfr, OD„
S 1 I
QC & OD '§34090; H&S §19850
Safety
Plans
-
Expiration _.
....
Expiration
Ppr
., ! -
Develop.
Requests &Permissions to
Services 1 DS-013
Receive Copies of Plans (to and
2 years
2 years
Mag, Ppr,
GC §34090
Building
from architects)
Safety
CODE ENFORCEMENT
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4
Office of Retention ! Records Description
Retention / Disposition
Comments I Reference
Record No.
..........
_ _ .... .,.,.
�...._..... ---.. ........
Destroy
Inactive Image:
paper
Active Storage Total Media 1=Import
Vital-.
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
QC"d?
If the record is not listed here, refer to the Retention fore City -Wide Standards
Retentions be in when the act is com leted, and jrnEIZ a full file folder e. . last document + p gears), since destruction is normal! perforryied,bg No folder.
HOLDS: Litigation, t orn lain is, claims, artafic records act re uests, audits and Jor investr` ations suspend normal retention periods retention resumes after
settlement or corer letiarr .
iDepartment
�i
preference; Case is
Code Enforcement / Abatement
open until satisfactorily resolved
Develop.
Case Files
Minimum
Minimum
Yes: Until
Mag,
Yes: After
some cases are not resolved);
Services /
DS-014
Close + 2
Close + 2
Resolution ''
Mfr, OD.
S / I
QC & OD
ICity Clerk maintains original
Code
(Includes appeals and Code
years
years
Ppr
staff reports and resolutions that
Enforce.
Enforcement Complaint Letters)
are presented to Council; GC
§34090
Develop. I
Code Enforcement/ Abatement
Mag"
Services /
Case Files
P
P
Yes: Until
Mfr,
Sit I
Yes: After
GC §34090
Code
DS-015
Resolution
Ppr
QC & OD
Enforce.
Liens & Releases
DEVELOPMENT
/ PRIVATE
DEVELOPMENT
Private Development Projects ! Job
Statute of Limitations for Errors
Files: Administration File
& Omissions is 10 years;
Published Audit Standard5=4-7
Develop. !
Construction Inspections, Photos,
years; Statute of Limitations:
Private
DS-016
Private Lab Verifications, Testing
Upon
10 years
Completion +
Yes: Until
Mag, Ppr
Contracts & Spec's=4 years,
Lab Final Reports
Completion
10 years
Completed
Wrongful Death=comp. + 5
Develop.
years, Developers -comp. + 10
Examples: CUPs, Lot Line
years; -CCP §337 et. seq., GC
Adjustments, Specific Plans, Split
§34090
Lots, TPMs, TSMs
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5
Office of Retention
Records Description
Retention / Disposition
Comments t Reference
Record No.
! ......-__
Image;
DestroyPaper
Inactive
(OFR)
Active Storage Total Media I=Import
Vital?
after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
OC,d?
If the record is not listed here, refer to the Retention for Cif -Wide Standards
Relentions be in when the act is com feted, and imp/y a full file folder o. , last document + 2 ears , since destruction is normally erformed by file folder.
HOLDSr Liti align, com faints, claims, aublic records act re uests,
audits andlor invesli ations suspend normal retention ponods retention resumes after settlement or cm/stun .
Private Development Projects I Job
Files: Permanent Files
Drainage, Encroachments, Rights
of Way, Soils Reports, Stormwater,
Develop. /
etc.
Mag'
Department preference;
Private
DS-017
Upon
P
P
Yes: Until
Mfr, OD,
Sit
Yes: After
iretained for disaster
Copies of Deeds, Dedications,
Completion
Completed
P r
QC & OD
preparedness purposes; GC
Develop.
Easements, Abandonments (City
p
§34090
Clerk is OFR)
Examples: CUPs, Lot Line
Adjustments, Specific Plans, Split
Lots, TPMs, TSMs
HOUSING AND
SENIOR HOUSING PARK
VISTA
Develop.
i Five Year Consolidated Action Plan Expiration of
Expiration of
Consolidated Plan
Services /
DS-018 and the related Action Plans !PHA
Plan + 5 year
Plan + 5
Mag, Ppr
Requirement; GC §34090
Housing
Plans
years
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6
Office of I Retention
Records Description
Retention I Disposition
Comments / Reference
Record No.
--
_
Destroy
Inactive Image:
Paper
Active Storage Total ? i Media 1=Import
Vital?
after
(OFR}
(in office) (Off -site, Retention Options M=Mfr
Imaged 8 '
OD or Mfr) � S=Scan
OC"d?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions be in when the act is completed, and impty a full file folder Le. . last document + 2 earss , since destruction is normall'r erformed by file folder.
MOLDS: b6 ation, complaints, claims, pubfic records act re uests, audits andlor investi atiorts suspend normal retention penocis tretention resumes after settlement or corn fetrdn .
1
� HUD requires 5 years after the
5 years after
5 years after
I project completion; documents
the
the
imposing recapture / resale
Housing Programs:
Affordability
Affordability
restrictions are 5 years after the
All, including Home Repair, Low-
Period
Period
affordability period terminates;
Develop.
Services ( DS-019
Mod, CalHome, CDBG & HOME
Terminates,
Terminates,
Mfr, OD,
S
Yes: After Uniform Admin. Requirements
OD for Grants to Local
or the Written
or the Written
P r
lo
OC &
Housing
WITH Recapture or Resale
Agreement
Agreement
Governments is 3 years from
Restrictions
Terminates,
Terminates,
expenditure report; 2 CFR
Whichever is
Whichever is
200.334; 24 CFR
Longer
Longer
92.508(a)(c)(2); 29 CFR 97.42,
GC §34090
HUD requires 5 years after the
project completion; documents
Housing Programs: All, including
imposing recapture / resale
Develop.
(Home Repair, Low -Mod, CalHome,
Mag,
Irestrictions are 5 years after the
affordability period terminates;
Yes: After
Services / DS-020
CDBG & HOME
Loan Pay-off
Loan Pay-off
Mfr, OD,
S / I
OC & OD Uniform Admin. Requirements
Housing
+ 5 years
+ 5 years
Ppr
for Grants to Local
NO RECAPTURE / RESALE
'Governments is 3 years from
RESTRICTIONS
'expenditure report; 2 CFR
200.334; 24 CFR
92.508(a)(c)(2); 29 CFR 97.42,
GC §34090
Develop.
Department preference; ; GC
Services 1 DS-021
HUD Reports (ALL Reports to
years
5 years
Ma9 PPr;
§34090
HUD)
I
Housing
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7
Office of I Retention Records Description
Retention I Disposition
Comments I Reference
Record No.
...,
,
_.
...-
P
y...i
Destroy
Inactive...,..,
Image:
pope
Media 1Im
Active Storage Total Me
Vrtal?
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged 8
OD or Mfr) S=Scan
OC'd . ,
If the record is not listed here, refer to the Retention for Cft -Wide Standards
lo
Retantlons be l when the act is com leted, and impj a Full file folder (e.g, last document + 2
ears), since destruction is normel� performed b 4 Pile folder.
hfCitr,DS: t_tti a'tlon, complaints, cieims, public records act re uests, audits andlor investl atlons
suspend normal retention periods 4tention resumes after settlement or, ronr letion .
Senior Housing / Park Vista
Develop.
Services /
DS-022
Apartments (Property Management
5 years
5 years
Mag, Ppr
Department preference; ; GC
' §34090
Housing
I Tenant Records, Income
Verifications, etc. are Contracted)
Develop.
1
Senior Housing Board (Park Vista)
Minimum 2
Minimum 2
Mag, Ppr
Department Preference GC
Services /
DS-023
AGENDAS, AGENDA PACKETS
years
years
§34090
Housing
-..........
Develop.
Senior Housing Board (Park Vista)
P
P
Mag'
Mfr, OD,
S/I
Yes: After
GC §34090
Services /
DS-024
MINUTES, BYLAWS
OC & OD
HousingPpr
PLANNING
Develop.
Ma 9'
Services t `Annexations / Boundaries /
DS-025
2 Years
P
P
MfrP OD,
Sit
Yes: After
Land Records; GC §34090
Planning & Consolidations / LAFCO
p
QC & OD
City Clerk
Develop.
Mag,
Yes:After Department Preference, GC
Services / ' DS-026 Congestion Management Plan.
P
P
Mfr, OD,
S / I
& ODs:
Planning
Ppr.
- .... ....,.
Develop.
s
The final decision filed in the
Services ! DS-027 Director Hearings / Adjustments
2 years
2 years
Mag, Ppr
Project Entitlement Folder; GC
Planning ..... .
,- ..__
L,,...
§34090
. _- ---
Usually filed in the project file;
Environmental Determinations
Final environmental
Develop. Environmental Impact Reports
Mag,
Yes: After determinations are required to
Services / DS-028 (EIRs), Negative Declarations, etc.
P
P
Mfr, OD,
Sit
OC & OD be kept a "reasonable period of
Planning )
Ppr
time"; 14 CCR §15095(c); GC
Inside City Boundaries
§34090
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc- -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8
Office of ' Retention Records Description Retention (Disposition
Comments Reference
Record i No. . ...... ... . ----------
Destroy
. ..... .........
Inactive Image:
Paper
e E Media I=Import
Total
Active Storage Total Vital?
after
(OFR) (in office) (Off -site, Retention Options M=Mfr
imaged &
OD or Mfr)
I L_ S=Scan
QC'd?
if the record is not listed here, refer to the Retention for Cij-Wide Standards
Retentions begin when the act is completed, and itn fy a full Me folder e.g. last document, 2years),
since destruction isnorm performed by file folder,
HOLDS: Litioation, coLElaints, claims, public records act reques1s, audits and/or invesligalior
suspend normal retention Deriods (retention resumes after
settlement or cowletion ,_
Environmental Determinations:
Non -records; EIRs and
Develop. �
Environmental Impact Reports
When No
N 0
When No
Negative Declarations within the,
Services DS-029 I(EIRs),
Negative Declarations, etc.
Longer
Longer
Longer
Ppr, OD
City Boundaries are with the
Planning
Required
Ahen
Required
ur.
Required
qd
:project
file
Outside City Boundaries
. . ............. . . ... . . . ..........
............
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
Environmental Determinations:
or the agency's CEQA
Environmental Impact Reports
:compliance with respect to the
(EIRs), Negative Declarations, etc.
project — are not within the
Develop.
EQA/NEPA
) / CEQA
C' respondence submitted to, orl
Completion of
Completion
Mag,
scope of section 21167.6,
subdivision (a) and need not be
Services DS-030
transferred from the agency, and
CEQA
Process
of CEQA
Process
Ppr
retained." Golden Door
Planning
all internal agency
Properties, LLC v . Superior
communications, including staff
Court of San Diego County
notes related to a non-exempt
(County of San Diego, et al.,
CEQA action
Real Parties in Interest)
JD076605, D076924, D076993)
(4th Dist. 2020); PRC 21167,6
GC §34090
'Develop.
Services I DS-031
'General Plan Working Papers
When No
Longer
When No
Longer
I
Mag, Ppr
Preliminary drafts; GC §34090
Planning ,
Required
Required
EL SEGUNDO, CA. Q1995-2009 Gladwell Governmental Services, Inc. -all rights reserved Adopted:
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-9
Office of Retention
J Records Description
Retention I Disposition
Comments I Reference
Record No.
. . ....
Inactive Image:
Destroy
paper
Active Storage Total Vital? Media 1=Import
after i
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
QC,d7
If the record is not listed here„ refer to the Retention for City -Wide Standards
Retendrr ras ber'n when the act is cam feted, and irn sty a full file folder e. . , last document + 2 years), since destruction is normal! performed h file folder.
HOLDS: t.rik ation, complaints, claims. public records act rer uestso audits andlor Investi at+"or°ps suspend normal retention periods retention resumes after settlement or comp tenon).
Develop.
General Plan, Elements and
P
Yes (all) I
Mag'
Mfr, OD,
S / I
Yes: After Department preference; GC
Services / I
DS-032
Amendments
Ppr
QC & OD §34090
Planning
Develop.
Mag
Yes After Department preference; GC
Services /
DS-033
Land Use Studies / Plans / Reports
P
P
Mfr OD
Sit
QC & OD §34090
Planning
...
.. .... .... -pr
.... _
Develop
Master Plans Specific Plans,
P
Mag'
Mfr, D,
S / I
Yes: After Department Preference; GC
Services /
DS-034
Bikeway Plans, etc.
P
QC & OD §34090
Planning
........ _
....
Develop. .
1
Miscellaneous Planning Research
Minimum 2
Minimum 2
6
Mfr, 06,
S / 1
Yes: Afte r Department preference GC
Services
DS-035
Projects (by property address)
years
years
Ppr
QC & OD §34090 et seq.
Planning
Department
Develop.
Planning Commission Agenda
P
P
Yes all
( )
Mag'
Mfr, OD
S / I
Yes: After original Staff Reports are
( g p
Services /
DS-036
packets
QG & OD filed in the Project Entitlement
Planning
Ppr
Folder) GC §34090.7
___ .............
Develop.
.... _............ ..._
Planning Commission Minutes &
_
P
P
Mag,
Mfr OD,
S / I
1
No GC §34090
Services 1
DS-037
Bylaws
P r
Planning
_.___
_
.......
9,
Develop.
M
L......._
Services /
DS-038
Planning Commission Resolutions
9
P
P
Yes
Mfr, OD,
S
No GC §34090 at seq.
Planning
Ppr
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10
Office of Retention Records Description
Retention t Disposition
Comments I Reference
Record No.
Inactive Image:
Destroy
(OFR)
Active Storage Total Media 1=Import
Vital?
paper
after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
QC'd?
if the record is not listed here, refer to the Retention for 2i1=�de Standards
Retentions be in when the act is completed, and Pm of a full file folder e. . last document + 2 ears ,since destruction is r)ormally - erformad by foe folder.
HOLDS: Liticlation, complaints, claims, public records act re uests, audits andlor invest! ations sus end normal retention eriods retention resumes after
settlement or corn tefiw .
Planning Project Files -
Permanent Entitlements (All)
(Includes Associated Conditions of
Department preference;
Approval, Environmental
Department maintains complete
Determinations, Staff Reports,
files for administrative
Develop.
Plans & Maps, copies of
Mag,
Yes: After
purposes; Final environmental
Services ( DS-039
Resolutions and Ordinances)
2 years
P
P
Yes
Mfr, OD„
S / I
QC & OD
determinations are required to
Planning
Ppr
be kept a 'reasonable period of
Examples: Conditional Use
time" 14 CCR §15095(c);
Permits (CUPs), Design Review,
GC§§34090, 34090.7
Lot Line Adjustments, Parcel Maps,'
Site Plans, Tentative Subdivisions,
Variances, Zone Changes, Zone
Text Amendments, etc.
f
Department preference;
Develop.
Services 1 DS-040
Preliminary Review File (No Final
When No
Longer
When No
Longer
Mag, Ppr
Preliminary Documents (no
Planning
Application)
Required
Required
application submitted); GC
§34090
i
Develop.
Project Log Index 1 Spreadsheet /
P
P
Yes
Mag'
Mfr, OD,
S t I
Yes: After
Department Preference, GC
Services ! DS-041
Binders of Historic Actions
Ppr
QC & OD
§ 34090
Planning
_
Develop.
Regional Organizational Studies &
Programs Agencies
When No
When No
Non -records; GC §34090 et
Services 1 DS-042
where other
Longer
Longer
Mag, Ppr
Planning
are the Lead (e.g. Air Quality
Required
Required
seq.
f
Studies, etc.)
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-11
Office of Retention
Records Description
Retention I Disposition
Comments I Reference
Record No.
—
............ ----- .....
Inactive Image:
Destroy.
Active Storage Total Media 1=Import
Vital?
paper
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
g
OD or Mfr) S=Scan
O d?
If the record is not listed here, refer to the Retention for Cit -Wide
Standards
Retentions he in when the act is completed, and iXgly a full file folder
e. . last document + 2 yearsI, since destruction is normalIV performed by file folder.
HOLDS. Liti action, com laints, claims''public records act requests,
audits and/or invest+ ations suspend normal retention panods retention resumes after settlernani or coin p letien .
Develop.
Special Studies (Not related to a
P
P
Mag°
Yes Mfr, OD,
S / I
Yes: After
Department Preference; GC
Services !
DS-043
specific project)
Ppr
QC & OD
§34090
Planning
- _
__
....... ..._
Temporary Use Permits / Special
Use Permits I Temporary
Temporary uses; Department
Develop. 1
Entitlements:
Yes:
maintains complete files for
Services /
DS-044
2 years
2 years
During Mag, Pprl'
administrative purposes;
Planning
Christmas Tree Lots, Ambient
Event
GC §34090
Sound, Banners, Pumpkin Lots,
Outdoor Events, etc.
iCopies
-
Copies -
City Clerk
DS-045
Zoning Amendments, Zoning Text
When No
When No
Mag, Ppr
Copies; GC §34090.7
Amendments
Longer
Longer
Required
Required
L..........
Develop.
Services !
DS-046
. _ ........... .......
Zoning Conformance
P
P
Mag„
Yes Mfr, OD,
S / I
Yes: After
QC & OD
GC §34090 et seq.
Planning
_.
-. _,
Ppr .......
Department Preference; City
Develop.
Services !
DS-047
Zoning Maps of Significant
P
P
Ma g
Mfr, OD,
S / I
Yes: After
Clerk Maintains originals of all
Historical Value
QC & OD
documents that were resented
p
Planning
P r
p
to Council; GC §34090.7
RESIDENTIAL
SOUND INSULATION
When No
When No
Airport
DS-048 Airport Noise Documents
Longer
Longer
Mag, Ppr
Non -records
Required
Required
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1 2
Office of
j Retention
Records Description
Retention / Disposition
f Comments I Reference
Record
No,
. . .................... - --------- .. ..... .. ............... . - --------
. ....... ..... .
Destroy
Inactive Image:
Paper
(OFR)
Active Storage Total Media I=Import
Vital?
I
after
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
[
J QCd?
If the record is not listed here, refer to the Retention for City -Wide Standards
RMeoflons be in when the act is czaloted, a nt + 2 years', since destruction is normaily performed b V file folder.
HOLDS: Litigation, complaints, claims, gubfic records act reques s, audits andlor invests atioras suspend normal retention p eriods retention resumes after settlement or con;L)lotioia
Department Preference; Statute
Develop.
of Limitations is 4 years; 10
Services
years for Errors 1, Omissions;
Residential DS-049
Contractor Correspondence 1
10 years
10 years
Mag, Ppr
land records are permanent by
Sound I
Project Administration
law; CCP §§337. 337.1 (a),
Insulation
�337.15, 343; GC §34090
------ . . . .................. ..... .
.........
. . .....
---------- ----
Department Preference; Statute
Develop.
of Limitations is 4 years; 10
Services
years for Errors & Omissions,
Residential DS-050
Contractor Correspondence
10 years
10 years
Mag, Ppr
land records are permanent by
Sound
Project Administration
law; CCP §§337. 337.1(a),
Insulation
337.15, 343; GC §34090
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-13
Office of Retention Records Description
Retention I Disposition
Comments I Reference
Record No.
_,
.. .._.._— .... ..._....
Inactive I Image.
Destroy
Paper
p
Active Storage Total Media 1=Import
Vital')
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
I I
OD or Mfr) S=Scan
QC'd?
if the record is not listed here, refer to the Relenfeon for Cd -Wide Standards
Retentions be in when the act is completed, and irn pl a full file folder (e.g, last document + 2 ears , since destruction is normal/ erformed hL file folder.
1-NOLDS: Lila ation, complaints, claims, public records act re uestsw audits andlor Invest/ ations sus end normal retention periods relention resumes after settlement or corn letion .
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for Grants
Develop.
After FAA
After FAA
to Local Governments is 3 years
Services / I
FAA Financial Information 1 Grant
2
Audit if
Required -
Audit, if
required -
Mag, Ppr
from expenditure report or final
Residential
DS-051
Funding
years
5
;payment grantee or
Sound
Minimum 5
Minimum
subgrantea; 2 CFR 200.334; 24
Insulation
years
years
CFR 91.105(h), 92.505, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-
133.320(g); GC §34090; GC
§8546.7
_....
Develop7
I
........,
Services 1
List of Protects (Historical Excel
P
P
IMag, Ppr
Department preference, GC
Residential
� DS-052
File)
§34090
Sound
Insulation
Develop.
Services /
Residential Sound Insulation
Project
Project
Department preference; covers
Residential
DS-053
Homeowner File ! RSI Homeowner
Completion +
Completion +
Mag, Ppr
all warrantee periods; CCP
Sound
File (for each property) / Window &
10 years
10 years
§337 et. seq., GC §34090
Door Replacements
Insulation
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. -all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Ver. 11.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-14
Office of Retention
Records Description
Retention / Disposition
i Comments Reference
Record No.
. .......
Destroy
Inactive Image:
Paper
Active Storage Vital? Media I=Import
Total]
after
(OFR)
(in office) (Off -site, Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan
QC'd?
If the record is not lister) here, refer to the Retention for City -Wide Standards
. Retentions toe to when the act is corWleted, and i=t a full rile folder le.g. last document + 2 years), since destruction is normally perforined'!Y file folder.
,HOLDS., 1.6gation, complaints, claims, Pubfic records act reques s, audits and✓or investigatio sus pend normal retention periods (retention resumes after settlement or
Develop.
Standard Specifications Used for
1
Services I
Residential Sound Insulation I RS I P
P
Mag, Ppr
Department preference; GC
DS-054
Residential§34090
projects (provided by the City to
I
Sound
oun
Contractors)
Insulation
EL SEGUNDO, CA. @1995-2009 Gladwell Governmental Services, Inc. - all rights reserved Adopted:
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office ofiCdassificationl
Records Description
Retention / Disposition
Comments i Reference
Record OR
Destroy
File Number
Image:
Inactive Paper
Active (Off -site, aTota'onVital? Media 1=Importafter
(OFR)
Options M=Mfr Imaged &
(in office) OD or Mfr)
S=Scan
If the record is not lisled here„ refer to the Retention for Cit -Wide Standards
irn I a fuil Me folder eent + 2 ears . since destruction is normatl
Reieern ions iae n when the act is cam' feted, and . Ia 3t docum
erfarmed b rote folder.
HOLDS: t.iti anon, cam hinds, claims, utato"o records act re c gists, aaxdits andlor investo atdons suspend rrormad retention edods
retention resumes after settlement or copr alctaoaa .
POLICE ADMINISTRATION I CHIEF 1 NTERNAL
INVESTIGATIONS
I SUPPORT
SERVICES
Gy @da &_dC s &
^1 'dear
4Ck :x
tC?�"� =pDF
Licenses hTMYp� r m qd3 ..r?-y Fs
DOJ manages the sale and
transfer of firearms; Non -records
Police /
Concealed Weapon Permits (CCW) -
Expiration +
Expiration +
Ppr
(State is OFR); most agencies
Pd-001
Admin
Civilians t Retirees
2 years
2 years
retain for 2 years; GC §34090, PC
_,-§12070 at seq
.. ...
`4`„ra131E:a "CA4"-C',iXi S�VArc4dd5F ny-
f eeaea'd
Ien� &
Inalri d""4-
9
C�+;
l�lfx
GC ,1^'dt�"90J
�' 4'.C'Y Nle C
i ah" 9Chdren
.....
fa£9rfes1xEi8PElf rKTe I��-t..7�i-6-N dNE
'',,
AFtb'4"4WFlhR.:+t9"J P61NP.>,-�.::�'Vf&.7rtliDiE36:j@U"all -
Leant-
f' " ni f Na M o- QT a
2-yerans
2- yea r«.
mncl,-ppir
GC §340&0
t�malal:^ 1
IC11EYfYafalf'IOMi4:11nF8C Ndla . e.Caiffn4iC.fr4G}°x-
Fvi3�}lDMria,'d^�a4-l�B�:�N�N£,�-
I
e@u
�"aW 43F14� raCi-ti"#ey w•�eG Nb&�?.if�E34e"�$C4F^Pt-+Ifh-
,v
4',arr X)Rdenee-TC:,fnINSi 1FOR
QI-0C ' t:C &:tdC�'r dAOkYr, S'3 cgii f rv.➢^v}Wlk"";v." °.:...
�W -a C"h ck is4 IdbEy
V4 wi -Na--
W he n l+lo-
li W24Adri7r(2nfio de d �'e e.; Gen Wkkrt'leh(+-
.. gAldl"'-NEk" e.Gk�'ai9n h'r^atl°mEN99t6,44A.11eis"
L-eIFiLJi37....
N 6AIfBrye?4"...
-.
tba$d"X f?'r'
Q:„, y M,4t£-CFney ka a-dC?di£"wW -te it a..
De11}Q:
CMiFA'd•'#14 yr 4 'x,-t.- ma j kbp-veieo n'waGI?'r<,.
E'aff quire[-J
I"."equi `cd
OQ �'1i &tr B" G-fbP4 VdG Yrd C�-'IPri60"`IK&Y.�r'p�'..
_ .....J. .......... ....
... . _, ....... -___
_..
,....
As lcseryT aa-;-tnn, etkzgt«r «a+ad note--
aPti:...not ...h'EkIui99�§C?Kk-4'4-fib£.}---RC'.4:k1£iIF_
T )rnaf? 4 Note+ Qkaft^ thud
VAiaq No-
When, No
Getu, r aa8 l6#9n rya re ° C e i a a 0t-46 e
Leade
rem a d (e#Tcap final gar x a en)p--
f.cti plf
LeTiger
C aqn PPF
Q G� T fa wi« to da k iFf ain 4 a rnMa;uld-
f-el),lkd4k4w,,-N %'.x, 3-04,:-
fin:&ik 4nf
R quiFed
1rC 1ad4te4"g841 164IQ:° GG f4%QQdtly..
Qryc'-n,V&a 52
Police_?
Crime Statistics I Uniform Crime
5
P
P
Mag, Mfr,
S / 1
Yes: After
(Historical Value; GC §34090
pD-002
Admin
Reporting (UCR): ANNUAL
years
OD, Ppr
QC & OD
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of jClassification
Records Description
Retention I Disposition
Comments 1 Reference
Record OR
File Number
Image: Destroy
Active Inactive Total Media 1=Import Paper
(Off -site, Vital. after
(O,FR)
(in office) OD or Mfr) Retention Options M=Mfr Imaged &
S=Scan
if the record is not listed here, refer to the Retention for Cil „Wide Standards
Retentions he in uwhr n the act is com laded, and imply a full file folder (e.g. last
document + 2 aars', since destruction is norrmalt e formed h4 fife folder.
f tDLDS: Lida ati0n, coma
iatrats, cJafnrs, ubtic records act rer nests,
audits andlor
invcstir4atlons
suspend
normal reten/don
penods
retention resumes
after"
settlement or com letaon .
Crime Statistics / Uniform Crime
Police I
PD 003
Reporting (UCR), NIBRS Statistical
5 y ears
5 years
MagMfr,
, ,
S t I
Yes: After
OC & OD
GC §34090
Acmin
Reporting: PERIODIC (Monthly, Bi-
OD, Ppr
monthly, etc.
!LiwtltaaawrrAdrriwra 14�a:e{ea&rnllza�*rafelr...
Attk'.ff'-
AtNJiF''-
C�J1f ciIR'tEv'Ef){.&dQmllc'D(wG1r MBt'9k?Me, Bu'.x'Ii'..
k4L+'iklA Wg
F498AdilN)
f6,4#8R;'-45€f&VRtUF
Grfwt.-v 'ejpC- ts, ei'1
$je'wy
AgeF#@y
yT4,M#
A
t
qd0es % ears"late 4t�k
ead-IGt.
71ert
R , OMr snd-ec.yM%
2 years
5"t
�
A&l, �
ttS�lFfo-
QG& QF
4 prfo(�1,u4NYrtV-..
f�l uta4r to-guav orct f
.
ff.14Ad.
22.2,8,21-rov ,4, 2.4 t,l4m'R 85A2,.&.,
NnIIIIr ksm-4-
. d.Mf'GH-4-
3��g,F-�� G #^:R_t.3:d'
yee s
yema s
....
§340 t
i ,.,.....
Lead-
4-�r&ffHat ;t ltW�n�'a't.d� � #-airaW^t.�t ..
m.? ea 4'ib,,,
y�
...
�r
� yeairs
....
t`�dCak , I2 Tlf
yr
&�^rit � r`` 4W)
�, 'DN6G ulltE7Y t3', Gork(� ffldee1x;)
".._.
. ____. ...,.....,_...
.... _..,_
..... __
........
,... ..... 1
_. ...
.. .. ..,,.
........ .....„�....
_..,., . . . .
_ .. ......�
Meets MtG ,LPrl1C tana;dards Or4nt's
�w
ort�v�rccl bV a C,un��niirEated A�Ofuori_
Plan ars r-oggire d fear a y�gML
jr,uform_<!tdcroin. Regj pirpn"ior for
Ldo'nmpi s r rvrres Sups 0rtsy
Ur znls ko k oval C oven7mends sJi,
ce !
PD-004
H t sl O rtre�rh f A{ai ( -
5 years
Sears_
mag,_�
y) ai s from KrxOenjikum re )QA a.f..
Y z 1irlad tea rr sff•r7t tat Irao'atc e o
Adl min,
host[sM1 G srdkaruaairm . C�arc Gx�nks ,
stitast@ tee 7 QI Ft,.200.�,#4L"44
etr,
mm��
d.1fJ5((a) g2.50a 92 `roQy,,.,m
5✓01 ()& 5705Q (a&-bi 29CER
9if2.'VStS
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of( Classification
Record OR Records Description
File Number
(OFR)
1
Retention 1 Disposition Comments 1 Reference
Retention
-
Image: i Destroy Paper
Active Inactive (Off -site, Total Vital? Media 1=Import after
(in office) Retention Options M=Mfr Ima ed &I
OD or Mfr) S=Scan g 7
ff the record is not listed here. refer to the Retention for City -Wide Standards _
Retentions begin when the
actis corn letsd„ and itrr f a full file
folder e. fast
docurnent +
2 sans .since
dostructloo
!s normall
erformed
by file folder.
HOLDS; Litr abon, cone saints,
cl,)ims, uhlic records act re �u
ts, audits andlor
investi atis
on suspend rlorrnal
retention
Periods
retention resumes
afCer
5etttenfant or t.orrt Bstion
Department Preference; State &
Federal laws require retention until
f nal disposition of formal
complaint; State requires 2 years
i
after action is taken; Statute of
Internal Investigations: Sustained,
Final
Final
Limitations is 4 years for
Police / PD-005
Not Sustained and Officer Involved
Dis Disposition
P
Disposition
Mag, Ppr
misconduct;-NJOickurrK3v..
_.. —
Adm€n
Shootings
+ 5 years
+ 5 years
gtAde6FK,,,s.reec adnend 25_Ye erw-
fen oftla ric..4 wojvix4—FAio 4Ag% EVC
§1045(b)(1), GC §§12946, 34090,
PC §§801.5, 803(c), 832.5, VC
._._..... _
..._ -
§-547
L.-
"PWlt�r*irnalVra-
dhert-il+de�
issua* & Rroje' f (I ,,.uue W. Ids w
Longer
lk-N@ef
Ye'--.-VVT*4c
AS { G ty,
ct r�^�t' w y evea- turfle r q ..
Pequpi ed
Rt qua iFed8
Aetdve
Maq -R-pr
4:,Q § t 1094t
cEnwzu
uu"r4"dnravca:i C Nuad°rct<)
Ihw' hrmfw WFYt 2
mfl4ar+u -2
Issue
l
---- — - - -- --
yeaF�
Ve u
....
Onginal Workers Compensation
Police „lm �
PD-006
Light Duty Reports
9 Y P
2 years
years
2 e
Ppr
`part of Personnel file; GC §34090
Admn
et seq.
..... ...-- ....._ —
.. .,..._
---
�
Claims can be made for 30 years
for toxic substance exposure;
EEOClFLSA/ADEA (Age) requires
3 years for promotion, demotion,
Police„/
POST Data, Files and Printouts
Separation +
p
Separation +
Mag, Mfr,
S / I
Yes After
e
selection or discharge;
transfer, 9 ;
PD-ao7
Adrnin, —"" ""
(Training Courses)
5 years
5 years
OD, Ppr
QC &
State Law requires 2 -3 years; 29
CFR 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946,
34090
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of Classification
Records Description
Retention I Disposition Comments / Reference
Record OR
File (Number
-
Destroy
Image:
Inactive Paper
Active (Off -site, Total Vital? Media 1=Import after
(OFR)
(in office) OD or Mfr) Retention Options M=Mfr Imaged 8I
S=Scan
If the record is not listed here, refer to the Retention for "Wide Standards
Reteartidrrs he in wren the act is corn hated„ and irXfy a full file folder e . last document + 2 ears since d'estrucIlon isnorrnalt erformed b4 file folder.
HOLDS: Litigation, complaints, claims, public records act requests. audits andlor invesfi ations
suspend normal retention oetiods retention resumes after settlernent or COMPletion
I
Department Preference; EEOC's
Yes:
basic requirement Is 1 year after
Police / PD-008
Work Assignments (Schedules)
7 years
7 years
Current
Schedule
Ppr
action; Bureau of National Affairs
recommends 2 years for work
Admin,
only
schedules; 29 CFR 516.6(1), 29
CFR 1602.14, GC 34090
ANIMAL
REGULATION
Police,..{_,
PwBc¢ts-ray fottro¢ sta drr°;,-GC
An� imi l EQ-002
Animal Licenses
2 4 years
6?_4 years
Mag, Ppr
§34090
Rea.
P011Ce %_
Animal PDm010
Animal Control COUntV Reports /
2 years
2 years
Mao. Ppr
GC §34090
Lists
Re
INVESTIGATIONS
ALL
3iaerrlNV<r-
When
r"+'k3d-Krk�t3: yea g 8 ff :siiearlhdrt'a a
ag o-'
ILt*i gee
tip
�Ygon a c€arsiu t fy34090
-
fer4aiw+& �...
IP&
__._...._
Background Checks for Business
Licenses: Bingo, Massage
Expiration of
Expiration of
Mag, Mfr,
Yes: After)
Pollee / pp_011
nvesti q.
Technicians &Parlors, Peddlers,
License + 2
License + 2
OD Ppr
S ! I
QC & OD
GC §34090
Taxi, etc.
years
years
�.
9
Separation +
Separation +
Mag Mfr,
S ! I Yes After
Retained for administrative value;
PD 012
Investia•
Reservists
Employees, Volunteers & Reserves
30 ears
30 ears
OD Ppr
OC & OD
GC §34090
Police!
Btarkgac lttr9,f IOe U Vitas T J1 3s
_y_
Mag Mfr
Yes After!
S / I
Per immigration GC §34090
; PD-013
nvesfi
-- m
with_INS Letters /Victims of Crime
PCs
4 V aarS
QC & ©D
OD, Ppr
I,
CITY OF EL SEGUNDO, CA. 02002 Gladweli Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of Classification
Records Description
Retention / Disposition
Comments I Reference
Record OR
Destroy
File Number
Image:
(OFR)
Inactive Paper
Active Total Media 1=Import
(Off -site, Vital? after
(in office) OD or Mfr) Retention Options S SMafn Imaged &I
If the record is not listed here refer to the Retention for City -Wide Standards
✓2etentlons Ira t'n when the act is corm feted and imply a full file folder a" , last document + 2 years), since destruction is norm2 dtformed by file folder.
,FW4rlLDS. Liti ation, corn faints claims, public records act re vests,
audits andlor invests atr"ons suspend normal retention periods retention resumes after settlement or completion).
Department Preference; EEOC /
FLSA / ADEA (Age) requires 3
Police l
PD-014
Background Files - Unsuccessful
JCl Years
5.'If•)--years
years; State Law requires 2 - 3
. Investi
Applicants (Not Hired)
y ears; 29 CFR 1627.3(a)(5)and
(6),8CCR §11040.7( c), GC
,§§12946, 34090
-
- ...........
t yqr ..
AtRea-Data
_
141. it Da4ar
Notes destroyed in the regular
Police /
PD-015
Field Interview Cards f may Include
Entpmd u)10-
w trwa. t iurnias
Mag Mfr,
S (I
Yes Afters
"mmC
course of business; GC §34090 et
Investig.
photos) R w
RIQ
OD, Ppr
& OD
seq.
'q— A ,
Based on DOJ Inventor
Police t_
When No
When No
Rye uirements Some dealers have
Investia. PD-01,6
Guns: Dealers Record of Sale Longer
Longer
Mag, Ppr
an automated link to DOJ; PC
Required
Required
.... .
--
§12070 .,.,.,..,.,.
,......... __
...-
-- ....
Most arlrb bsolete_ unreli hl Lp
information is rr quireci to be
Police /
dd troyed;,remginbg records must
nvestimm. PD-017
Intelligence Raoorts 5 years
5 years
Mag, Por
Lint be cg9ammmrd Ion cr tllt rn 5
L _--"—
years, 28 CFR 2 i 2iJ,(ti),; G
34090
RECORDS
and PROPERTY
Police (, •
Follows
Follows
Yes:
Yes: After
!
Department Preference; GC
Arrest Reports (LA County Booking
Retention of
Retention of
Before
Mag, Mfr,
5 / I
Records,! PD.-018
#)
Crime
Crime
OD, Ppr
QC & OD
§34090
& Prop.
o
Report
Re ort
Disposition
......_
_
_
—... _
Finance. PD_t)19 _. ...ip
Auction Receipts &Records
4 .-......_..
years
4 years
Ppr
Consistent with auditing
GC
(Evidence)
Evidence
standards; §34090
Police l
PD_.PZQ Background Clearance Letters
3 ears.
- %-
3 veers
Mag, Mfr.
OD Ppr
S l I
I Yes After
QC & C)D
Departrnent.oreference GC
§3449Q
Investi
�
CITY OF EL SEGUNDO, CA. 02002 Gladwell Governmental Services, Inc- (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of Classification
Records Description
Retention i Disposition
Comments I Reference
Record OR
I
Destroy
File Number
Image: i Paper
p
ActiveiInactive Total Media I=Import after
(Off -site, Vital?
OFR)
(n office) Retention Options M=Mfr Imaged &
OD or Mfr) g
S=Scan
QC
If the record is not listed here, referto the Retention for Cif -Wide Standards
Retentiombuiri when the act is cons feted, and imply e. . a full file tolder last dvcuirient + 2 ears , since destruction is normallyaerformod b file folder
MOLDS,. Litigiation, cam faints, claims, public records act re uests, audits and/nr investf atrans
suspend normal retention periods rOonfion resumes after settlement or corrt iciroer 1,
Police !
Record PD-021
Citations: Marijuana Citations or
i
2 years
2 years
Maq, Ppr
GC 34090, H&S 11361.5
§
.Sa: �
Reports (less than 28.5 grams)
& Prop. �
& Pro
- -
of Limitations is up to two
(
Records PD-022
Citations: Misdemeanor Traffic,
2 years
2 years
Maq. Ppr
(Statute
years; Also See Crime Reports;
-- -----
Parking, or Criminal
,GC §34090 PC §802
LP rn
1
Department Preference; Provided
there are no outstanding warrants,
unrecovered weapons, criminal
deaths, they are not historically
Police /
Crime Reports: Felonies and
7 years or
7 years or
Yes:
Mag, Mfr,
Yes: After
significant, and it is not classified
Records PD_023
Misdemeanors -ALL except those
upon DOJ
upon DOJ
Before
S / I
OD, Ppr
QC & OD
under PC §800 & 290 and H&S
w
& Proms `
otherwise specifically mentioned in
Notification
Notification
Disposition
§11850; Stat. of Limit. is 2 yrs;
this retention schedule
Destroy juvenile marijuana after
age18; H&S §11361.5, GC
§34090, PC §802, PC §§187, 800
et seq.
Crime Reports: Homicide,
Falsification of Public Records,
Department Preference; Most
Kidnapping, Unsolved Child or Elder
Police 1
Abuse, Sexual Assault & Neglect,
Yes:
Mag, Mir,
S / I
Yes: After'
have no limitations on
commencement of action; PC §§
Recnmrds PD-(i?4
Rape, Misuse of Public Funds, Train-
P
P
Before
OD Ppr
QC & OD
261, 286, 288, 288a, 288.5, 289,
& Prop.
wrecking, Treason, Suicide, Officer
Disposition
Involved shootings (Crimes Subject
289.5, and 799
to Death Penalty or without statute of
Limitations'
CITY OF EL SEGUNDO, CA. 9)2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of Classlf?cation I
Records Description
Retention I Disposition Comments / Reference
Record OR
File Number
Destroy
Image:
Active Inactive Total Media 1=Import Paper
(OFR)
(Off -site, Vital? after
(in office) 'Retention Options M=Mfr
OD or Mfr) Imaged &
If the record is not listed here, refer to the Retention for Cid -Wrda SFanWards
Retentions begin when the act rs cc m fated, and irrr I a full file folder e. . last document + 2 ears , since destruction is normally performed !�j file folder.
HOLDS: Litl ation, coax? taints, claims, xublic records act re oasts, audits and/or invosti ations
suspend
normal retention
oehods retention resumes after settlement or rom Fetion .
Conviction
Conviction
or Arrest of
or Arrest tiF
Police /
ftPrordsm P[3-025
Crime Reports: Marijuana less than
No
Canviction3
No,
" "
Conviction}
Mag, Mfr,
Yes:
S / I When
(Golgft, etroa_I o711er A_gcncies "Shall"'
destro H&S§ 11361.5 at seq.,
& Proms
28.5 grams
+ 2 years air-
OD, For
p
Inactive
GC§3409
+ 2 years oir,
,44ffjs',0t i8
�u,llta,r't 1(%
ye'�or's-elci
czars Dort
Crime Reports: Misdemeanor
Police f
Marijuana §11357(e) - Juvenile on
Offender is
Offender is
Yes:
Mag Mfr,
Yes: After
(Courts and other Agencies "Shall"
Records', PD-026
School Grounds during School
18 Years
18 Years
Before
I OD, Ppr
S / I QC & OD
destroy); H&S§ 11361.5 et seq.,
& Proo.
Hours (with procedure in H&S
Old
Old
Disposition
11357(e)
_
§11361.5)
Police /,
Crime Reports: Missing Person
2 years or
Until
P
P
Yes:
Before
Mag, Mfr,
Yes: After
S11
Dept. Preference; Also see Crime
Fteeords PD-027
& Pro_p_
gym._._.
Reports (unsolved)
Located
Disposition
OD, Ppr
QC & OD
i
Reports; GC §34090
Police / l
Crime Reports: Public Assist and
Mag, Mfr,
Also see Crime Reports; GC
Records PD- 228
......-----.a
other Non -Criminal Police Contact
2 years
2 years
OD, Ppr
§34090
& Prop.
Reports
-
shall" de stroIndividual petitions
Police I
Crime Reports: Sealed Cases-
Date of
Date of
Mag, Mfr,
District Attorney; PD concurs that
Records.! PD-029
("Factual Innocence")
Arrest_+ 3
Arrest + 3
OD, Ppr
person is factually innocent, then
& Prop
years
years
seals record; GC §34090; PC
§851.8(a)
...... ........ ........ __.
_.
.....
.........
.._.
i---
oWtu to a LBU IoWutaW; totl h Ui) rtr.....
age of majority + 8 years; Sealing
Police /
Reports: Sealed Cases (e.g.
Sealing date
Sealing date
Mag, Mfr,
for Juveniles and Wards of the
ord'Crime
Rs... § PD-03.0
+ 5 years (or
+ 5 years (or
OD, Ppr
p
Court retained for 5 ears; CCP
y
& Prop.Juveniles)
Court Order)
Court Order)
1340.1, GC §34090; W&I
1
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of [Classification
Records Description Retention I Disposition Comments I Reference
Record OR
_
Destroy
File Number
Image: i
Inactive Paper
Media 1=Import
(OFR )
Active (Off -site, Total vital? after
(in office) Retention Options M=Mfr
Imaged &
OD or Mfr) S=Scan g
if the record is not listed here, refer to the Retention for Cil -Wide Standards
Retential'is begin when the act is completed, and impfy a full file folder t�. last
document+ 2 ears', since destruction is normal! gerformed b file folder.
HOLDS: 8. Lrtr` anon cam tsr"rats, claims, public records act re nests, audits andlor
rnvesliestidns
suspend
raormat relentr'on eriods retention resumes after settlement or cem NeCcorr .
Police/
Department of Justice Validation
2
2 years
Mag, Ppr
Information received by DOJ; GC
Records.; PD-03.1
Lists
years
§34090
& pro[
_„
Department Preference (follows
crime report retention);
Police (
Records PD m032
Drug Registrants (maintained in
>.7 ears
=.. Y
5 7 ears
Y
Mag, Ppr
Registration is required for 5
RMS)
years; GC §34090, H&S §11590 et
& Prop.I
seq., H&S §11594(a)
Police P
Evidence Sheets (Property cards
(Criminal
(Criminal
Ppr
Statute of Limitations is 1 year for
seized by officers; CCP
Records PD-033
---J
and records)
Re port
P
Retention)
Report
p
Retention
(property
340(d); GC §34090
& Prate
- _
If artifact over $10,000, artifact is
permanent - Statute of Limitations
Police t
Evidence Sheets: Found Property
2
P
P
Mag, Ppr
is up to 3 years (recovery from
1
Records I PD-034
Lawfully disposed (over $10,000)
years
seized property by police is
& Praa.
year) CCP §338(c), 340(4),
341(a); GC §34090
_
-----
If artrfact over $10,000, artifact is
permanent - Statute of Limitations
Police /
Records PD-035
Evidence Sheets: Found Property
2 years
2 years
Mag, Ppr
is up to 3 years (recovery from
seized property by police is 1
,
Prop.^i
Lawfully disposed (under $10,000)
year); CCP §338(c), 340(4),
341(a); GC §34090
Police
Officer Recordings: Body -Worn
PCB 832.18(b)f5)(E) GC
Cameras — LOGS of Access or
Records, PD-036
, _______ ...
P
P
_. Mao.
634090.E et seq.
peletion of Data
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 121l7/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of Classification
Records Description
Retention I Disposition
Comments / Reference
Record OR
-
File Number
Image: Destroy
''_
Media 1=Import Paper
Active InactiveIE
Vital? after
(OFR)
Options M=Mfr
(in office) OD or Mfr) Ima ed &
S=Scan
If the record is not listed here, refer to the Retention for Cit -Wde Standards
Retentions begin when the act is corar leted, and impl a full file folder e, , Vast document + 2 ears , since destruction is normalg aerfolmed by fide folder.
HOLDS: Ltlb' ation„ complaints, clairnsublic records act requests, audits andr'or invesfi actions
suspend
normal retention
periods retention resumes after setldement or corm letior .
Police I
Officer Recordings: Body -Worn
Follows
retention for
---``-""'
Evidence
Ewiaws
retention for
Evidence.
PC$ 832.18 tr}(5}(B}& C GC
i ( L--�........_
Cameras -that ARE evidence
Roe r Arc PD-037
Prate "
Mag,
Oicer Involved Shootings f ff
M°n°murn 2,
N1r01mum 2
$34090.6 st sea.
Detention or Arrest / Complaints
years
ears
Police /
Records PD-038
Officer Recordings: Bativ Worn
60 days
60 days
60
Mag.
PC§ 832.18(b)(5)(A) GC
Cameras - that are NOT evidence
& Prnp"
34090.E et sea
preference'
Police )..
Officer Recordings: Mobile
i?efor�i crags thgt tegpme Qvldencg(
Records PDL039
Ott,°( 1QLVid@g mRg_wrd'a,tu(s lltg( n I�t�rt
1 near
1Yegr
are stored with evidence-
& Prop,
evidence f hip recorders", etc.)
consistent wit�
re_c uirements: GC 1134090 .6fa
Department Preference; Non -
...)
--
_..
records used for investigations;
Police t
Originals entered into the State
Records PD-040
Pawn Slips / Secondhand
2 years
2 years
Ppr
Automated Property System; most
& Proms
agencies retain for 2 years; GC
§34090
.......... .
-----....
Follows
Follows
Police I
Records ; PD w041
Photos: Crime Scenes
Retention of
Crime
Retention of
Crime
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
See appropriate Crime Report
& Prop. ;
Report
Re ort
"
Police /
Records PD-042,
Photos: Mug Shots
P
P.
Mag, Mfr,
S / I
Yes: After
Retained for administrative value;
4(Xf years,
U0 year's
OD, Ppr
QC & OD
GC §34090
& Prop ,
Police /
Preference; GC
Records_, Eq-Q43
Photos: Request Forms
2 years
2 years
Ppr
§34090
& Prop.
I
jDepartment
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office ofl Classification
Records Description
I
Retention l Disposition Comments I Reference
Record OR
File (dumber
Image: Destroy l
Media 1=Import Paper
Active Inactive
(OFR)
(in office) (Off -site, Vital? Options M=Mfr after
E
OD or Mfr) Imaged &',
S=Scan
I 7
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentionsbe Ir1 when the act rs corn feted,. and in1 l a full file folder e.. , last document + 2 earn „ since desertrCtion is raonrratt erformed by file folder.
HOLDS: Liti ation, complaints, claims, public records act re' nests audits andlor investic ations sus end normal retention oeriods retention resumes after settlement or com letion .
Police i
Expiration of
Expiration of
Department Preference; Non -
Records PD-f344
Restraining Orders
Order
Order
Ppr
records (Court is OFR); GC
f Prpp
§34090
Follows
Follows
Retention of
Retention of
Police L i
Reoords ED045
Search Warrants
Crime
Mag, Ppr
Copies; Court is OFR; GC §34090
Crime
Report
ReROrt
& Proms r
R tulmed trro
1�e:turrnrrc to
Ctexd
Cement
Police /
p
p
Pursuant to PC §290 et seq. If
released from CAY, records are
Records !, PD-046
Sex Offender Registrations
10 years
r r Death of
er death of
Mag, Ppr
destroyed after age or sealing
Registrant
& Prop.
Registrant
pursuant to W&I §781;
1;
Police 1
I When No
When No
Transitory Non -Record; Courts are
Records! PD-047
Subpoenas and Subpoena Logs
Longer
Longer
Ppr
OFR, GC §34090
& Prop.
Required
Re aired
__
Police f_
Record'- PD-048
Taxi Permits Eiacrounrls)
Expiration +
Expiration +
Mag, Ppr
GC §34090
2 years
2 years
_.
......... , .
.... ...,.
When lino-
°'A"heii..Ne
I" £Yiiti.i:p
TetF',.t+ype-�'�`al@{'ms,
f2p,.
Tr ms4tory.l'Recor('1, GG §340917..
Rex4 u4e4d
t'^xi{,"4d=ed
Police /
(Follows
Follows
Department Preference; GC
Records l PD-Q49
Video Interviews
evidence
evidence
Mag
§34090
& Prop,. I
retention)
retention
lnolia,t
Vnkt*a �a.f w ar N tp t
l cagy
94-days
f &ag
GG §.t409O: r
Police 1
Weapons, Lost / Stolen, Serialized, if
..
.........
f Department Preference LBased on
Ftecprds PD-050
no activity from date of report and
Until Found
Until Found
Ppr
DOJ Inventory and ATF History
& Pro .
CLETS purge
Re o t GC 34090
POLICE INFORMATION
TECHNOLOGY Mt
t?1APdAtsF"llv9Gli4l
tt t Odn
iA't"NLb P- y&m'BE4tISi
CITY OF EL SEGUNDO, CA. 02002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
Ver.7.0 RECORDS RETENTION SCHEDULE: POLICE Page PDA1
Office of IClassificatio'rn Records Description
Retention f Disposition
Comments 1 Reference
Record ? OR
Destroy
°
File Number
Image:
Paper
Inactive Pa P
Active Total Media I=Import
Vital? after
(OFR)
(in office) OD or Mfr) Retention Options M=Mfr
Imaged &
i
S=Scan
if the record is not listed here„ refer to (tie Retention for City -Wide Standards
Retentions ba in when the act is corm leted° and im ly a full file folder e, . last document + 2 yearsj, since destruction
is normaity performed bL file folder'.
f�Ofl HSr Lida` atxon, complaints, claims, ut>tfr records act reQuests, audits ancf/irr td7vesta' aGorrs suspend
normal retention
periods retention resumes after settlement or cor7a letaon .
Used for Disaster Recovery -
ur uses on{y_Consistent with
BackupTapes f Disks - Darly Tapes-
P
When „
When No.
City MIS; Considered a copy and
Police ).., PD-051
— — —
-OAF:°d rtaolwarfe-r.•rraat
Longer
ng—er
Required
Longer of
Rewired
Yes
Mag.
can be destroyed when no longer
based
IT
I y ork �ypp..i:: g w}rH bSha}tact-A Dr°wsa s
required; retention on
administrative value; recycle
-14-days
tapes; GC §34090 et seq.
se or I)isas a ecov
Backup Tapes ! Disks - Weekly-
No
fJe--
purposes only Consistent with
Tu"NA1'41 Y It'.I!"tSt 3 Wrb`4t-F� ,-41Y�-
When, No
Loa7ger
:City MIS; Considered a co and
Y PY
Police !
PD 052
fit„ C7f 1 fiM:a_1!w�fNTil (Fart �,�
,.atay e
Longer
Rer�rLd
Yes
Mag.
can be destroyed when no longer
IT
wwaalF
NB) .Ne:twerk, rr,ii-F*4,s err wh aae d-
Required
90 days
required; retention based on
l�rtls rxa
administrative value; recycle
tapes; GC §34090 et seq.
o+afent %P!YRt-Ih....
t eRk�iCk%f} n "At➢&' a"v ' 60'4al::x t..�^'k'"11r..
Gity lei ire"r {vC9 1 44eq--eat a coll7"�'fra1`'�Gl....
l olwfe-r
IG%#-.M.41�ain
WEEK OF -THE ON1 t''`t•'(h' arcludea,
�
°
9�E#a�atf}
G
�M.l.vieyMEe
xy
Yd.t"
i�,°°i}g^:.}Y
� can -be �4"iE"k'li'&re G. d i ao Ir*0 Ikbakgf,4......
°'
IT
&'�qnm'AIiI�..4NeM+a' erk;-A4Fflc -(.w:i
'k4qV ked, r6"'@k°W'nt 3lYYr lk3 k;E't--fbBPr
. m
14Pared4)fives,
4-.3u'lY& 0iFAr'a4*ve %avA-R4,-r-ee"IeIe
-4ao4;+...§34DWI, et.wheg4
Police J_ PD-053
Daily Crime ReportNo. Log: Case
2 Years
P
P
Yes
Mag, Mfr,
D Ppr
Yes: After
S 1 QC & OD GC §34090
IT
Numbers (Maintained by MIS)
....
_.
....
Re(x daorogfs rut d a lraalw tar & fk,a&tio
) w ip arTr at) to asa nc irk r Ve r -
4
FaelITa
onrv}nrni t@ rouos f gwu, — C q k d,
p. 1
- y
N &h rgti e
to-p/< .,
w.
lwa
Friamirate, feet Io) daps) �wf-t,..
iT4
7kM t •;$ btl(6t1 E
Department preference (legally
1
Police PD-05�
Recordings of Telephgne Calls -
100 days
100 days
Mag
mandated for 100 days; GC
Front Desk and Watch Commander
ITe
§§34090. 34090.E
CITY OF EL SEGUNDO, CA. 02002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/17/2002
ver. 7.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12
Office ofiClassification
Records Description
�j
Retention I Disposition
Comments I Reference
Record
OR
-
Destroy
File Number
Inactive �
Image:
Paper
Active (Off -site,
Total Vital? Media
I=Import after
(OFR)
(in office) OD or Mfr)
Retention Options
M=Mfr Imaged &
S=Scan
If the record is not listed here, refer to the Retention for G°t -Wide Standards
Retentions begin when the act is corn,�leted, and irn l a fall fife folder 'e.t . last document + 2 gprs , sincedestruction normally
performed h file folder.
diCYt f�S: LJic aticsn, complaints, ctainas. udaJio records act re flpesis, audits and/aa° fnvesdr ations
strs end normal retentris
on eriods retention resumes after settlement or roaar tetlorr .
I_year is required! wb°en video.
Police/ 1
4llcieg Record i s - Frnnloyees I
ar
1 ear
1year
M
�ccl 0 regtudar ci�ga°ing.
GC
IT -Q-055
Citv Operations {Holding Gell
y
operations of the City°
�soetc.i�tos—Pukalrc Arias
Muir
Does not rtot.!t requu �ngosng
Ir
luerat ions of the Gi4 reflir rrnarx,
Police !, PD-95§
(Streets Sidewalks Lobbies
Lon or
�cl
Lon er
R
Ma -g
CT
Hfden'�llwaf
qLi_O
�ry
d
drafts)' GC §340 00 etc.
CITY OF EL SEGUNDO, CA. ©2002 Gladwell Governmental Services, Inc. (909) 337-3516 (all rights reserved) Adopted: 12/1712002
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11
Office f
Retention o.
Records Description
Retention / Disposi t I on
Comments I Reference
Record
- I I - ...... . ... ..... ..... .
— ------- -
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfir) S=Scan
QC'd?
ff the record is not listed here, refer to the Retention for Cit -Widcr Standards
Retentions begin when the act is romplelod, and imp! a full file folder Lo 2. last document + 2 oars o since destruction is nonnally gerfortned b file folder
HOLDS: Litigation, cotp.taints , 68irr"ublic records act requests, audits andlor invest . alions suspend normal retention periods (roteoWon resumes after settlement or cony lotion
WORKS
ENGINEERING
City Clerk &
Public Works
PW-001
Abandonments I Vacations
P
P
Meg,
Yes (all) Mfr, OD,
Sit
Yes: After
11C & DID
GC §34090 et sec.
(Streets) I Survey File
Ppr
Engineering
Assessment Districts Sewer
Department Preference,
Districts / Maintenance Districts
Mag,
Statute of Limitations is 4 - 10
Public Works
Landscape & Lighting / Street
P
P
Yes: Until
Mfrl OD,
S/I
Yes: After
years (for Errors &
Engineering
PW-002
Imrovement Districts
p
Completed
Ppr
QC&OD
Omissions); CCIP §§337.
(FORMATION, BOUNDARIES,
1337.11(a), 337.15, 343; GC
ENGINEERS REPORTS)
. ....... ... -
§34090 7
Capital Improvement Projects
Some grant funding agencies
(CIP): Administration File
require audits; Statute of
Limitations for Errors &
Project Administration,
10yearsor
Completion +
10 years or
Omissions is 10 years;
Public Works
Certified Payrolls, Construction
Manager's Logs, Daily
Upon
After Funding
Agency Au6t
'
After Funding
Yes: Until Mag ,
Mfr, OD,
S/I
Yes: After
Published Audit Standards=4-
7 years; Statute of
Engineering
PW-003
Inspections, Insurance
Completion
if required
Agency Audit, i
required,
Completed
Ppr
QC & OD
Limitations: Contracts &
Certificates, Meeting Minutes,
whichever is
whichever is
Spec's=4 years, Wrongful
Project Schedules, Progress
longer
longer
Death=GOMP. + 5 years,
meetings, Real Estate
Developers=comp. + 10
Appraisals, RFIs &
years; CCP §337 et. sec.,
Responses, etc.
GC §34090
EL SEGUNDO, CA. 90995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted:
Do not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
Office of
Retention No. Records Description
Retention I Disposition
Comments I Reference
Record............
........ . . ................. ......I—
- --------- - -
Inactive Image:
Destroy
Active Storage Total Vital? Media i: I=Import
Total
Paper after
(OFR)
(in office) (Off -site, DO Options: M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions be in when the act is corn eted I and iry)y a full file folder (e.g. last document 2 years, since destruction is normally poirformed by file folder.
HOLDS; Lifigalion, corn faints, claims, public records act re rests, audits and rinvesOgall s sus end normal retention periods (retention resumes after settlement
or completion).
Capital Improvement Projects
(CIP): Permanent File
Plans, Specifications,
Department preference;
Successful Proposal, Change
Upon
Mag,
Yes: Until
Yes: After
retained for disaster
Public WorksReports,
PW-004
orders, Materials Testing
P
Completion
P
Mfr, OD,
Completed
Sit
QC&OD
preparedness purposes; GC
I Engineering
Grading Permits,
Ppr
§34090
Hazardous Materials Plans,
Notice of Completion, Photos,
Soils Reports, Studies,
Submittals, Surveys, etc.
Capital Improvement Projects
Public Works
PW-005
(CIP): Unsuccessful
2 years
2 years
'Mag' Pp r
GC §34090
I Engineering
Proposals
Public Works
Capital Improvement Projects
(CIP): Where City is NOT the
When No
When No
Longer
Mag, Ppr
Non -records (another agency
o
Engineering
PW-006
Lead Agency (Grade
Longer
Required
Required
sthe lead)
. . . .
Separation, etc.)
.. ... ...... . ... ...f
..... . . ..................
---------------
- . . ........
CCTV Collection Line
Department Preference; GC
Public Works
PW-007
Inspection Tapes I Video
10 years
10 years
Mag
§34090 at seq.
I Engineering
Inspections I Video Tapes or
I
Digital Recordings (all lines)
EL SEGUNDO, CA. Q1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Adopted:
Do not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
Office of
Retention No.
Records Description
Retention / Disposition
Comments t Reference
Record
-.--------..
Inactive Image:
Destroy
Active Storage Total Vital? Media 1=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards
Retentions be !n when the act is completed, and imply a full file folder Lo,g. last document + 2 ears , since destruction is normally erformad by file folder.
HOLDS: Libqation, com>laink , claims, public records act re uests„ audits and/or invests al" is suspend normal retention periods retention resumes after settlement or coaaa letion .
Department preference;
Yes: While
Some correspondence from
Public Works
PW-008
Correspondence - Regulatory
Minimum 2
Minimum 2
Active Mag, Ppr
Regulatory Agencies need to
/ Engineering
Agencies
years
years
Issues
be retained for long periods of
time; GG §34090
Public Works
.__ ...........
Design &Construction
....
P
p
......
Mf,,
.....
Sit
After
Department Preference; GG
4
Engineering
pW-009
Standards
Ppr
Pp
OC & OD
QC
00
Mag,
Yes: After
Department Preference
City Clerk
PW-010
Easements
P
P
Yes (all) Mfr, OD„
S/I
QC & OD
(copies); GC §34090.7
Ppr
Public Works
Encroachment Permits -
P
P
Mag'
Mfr, OD,
S/l
Yes After
Department Preference GC
f Engineering
_..._..._
PW-011
...__
Permanent Encroachments
.......
I
Ppr ...,;,
�
..
QC & OD
§34090
.... .....
Engineering Studies / Surveys -
Mag'
Public Works
Preliminary Studies / Project
Minimum 5
Minimum 5
Mfr,Yes:
S/l
After
Department Preference; GC
f Engineering
PW-012
Assessments (Not Acquired
years
years
pr
OC & OD
§34090
or Developed)
Public Works
..
Engineering Studies / Surveys
P
P
Mag"
MfPP D,
Stl
Yes: After
Department Preference; GC
Engineering
PW-013
(City Built Projects)
QC & OD
§ 34090
Public Works
Geotechnical and Soils
P
P
Mag"
Mfr, OD,
Stl
Yes: After
Department Preference; GC
I Engineering
PW-014
Re Ports
Ppr
QC & OD
§34090
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
Office of
Retention No.
Records Description Retention / Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I=Import
Vital?
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
OC'd?
ff the record is not listed here, refer to the Retention for City -Wide Standards
Retentions be in when the act is completed, and lt2ly a full file folder e.last document + 2 ypa,2, since destruction is normal!v performed by file folder
HOLDS: Liti anon, comp/arms, claims, public records act requests, audits andlor investi a6' s suspend normal retention eriods retention resumes after settlement
or confi telrorr ..
Public Works
P
P
Mag
Mfr, OD, S/I Yes: After
Department Preference; GC
/ Engineering
PW-015
Grading Permits & Plans
,Ppr QC & OD
§34090
Drafts should be destroyed;
Maps, Plans and Record
Mag"
Some maps are also retained
Public Works
Drawings (Capital Improvement
P
P
Yes: After
Yes {all) Mfr, OD, S/I
by Planning; Selected maps
/ Engineering
PW-016
project "As-Builts", Record
QC & OD
Ppr
are retained in Public Works
Drawings, etc.)
for administrative purposes;
GC §34090, 34090.7
..
.... L.,.,..,,,
......
Department preference;
NPDES Monitoring records
Public Works
PW-017
NPDES Permits - Stormwater
Expiration +
Expiration + 5
Yes: Until
''Mag, Ppr
required for 3 years in
7 Engineering
9 9
5 years
years
Expiration
Federal law; 40 CFR
§§122.21, 122.41, 12244
Department preference;
NPDES Monitoring records
Public Works
PW-018
NPDES Reporting and
5 years
5 years
Yes: Until
Mag, Ppr
required for 3 years in
Engineering
9 9
Monitoring Stormwater
9 -
Expiration
Federal law; 40 CFR
§§122.21, 122.41, 122.44
Department Preference;
NPDES Monitoring records
Public Works
PW-019
Pretreatment Annual /
Quarterly Reports
5 years
5 years
!Mag, Ppr
required for 3 years; POTW
reports are required for 3
/ Engineering
Industrial Pre -Treatment
years; 40 CFR 403.12; GC
§34090
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
Office of
�
Retention No.
Records Description
Retention / Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
if the record is not listed here. refer to the Retention for City_- Wide Standards
Retentions begin when the act is corn plated, and irriply" a full file folder (e,2. last document 2 yoafs since destruction is normallorformed b4 file folder,
,HOLDS.- Litiq lion, complaints, claims, public records act re nests, andlor investi atiorrssuspondno al retention periods (retention resumes after settlement
or cone lotion
City Clerk &
I
Mag,
Yes: After
Department preference
Public Works
PW-020
Rights of Way
P
P
Yes (all)
Mitt, OD,
S/I
QC&OD
(copies); GC §34090.7
Engineering
Ppr
Public Works
Standard Construction
P
P
Mag,
Mfr. OD,
S/I
Yes: After
Department Preference; GC
Engineering
PW-021
Drawings I Details / Plans
Ppr
OC & OD
§34090
Public Works
P
P
Mag, Ppr
Official record held by City
PW-022
Subdivisions
Clerk; GC §34090.7
Engineering
Department Preference (the
warrantee period for work
Public Works
PW-023
Underground Service Alerts
years
3ye s
3years
Ppr
done is 5 years); Required for
Engineering
(USA's) !Dig Alerts --City
f
3 years; GG §§4216.2(f) &
4216.3(d); GC §34090
Public Works
PW-024
Urban Water Management
10 years
10 years
Yes
Mag, Ppr
Department Preference; GC
§34090
Engineering
Plans (UWMP)
When
When
Public Works
PW-025
Vulnerability Assessment
Emergency Response Plan
Superseded -
Superseded -
Mag, Pipr:�
Confidential; GC §34090
Engineering
Risk & Resiliency Assessment
Minimum 2
Minimum 2
years
years
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted:
Do not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
Retention No. Records Description Retention / Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I=Import
Paper after
(OFR)
Vital?
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for Ci't -I Standards
Retentions begin when the act is cony tteled, and imply a full No folder er,r, last document + 2 years), since destruction is normally erforrned b file folder.
HOLDS: LaCi aradn, complaints claims, public records act re Crests, audits and/or i0vest! anions suspend normal retention periods retention resumes after settlement
or com Notion).
Department Preference;
Wastewater/ Sewer System
plans must be updated every
Management Plans (SSMP)
5 years, audits are required
Public Works
PW 026
and Audits, Sanitary Spills
10 years
10 years
Mag, Ppr
every 2 years; 40 CFR
I Engineering
Overflow Prevention Plan
RCB Order
(SSOPP) and Sanitary Sewer
�2006-03; 40 CFR
2006- 3; 40 CF
Overflow Response Plan
122.41(i)(2); GC §34090
ENGINEERING - PRIVATE
DEVELOPMENT
Drafts should be destroyed;
Public Works
Maps, Plans and Record
Mag,
Some maps are also retained
I Engineering
pW _0P7
Drawings (Final Maps, Parcel
P
P
Yes (all)
Mfr, OD,Sit
',
Yes: After
by Planning; Selected maps
/ Private
Maps, Right of Way, Tract
P r
p
QC & OD
are retained in Public Works
Develop.
Maps, etc.)
for administrative purposes;
GC §34090, 34090.7
ENGINEERING -TRAFFIC & TRANSPORTATION
Public Works
Mag,
''Department
i Engineering
PW-028
Master Plans -Transportation
Superseded
Superseded +
Yes (all) MfrPP D,
yes: After Preference; GC
S/l
! Traffic &
+ 5 years
I
5 years
QC & OD §34090
Trans.
Public Works
1 Engineering
PW-029
Newsrack Permits
2 years
2 years
Mag, Ppr
GC §34090
! Traffic &
Trans.
I
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
Office of
Retention No.
Records Description
Retention t Disposition
Comments I Reference
Record
.. ..... ........_.
..,.,.,... __ _... ......
....._ ..., ....... i ..,.
..------------ ----
..,.......... . _ ....,......----
Inactive Image:
Destroy
Active Storage Total vital? Media 1=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention OptionsM=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
if the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is corn leted, and,= a full file folder e. 2, last document + 2 ye2aLsince destruction is normali erLforrned b file folder.
HOLDS: Litigation, complaints, claims, gubfic records act requests, audits andfor investi ations sus end normal retention
geriods retention resumes after settlement
or co >letion .
i
Public Works
! Engineering
PW-030
Residential Parking Permits
2 years
2 years
Mag, Par
GC §34090
/ Traffic &
Trans.
Public Works
1 Engineering
Minimum 5
Minimum 5
Ma P r
g p
Department Preference; GC
! Traffic &
PW-031
Studies -Transportation
years
years
§34090
Trans.
Public Works
/ Engineering
Minimum 2
Minimum 2
i
Mag'
Mfr
S!I
Yes: After
Department preference; GC
/ Traffic &
PW-032
Traffic Calming Requests
years
years
P, pr
QC & OD
§34090
Trans.
Public Works
! Engineering
Traffic Commission
Minimum 2
Minimum 2
Department Preference; GC
Traffic &
PW-033
AGENDAS, AGENDA
years
years
Mag, Ppr
§34090
Trans.
PACKETS
_--
-... .. ............
__
Public Works
Mag,
/ Engineering
PW-034
Traffic Commission
P
P
I Mfr, OD,
S
No
GC §34090
! Traffic &
MINUTES, BYLAWS
Ppr
Trans.
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted;
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
Officeof
Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper after
(OFR)
Vital?
(in office) (Off -site, OD Retention Options', M=Mfr Imaged &
or Mfr) S=Scan QC'd?
If the record is not listed here, refer to the Retention for Cif -Wide Standards
Retentions ban when the act is crm tafed', and irn d a fui! file folder e.g last document + 2 years , since destruction is normally erformed b Lfile folder.
HOLDS: Liti tion, complaints, claons, public records act ra uests, audits andlor invests atdons sus end normal retention aeriods retention resumes after settlement or c:onx ielion .
Public Works
Mag,
Department preference
''(required
/ Engineering
pW-035
Traffic Speed Surveys
10 years
10 years
Mfr, OD,
S/I
Yes. After
OC & OD
every 5 years, but
can be extended to 7 or 10
/ Traffic &
Ppr
Trans.
L... ................. -- -
_, .......
years) GC §34090
Public Works
Mag'
I Engineering
PW-036
Traffic Studies /Traffic Counts
10 years
10 years
Mfr,
SlI
Yes: After
OC & OD
Department preference; GC
§34090
/ Traffic &
Pprr
Trans.
GENERAL
SERVICES
I EQUIPMENT
MAINTENANCE
& FLEET
Lead Depart.
PW-037
AQMD Permits (Generators,
5 years
5 years
Mag, Ppr
40 CFR 70.6; GC §34090
etc.)
.... ,.....
....
......... ..._�,..
Department preference (data
is inter -related); If a motor
carrier, required for 18
months after vehicle is sold;
Public Works''
CHIP requires life of vehicle;
!
PW-038
Fleet Management Database
Indefinite
Indefinite
Mag, Ppr''
OSHA requires 1 year; 8 CCR
Fleet
§ 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR
396.3(c); CCP §337 et seq.,
GC §34090
-
_
....... ...........
..._ . ........
AQMD Rule 1470; Form
Lead Depart.
PW-039
Generator Operation Logs !
5 years
5 years
Mag, Ppr
400-E-13a instructions; GC
Inspections
§34090
..--
Lead Depart.
PW-040
Operations &Maintenance
Dq ......-......,..,,,
posal of
Disposal of
Ma Ppr
g' p
Department preference; GC
Manuals / O & M Manuals
Equipment
Equipment
§34090
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
Office of
Retention No.
1
Records Description
Retention / Disposition
Comments t Reference
Reco
. ....... . ........ . .
7
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention options M=Mfr
Imaged &
Ior S=Scan
QC'd.
it the record is not listed here, refer to the Retention for City -Wide Standards
Retentions begin when the act is cony toted, and imaly a full file folder (o.g. last document + 2 cars , since destruction is normal erformed t y file folder.
HOLDS.' L 11 i I t I igation, complaints, claims, gublic records act requ'sts' audits and/or investi ations suspend normal retention periods (retention resumes after s
ettlement or C. )I t
I
Public Works
Pressure Vessel Certifications
Current + 2
Current + 2
Mag,
Yes: After
Department preference; GC
PW -041
or Permits (Air Compressors,
Previous
Previous
Mfr, OD,
S/,
QC & OD
§34090 et. seq.
Fleet
Propane, etc.)
Certificates
Certificates
Ppr
Pre -Trip Inspections / DOT
Program / CHIP Inspections
Lead Depart.
PW-042
Vehicle Safety Checks / Daily
2 years
2 years
Ppr
13 CCR 1234(c); GC§34090
Vehicle Inspections / Daily
Equipment Checks
22 CCR 66266.130(c)(5),
Public i Works
PW-043
Used Oil Disposal
3 years
3 years
Mag, Ppr
H&S §25250.18(b),
25250.19(a)(3) et seq.
Fleet
Public Works
Work Orders / Service
Division
Requests / Service Tracker
Data is interrelated; GC
Providing
PW-044
CMMS DATABASE
Indefinite
Indefinite
Mag
§34090
Service
(Computerized Maintenance
Work
Management System)
Public Works
I Division
Work Orders / Service
When No
When No
Preliminary drafts (the
Providing
PW-045
Requests / Service Tracker -
Longer
Longer
Mag Ppr
database is the original), GC
Service
All Information Entered in
Required
Required
§34090
Work
CMMS Database
i
I
I
EL SEGUNDO, CA. @1995-2009 Gladwell Governmental Services, Inc. (909)337-3516 -all rights reserved Adopted:
Do not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10
Office of
Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
........... ......... . ------------ ----
Inactive Image: Destroy
(OFR)
Active Storage Total Media I=Import ''Paper after
Vital?
(in office) (Off -site, OD Retention Options M=Mfr Imaged &
or Mfr) S=Scan � QC'd?
If the record is not listed hero, refer to the Retention foi Cif y-Wide Standards
Reteniirans be in when the act is c am @etedo and imply a full file folder (e.2. last document )erformed by file "r.
HOLDS: Litigation,
com lainfs,
claims, public records act requests,
audits andlor
investi ations
suspend normal
retention
periods (retention resumes
after settlement
or c2M/etio22.
Work Orders I Service
Requests / Service Tracker -
NOT entered in CMMS
Public Works
Database (or partial
I Division
information entered into CMMS
City preference; CCP §§338
Providing
PW-046
Database)
5 years
5 years
Mag Ppr
el seq., 340 at sec., 342, GC
Service 1
§34090
Work
(Division providing service
retains originals; Division
requesting service is
considered a copy)
GENERAL
SERVICES I GOVERNMENT
BUILDINGS
Public Works
When
When
1 Government
PW-047
Elevator Permits
Superseded
Superseded
Mag, Ppr
GC §34090
Buildings
. .................................
Lead Depart.
. ......
I
PW-048
........ . ..... ... ... .
Hazardous Materials Manifests
.. ................ . ..
10 years
......... ..... ..........
P
-
P
--------------------
----------------- -----------------------
Mag,
Mfr, OD, S/I
--------------------------
Yes: After
------- --------- -------
Department Preference; GC
.. . . . . . ... ... . ....... .. ...... . . . .. .
. .. . ....................................................... ...
........... . . . . ..... ....
Ppr
QC & OD
§34090
Lead Depart.
PW-049
Hazardous Materials Manifests
10 years
a
Mag,
Mfr, OD, S/I
Yes: After
Department Preference; GC
State Reports
Ppr
QC&OD
§34090
Lead Depart.
PW-050
Operations & Maintenancelo
Disposal of
Disposal of
Mag, Ppr
Department prefer
preference; GC
�§34090
Manuals / 0 & M Manuals
Equipment
Equipment
p
j
1
EL SEGUNDO, CA. @1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11
Office of Retention No,
Records Description
Retention I Disposition
Comments I Reference
Record
�...._ ..... i
.... ...._. ...... ..__ ------ .. .........---------
............ ...
Inactive Image:
Destroy
Active Storage Total vital? Media I=Impart
Paper after
{OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City- Wide Standards
Redentions b in when the act is com leted, and l21 a full file folder e, , last document + 2 years), since destruction is normall orformed by file folder,
HOLDS,: Liti aHon, complaint claims, public records act requests, audits andlor rnvesdi attons sus end normal retention
aeriods retention resumes after settlement
or cons letion .
Community
Services /
Recreation
Swimming Pool / Plunge
Health Department
OR Public
PW-051
Chemical Readings &
5 years
5 years
Mag, Ppr
regulations; 8 CCR §3195.12;
Works /
Additions
GC §34090
Government
Buildings
Public Works
Work Orders 1 Service
/ Division
Requests / Service Tracker
Data is interrelated; GC
Providing
PW-052
CMMS DATABASE
Indefinite
Indefinite
Mag
§34090
Service I
(Computerized Maintenance
Work
Management System)
— —..
-------
Public Works
/ Division
Work Orders / Service
When No
When No
Preliminary drafts (the
Providing
PW-053
Requests /Service Tracker -
Longer
Longer
Mag Ppr
database is the original); GC
Service /
All Information Entered in
Required
I Required
§34090
Work
CMMS Database
11
i
GENERAL
SERVICES
f STORMWATER
Work Orders / Service
Requests / Service Tracker!
Public Works
Inspections / Maintenance 1
/ Division
Providing PW-054
Spills and Responses / Repairs
Indefinite
Indefinite
Mag
Data is interrelated; GC
§ 34090
Service 1
!Mitigations - CMMS
DATABASE (Computerized
Work
Maintenance Management
System)
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12
Office of
Retention No.
Records Description
Retention I Disposition
Comments t Reference
Record
....... . . . . ......
Inactive Image:
Destroy
Active Storage Total vital, Media I=Import
Paper after
(OFR)
(in office) (Off -site, OD Retention] Options M=Mfr
Imaged &
or Mfr) S=Scan
11C'd?
it the record "I is not listed here, refer to the Retention for C;ty- Wide Standards
Retentions begin,when the act is con!uletocl, and imply a hill file folder (P.g, last document 4- 2 years), Since destruction is nonnally gerforaied bv file folder,
HOLDS: Lilici tion, complaints claims, outific records act re sts, audits andlor invpsti ations suspend normal retention periods (retention resumes after settlement
or corriplelion).
Public Works
Work Orders / Service
Division
Requests / Service Tracker I When No
When No
Preliminary drafts (the
Providing PW-055
Spills and Responses / Repairs Longer
Longer
Mag Ppr
database is the original): GC
Service I
I Mitigations - All Information Required
Required
§34090
Work
Entered in CMMS Database
GENERAL
SERVICES
I WASTEWATER
CCTV Collection Line
Department Preference
Public Works
Inspection Tapes / Video
When
When
(preliminary drafts not
General
Services I
PW-056
Inspections / Video Tapes or
superseded
Superseded
Mag
retained in the ordinary
course of business); GC
Digital Recordings & Reports
Wastewater
(all lines
.
. . ........ . ...
§34090 et se q.
I
Department preference;
Public Works
Yes: While
Some correspondence from
/ General
PW-057
Correspondence - Regulatory
Minimum 2
Minimum 2
Active
�Ivlag, Ppr
Regulatory Agencies need to
Services /
Agencies
years
years
Issues
be retained for long periods of
Wastewater
I
time; GC §34090
Daily Vehicle & Equipment
Public Works
Safety Checks / DMV Reports
/ General
PW-058
Daily Work Reports I Vehicle
2 years
2 years
Ppr
GC §34090
Services /
Inspections / Daily Equipment
Wastewater
Checks
EL SEGUNDO, CA. @1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted':
not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13
Office of
Retention No.
Records Description
Retention / Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I=Import
Vital.
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
/f the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions begin when the act is Dorn feted, and !m ! a full file folder e.. last document + 2 ears'„ since destruction is normally performed h file folder.
VIOLAS, Litigation, complaints, claims, public records act ra a sts, audits andlor invesli atio is suspend normal retention
retention resumes after settlement
or cornpletion .
Public Works
_periods
/ General PW-059
Flow Measurements
5 years
5 years
Mag, Ppr
Department preference; GC
Services !
§34090
Wastewater
............ _......... - -
_ .... _....---------
.......... ......
....
Department Preference;
Public Works
NPDES Monitoring records
/ General PW-060
FOG (Fats, Oil & Grease) / Hot
5 years
5 years
Mag, Ppr
;
required for 3 years; POTW
Services /
Spots
reports are required for 3
Wastewater
years; 40 CFR 403.12; GC
§34090
Lift Station - Inspections,
Department Policy (sewage
Public Works
Maintenance, Repairs, Service
sludge is required for 5
/ General
PW-061
Requests, Alarm Recording,
5 years
5 years
Mag, Ppr
years); WC §13263.2(b) et
Services 1
Logs, Charts, Flow Monitoring,
seq.; 40 CFR 122.41(j)(2)GC
Wastewater
Voltage Readings, Permits
§34090
Public Works
/ General
PW-062
Operations & Maintenance
Disposal of
Disposal of
Mag, Ppr
Department preference; GC
Services /
Manuals / O & M Manuals
Equipment
Equipment
§34090
Wastewater
- --- - -.
.............
.-- .....
Public Works
/ General
Pumping Station Logs / Sewer
Mag,
Yes: After Department Preference; GC
PW-063
Services 1
Lift Station Logs t Motor Logs,
P
P
Mfr, OD,
sit
OC & OD §34090
etc.
Ppr
Wastewater
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14
Office of Retention No.
Records Description
Retention / Disposition
Comments 1 Reference
Record
InacImage-
Destroy
ActStoragetive
ive Total Vital? Media I=Import
Paper after
(OFR}
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Rel'entions begin when the act is completed, and implyimpiy a full file folder e.g. last document + 2 ears , since destruction is normal! gerformed by fife folder,
HOLDS: Litigation, complaints claims, public records act re crests,
audits andlor r'nvestiatforas suspend normal retention
periods retention resumes after settlement
or corn letdon .
Public Works
Required for a minimum of 5
/ General
PW-064
Sanitary Sewer Overflows
5 years
5 years
Mag, Pfsr
years; 40 CFR 122.410)(2);
SW RCB Order 2006-03; 40
Services /
(SSOS)
Wastewater
CFR 122.416)(2); GC §34090
..,_ ... ,_
---------------
Public Works
_.....
......... -.. -_ _
.....
Department preference
General
PW-065
Waste Discharge Monitoring
5 years
5 years
Mag, Ppr
Monitoring records required
for 3 years in Federal law; 40
Services /
Reports
Wastewater
CFR §§122.21, 122.41
Public Works
Work Orders / Service
/ Division
Requests / Service Tracker
Data is interrelated; GC
Providing
PW-066
CMMS DATABASE
Indefinite
Indefinite
Mag
§34090
Service /
(Computerized Maintenance
Work
Management System)
......--
_...
Public Works
/ Division
Work Orders /Service
When No
When No
Preliminary drafts (the
Providing
PW-067
Requests / Service Tracker -
Longer
Longer
Mag Ppr
database is the original); GC
Service /
All Information Entered in
Required
Required
§34090
CMMS Database
Work
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15
Office of
Retention No.
Records Description
Retention I Disposition
Comments / Reference
Record
Inactive Image:
Destroy
Active Storage Total Media I=Import
Paper after
(OFR)
Vital?
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr} S=Scan
QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions begin when the act is completed, and inyly a full file folder e. . last document + 2 ears , since destruction is normaJF erforrraad b file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and `or investi at'iens suspend normal retention
penods retergion resumes after settlement
or completion).
Work Orders I Service
Requests / Service Tracker -
NOT entered in CMMS
Public Works
Database (or partial
/ Division
information entered into CMMS
City preference; CCP §§338
Providing
PW-068
Database)
5 years
5 years
Mag Ppr
et seq., 340 et seq., 342, GC
Service 1
§34090
Work
(Division providing service
retains originals; Division
requesting service is
considered a copy)
PARK MAINTENANCE
Public Works
Memory Trees 1 Memory
P
P
Mag"
Mfr, OD,
S/I
Yes: After
Department Preference; GC
/
PW-069
Benches
QC & OD
§34090
Park Maint.
Ppr
Lead Depart.
PW-070
Operations & Maintenance
Disposal of
Disposal of
Mag, Ppr
Department preference, GC
Manuals 10 & M Manuals
Equipment
E ui ment
§34090
Department Preference
(agricultural pesticide records
Public Works
are required for 2 years); GC
/
PW-071
Pesticide Application !Use
2 years
2 years
Ppr
I
§26202; 3 CCR 6623(c), 40
Park Maint.
CFR 171.11 et seq.; GC
§34090
Public Works
t
PW-072
Playground Inspections t
... ......._._--
10 years
10 years
Mag, Ppr
Department Preference; GC
Playground Maintenance
§34090
Park Maint.
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16
Office of Retention No. Records Description I
Retention I Disposition
Comments I Reference
Record
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Total
Paper after
(OFR)
Options �
(in office) (Off -site, OD R M=Mfr
Imaged &
or Mfr) S=Scan ,
QC'd?
If the record is not listed here, refer to the Retention for Cit.V-Wide Standards
Retentions begin when the act is coMleted, and irngly a full file folder . . �Iast document + 2 4ears), since destruction is nornnally performed tifile folder;
HOLDS: Litigation, complairils claims, ublic records act ruoasts, audits andlor investigatfons sus pend normal retention periods (retention resumes after settlement
or cornplelion)
Public Works 1
1
PW-073
1
Tree Crew Schedule !City Tree
10 years
10 years
Mag, Ppr
Department Preference; GC
Trimming
§34090
Park Maint.
------------ . .......
. ..... . ......... . ..
. ...... ....
..... —
Public Works
Tree Maintenance Database Minimum 10
Minimum 10
Mag, Ppr
Department Preference; GC
/
PW-074
(West Coast Arborist) years
years
§34090
Park Maint.
SOLID
WASTE
Public Works
PW-075
AB 939 Compliance / Solid
10 years
10 years
Mag, Ppr
Department Preference; GC
Solid Waste
Waste Tonnage Reports
§34090
Public Works
Environmental Committee
Minimum 2
Minimum 2
MagPpr
Department Preference: GC
Solid Waste
PW-076
AGENDAS, AGENDA
years
years
,
§34090
PACKETS
Mag,
Public Works
PW-077
Environmental Committee
P
P
Mfr, OD,
S
No
GC §34090
Solid Waste
MINUTES, BYLAWS
. . ...
..... Ppr
- --- -
.. .. ... ........
.... . . ........ ....... .... ......
------- . . ............
........ . . . .......
...
.. .
.
............. . .
Department preference to
meet any grants or
Environmental Programs
subventions; NPDES
Public Works
PW-078
Conservation Programs:
5 years
5 years
Mag, Ppr
Monitoring records required
Solid Waste
Beach Cleanups, Etc.
for 3 years in Federal law, 40
CFR §§122.21, 122,41,
122.44
Public Works
PW -079
Environmental Work Plan
Superseded
Superseded -1
Mag, Ppr
Department Preference; GC
§34090
Solid Waste
I
+ 5y ears
. rs
5 years
EL SEGUNDO, CA. @1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Adopted:
Do not duplicate or distribute without prior written permission
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17
Office of
Retention No.
Records Description
Retention l Disposition
Comments I Reference
Record
Inactive Image:
(
Destroy
Active Storage Total Media 1=Import
Vital?
Paper after
(OFR)
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here„ refer to the Retention for 2 -l4+'�de Standards
Retentions br in when the act is completed, and im d a full file folder a. , last document + 2 ears', since destruction is normallodnrmed t file folder.
HOLDS.: Li Lion, complaint claims, public records act re
sts, audits and/or investi atioais suspend normal retention
periods rel'entien resumes after setliement
or con'i Petion .
Public Works
Exemptions from Mandatory
Expiration +
Expiration + 2
Mag, Ppr
Department Preference; GC
/ Solid Waste
PW-080
Trash Services
2 years
years
§34090
- ........... ....
Public Works
Haulers, Trash Company, Solid
Expiration +
Expiration + 2
—
IMag, Ppr
_,.... ...... ...,,,,,..
Department Preference; GC
l Solid Waste
PW-081
Waste Vendor Permits and
2 years
years
§34090
....�........
Applications ..
. _-
Public Works
........
PW-082
Hazardous Materials Manifests
10 years
P
P
Mag
Mfr, OD,
S/I
es QC & OD
D
Department Preference GC
§ 34090
/ Solid Waste
Pp r
11
.. ., - ...
Public Works
PW-083
Hazardous Materials Manifests
10 years
10 years
M r, OD,
S/I
r
Yes: After
Department Preference; GC
/ Solid Waste
State Reports
Ppr
QC & O D
§34090
Public Works
PW-084
Solid Waste - Recycling
SRRE Source Reduction and
10 ears
10 ears
Ma P r
Department Preference; GC
Solid Waste
-..
Recycling Element)
..........
-
—
§ 34090
Public Works
PW-085
Solid Waste Enforcement
5 years
5 years
Mag, Ppr
De artment Preference; GC
P
/ Solid Waste
Letters
§34090
STREETS
Public Works
PW-086
Graffiti Removal / Weed
2 years 2 years
Mag, Ppr
GC §34090
i Streets
Abatement
Department preference;
NPDES Monitoring records
Public Works
PW-087
Inspections (Contractor's work
3 years 3 years
Mag, Ppr
required for 3 years in
/ Streets
in Right -of -Way}
Federal law; 40 CFR
§§122.21, 122.41, 122.44
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18
Office of
Retention No.
L Records Description
Retention ! Disposition
Comments I Reference
C
Record
--------------
_.
._w.,efere
_
Inactive Image:
Destroy
talVital? Media l=Import
Active Storage:Retention]
Paper after
(OFR)
{in office) (Off -site, OD Options M=Mfr
Imaged &
or Mfr) S=Scan
i
QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions begin when the act is com feted, and irWy a full file folder (e.g. Past document + 2 ears , since destruction is normall performed by file folder.
HOLDS: Lrfi ahon, com faints„ claims, pubfic records act ra uests, audits and/or fnr esticat" s sus and normal retention
periods tretention resumes after settlement
or com letion .
Public Works
PW-088
Sidewalk Inspections &
Repairs: Bicycle Ways, Curbs,
10 years
10 years
Mag, Ppr '
Department Preference; GC
§34090
/ Streets
Sidewalks, etc.
Public Works
PW 089
Street Signal Outages &
2 years
2 years
Mag, Ppr
GC §34090
! Streets
Maintenance
-----
-
_,._....
Department preference;
NPDES Monitoring records
Public Works
PW-090
Street Sweeping
3 years
3 years
Mag, Ppri
required for 3 years in
/ Streets
Federal law; 40 CFR
§§122.21, 122.41, 122.44
Public Works
Work Orders! Service
/ Division
Requests / Service Tracker
Data is interrelated; GC
Providing
PW-091
CMMS DATABASE
Indefinite
Indefinite
Mag
§34090
Service /
(Computerized Maintenance
Work
Management System)
Public Works
/ Division
Work Orders / Service
When No
When No
Preliminary drafts (the
Providing
PW-092
Requests !Service Tracker -
Longer
Longer
Mag Ppr
database is the original); GC
Service /
All Information Entered in
Required
Required
§34090
Work
CMMS Database
t
EL SEGUN DO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19
Office of
Retention No.
Records Description Retention / Disposition
Comments / Reference
Record
Inactive Image:
Destroy
Active Storage Total Vital? Media I=Import
Paper after
(OFR}
{in office} (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards
ROPritlons be in when the act is com feted, and imp)imp)y a full file folder (e.g. last document + 2 ears since destruction is norma9t erformed b file folder.
HOLDS., Litigation, complaints, claims, public records act re nests,
audits and/or investf atrorts suspend normal retention periods retenton resumes after settlement
or com lebon ,
Work Orders / Service
1
Requests / Service Tracker -
NOT entered in CMMS
Public Works
Database (or partial
/ Division
information entered into CMMS
City preference; CCP §§338
Providing
PW-093
Database)
5 years
5 years
Mag Ppr
et seq., 340 at seq., 342, GC
Service !
§34090
Work
(Division providing service
retains originals; Division
requesting service is
considered a copy)
WATER DISTRIBUTION
Department Preference;
Backflow: Cross -Connection
Meets California Department
Public Works
PW-094
Backflow Device Inspections
5 years
5 years
Mag, Ppr
of Public Health requirements
/ Water Dist.
and Maintenance
(3 years); GC §34090; 17
CCR 7605
8 CCR 5157(d)(14) & (e)(6);
Lead Depart.
PW-095
Confined Space Entries
3 years
3 years
Mag, Ppr
29 CFR 1910.146(e)(6); GC
§34090
------
_., ........ ___
L....
5 years is required in State
Customer Concerns /
and Federal law for any
Public Works
PW-096
Customer Complaints: Odor I
5 years
5 years
Mag, Ppr
complaints; 40 CFR
/ Water Dist.
Taste / Visual Complaints
122.410)(2) & 40 CFR
141.33(b); 22 CCR 64470
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20
Office of Retention No. Records Description
Retention 1 Disposition
Comments I Reference
Record
Inactive Image:
Destroy
(OFR)
Active Storage Total Media 1=Import
i Vital?
Paper after
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
or Mfr) S=Scan
QC'd?
776
If the record is not tislod here„ refer to the Retention for City- Wide Standards
Reteiatrcns be in when the act is com letcd, and irnply a full file folder c.. fast document + 2 ca s ,since destruction is normal!y portornaed by file folder.
HOLDS, Oti ation, complaints, cfaims, public records act re uests,
audits and/or invesli edions suspend normal retention periods retention resumes after settlement
or completion).
Environmental Agencies /
Public Works
PW-097
Regulatory Agencies
Minimum 2
Minimum 2
Mag, Ppr
Department Preference; GC
/ Water Dist.
years
years
§34090
{EPA, DHS, etc.}
I
L
Department Preference;
Public Works
Fire Flow Test Applications and
Meets California Department
/ Water Dist.
PW-098
Witness to Test
10 years
10 years
Mag, Ppr
of Public Health requirements
(3 years); GC §34090; 17
CCR 7605
Public Works
Hydrant Inspections / Flushing
Department preference; GC
1 Water Dist.
PW-099
/ Turning Sheets / Valve
10 years
10 years
Mag, Ppr
§34090 et seq.
Exercises / Valve Activations
Lead Depart.
PW-100
Lockout-Blockout / Lockout-
2 years
2 years
Mag, Ppr
GC §34090
Tagout
Public Works
PW-101
Meter Change Cards /
Upon
Disposal of
Upon Disposal
Mag'
Mfr, OD,
L
S 1
Yes: After
Department Preference; GC
I Water Dist.
Replacement Cards
Meter
of Meter
Ppr
QC & OD
§34090
Public Works
When No
When No
1 Water Dist.
PW-102
Metropolitan Information
Longer
Longer
,Mag, Ppr
Non -records
Required
Required
...
Public Works
PW-103
Operations & Maintenance
Disposal of
Disposal of
Mag, Ppr,
Department preference; GC
t Lead Div.
Manuals f O & M Manuals
Equipment
Equipment
§34090
EL SEGUNDO, CA. 01995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21
Office of
Record
(OFR)
Retention No.
L Records Description
_. _... ........ .
Retention i Disposition
-------- .... ........_..... .. .........
{ Inactive Image:
Active Storage Total Media I=Import
(in office) (Off -site, OD Retention Vital. Options M=Mfr
or Mfr) S=Scan
....
Destroy
Paper after
Imaged &
QC'd?
Comments l Reference
If the record is not listed here, refer to the Retention for Cit -Wide Standards
Retentions be in when the act is cox leted, and imply a full file folder e. .last document + 2 cars „since destruction is normally performed by file folder:
HOLDS: Litigation, complaint , claims, public records act re uests, audits andlor investigoations suspend normal retention periods retention resumes after settlement
or completion).
Data is interrelated; system
Public Works
PW-104
SCADA Database (Supervisory
Indefinite
Indefinite
Yes
Mag
qualifies as a "trusted
/ Water Dist.
Control and Data Acquisition)
system"; GC §§34090,
12168.7
Preliminary drafts not
Public Works
PW-105
Temporary Hydrant Meters -
End of Rental
End of Rental
Par
-
retained in the ordinary
t Water Dist.
Rentals (Pools, Construction)
course of business; GC
§34090 et-seq.
Underground Service Alerts
Required for 3 years GC
Lead Depart. PW-106
(USA's) / Dig Alerts-- City
3 years
3 years
Ppr
§§4216.2(f) & 4216.3(d), GC
§34090
Public Works PW-107
Videos - Reservoirs, Tanks,
P
P
Mag
Department preference; GC
Water Dist.
etc.
§34090
Public Works
PW-108
Water Analysis &Sampling:
2 Years
3 years
5 years
Mag
MfPp D„
S / I
Yes: After
40 CFR 141.33(a); 22 CCR
/ Water Dist.
Bacteriological & Organics
OC & OD
-
§64470
-, ........
Public Works
PW-109
Water Analysis & Sampling.
2 years
8 years
10 years
Mag'
Mfr, OD
S / I
Yes After
40 CFR 141.33(a), 22 CCR
Water Dist.
Chemical
Ppr
QC & OD
§64470
Lead and Copper are
required for 12 years or 2
Public Works
Water Analysis & Sampling:
Mag'D
Yes- After
'compliance cycles (some
PW-110
/ Water Dist.
Lead &Copper
2 years
10 years
12 years
Mfr, O,
S t I
QC & OD
compliance cycles are nine
Ppr
years); 22 CCR 64400.25; 22
CCR §64470, 40 CFR
141.33(a); 40 CFR 141.91
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22
Office of
Record
Retention No,
Records Description
Retention / Disposition
Inactive Image:
Destroy
Comments I Reference
(OFR)
Active Storage Total Vital? Media 1=Import
Paper after'
(in office) (Off -site, OD Retention Options M=Mfr
Imaged &
1 or Mfr) S=Scan
QC'd?
df the record is
not listed here,
refer to the Retention for Cit »Wide
Standards
Retentions begin when the act is completed, and imply a full file folder e, . last document + 2 aars , since destruction is noanallV porformod b file folder.
0OLDS, bli ation, complaints, claims, public records act requests, audits and/or inve.gh ations suspend normal retention periods 'retention resumes after settlement
or cony let4gir .
Public Works
! Water Dist.
PW-111
Water Pressure Charts
5 years
5 years
i
{Mag, Ppr
Department Preference; GC
...... _ .... ----------------
§34090 et seq.
Public Works
PW-112
Water Quality Reports f
12
Mag,
Yes: After
State law requires 12 years,
1 Water Dist.
Consumer Confidence Reports
years
12 years
Mfr, OD,
S 1 I
OC & OD
federal 10 years; 40 CFR
Ppr
141.33(a); 22 CCR §64470
Copies _
Copies - When
Mag,
City Clerk
113
Water Supply Agreements
When No
Longer
No r
Longer,
Yes Mf OD,
S
No
GC §34090.7
Required
Required
Ppr
Public Works
PW-114
Water Usage Reports
Minimum 2
Minimum 2
Ppr
Department preference; GC
/ Water Dist.
years
years
iMag,
§34090 et seq.
Public Works
PW-115
Well History / Well
Decommissions or
P
P
Mag,
Mfr, OD,
Department Preference; GC
/ Water Dist.
Abandonments
Ppr
§34090 et seq.
EL SEGUNDO, CA. ©1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved
Do not duplicate or distribute without prior written permission Adopted:
