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CC RESOLUTION 5392
RESOLUTION NO. 5392 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. 5392 Page 1 of 3 SECTION 7 The City Clerk is authorized to make periodic updates to Exhibit "A" in consultation with the City Attorney, however, the City Council must approve major modifications to the records retention policy. SECTION 8 This Resolution will become effective immediately upon adoption and remain in effect until repealed or superseded. Resolution No. 5284 and any other Resolution adopting a records retention schedule is repealed and superseded by this Resolution. PASSED AND ADOPTED this 7th day of March, 2023 ATTEST: Tracy \Ai ver, City Clerk APP AS TO OP�I.m Mark D. Hen y, City Attor lrr Boyles, Mayor RESOLUTION No. 5392 Page 2 of 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF EL SEGUNDO ) I, Lili Sandoval, Deputy 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. 5392 was duly passed and adopted by said City Council, approved and signed by the Major of said City, and attested to by the Deputy City Clerk of said City, all at a regular meeting of said Council held on the 7th day of March, 2023, 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 Giroux and Council Member Baldino NOES: None ABSENT: None ABSTAIN: None WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this day of March, 2023. Lili Sandoval, Deputy City Clerk of the City of El Segundo, California RESOLUTION No. 5392 Page 3 of 3 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ..............._ -..- ------ - - - - - - - ..... ., .... ................... .... .-------- �� m Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & ,? Retentions a I to the de artrnent that is NOT the Ofircef record fi'l , or the "Lead Department". If Lou are the d/°A? refer to dur de artnaent retention schedule. l etenhons begin when the act is completed, and imply a full file folder (e.g. last document + ? aaalsince destruction is normagy erfonned by file folder HOLDS: Litigation, corn laints, clairns public records act requests audits and/or investi ations suspend normal retention genods retention resumes alter settlement or completion), CITY MIIPID Usedl b all D,e arlarrtents Accident Report / Injury Reports / Incident Reports: Lead Dept. p CW-001 PUBLIC 2 ears y 2 ears y Mag° GC 34090 § Ppr (Send Employee Reports to Human Reso res)u. Conies - Copies - Agreements &Contracts -ALL When No When_No Lon er Longer APl~ RO ;t ,SY—CITY, Mag, Yes: After City Clerk CW-002 �CIdI�IIIdCllllll Required Required Reg Mfr, OD, S QC & OD GC §34090.7 Send ALL Originals to the Ser :id° and-• Ppr CI Clerk " : ()a giRMS to tlre�..Qty^t��lef lip rI ��..t.�9r��^f 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 Completion 10 years 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 et. 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 et seq. Series Series EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of (, Retention No. Records Description Disposition Retention /Dis P Comments Reference Record u ................... __, .... .... ve Image: Destroy Active ge Total Media I=Import Paper (OFR) (in office)te, Retention Vital? Options M=Mfr after Imaged & LODor Mfr) S=Scan C" Retentions a I to the department that is NOT the Office of Record OFT or the "Lead De artment". If 4ou are the OFR„ refer to your de artment retention schedule. Retentions begin when the act is coal feted and im I a full file folder e. . last document + 2 yearslsince destruction is normall erformed bg file folder. HOLDS. Litt ation complaints, claims, public records act re bests audits and/or investr atior7s suspend normal retention periods retention resumes after settlement or completion). 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 Ppr' Non -records (e.g. County Board of Required Required -- -.-.-. Supervisors) ........................___, , _ ......... ®........... .. ,,, City Council Subcommittees / Lead Dept. CW-008 Ad -Hoc City Council 2 years 2 years Ppr' GC §34090 Subcommittees ------------ -___ .�.._____ ........ Committees Internal - Attended by employees: All Lead Dept. CW-009 Records 2 years 2 years Mag' Ppr GC §34090 (e.g. Records Management Committee, In -House Task Forces, etc.) EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retentions a l Retention No. b the de artment Records Description ..... that is NOT the Office of Record tion Retention / Disposition p . — _ Inactive Image: Destroy 1=Import Papeafter Active Storage Total Vital? Options (in office) (Off -site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged & .? OFR , or the "Lead Department", If ou are the OFF refer, to your de artment retention Comments Reference ...___ ......... schedule. Retentions begin when the act is completed, and imply a full file folder Lea last document + 2years),since destruction is normally performed by fife folder. HOLDS: Liti alion com plaints, ims, public records act re uests„ audits andlor iilvesti ations suspend normal retention periods retention resumes after settlement or completion), City preference; Statute of Limitations for personal Lead (Responding) CW-010 Complaints / Concerns from Minimum 2 Minimum 2 Ma Ppr 9 P property, fraud, etc. is 3 years; Citizens erational o (operational) years years Claims must be filed in 6 Dept. 'months; CCP §§338 et seq., .,340 et seq., 342; G .... 3 . - —... C §34090 Copies - Copies CW-011 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Required _ -------------- _ .......r ..___ ..... Correspondence -ROUTINE (Content relates in a substantive way to the Dept. that conduct of the public's Authors business) Document Mag" or CW-012 e. Administrative, ( 9• 2 years 2 years Ppr GC §34090 Receives the Chronological, General Files, City's Original Letters, Memorandums, Document Miscellaneous Reports, Press Releases, Public Records Requests, Reading File, �Workinq Files, etc. EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11 /16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 p Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record ......... —------------ ----- _._. ..... InactiveImage: 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 Retentions tiorls apply to the department t that is NOT the Office of record O or the "Lead 2e artment". If you are the OFR, refer to aur de artrnernt retention schedule. Retentions bd in when the act is corn :leted and im ly a full file folder (e.g. last document + 2 Zeaj�l since destruction is normal!k performed by file folder. HOLDS: t_iti ation, com laints claimsm gublic records act requests, audits andlor investi ations suspend normal retention periods r tention resumes after settlement or om letion . Correspondence - TRANSITORY / 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 and 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 Dept. that informational content for ARE made or retained for the Authors future reference purpose of preserving the Document When No When No informational content for future I CW-013 e. calendars, checklists, e- ( 9. Longer 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, - invitations, (project) file folder and retained Document instant messaging, logs, for the applicable retention 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 / inventories, telephone preliminary drafts. GC §34090, messages, text messages, GC §6252; 64 Ops. Cal. Atty. transmittal letters, thank yous, Gen, 317 (1981)); City of San requests from other cities, Jose v. Superior Court (Smith). undeliverable envelopes, S218066. Supreme Court of visitors logs, voice mails, California, 2017 webpages, etc.) EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Offce of ice Retention No. � Records Description Retention 1 Disposition Comments I Reference Record ....... .... ..,,...... ......... ..�..�� .... Inactive Image: Destroy (OFR) Paper Active Storage Total Vital? Media I=Import after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan Retentions apply to the de artment that is NOT the Office of record Ol „ or the "Lead Oe artmeraf", If you are the t71R refer to your de artment retention schedule. Retentions begin when the act is completed, and im f a full file folder e. , last document + 2 ears since destruction is normallyperformed by file folder, HOLDS: Litigation, complaints, claims ublic records act re uesis, audits andlor investi ations sus end normal retention periods retention resumes after settlement or completion). As long as the drafts and notes are not retained in the "Regular Lead Dept. CW-014 Drafts &Notes: Drafts that are When No Longer When No Longer Mag' Course of Business". Consult the City Attorney to determine revised (retain final version) Required Required Ppr if a record is considered a draft. GC §§34090, 6252, 6254(a) The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW-015 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC ........r... . §34090 et seq. Lead Dept. CW-016 Gran 2 years 2 years GC §34090 jAppl cat oNs, CorCres ondence EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ........... .....- ........ ..._ - .................w ..................... .. ........ ...... . ................-__ ----- Inactive Image: Destroy (OFR) Active Storage Total Media I=Import Paper Vital? after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C'd? Retentions aja d to the department that is NOT the Office of Record FR , or the "Lead Department"If yo are the OFF refer to iour de artment retention ,schedule, Retentions begin when the act is com fated and implya full fr7d foyer fag. document + 2 earn „ since destaiction is normall erformed tr file folder, HOLDS: Litigation, complaints, claimspublic records act requests, audits and/or rnvesti ations suspend norrrtal retention periods retention resumes after settlement or com letior� , Grants / CDBG / Reimbursable Claims / Subventions / FEMA Meets auditing standards; 'Claims / OES 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 Requirements for required) Agency Agency Audit, Grants to Local Governments G rants Lead Dept. CW-017 2 years Audit, if if required - Mag, Ppr is 3 years from expenditure report or final payment of Send Grant Financial Reports Required - Minimum 5 grantee or subgrantee; 2 CFR to Finance Minimum 5 years 200,334; 24 CFR 91.105(h), Applications (successful), program y ears 92.505, & 570.502(a), 29 CFR rules, regulations & procedures, 97,42; OMB Circular A-110 & reports to grant funding agencies, A-133.,320(g); GC §34090; GC correspondence, audit records, §8546.7 completion records __ .... ....� . ..---..... .. _ ......... w... When N ... When No Non -records - may be obtained Lead'De t. p C..... 018 W_Clippings Newspaper Cli m...s Longer g Longer Ppr from the newspaper company; Required Re wired GC §34090 ...................... l Publ....... _. Notices:is Hearing Statute of Limitations on Staffing Dept. CW-01w9 Notices and Proofs of Notic 2 years 2 years Ppr' Municipal Government actions Publications ......... is..3. 6...months; GC §34090 -------- - Upon Upon Separation or Separation or Human Personnel Files (Full-time and Transfer, Transfer, Mag, Human Resources is OFR; Resources CW-020 part-time) Send to Send to Ppr GC §34090.7 Human Human Resources Resources EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record . „ W......... ........... ................ ..IT. Destroy Inactive Image: (OFR) Pape Active Storage Total Media 1=Import p r Vital? after (in office) (Off -site, Retention Options M=Mfr Imaged 8� OD or Mfr) S=Scan Retentions a l to the department that is NOT the Office of Record OFR or the "Lead Department", /f you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and im l a full file folder e . fast document + 2 ears since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims ublic records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after, settlement or corer letion`4 Notes maintained in a separate (After Incorp. (After Incorp. Before folder to be incorporated into Lead Dept. CW-021 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 e o Mag, _ f e t . a Cards e final (these Lead Dept. CW-022 Personnel Work Schedules Longer g Ppr p preliminary drafts); GC are Required Re uired §34090 ..... .... When No When No Mag Considered prelim./.......... `nary drafts; Lead Dept.... C W-023 Photographs Longer Longer Ppr GC §§34090, 6252, 6254(a) Required Required mm ... _ Brown Act challenges must be filed within 30 or 90 days of Mag„ action; Statute of Limitations Lead Dept. CW-024 Public Hearing Notices (Mailed) 2 years 2 years Mfr, OD„ on Municipal Government Ppr actions is 3 - 6 months; GC §§34090 ........ .. .. .....m---------- ..l Re lEstate ppraisal Reports Appraisal ........ t. Lead Dept. (Who Ordered CW-025 or Property (Acquisition )` p y 2 ears Y 2 ears y Ma g, accessible to the public; Not access NOT purchased, Loans not Ppr GC §§34090, 6254(h) the Appraisal) funded, etc. EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record. . . ........... . . . . ... (OFR) Detentions a . Retention No. y t . o the department Records Description -------------- - --- that is NOT the Office of Record Retention Disposition . . . ........ ............ Inactive Image: Destroy Active Storage Total Media I=Import Paper Vital? after (in office) (Off -site, Retention Options M=Mfr OD or Mfr)F S=Scan Imaged & 2FR), or the "Lead Department". IfLou are the OFF, refer to your department retention Comments i Reference . ..... ... . ........ . . ...................... wmwm� schedule. Detentions =11when the act is cotppletod� and in?pl a full file folder fe.g. last document + 2 yeaa since destruction is normWperfornmd bg file folder M� HOLDS,* Litigation, complaints, claims, public records act reque ts, audits and/or lnvesti ations suspend normal retention periods retention resumes after settlement orumletionl Not accessible to the public until purchase has been Real Estate Appraisal Reports When No Longer When No Longer Mag, completed-, meets grant Lead Dept. (Who Ordered CW-026 (Acquisition or Sale): 2 years Required - Required - Yes- Before Mfr, OD, S Yes: After auditing requirements; 2 CFR 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)-1 29 CFR 97.42, GC --- - - --------- §34090 ........ ..... ....... . ... . -------- -- .. .................... Reference Materials: Policies, ..... . ............. Procedures, Brochures, Minimum 2 Minimum 2 Mag, Department preference; GC Lead Dept. CW-027 Manuals, Newsletters & years years Ppr §34090 Reports: Produced by YOUR � De"Iparment --- ........ ___1111 — ----- -- ----- . . . . . .. .. .. ............ .. ....... .......... _ . . . . .................... . ...... ... Reference Materials: Policies, Lead Dept. CW-028 Procedures, Brochures, Manuals, Newsletters & When When Mag, Copies-, GC §34090.7 Reports: Produced by OTHER Superseded Superseded Ppr . . . .. ........ . . Departments...... "I'll, ---------------------- . ..... . ................... ..... . . . . ..... .... .... . ... .. ..... ......... . ............ ... . . — -- - ---- _ . ............ . .. ... Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & When No When No Mag CW-029 Reports: Produced by Longer Longer Ppr, Non -Records OUTSIDE ORGANIZATIONS Required Required (League of California Cities, Chamber of Commerce, etc.). ..... .......... . . ................. . . .___._11 - ----------- — - - -------- -------- - . . . ............ . . ,"", . . . . . ....... . . ............................. Administratively and Reports and Studies Mag, Yes: After Historically significant, Lead Dept. CW-030 (Historically significant - e.g., 10 years P P iMfr, OD, S/I QC & OD therefore retained permanently; Zoning Studies) Ppr �GC §34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ......... .......DestroyImage: _. Inactiveg (OFR) Active Storage Total Media I=Import Paper Vital? after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C' ? Detentions apply to the department that is NOT the Office of recordOr-R , or the "Lead Department", if Lou are the OFR, refer to your department retention schedule. Detentions begin when the act is completed, and irn l a full 'file folder e. . last document + 2 ears , since destruction is normalf erformed by file folder. HOLDS: Liti ation, complaints, laims, public records act requests, audits andr'or investi ati7s suspend normal retention periods retention resumes after settlement or completion), Reports and Studies (other Mag" Department preference; Lead Dept. CW-031 than Historically significant 5 years 5 years Ppr Information is outdated after 5 reports - e.g. Annual Reports) years; GC §34090 Previous MSDS may be obtained from a service; SDS / SDS (Safety Data Sheets) / MSDS may be destroyed as MSDS (Material Safety Data Mag' long as a record of the Lead Dept. CW-032 Sheets) / Chemical Use Report 30 years 30 years Mfr, OD, S Yes: After chemical / substance / agent, Form (or records of the Ppr r 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 .............. .. ..----------------- --- ..... --- - ... .W ..not retained Transitory records Speaker Cards (submitted at When No When No in the ordinary course of Lead Dept. CW-033 public meetings) Longer Longer Ppr business (used to accurately Required Required produce minutes); GC §§34090 ....... ........ et seq., 6254(a) __ -. _.. Lead Dept. ...... .....__ CW-034 ........ ...... Special Event Permits Expiration + 2 p ......... Expiration + 2 Yes: During Class or Mag GC §34090 years years Program Ppr EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record ......... (OFR) Retentions apply Retentions he in Retention No. Records Description Retention / Disposition Comments / Reference ..............------- -----. _. ..... m . ......_. ... Inactive Image: Destroy Paper Active Storage Total Media I=Import Retention Vital? Options M=Mfr after (in office) (Off -site, p Imaged & OD or Mfr) S=Scan to the department that is NOT the Office of Recor11 d ZRI or the "Lead Department". If you are the + OFR, refer to your de adment retention schedule. when the act is completed, and imply a full file folder e, last document + 2 ears since destruction is normallyperformed to file folder„ HOLDS, Litigation, complaints, claims ublic records act requests, audits and/orr"nvestr atioras suspend rtoraaaai retention periods retention resumes after settlement or com letrora Surveys / Questionnaires (that the City issues). If a summary of the data is Mag Lead Dept,. CW-035 compiled, the survey forms are 2 years 2 years Pp�' GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) W,,,,... - --.....- ._............ 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; Training -ALL COURSE EEOC/FLSA/ADEA (Age) RECORDS Mag, Yes: After requires 3 years for promotion, Lead Dept. CW-036 (Attendance Rosters, Outlines 2 years 3 years 5 years Mfr, OD, S QC & OD demotion, transfer, selection, Ppr or discharge; State Law and Materials; includes Ethics requires 2 -3 years; 8 CCR & Safety training) §3203 et seq., 8 CCR 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), 53237.2(b) EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Classification Record OR q ..,._ File Number (OFR) if the record is not listed here, Records Description _. ___ refer to the Detention for City -Wide Retention / Disposition Destroy Inactive ...., Active Total Media I —I .... e ... -- .- Image: paper (Off -site, ? mportafter (in office) OD or Mfr) Retention vital? Options M=Mfr Imaged & S=Scan Standards Comments / Reference Retentions tie ire when the act is completed, and im l a fallfife folder e. .deaf document + 2 ears since destruction is norr°raadl erformed by file folder. HOLDS., Litd aflon complaints claims noblic records act requests, audits andlor in vestit ations suspend normal retention eriods retention resumes after settlement or completion). CITY' ATTORNEY Reference materials and copies of Advice Files / Subject Files When No When No documents generated by other City Attorney CA-001 (Advice provided to the City on a Longer Longer Mag, Ppr departments pertaining to various variety of subjects) Required Required topics required by Attorney staff; - __ GC §34090 et seq. .. ... - Provided there are no outstanding g Citations...... and Complaints (All are warrants, do not involve City Attorney CA-002 misdemeanors. Includes 3 years 3 years Mag, Ppr identifiable items which have not inspections, warrants, etc.) been recovered, GC §34090 City Attorney CA-003 City Attorney Opinions 5 years P P Yes Mag, Mfr, OD, Ppr S/I No Department preference; GC §34090 ... .. - ------------------ -- -- ......... _ .Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 City Attorney Settle + 5 Settle + 5 Yes: Until Mag, Mfr, Yes: years; Statute of Limitations for & Finance / CA-004 Claims - Not Juveniles years years Settlement OD, Ppr S After contracts is 4 years; wrongful - Risk Manag. Settled death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, .... ...- .----.... 34090.6; PC 832 5..IT.... --- Age of Age of Juveniles may have additional City Attorney Majority Majority Yes: Until Mag, Mfr, Yes: legal recourses; CCP §§ 337 et & Finance / CA-005 Claims - Juveniles (minimum (minimum Settlement OD, Ppr S After seq.; GC §§ 911.2, 945, 34090, Risk Manag. Settle + 5 Settle + 5 Settled 34090.6; PC §832.5 years) years EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Record (OFR) If the record is Classification Records Description OR _ File Number not listed here refer to the Retention for City -Wide Retention / Disposition --------------- . .........W .. Image. Destroy Inactive Paper Active Total Vital? Media 1=Import after (in office) (Off -site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged & Standards Comments / Reference Retentions lie in when the act is com feted and im P a full l"ile folder r . Pest document + 2 ear's since destruction is norm all erformed by file folder. OLDS, titi atron corn laints claims public records act requests, audits andlor investi ations sus end normal retention periods retention resumes after settlement or com :letlon . City Attorney CA-006 Closed Session Materials 2 years 2 years Mag, Ppr GC §34090 & City Clerk All State and Federal laws require AS Human Grievances (Escalated from Return to Return to Yes: Before retention until final disposition of State 2 CA-007 Human Human Mag, Ppr formal complaint; requires Resources Human Resources) Resources Resources Disposition years after action is taken; GC ___ ----.-._ .. W _.... §§12946, 12960, 34090 . �_ ....... .. . ---- ----- _........ Statut e Limitations runs 6 of months - 5 years; for contracts is 4 Litigation Files / Legal Case Files Yes: years; wrongful death for Settle + 1 Settle + 4 Settle + 5 Yes: Until Mag, Mfr, S After construction is completion + 5 City Attorney CA-008 Send Final Settlement year years year Settlement OD, Ppr Inactive years; Civil Courts retain their Agreements to the City Clerk records for 10 years; CCP §§ 337 et seq.; GC §§ 945, 34090, �34090.6, 68150; PC 5832.5 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of � Classification Records Description Retention I Disposition Comments I Reference Record OR - -------------- - - -------------- - ----------- .......... ----- ----------- . .. . . . . ............... . ...... . — File Number .. --- ------------ . .... Image: Destroy Active Inactive Total Media I=Import Paper (OFR) I (in office) (Off -site, Vital? Retention Options tic M=Mfr after Mfr) OD or Mfr) S=Scan Imaged & QQ'd? If the record is not listed here refer to the Retention for CitLWide Standards 16 Retentions lie in when the act is compteted, and im� l a full file folder Lea, last document + 2 ears ), since destruction is normi&,gerfouned by file folder, HOLDS I ' Liti atio;;i com—glaints, claims ublic records act re oasts audits, andlor invests afionu s sus end nonnal retention Wn resumes after settlement or comagletion2, I - I., . _ . n geriods (reten CITY CLERK City Clerk & Mag, Public Abandonments / Vacations CC-001Works P P Yes (all) Mfr, OD, S/I Yes: After GC §34090 et seq. I (Streets) / Rights of Way Ppr QC&OD Engineering ---------- - - ------------ ... ... .......... .. . . . . . . . . ....... .. . ... . . . . . . . .............. Mag, - ----------- Yes- After Department Preference; GC '& City Clerk CC-002 Agenda Staff Reports P P Mfr, OD, S/1 QC OD §34090 --- - --- --- . . . . . ..... ... .. .......... . .. .. ........... . ................ . . .......... . ........... - — - - ---------... -- Mag, Yes: After Department Preference; GC City Clerk CC-003 Agenda Packets P P Mfr, OD, S/I QC & OD §34090 Ppr. .. ........ -- . . . ............ . . ......... . . .------------ Agrf.m, hs- loag", Yes ' AftE�f- uGy aeflk CC -WA by Geui::iefl� MuLuafAid-4n*V- 2 M etem fF� OD Q44 & QG & 0 Powefs-Awthorides (JFJAsr} yews PI)F §34090 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver.10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Classification' Records Description Retention / Disposition Comments / Reference Record _, ------ . OR .__ .. ........ Destroy . File Number Inactive Image. Paper p (OFR) Active (in office) (Off -site, Total Retention Vital? Media 1=Import after Options M=Mfr OD or Mfr) Imaged & S=Scan , If the record is not listed here .refer to the Retention for City -Wide Standards Retentions begin n when the act is cora� /eted and imply a full file folder d. . last document + ears since destruction is normall performed f� file folder. HOLDS: Liti ah'on corm larrrts clamrrrs crlalrc records act requests, audits andl°or rnvesti ations suspend normal retention Periods retention resumes after settlement or corn letion ,. Agreements & Contracts proyeti hy- mui fl: ALL INFRASTRUCTURE OR IMAGED: Includes all contractual obligations Department preference; All (e.g. Amendments, Scope of Work infrastructure, JPAs, & Mutual Aid or Successful Proposal) and contracts are permanent for insurance certificates Yes: Mag, emergency preparedness; Statute City Clerk CC-005 Completion P P Before Yes: After Mfr, OD„ S / I QC & OD of Limitations is 4 years; 10 years Examples of Infrastructure: + 2 years Completion Ppr for Errors & Omissions; CCP Architects, Buildings, bridges, §§337. 337.1(a), 337.15, 343; GC covenants, development, §34090, Contractor has retention environmental„ Joint Powers, MOus, requirements in 48 CFR 4.703 park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute Wthout prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Classificationj Records Description Retention / Disposition Comments / Reference RecordOR . ..... . ............ .. .. .. . . . .. . .............. . . . .. . . . ............ . . . ......... . . . ...... ................ . ........... .. - ---- - -------- . . . . . ...... . ........ . . ...... .... - ------- - . . ........ File Number ...... .. -- --------- -- --------- - Image: Destroy Active Inactive ffTotal (Off -site Vital? Media I=Import Paper after (OFR) (in office) Mfr OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for fit ;Wide Standards Retentions begin when the act, is completed and I a full file folder Le. u. last document + 2 Leas�, since destruction is normally performed by file folder. .4 HOLDS: Litigplion, complaints, claims, aublic records act reauests, audits andr"or investi ations , suspend normal retention Periods (retention resumes after settlement or completior Agreements & Contra7c 7'm4)reyed t)y Geuiii�6N ALL NOW INFRASTRUCTURE(NOT IMAGED): Includes all contractual obligations Department preference; Statute of (e.g. Amendments, Scope of Work Yes: Mag, Limitations is 10 years for Errors & or Successful Proposal) and Completion Completion Before Mfir, OD, S/I Yes: After Omissions; Statute of Limitations City Clerk CC-006 insurance certificates + 2 years years + 10 years Completion Ppr QC & OD Ifor contracts is 4 years; CCP §§337., 337. 1 (a), 337.15 GC Examples of NON -infrastructure: §34090 Consulting, grants, disposal, franchises, housing, leases, legal services, loans, paving, painting, professional services, slurry seals, tree - - ------- - - trimmina.,etc. ............ — ----- ------------------ -- ... ...... .. ........... ... ... .... . .. ....... - -------- -- EEOC / ADEA (Age) requires I Agreements & Contracts Approved rl Yes: Mag, Yes: After year after benefit plan termination-, City Clerk CC-007 :by Council: Retirement 2 years P P Before Mfr, OD, S/ I QC & OD State Law requires 2 years after Agreements (PERS) Expiration Ppr action; 29 CFR 1627.3(b)(2); GC §§12946, 12960, 34090 ------ Agreements & Contracts Approved Mag, City Clerk CC-008 by Council: Subdivision, LLA's 2 years P P Yes (all) Mfr, OD, S/I Yes: After QC&OD Land Records; GC §34090 (Lot Line Adjustments), & LSA's Ppr (Lot Split Agreements) [I .... . . . . . . ........... ................. . . . . . - . .. . .... . . . ....................... greements & Contracts Approved . . . .. ............ . . Mag, 5../..I Yes. After. City Clerk CC-009 by Council: Title Insurance, Land 2 years P P Yes (all) Mfr, OD, QC & OD GC §34090 Records I I ,I, Ppr 1 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Classification Records Description Retention / Disposition Comments / Reference RecordOR ------ ..... ... ....... ............. . . . . . .......... -- ------------ . . . . ................. . File Number . .......... . . ................. . . . . . ... - - -------------------- - Image: Destroy Active Inactive Total Media I=Import Paper (OFR) Vital? (in office) (Off -site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged & I oc-g? If the record is not listed here refer to the Retention for City -Wide Standards Retentions, bggr=hen the act is completed, andN a full file folder ,(e.g. last document + 2a ears', since destruction is normally arformed bg file folder. ,. ,iJ iHOLDS., Litkiation, complaints, claims, public records act requests, audits and/or investigatla nssus oend normal retention periods (retention resumes after settlement or corn pleWo. EEOC / FLSA requires 3 years for Agreements & Contracts Approved Expiration + io Expiration + Expiration ira Yes: Mag, Yes: After MOUs; State requires 2 years; 29 City Clerk CC-010 by Council: MOUs - Memorandas 5 years 5 years ars 5 years 5 year' Before Mfr, OD, S/I QC & OD CFR 516.5, GC §§12946,12960, ----- - ----- of Understanding . . ............ .. ----- ------------------ .......... ........ . . . . ....... ..... Expiration Ppr - ----------- - -- — . . . . . . 34090 ................ . ....... . -------- - - -------------- - — FBidOpening Mag, City Clerk CC-012 Annexations P P P Mfr, OD, S/I No �GC § 34090 Ppr ------------ . . . . . . . ................. . Bid Submittals - Formal Bids Only: . . ....... Mag . . ........ -- - ------- City Clerk CC-012 �Specification / RFP and Bid Opening Opening Mfr, OD... b S/I Yes: After GC § 34090 Responses, Unsuccessful Bids + 2 years + 2 years + 2 years Ppr QC & OD and Proposals, etc, — - - - ------ - ---------- City Clerk --------- - - CC-015 - C-e-rtificat'e's"of'l"ns"u"ra-n-ce (Normally"" 2 years 9 years :H 11 years Yes. Before Mag, Mfr, OD, S/I Yes: After Lon gest Statute of Limitations is 10 years- CCP §337 et seq.-, GC - filed with Agreement) Completion Ppr .... . . ........... . QC & OD §34090 - ----- . . ............... . City Clerk .. . . . . . ..... . ..................... . ......... CC-016 . ........... . . �Chronological History of Mayors . . . . . ..................... 2 years . . . . ............. ............. P P Mag, Historical Value; GC §34090 and City Council Ppr City Clerk CC-018 City Incorporation, Logo, City Seal -- - - ----------------- - - ------- ------------------ - P ............ ... P Mag, Ppr . . GC §§34090 ............. . . . ............. ............ . . ........... . . .... Expiration of pi tio Expiration of Mag, Statute of Limitations for Errors City Clerk CC-019 City Clerk - Notary Public Term + 10 Term + 10 Term + 10 Mfr, OD, S No and Omissions is 10 years; CCP years years Ppr § 3 37 et seq.; GC §34090 . ....... . ........... ..... Risk . . .................... . . . ................ .. . ..................... . . . . . .......... .... . .. .. .. .. ........... .. . ........... . . Yes: Until Mag, Yes: After Risk Management is Office of Manag. I CC-020 Claims Forms 2 years 2 years Settlement Mfr, OD, S/I QC&OD Record for the Claim File; GC Ppr §§34090 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Records Description Retention I Disposition Comments / Reference Record Reco... OR _..__ �...... g. Image: Destroy Inactive — p Paper (OFR) (in office) (Off -site, OD or Mfr)[�OjOptions M=Mfr after Imaged & 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 im t a full file folder a. .last document + ears , since destruction is normall Eerfortnedby file folder. HOLDS., Liti ation complaints, claims gublic records act reguests, audits andlor invesh ations sus end normal retention periods retention resumes after settlement or col letion . u Mag,. City Clerk P CC-023 Deeds: Property owned by City 2 years P P Yes (all) Mfr, OD, S No GC §34090 (property acquisition files) ...... Ppr ...,......... _........ ------------ _--. -- ........ ......... ............. Mag, City Clerk CC-024 Easements 2 years P P Yes (all) Mfr, OD, S No GC §34090 Ppr ELECTIONS - CONSOLIDATED ampaign Disclosure glatements Data that has been maintained for (FPPC 400 Series Forms, 501 at least 10 years may then be Form): SUCCESSFUL P P Mfr, OD, S After 2 archived in a secure format; Paper City Clerk CC-025 CANDIDATES (Elected Officials) 2 Years Ppr years must be retained for at least 2 AII, whether filed electronically or years; GC §81009(b)&(g); GC not m �. ....... ........ , ... -_ .... ..m. §84615(i) ................ _.... - ..__ .... _ _ Campaign... ,,. ..... Disclosure Statements ... Candidates without committees (FPPC 400 Series Forms, 501 are not required to file their Form): UNSUCCESSFUL statements , reports or copies City Clerk CC-026 CANDIDATES 5 years 5 years Ppr online or electronically; Paper Includes Unsuccessful Candidates must be retained for at least 2 Without Committees that Don't File years; GC §81009(b)&(g); GC Electronically §84615 a°m'p T'gri` soros0re"6't ements...... (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL Mag" Yes: After Statements filed electronically are City Clerk CC-027 CANDIDATES, 10 years 10 years Mfr, OD, S / I QC required for 10 years; GC ELECTRONICALLY FILED - Ppr §81009(b)&(g); GC §84615 WITH or WITHOUT Committees EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record (OFR) If the record Classification OR File Number is not listed here, Records Description Retention I Disposition . .......... . . . .......... ----- - -------- - ----- - - ---------------- Image: Destroy Inactive Paper Active ffs Total Media I=Import (Off-sME Vital? after (Off -site, Retention Options M=Mfr (in office) Mfr) OD or Mfr) Imaged & S=Scan I refer to the Retention for Cft -Wide Standards Comments I Reference Retentions Le�when the act is corml ted, and imply a full file folder (e,g, last document + 2 ears since destruction is normally performed by Me folder. HOLDS: Litioation, complaints, claims, public records act reque ts, audits andlor rnvesti ations suspend norrnal retention periods (retention resumes after settlement or completionl Elections - Campaign Reports (FPPC 400 Series Forms): Mfr, OD, S After 2 Paper must be retained for at least City Clerk CC-028 OTHER COMMITTEES (PACS - 7 years 7 years F1 Ppr years 2 years-, GC §81009(b)(g) not candidate -controlled) . ...... -- ---------------- - - ---- ------------- . . .. .. .. . . . . . . .................. - 11 ----- - ---------- ----------- .......... . . ................ . . ,Elections - Campaign Reports (FPPC 400 Series Forms): Mfr, OD, After 2 Paper must be retained for at least City Clerk CC-029 THOSE NOT REQUIRED TO FILE 4 years 4 years Ppr S years 2 years; GC §81009(f) ORIGINAL WITH CITY CLERK (q9Pie1S)_. -- ------------- --------- - - -------- . . ... . ........ . . . . . .............. . . .. ........... ....... .. ...... . - - ---- ..... . . . . . ........... . . . ...... ..... . ... .......... . ....... . ... .... . ............... . Duration of Duration of Duration I After 2 Department Preference-, No City Clerk CC-030 Elections - Candidate Statements Office + 4 Office + 4 Ppr S / M I specific legal requirement; GC § (to be printed in the sample ballot) years ears ------------- - ..... -_- -------------- years . . . . .......... _340.9 0 ...... ...... _ . ..... . ........... . .. . ..... ..... ...... ------- ---- - ----- . .... - Duration of Duration of Yes: After Department Preference; No City Clerk CC-031 Elections -Certificates of Election Office + 4 Office + 4 Ppr S/I QC & OD specific legal requirement- GC § years ears 34090 . . ......... WORKING or ADMINISTRATION Election File (Correspondence to Mag, Used for a model for the next City Clerk CC-032 candidates or FPPC, Applications 2 years 2 yea 2 I Ppr election, GC §34090 for vacancies on the Council, Master of Candidate's Packet, etc.) - ------- . . . . .............. . . ..... . . . . . . ................. --------------- — 111111 1—" . .... . . . . . .............. ''. -------- lElections - HISTORICAL File ----- . ......... . ...... .... - - --------- Ma...,,, CC-033 (Sample ballot, all Resolutions 8 i P P Mfr, OD, S No Retained for Historical Value, GC City Clerk (calling the election, canvass, years Ppr §34090 etc.), election summary) � .................... . . . ......... . ...... . ...... — --------- - Department Preference; CA law Elections -Nomination Papers: Duration of u io Duration of Office + 4 Mag, Mfr, OD, term of office and 4 years City Clerk CC-034 �SUCCESSFUL CANDIDATES off + Office + 4 Ppr after the expiration of term; EC ears years _W years �17100 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver.10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record _.. - (OFR) If the record Detentions begin HOLDS. Liti Classification Records Description OR _.. .................... ......... File Number is not listed here., refer to the Retention for City -Wide when the act is cons leted and impl a full file ation corn lairits claimsPublic records act requests, Retention / Disposition Comments I Reference ....,...... Inactive .... .............. Image Destroy Active Total Media I=Import Paper (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & Standards folder ..last document + 2 ears , since destruction is normally performed bg file fielder, audits andlor imvesti ati"ons suspend normal retention periods retention resumes after settlement or coma letion , Mag, CA law states term of office and 4 City Clerk CC-035 Elections - Nomination Papers: Election + 4 Election + 4 Mfr, OD, years after the expiration of term; UNSUCCESSFUL CANDIDATES years years Ppr EC §17100 Results + 8 ......... Results + 8 ....................__..... . months or months or Final Final Not accessible to the public; The 8 Examination tion month retention applies after if No election results, or final City Clerk CC-036 Elections - Petitions (Initiative, Election + 1 + 1 Ppr examination if no election, unless Recall or Referendum) year after er there is a legal or FPPC petition n proceeding. EC §§17200(b)(3), examination tion Une 17400 if petition is n is insufficient ient „Elections _..Precinct y._...... .. .. ........ g requirement-, EC N17 specific legal requi...........___ City Clerk CC-037.... u Maps 2 ears rs Par 501 GC 34090 ELECTIONS - STAND-ALONE use in conjunction with Consolidated elections ... records series are not re eated Elections - Vote -by -Mail City Clerk CC-038 Applications / Absentee 6 mo.W Ppr EC §17505 Applications, Roster of Absentee ......... Applications . _�............r .....,,_.. --- ...-... .............. ... Elections - Vote -by -Mail City Clerk CC-039 Identification Envelopes / 6 mo, Ppr EC §17302 Absentee Identification Envelopes City Clerk .._ _.. _ CC-040 .. ..... Elections - Ballots After Election 6 mo ...... Ppr EC §17302 -... _ , City y CC-041 Elections - Ballots - After Recount 6 mo P r p .-., _ EC §17306 City Clerk CC-042 .El... ....__.____ Elections - Assessment District 2 years Ppr GC §53753(c)(2) Ballots - Prop. 218 proceedings EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver.10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image. Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Mfr) Retention Vital? Options M=Mfr after Imaged & OD or S=Scan If the record is not listed here, refer to the Detention for Cit-ti"Iride Standards Retentions be in when the act.is completedand irra f a full file folder e. ,lest document + 2 ears since destruction is normall gerformed �t file folder. HOL tS: L iti anon corn faints claims ublic records act req uests eaadits andAor intesti atioras ears end normal retention nods retention resumes after settlement or completion). City Clerk CC-043 Elections - Challenged & Assisted 6 mo. 6 mo. Ppr If uncontested, EC §17304 Voters List __ ------ _ . .................. _ City Clerk ........ CC-04...... -._ 4 _ ........ - Inspector Receipts for 6 mo. 6 mo. Ppr EC 173 02 17306 Ballots .... ........� _ ........ . City Clerk �.....__. CC-045 Ale Precinct Officer 6 mo 6 mo. Ppr EC §17503 omtme pp nts Mag, City Clerk CC-046 Elections - Roster of Voters 5 years 5 years Mfr, OD, EC §17300 Ppr City Clerk CC-047 Elections - 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 Places Polling Pla ... ....... _ _. _ w City Clerk ......._CC-049 Elections ..Voter Index Ori.. .__..... final -- 5 ears 5 ears P r EC 17001 (End,of Elections Section) City Clerk CC-051 Ethics Training Certificates 5 years 5 years Mag, Mfr, OD, S / I Yes: After QC '& OD GC §53235.2(b) ----- Ppr . .--- .- .....----.__ .............. ...,,,,_. ...... ..... ............... �.......,_ PPC 700 Series Forms (Statement of Economic Interests). Mag, Yes: After City maintains original statements; City Clerk CC-052 DESIGNATED EMPLOYEES 3 years 4 years 7 years Mfr, OD, S 2 years GC §81009(e) & (g) (specified in the City's Conflict of Ppr Interest code EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver.10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR .... _. _ File Number --- Ima....... Destroy Image: (OFR) Inactive Paper Active (Off -site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed' hare, refer to the Retention for Cat -Wide Standards Retentions be in when the act is com Meted and impfy a full file folder d. 9, last document + 2 ears , since destruction is normali aerforn7ed bg file folder. HOLDS. l iti 'atior com larnts claims, public records act requests, audits and/or investi ations suspend normal retention erlocBs reterrtian resumes a.... fter . settlement or com r F tlo . 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-053 not elected. Includes City Council 3 years 4 years 7 years Ppr S 2 years mandate is 4 years; original Members, Planning Commission statements are filed with FPPC; Members, City Manager, City GC §81009(f) & (g) Treasurer & City Attorney) City Clerk . ... CC-054 ___ FPPC Form 801 (Gift to Agency 7 4-years y 7 4-years Mag, Ppr_..... ......... _ _ ............ .-....-.- . Must post on website; GC §81009(e) Report) _ ------ Ci.y Clerk City ........ CC-055 _ (Tickets Provided. .� 7y........... ears 7 years Mag Must post on website............... for 4years GC §81009(e) byAgencyReport) y.- 9 r ...., . ...... ...... �.m...... ........................._ .. City Clerk ... .._ CC-056 .....Y.. .Port). FPPC Form 803 (Behested _ .,., 7 years 7 years Ma 9 FPPRegulationC () Payment Report) -----.- Ppr ........ ......._ _ §81009e ..... .... 2 .............. �-. Must post owebsi e; CCR City Clerk CC-057 FPPC Form 806 (Agency Report of 7 Years 7 years Mag, Ppr 18702.5(b)(3) 48785�; GC Public Official Appointments) _ §34090 GC §81009(e-- _. City Clerk ..... ... ...... CC-058 _ ........... ..... .......... Franchise Agreements - Unsuccessful bids (e.g. Cable Bid Opening Bid Opening Ppr GC § 34090 TV, Electric, Gas etc.) + 2 years + 2 years _ ___ -.-.- .. ......... City Clerk determines historical significance; records can address Mag, a variety of subjects and media. City Clerk CC-061 Historical Records P P Mfr, OD, S No Some media (e.g. audio and video Ppr tape) may be limited because of the media's life expectancy; GC 34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Classification Records Description Retention / Disposition Comments 1 Reference RecordOR - - - - - ------------ . ...... --------------- . ..... . . .... . - - - -------------- - - -------- - ------ ----- File Number Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & El If the record is not listed here, refer to the Retention for ZL-Wide Standards Retentions, be e act is completed, and imply a full file folder last document + 2 y pars), since destruction is normally performed bg Me folder. HOLDS: Lit0ation, complaints, claims, public records act requests, ,oa audits andlor investi ations suspend normal retention periods (retention resumes after settlement or completion). Mag, i City Clerk CC-065 Minutes: City Council P P Yes (all) Mfr, OD, S No GC §34090 Ppr ........... - _,_ . . ...... .. - - -------------------- ----------- - - . . ....... . .............. When No W When No -- ----------- l" 11 Mag, . . . . ..... .. ... ............ . . ------ ------------ . ... .... .. . . ........... . . . ........... . ....... Preliminary Drafts (transmittals to City Clerk CC-066 Municipal Code Administration, Longer L Longer [ Codifier and departments); GC § Distribution, etc. Required Re Required .1 Ppr . . . . . . ..................... . . . 34090 . . . ...... .. - ------------ - --------- - ----- .......... . ... ..... — ------ - - . . . ... . . . ........ ................... -------- __ —When .... N ... o --- ------ ..... When N Wl" Mag, Preliminary Drafts (transmittaIs to City Clerk CC-067 Municipal Code Supplement Books I Longer L( Longer Ppr Codifier and departments); GC § Required Re aired Re - ------------- - -- ----- . 34090 . . ........... I'll I 1 1 - ------------------- . . . . ....................... . .... . ------ - --------- -- . ....... . ... . .. ..... . .......... ... . ....... - ------------- - Department preference; Statute of ILimitations: Public official Oaths of Office - City Council and ISeparation Mag, misconduct is discovery of offense City Clerk CC-068 Volunteers (required of all "City Separation + + Mir, OD, S/I Yes: After + 4 years, retirement benefits is 6 Officers", Elected and Boards & 6 years 6 years Ppr QC & OD years from last action- GC Commissions) §§36507, 34090; PC §§801.5. 803(c); 29 USC 1113 . . .............. . . . . . .......... . . ......... Mag, City Clerk CC-069 Ordinances P P Yes (all) Mfr, OD, S No GC §34090 et. seq. I Ppr . . . . ................... ....... . . . . ........................... ... ................ . . - --------- Petitions (submitted to Council on . . . .. any subject - Dog Parks, Parking, Department preference; Law City Clerk CC-071 Traffic Calming, etc.) 2 years 2 years Ppr requires I year for petitions-, GC §50115 See Elections for Initiative, Recall or Referendum Petitions ............ EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 1 Office of Classification Records Description Retention I Disposition Comments Reference RecordOR .................. . . . ......... --------------------- ........... File Number 111111 . . . .......... . ................ . . ------------------- Image: Destroy (OFR) Inactive Paper Active (Off -site, Total Vital? Media I=Import after ff si E (in office) M Retention Options M=Mfr OD or Mfr) Imaged & S=Scan QQd"? If the record is not listed here refer to the Retention for City -Wide Standards sin erformed bfile folder. Ratentiojal�)Z�the act is completed, and itX� a full file folder �.eg,last document + 2 g=rs since destruction is nofrna�4 a y ., HOLDS: Litgafton, complaints, claims, public records act requests, audits andlor investigam i ns suspend orma) retention periods (retention resumes after settlement or coo letion), . ... .. .... _W Property Deeds / Offers of Mag, City Clerk is OFIR and maintains City Clerk CC-072 Dedication: Processed (presented P P Mfr, OD, S/I No them permanently; GC §34090 to Council) Ppr --- City Clerk CC-073 Publications issued by the City - 2 years P P Mag Mfr, OD, S/I Yes: After City Clerk determines historical - 1 Historically Significant Ppr . ..... . ..... QC & OD significance, GC §34090 . . . .. .. .. .. .. ................ ------------------------------ City Clerk ........... CC-074 ... 11 ----------- ------ . . ...... ... - 11111 11 1 - . . . . . . ...... Real Estate Surplus Property ..... ........ . 2 years . ..... - ----- --------- P P Mag, Mfr, OD, S/I Yes- After QC '& OD GC §34090 Sales Ppr Records Management: Mag, Yes: After Department preference; GC City Clerk CC-075 Destruction Lists Retention 2 years P P Mfr, OD, S/I QC & OD §34090 et. seq. Schedule Ppr - ------ -------- .. . . . ................ ...... 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 . .... . . . . .................... --------------------- . ....... - — - - --------------- - 11111111111-11- Licenses / Encroachments (see Mag, Yes: After Not all Encroachment permits are City Clerk CC-077 Public Works for utility 2 years P P Yes (all) Mfr, OD, S/I QC & OD submitted to Council; GC § 34090 encroachments, wide load permits, Ppr etc.). . . . . . ..................... . . . . ............ . . . ........ . .......... .... --- ----- . ......... __ . ....... . . . .. ....... . ........... . --- --- ------ - --- ---- Mag, Yes: After I Department Preference-, GC City Clerk CC -CC Scan Logs P P . .......... Ppr S 1 year . . . . . ............. §34090 . 1.._.111_ -------------- -- ------ ------ - - - ---- - ----------------- ----------- ---- ................ . ...... Mag, Yes- After _& Department preference; GC City Clerk CC-079 Streets: Vacations 2 years P P Yes (all) Mfr, OD, S/I QC OD §34090 Ppr I EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Classification Records Description Retention Disposition Comments fe r ence R e Rrd Record OR . . .... - - -------------- -- I I , - .. . - . I'll " . .. ............ . . - -- - - - --------- File Number . . . . ........... ___ .............. - - - ----------------------- - Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QQ'd? If the record is not listed here, refer to the Retention for City -Wit Standards Retentions be in when the act is cop and imply a full file folder (e,q.last document + 2 earssince destruction is normallyperformed by file folder. HOLDS: Litioation, compla' .,gfated, ts, claims, public records act requests, audits and/or investiqa i ns suspend normal retention periods (retention resumes after settlement or completion) Subpoenas (Miscellaneous), City Clerk CC-080 Requests for Public Records, 2 years 2 years Ppr" GC §34090 -------------------------- - - - .... . Miscellaneous . . . . . . .................... . . . .. . — - - ---------- ----- - --------------- ----- City Clerk CC-081 �Title Reports: Property owned by 2 years P P I Mag, Mfr, OD, S/1 Yes: After �GC §34090 City Ppr QC & OD ..... ..... City Clerk . . .. . CC-082 .. . . . .......................... . . . .... . . . . . ... . . ........................ Utilities Administration .................. . . 2 years 2 years - - - --- - -------- Mag, Ppr GC § 34090 (Correspondence with PUC, etc.) 111111111111111-- ...... .. ..... . . ..... . .. ...... .. . . _ � - - — - - -------- - W . ..... . . . . . . . .............. ClerkCC-083 .. . . . . ........... . . . .... ... Vehicle Titles /Pink Slips Transfer to New Transfer to New Owner a,City MM fr, OD, S No GC §34090 I I , Ppr EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of p Disposition Retention No. Records Description Retention / Dis osrt ----------- .. -------------------- Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? It the recordis not listed here, refer to the Detention for Cit -Wfde Standards Detentions begin wtaltera the act is com feted and imply full file folder Le.U. last document + ears since destruction is normallyperformed b file folder. Comments / Reference ........... _ ..... HOWS: Lili ation complaints, claims ublic records act requests, audits andlor in�resti ations sus end normal retention Periods retention resumes after settlement or corn letron . CITY MANAGER & CITY COUNCIL OFFICE Copies - Copies - City Clerk CM-001 Agenda Packets / Staff Reports: When No When No Mag, Mfr, S Yes: After GC §34090.7 City Council Longer Longer OD, Ppr 2 years ........— _. - ........ ............... Required Required - -. City Manager & City CM-002 Awards & Certificates to the City 2 years 2 years Mag, Ppr GC §34090 Council Office City Manager & City Council Correspondence cityCM-003 direct) to and from Council (directly 2 ears Y 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 & Minimum 2 Minimum 2 Mag, Mfr, S Yes: After Department Preference; GC City CM-005 Department Files years years OD, Ppr QC §34090 Council Office _ City Brown Act challenges must be Manager er & g Diversity, Equity and Inclu sion Minimum 2 Minimum 2 filed within 30 or 90 days of City CM-006 Committee Agendas, Agenda years years Mag, Ppr action; GC §§34090, Council Packets 54960.1(c)(1) Office EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc.. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Retention No. Record (OFR) Records Description Retention / Disposition Inactive Image: Destroy Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? Comments / Reference If the record is not listed Mere, refer to the Detention for Cit -Wide Standards Retentions begin when the act is completed and =ly a full file folder e. .last document + 2 ears since destruction is norm all performed b file folder, HOLDS, Litr ation coin laints claims public records act re uests audits andlor investi atrons sus end normal retention Peridds retention resumes after settlement or com letrun .. City Manager & Diversity, Equity and Inclusion P Yes Mag, Mfr, S Yes: After Department Preference; GC City CM-007 Committee Minutes P 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 Mag, Ppr 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, Ppr QC & OD §34090 Council Office _. ...r._ ............. _-- �__ 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 / Commendations / City CM-011 Certificates / Recognitions 2 years 2 years Mag, Ppr GC §34090 Council (includes requests) Office , _, _ - ....... City Manager & Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC City CM-012 Project / Program Working Files years years §34090 Council Office EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Retention NO. Records Description Retention I Disposition Comments / Reference Record............. ........... . ............ . . . . .. .. . . . . ........... ........ ----- ------- - . . . ....... . . ................ . . . .......... . .. .. .. .................. Inactive Image: Destroy Active Total Storage Total Vital? Media I=Import Paperafter (OFR) I (in office) (Off -site, t Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder Le.q. last document + 2 years), since destruction is normally performed by file folder, HOLDS., Lit' ation, 22ME/aints, claims, public records act reouests, audits and/or inv'esti aCrons suApend normal rotentizan etiods (retention resumes after settlement or corn let,ion), City Review for historical Manager & Public Relations - City Produced Minimum 2 Minimum 2 Minimum Mag, Ppr significance. Transfer historical documents to SMC Historical City CM-013 Publications, Press Releases, years years Association; Department Policy-, Council Photos 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 ........ ........... - -------- ------- - ------ . . . .......... . . . ------ ---- ----------- C-11-11- ity I Manager & Speeches / PowerPoint When No When No � Notes, drafts, or preliminary City CM-015 Presentations Longer Longer 9 Mag, Ppr documents; GC §34090 et seq, Council Required I Office MEDIA and COMMUNICATIONS :Boards, Commissions, Z Department preference; State City Committees: AUDIO Tape law only requires for 30 days for Manager CW-016 RECORDINGS or VIDEO 4 years 4 years (Mag) audio recordings, 90 days for Media & RECORDINGS of Meetings video recordings; GC Commun. Audio_Tapqs_,,,, 1111, . .. ......... . ....... --------- - - - --------- §§54953.5(b), 34090.7 ........ - ---- --------- -- .... - ...... .. ...... ... . . ...... .. ......... ... ........... Department preference', State City City Council AUDIO law only requires for 30 days for Manager CW-0 17 RECORDINGS or VIDEO 4 years 4 years N Tape audio recordings, 90 days for Media & RECORDINGS of Meetings (Mag) 'video recordings; GC Commun. Audio Tapes . . . ...... . ............. . .. .. . . . .. ............ .......... - - - ------ - ... %54953.5(b), 34090.7 -- - -------- 1 ; - . ..... .. ........... . . . --- — - -------- . . . ......... city Manager ... . . Community Cable Advisory Minimum 2 Minimum 2 Yes (all) Mag, Ppr Department preference; GC CW-018 Media & Council Agenda Packets years years §34090 Commun. EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Retention No. Records Description Retention / Disposition Comments / 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 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 cons lsted and im I a full file folder a. .last document + 2 gears), since destruction is normally performed by file folder. HOLDS: t.rti alion complaints, claims public records act requests, audits and/or investi atr"ons suspend normal relentiorx periods retention resumes aver ettlement or corn fetion . City Manager / CW-019 Community Cable Advisory P P Mag, Mfr„ S / I No GC §34090 Media & Council Minutes & Bylaws OD, Ppr Commun. ........ _ ......... _ City ming / Community Programming Department Preference; GC Manager / CW-020 Government Access Channel / 2 years 2 years Mag, Ppr §§34090 et seq., 34090.6 and Media & Cable TV Programming 34090.7 Commun. Commun,,,,,""- .Le9 .�.......2 ..,,.,,,,... ����� v (Correspondence Cit tiSu Corres poi denos Manager / from the orte y Supporting Opposing y ears 2 ears y r Mag,Ppr GC §34090 Media & proposed Legislation) Commun. City Manager / CW-022 Press Releases 2 years 2 years Mag, Ppr GC §34090 Media & Commun. EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1 Office of Record (OFR) If the record Retention No. is not listed here Records Description ..---- refer to the Retention for City -Wide Retention / Disposition nactive ..... g .IIma ge. Active Storage Total Vital? Media 1=Import (in office) (Off -site, Retention Options M=Mfr - 01111 Standards Destroy Paper after Imaged & � Comments / Reference ......... Retentions lie in when the act is com feted, and im l a full file folder Le. , last document + 2 gegs since destruction is normall gerformed,by file folder. HOLDS: t.iti ation, complaints, claims public records act requests, audits andlor investi ations sus end normal retention periods (retention resumes after settlement or corn letion . CITY TREASURER. City CT-001 Bank Statements 7 years 7 years Mag Ppr Department preference; GC CFR 31 6001-1 Treasurer§34090,26 _...___ ............__ - ....... .................. .. ........ ...... Department preference; Meets City Checks - Cashed (maintained by 7 7 Mag, Mfr, S Yes: After municipal government auditing Treasurer CT-002 the bank) years years OD„ Ppr QC standards; GC §34090, CCP § ........... 337 Cit ... ............... Historical Treasurers Records .... lNo Mag, Mfr, Department preference; GC Treasurer 3 (samples of old Leather-bound P OD, Ppr S No §34090 boks, eurer otc.)__ . ..... �.........When .......-CT-00 No Wh City CT-004 Investment Committee Agenda Longer Required - Longer Required - Yes (all) Mag, Ppr Department preference; GC Treasurer Packets Minimum 2 Minimum 2 §34090 yearsears ........ ... _...... ... .....- _ ----------- City CT-005 Investment Committee Minutes P P Mag, Mfr, S/ I No G §34090 Treasurer & B laws y OD, P r p _ ................ .... ..............---- Investments / Certificates of .... .... ... Department preference; Meets City Deposit (CDs) / Advisor Reports Yes: Until municipal government auditing Treasurer CT-006 and Statements / Trade Tickets / 7 years 7 years Paid Mag, Ppr standards; GC §34090, CCP § LAIF (Local Agency Investment 337 Fund) ............ ..- D.- reference, M Department p Meets Cit y Receipts (Citations, Outside Firm Mag, Mfr„ Yes: After municipal government auditing Treasurer CT-007 Collections, Property Tax, Sales 7 years 7 years OD, Ppr S QC standards; GC §34090, CCP § Tax, Utility Tax, etc.) 337 ........ .. ... - --- ....... _ i ' "' ..p ........ .p Department reference, Meets City Treasurer's Report municipal government auditing Treasurer CT-008 (Also in City Council Agenda 7 years 7 years Mag, Ppr 'standards; GC §34090, CCP § Packet) 337 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-2 Office of I Retention No. Records Description Retention / Disposition Comments I Reference Record I ------ I'll, - ---------- . . .............. .. ...Image. . ......... . — ------- . .......... .... . ........ ....... .... . .. .. ............. Inactive Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfrl Mi in QC'd'? If the record is not listed here, refer to the Retention for CitZMe Standards gsi� �ruction �is Retentions begin when the act is copoleted and = a full Me folder (e.g. last document + 2 yea2L) since destruction normaU geiibrrned 4L file folder. HOLDS: 040lion, cost laints, claims, public records act requ sts, audits andlor invest/ gatians suspend normal retention periods (retention resumes after settlement or completion). Department preference; Meets City Mag, Mfr, 1 S Yes: After municipal government auditing Treasurer CT-009 Voided Checks 77 years 7 years 1 OD, Ppr QC standards; GC §34090, CCP § 337 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-1 LIBRARY AND RECREATION Office of Retention No. Records Description Retention / Disposition Comments / Reference rd. . ...... . ...... .. .Reco .......` �...- ......... ... ......... ... m........._.,. Inactive Image: ......__ Destroy e' Paper (OFR) Active Storage vital? Media I=Import after ERetentio]n (inoffice) (Off-site,OD Options M=Mfr Imaged & or Mfr) S=Scan , if the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when tl7e act is corn leted and imply a full file folder e. .lash document` + 2 ears since destruction is normal erformed b file folder. HOLDS Liti ation darn laints claims ublic records act re nests audits andlorinvestigations suspend normal retention eriods retention resumes after settlement or com /etion . LIBRARY Community Arts & Culture Advisory Minimum 2 Minimum 2 Brown Act challenges must be Services / CS-001 Committee Agendas, Agenda Mag, Ppr filed within 30 or 90 days of action; Library Packets years years GC §§34090, 54960.1(c)(1) . Community ------------ -- Arts & Culture Advisory P Yes Mag, Mfr„ n... S _ ..........,, Yes: After Department Preference; GC Services / CS-002 Committee Minutes P OD, Ppr QC & OD §34090 Library -_ Community Patrons / Patron Patrons um 2 Minimum Minimum 2 Mag, Mfr, S / I Department Preference; GC Services / CS-003 1" t p Complaints years years OD, Ppr §34090 Library _ ���������������� ����Mag. ���� � ���� � ����� El Segundo ool Finance CS-004 District School Libraries Management Invoices, Backups 2 years 2 years Pp....... r Department preference for auditing purposes; GC §34090.7 and Copies of Checks Community Department preference; meets Services / CS-005 Gifts to Library 2 years 3 years 5 years Mag. Ppr municipal government auditing Library standards; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-2 LIBRARY AND RECREATION Office of Retention NO. Records Description Retention / Disposition Comments Reference Record------------ -- ------------ - - . . . . ................. .. ................ . ...... . . . ......... . .... . .... . . . . . .......... -1.1 ..... ........... . . ...... . . .............. . . ...... Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media I=Import 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-; ide Standards Retentions he 7 in when the act is completed, and =1 a full Me folder �Lg, lost document + 2 years, since destruction is normally performed1by file folder, HOLDS: Lithoation, comolaints, claims, public records re r act nests audits andlor eq investig ' ns suspend normal retention periods (reten t io f i resumes after settlement or corqgletion- Grants: LVA (Library Services ........... and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CILLS (California Library Community Literacy Se Services); CLSA Final Final Mag, Mfr, Per California State Library Records Management Program Services CS-006 (California Library Services Act) Expenditure Expenditure OD, Ppr S Requirements (April 27, 1998); GC Library and PLF (Public Library + 5 years + 5 years §34090 �Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of �application and award to . . . . .......... . . ....... - EiRan-ce . ........... ''I'll I ........................ . . . . . . . .. .. .. ..................... . ... .......... ................ . . .. . ......... - --------- -- - - ------ Community Historical Records of Significant P Yes Mag Mfr S No Department Preference, GC Services CS-007 P Historical Value OD, Ppr §34090 Library .. ......... . . ........... ... . ...... . ......... .... -- - ----- ----- . .... .... ... . ...... .... ...... ..... . ......... Community Inter -Library Loan Records Department preference to ensure Services CS-008 Reports to the State Library (for 5 years 5 years Mag, Ppr reimbursements; GC §34090 Library ..... ....... reimbursement) . ... . . . ................ . . . . . .................------ - - ------------- - ---------- . .. .. . . . ................. . ................. . . . ..... ----- . ......... . ---- - ----------- Community Services CS-009 Internet User Statistics 2 years 2 years Mag, Ppr GC §34090 Library . ... .......... ...... . ..... ...... . .. .. .. ........... ''I'll....", ..... . ............. - - - ----- - - ------------- — ---------- - Community Services CS-01 0 Library Board of Trustees Minimum 2 Minimum 2 Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Library Agendas, Agenda Packets years years GC §§34090, 54960.1 (c)(1) EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-3 LIBRARY AND RECREATION Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ..m .... ............. _............. ......... .... ..----- ---. 9., Image: Destroy �......_ ..-----..: _. ...... ... _ ......... ...InactJODRetention Active StoraTotal Media 1=Import Paper Vital? after (OFR) (in office) (Off-sitOptions M=Mfr Imaged 8� or MS=Scan ff the record is not listed here refer to the Detention for 6-Wide Standards Retentions errs beLin r/tan the act completedand im I a full file .folder ,e. lest document + 2 ears since destruction is normall art rrrned by file folder. HOLDS: Liti ation complaints, claims oublic records act re nests audits and/or investi at/o17S suspend normal retention periods retention resufnes after setttement or completion). Community Library Board of Trustees P Yes Mag, Mfr, S Yes: After Department Preference; GC Services / - CS-011 Minutes P OD, Ppr QC & OD §34090 Library. ... ....... ............... ........___ - Community Services / CS-012 ManagementLibrary System / Indefinite Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090 Library ..............._ . � .. Database .�.�..---------- .....� - �,.... .. . �.......... .. ,,........notretaine /..thdocuments Preliminary Transitoryese Communitya Patron Applications for Library PP ry When No Longer When No Longer Mag,P r p din e ordinary course Services / _ CS 013 Cards 9 of business (entered into Libra Library Required Required database); GC §34090 ....... Community .. o When No Preliminary /Transitory documents Services / CS-014When Program Sign Ups (e.g. Longer Longer Mag, Ppr not retained in the ordinary course Library Summer Reading) Required Required of business; GC §34090 ..., .. . nity Community / Service CS-01.............. 5 . Release Forms (Photos of .... 2 years ... _... ...... 2 years ....... .....a Yes. Before ..... Mag, Ppr GC §34090 Library Children, etc.) __ _ Event -- ...... ........-.. - . ... ... .. _...� �........ ..... Department reference (Courts p p ( rts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires Lead Volunteer Applications & Inactive / Inactive ! Mag, Mfr„ Yes: After 3 years for promotion, demotion, Division CS-016 Agreements /Reserves - Separation + Separation + OD, Ppr S/I 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, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-4 LIBRARY AND RECREATION 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 QQ1d? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions beoin when the act is cony leted and injIg a full Me folder d:. , last document + 2 LeaW, since destruction is normaU Eerfortned by Me folder HOLDS: Litigation, complaints, ., claims, public records act reauests, audits and/or investi alions sirs end normal retention periods (retention resumes after settlement or coin let Department preference (Courts treat volunteers as employees)- EEOC/FLSA/ADEA (Age) requires Lead Volunteer Applications & 3 years for promotion, demotion, Division CS-017 Agreements I Reserves - 3 years 3 years Ppr transfer, selection, or discharge; Unsuccessful Applicants 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, �12960,34090 .. .... . RECREATION Community Activity Guide / Class Mag, Mfr P S/I Yes- After Department preference for '& Services / CS-018 Schedules P OD, Ppr' QC OD historical value-, GC §34090 Recreation . ................ . . ------------- Class Registration / Trip Permits / Fee & Charge / Liability Waiver Forms Release of Community Liability Forms Permissions Services/ CS-019 Sign -in Sheets etc.: 2 years 2 years Mag, Ppr GC §34090 Recreation 1 Camps, Field Trips, Authorization to give Medicine, etc. Community .. . . ... . . ........................... . . . . ... -- - - - - - - - --------- - --------- . ........ . . ....... . . .. . .......... .. .. .. --- ---------- Services / CS-020 Daily Vehicle Inspections 2 years 2 years Ppr GC §34090 Recreation EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - LIBRARY AND RECREATION Page CS-5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image. Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, OD Retention Options M=Mfr or Mfr) S=Scan Imaged & .? If the record is not listed here, refer to the Retention for City-W' ide Standards Reten �'t�ns tie in when the act is completed, and i"rn d a full file folder d. . last document + 2 ears since destruction is normal! erforrned h file folder, ini n1iz'� i o�fin�tinn nrYP^rrnin;nic, mnirne nii� ht, mr.na"ek nrt rPrii'irt'zk niiriit..q Anrilor dnvP.q icyRtirDn.�c fi81fiC9C- nil normal ratention ne'riods' (retention resumes Carter settle/vent or completion), Facility Use Permits and Equipment Applications, Books, Community Alcoholic Beverage Applications Services / CS-021 2 years Recreation Includes Certificates of Insurance Community m... _ _ ......_ Termination Services / CS-02 2 Lifeguard Certifications + 3 years Recreation Community ferrals Outreach / Community Ref Services / CS-023 / Correspondence 2 years Recreation ..2. Community PrivilegeSuspensionRecord Minimum Services / CS-024 (Difficult years Recreation Community Receipts /Daily Deposits (Detail CS 025 Backup) 2 years Recreation ............. ...... Community -- ---- i........... Recreation &Parks Services / CS-026 Commission P Recreation MINUTES, BYLAWS .._. ............. ....... _ n Recreation Park. Community Commissio& Minimum 2 Services / CS-027 AGENDAS, AGENDA years Recreation PACKETS .................... Comm unity ........ ......... Services / CS-028 Recreation Database Indefinite Recreation 2 years Termination + 3 years 2 years Minimum 2 years 2 years P Minimum 2 years Indefinite Yes: Before Mag, Ppr Event GC §34090 Mag, Ppr Department Preference; GC §34090 Ppr GC §34090 Mag, Ppr L UGC §34090 Mag, Ppr Department Preference; GC §34090 Mag Department Preference; data is interrelated; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-6 LIBRARY AND RECREATION Office of Retention No. Records Description Retention / Disposition Comments / Reference Record .-.. ... ..... ... -------- .... �......... ...------- Inactive Image. Destro Y Active Storage Total Vitals Media I=Import Paper (OFR) 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 Cit Wide Standards Retentions be lin when the act is completed, and iall a full file folder , last document + 2 ears. since destruction is normally performed by file folder: HOLDS: t.iti anon com la' its cla11 im11 s I gublic records act re nests audits andfbr inveslkqaf+ons suspend normal relention periods i°etention resurnes after settlement or completion). 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, -,- �............ ......_ _ _- --- r .-. ............. ..... Preliminary Drafts /Transitory Community Services !r CS-031 Surveys /Evaluations (Program r g 2 years 2 years Mag, Ppr records not retained in the Feedback or Evaluations) ordinary course of business; GC Recreation -------- . , ,.., _ .......... §34090 - ---- ...... Community _ ............... Services / Recreation OR Public - CS-032 Swimming Pool Chemical 5 years 5 years Mag, Ppr Health Department regulations; 9ulations; 8 Readings & Additions CCR §3195.12; GC §34090 Works / Governmen ns t Build* ... ........................_ ---- ------ ......... --- ..... _ .. Community Health Department regulations; 8 Services / CS-033 Swimming Pool Incidents 5 years 5 years Mag, Ppr CCR §3195.12; GC §34090 Recreation -- m. ...... ....... ... ... ......... .... __.. ................ Community -Services CS-034...... Transportation Dia..-.......... Dial -A -Ride 5 ears y 5 ears y I Ma Ppr 9, P Department Preference for grant rt Applications g GC §34090 funding audits.... Recreation - ......... _ ...... ..�.... Community Services / CS-035 Transportation Dial -A -Ride 5 years 5 years Mag, Ppr Department Preference for rant P 9 Monthly Reports - Transit funding audits; GC §34090 Recreation EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-7 LIBRARY AND RECREATION Office of Record - (OFR) Retention No. Records Description Retention / Disposition -- -. Inactive Image. Active Storage Total Media I=Import (in office) (Off -site, OD Retention Vital? Options M=Mfr or Mfr) S=Scan D ........ _ _ Destroy Paper after Imaged & Comments I Reference . If the record is not listed here refer to the Retention for City -Wide Standards Retentians be irr when the act is oom Ieted and trra t a full file folder e. ,last document + 2 ears , since destruction is normafl erfdrmed t1 file folder. HOLDS: Liti etion com faints claimspublic records act recolnests audits andl°or investi attons sus end normal retention joefiods retention resumes after settlement or completion). Department Preference; it a motor carrier, required for 18 months after vehicle is sold; CHP requires Community Transportation Dial -A -Ride Disposal of Disposal of life of vehicle; OSHA requires 1 Services / CS-036 Vehicle & Equipment History Vehicle + 2 Vehicle + 2 Mag, Ppr year; 8 CCR § 3203(b)(1); 49 CFR Recreation Files years years 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR ...a....,m 1234(f); GC §34090 -....... Transportation ................. ...._ p tion Dial -A -Ride _ Vehicle Safety Checks / Daily Community Services / CS-037 Vehicle Inspections / Daily 2 years 2 years Ppr 13 CCR 1234(c); GC§34090 Equipment Checks / CHP Recreation ! Inspections / Pre -Trip L. Inspections Community Transportation Shuttles: Beach, Department Preference for grant Services / CS-038 Lunchtime, etc. - Daily Logs, 5 years 5 years Ppr funding audits; GC §34090 Recreation Passenger Counts, etc. ............ �� — - ...... .__ �� Vehicle Safe Ch.e Safety Checks / Daily Community Vehicle Inspections / Daily Services / CS-039 Equipment Checks / CHP 2 years 2 years Ppr 13 CCR 1234(c); GC§34090 Recreation Inspections / Pre -Trip Inspections _............... ........ .. -....... Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires Volunteer Applications & Lead Inactive / Inactive / Mag, Mfr, Yes: After 3 years for promotion, demotion, CS-040 ,Agreements /Reserves - Division Separation + Separation + OD, Ppr S/I 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, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-8 LIBRARY AND RECREATION Office of Retention No. Records Description Retention / Disposition Comments / 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 If the record is not listed here refer to the Retention for Cit -fide Standards Retentions begin when the act is completed, and im l a full file folder e. . lase docurnent + 2 e r since destruction is norrnall erftarrrred tt file folder. HOLDS: t-iti anon corn lar'trt clainls crtrlic records act re Nests audits and/or intrest� atiora sus end normal retention periods retention resumesafter settlement or dour letiort , Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires Lead Volunteer Applications & 3 years for promotion, demotion, Division CS-041 Agreements / Reserves - 3 years 3 years Ppr transfer, selection, or discharge; Unsuccessful Applicants 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 ......,.... Youth Sports Council - All Community Records Services / CS-042 (Comprised of representatives 2 years 2 years Ppr GC §34090 Recreation from various sports or anizations) EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1 Office of Retention Records Description Retention I Disposition Comments I Reference Record No. Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (in office) (Off -site, Retention Options p M=Mfr Imaged 8. OLD Mfr) S=Scan C'd? If the record is not listed here refer to the Retention for Cit Wide Standards Retentions begin when the act is cone letedl and imply a fall file folder (e.g. last document + 2 years, since destruction is nomially gerfbrmedbyfile folder. HOLDS: S: Llti ation corer hints claims arblic records act re oests audits and/or invests ations sacs end normal retention eriods retention resumes after settlement or com letion BUILDING SAFETY Develop. Services / DS-001 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference -Data is interrelated, GC §34090, Building Safety ....._- - ..__ Building Permits /.. g Building Address Files - Permanent Documents Permits & Attachments, Certificate Develop. of Occupancy, Geotechnical / Mag' Services / Geological Reports, Grading DS-002 P P Yes ' Mfr, OD, S / I Yes: After Department preference; GC . Building Permits, Lab Test Reports, Ppr QC& OD §34090 § 19850 H&S Safety Structural Observation Reports, Sile Plans Special Inspection Reports, Soils Reports, Structural Observation Reports, Final Inspection Reports ----- _._ .......... _-------- 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 / Building DS-004 Building Plans -Withdrawn Upon Withdrawal Upon Withdrawal Mag, Ppr' the ordinary course of business; GC §34090 et seq. Safety EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2 Office of Re -col ............. .. J (OFR) If the record is ,Retentions begin Retention Records Description Retention / Disposition No. . .. . ..... . ......... . . . . . ......... ................. . . . . . ....... ....... ... ...... . . . . . ..... . . ................. _ .... . . . . ......... ... . ............... . Inactive image: Destroy Active Storage Total Media I=Import Pape (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & I I not listed here, refer to the Retention for Qtv-Wide Standards when the act is complated, and imply a full file folder last document + 2 years), since destruction is norrnall getformed by file folder. Comments I Reference ...... . . . ..... . . . . ................. HOLDS: Litigation, complaints, claims, public records act reqvests, ,eg audits and/tar investi atioras suspend normal retention periods retention resumes after settlement or c=tion . 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 are, the CBC requires they be Building FAMILY RESIDENTIAL - SFR and �tained Ppr QC & OD for least completion reat Safety APPURTENANCES + 180 days-, H&S§19850; CBC - - ----------- — §§104.7 & 107.5; GC §34090 . . . ..... . - - - - - - - -------------------- - . . . . ............... . .... . . .... . ....... . . ................... . . . . . ........... Building Plans and Construction IP Documents - Finalled - Department Preference; Law Develop. INDUSTRIAL, COMMERCIAL, Mag, requires for the life of the Services DS-006 MULTI -FAMILY DWELLINGS, P P Yes all Mfr, OD, S/I Yes: After building for commercial only; Building PLACES OF PUBLIC Ppr QC & OD CBC §§104.7 & 107.5; Safety ACCOMMODATION, TENANT H&S§19850, GC §34090 IMPROVEMENTS, PRODUCTION . . .. . .... . . . . . . ................ . .......... ---- ------ ..... dOrdinance — -- ---- - ------------------------ Develop. Minimum I Minimum Mag, Services DS-007 California Building Codes (CBC, While While Mfr, OD, S/I Yes: After GC §50022.6 Building etc.) Ordinance is is i is Ppr QC & OD Safetyin Force - - --------------- - - - ---------- in Force . . . . ....... - ------ - - . . . . .. .. .. ...................... .... . . . ........... . ........... . . . . ............ . . . ........... When No When No Develop. Longer Longer Services DS-008 Complaints (Written Required - Required - Mag, Ppr GC §34090 Building correspondence received or sent) Minimum Minimum Safety Close + 2 Close + 2 years years ..................... . . . . Develop' Mag'Yes: Services DS-009 Covenants P P Yes Mfr, OD, S/I After QC & OD IGC §34090(a) Building Ppr Safety EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3 Office of Retention Records Description Retention / Disposition Comments / Reference ord No. --- Destroy Inactive Image: paper Active Storage Total Vital? Media I=Import after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C, 9 If the record is not listed here, refer to the Retention for City -Wide Standards Detentions begin when the act is com feted and imply a full file folder e. , list document + 2years),since destruction is normally erformed � frle folder: HOLDS: Lrti ation com /ah is claimsPublic records act re uests audits andlor investi aliofas suspend normal retention periods retention resumes after settlement or cone letion ,. Develop. Inspection Construction Notices Until Cleared Until Cleared Department Preference Services / / Inspection Notices(preliminarydocuments DS-010 Project or Project Mag, Ppr ) GC Building (correction notices, compliance Completion o Completion § 34090 Safety . orders, stop work notices etc.) .... .. ..._ Develo p. c Services / ovals /Deviations Modification Approvals P P Yes Mag„ Mfr„ OD, S / I Yes: After Department preference; GC Building DS-01.1 from Code Requirements Ppr QC & OD §34090 Safe .Review......... _. ... ...... ...... — Develop. ....... lop Services / Plan Check Review.../ Plan / Protect Completion or Project Completion Yes: Afterm Department preference; GC Building DS-012 Extension of Time for Permit or Upon or Upon Yes Mfr, OD, fr, O S / I QC&OD 34090- H&S 19850 § § Safety _. Plans .,.... Expiration Ex iration Ppr Develop Requests &Permissions to Services / DS-013 Receive Copies oissi... f Plans (to and 2 years 2 years Mag, Ppr GC §34090 Building from architects) Safety EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4 Office of Retention Records Description Retention / Disposition Comments I Reference rd RecoNo. ...... ........ „ = -- _.......... ... ..... ...,... .... Inactive , , Image.......__ .......... .... .... �� � . Destroy Active Storage Total Media I=Import Paper (OFR) Vital? after � (in office) (Off -site, Retention Options M=Mfr ;Imaged & OD or Mfr) S=Scan C, If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and =1 a full file folder 'e.c . last document + 2 yearL, since destruction is normally erfdrmed to file fo/der. HOLDS Lili ation complaints, claimspublic records act re uests audits andlorinvesti ations suspend normal retentionperiods retention resumes after settlement or com letion . CODE ENFORCEMENT Department preference; Case is Code Enforcement / Abatement open until satisfactorily resolved Develop. Case Files Minimum Minimum Mag, Yes: Until (some cases are not resolved); Yes: After Services/ DS-014 Close + 2 Close + 2 Mfr, OD, Resolution S / I City Clerk maintains original QC & OD (Includes appeals and Code years years Ppr staff reports and resolutions that Enforce. Enforcement Complaint Letters) are Presented to Council; GC ....... §34090 Develop. ------ nt Abatement Cade Enforcement / Abat Mag° Services DS-015 Case Files P P Yes: Until Mfr,, S / I Yes: After GC §34090 Code Resolution QC & OD Enforce. Liens & Releases DEVELOPMENT I PRIVATE DEVELOPMENT Private Development Projects /Job Statute of Limitations for Errors Files: Administration File & Omissions is 10 years; Published Audit Standards=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, Develop. Lab Final Reports Completion 10 years Completed Wrongful Death=comp. + 5 years, Developers=comp. + 10 Examples- CUPS, Lot Line P years; -CCP §337 et. seq., GC Adjustments, Specific Plans, Split §34090 Lots, TPMs, TSMs EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5 Office of Retention Records Description Retention I Disposition Comments / Reference Record No. .... ................ Inactive Image: Destroy (OFR) Active Storage Total Media I=Import Vital? Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C" ?' ff the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin, when the act is com fated and imply a full file folder . last document + 2 years since destruction is normall erfornaed 1�'i file folder. OLDS: Lili ation, cons laiiits, claims,_ puhfic records act re uests audits and/or investi ations sus egad normal retention periods retention resumes after settlernent or completion). Private Development Projects / Job Files: Permanent Files Drainage, Encroachments, Rights of Way, Soils Reports, Stormwater, etc. Department preference; Develop. / Upon Yes: Until Mag, Yes: After retained for disaster Private DS-017 Copies of Deeds, Dedications, Completion P P Completed Mfr, OD, P r S/I QC & OD preparedness purposes; GC Develop. p. Easements, Abandonments (City p g 34090 Clerk is OFR) Examples: CUPS, Lot Line Adjustments, Specific Plans, Split Lots, TPMs, TSMs HOUSING AND SENIOR HOUSING PARK VISTA Develop, 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 Housin2 Plans ears EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6 Office of Retention Records Description Retention I Disposition RecordNo. . . . . . . . . ............... --------------- - --------- ...... ...... . . Inactive Image: Destroy Active Storage Total Media I=Import Pape (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) I S= can Imaged & SC192 if the record is n I ot listed here, refer to the Retention for 2-Wide Standards Ig performed b� file folder. 0 Retentions tieinwhen the act is conp fated and iLgj a full file folder J'ev. last document + 2,geaW, since destruction is normg� Comments / Reference . .. ...... - -------- --- ....... . . ....... HOLDS: Lite ation, �ints, claimspublic records act requests, corn audits and/or investiqafi norma l al retention Periods (retention resumes after settlement or co= to tion . . ..... HUD requires 5 years after the 5 years after 5 years after I project completion; documents the the imposing recapture I resale Housing Programs: Affordability Affordability restrictions are 5 years after the affordability period terminates; All, including Home Repair, Low- Period Period Mag, Develop. Mod, CalHome, CDBG & HOME Terminates, or Terminates, Mfr OD, S Yes: After Uniform Admin. Requirements Services DS-019 the Written or the Written , Ppr QC&OD for Grants to Local 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 imposing recapture / resale Housing Programs: All, including restrictions are 5 years after the Home Repair, Low -Mod, CalHome, affordability period terminates; CDBG & HOME Loan Pay-off Loan Pay-off Mfr, OD, S/I Yes: After Uniform Admin. Requirements Services DS-020 + 5 years + 5 years Ppr QC & OD for Grants to Local Housing 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 . ...... . . ".. ""I .......... . ......... . ..... . . . ..... ----- Develop- Services . . . ... . . ............... . ...... -------- ---- - . .... . .. .... . ............ HUD Reports (ALL Reports to DS-021 . . . .. ............ -- - --------- 5 years Mag, Ppr Department preference; ; GC §34090 Housing HUD) — I EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. _.,_ _._-__ ---_..... .......... ... --- _..,.., Image: troy Destroy Active Storage Total Vital? Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan '? if me record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and im 1' a full file folder e , last document + 2 ears , since destruction is norn7agerforined by file folder. HOLDS: Litigation, com laints clams ublrc records act requests, audits and/or invest4colations suspend normal retention Periods retention resumes after settlement or com letio r , Senior Housing / Park Vista Develop. Services / DS-022 Apartments (Property Management 5 years 5 years Mag, Ppr Department preference; ; GC §34090 / Tenant Records, Income Housing _ Verifications, etc. are Contracted.) ................ _ ---- ..,,,,_ Develop. Senior Housing Board (Park Vista) Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC Services / DS-023 AGENDAS, AGENDA PACKETS years years §34090 Housing _ _ �m_.......... �� �._._ . — ServicDevees /......r... DS-02LSenior sing Board (Park Vista) P P Mfrl OD... Housing UTESuBYLAWS P r PLANNING Develop. Services / DS-025 Annexations / Boundaries / 2 years P P Mag' Mfr, OD S / I Yes: After Land Records; GC §34090 Planning & Consolidations / LAFCO Ppr OC & OD City Clerk .._, Develop. Mag. s: After Department Preference; GC c Services / DS-026 Congestion Management Plan, P P Mfr, OD, S/ I QC OD §3409 Planning ....... _P.�r....... ............. -.. ............. Develop. The final decision is filed in the Services / DS-027 Director Hearings / Adjustments 2 years 2 years Mag, Ppr Project Entitlement Folder; GC Planning ........ _ .............§34090 Usually filed in the project file; EnvironmentalDeterminations. Final environmental Develop. Environmental Impact Reports Mag Yes: After determinations are required to Services / DS-028 (EIRs), Negative Declarations, etc. P P Mfr, OD S / I QC & OD tif Planning ) Ppr me"; 14 CCR §15095( ); GC Inside City Boundaries §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8 Office of Retention Records Description Retention / Disposition Record No. - _....... _____ Inactive Image: ....... .......... Destroy age: paper Active Storage Total Media 1=Import (OFR)after (in office) (Off -site, Retention Vital Options M=Mfr Imaged & OD or Mfr) S=Scan 2,92 If the record is not listed hero„ refer to the Retention for Cit -Wide Standards Detentions begin when the act is completed and in7ply a full (rile folder (e,g, last document + 2years),since destruction is normally performed Ay file folder; Comments / Reference _....-.- _............ _....-. HOLDS: l iti anon cone lairlts claims, trfaiic records act re uests audits andfdr invesfi . ations sus end normal retention eriods retention resumes after settlement or corn Ietion . Environmental Determinations: Non -records; EIRs and Negative Develop. Environmental Impact Reports When No When No Declarations within the City Services / DS-029 (EIRs), Negative Declarations, etc. Longer Longer Ppr, OD Boundaries are with the project Planning ) Required Required file ............................ Outside City Boundaries — ......... _ _ ..._._- --- -.- Not all internal communications and notes are required to be Environmental Determinations: saved; "E-mails that do not Environmental Impact Reports provide insight into the project (EIRs), Negative Declarations, etc. or the agency's CEQA /CEQA / NEPA Pro`ect V�ro'ect compliance with respect to the Correspondence and staff notes Approval or approval or project — are not within the Develop. tllal _row�idq 1riAg�it t9"Vta tl°ge pwY�k�$�. Lt th De�lal + 2 al + Denial �ea��� Mag, scope of section 21167.6, Services s / DS-030 or aoeno�'s CEQA oompiianoe ears Ppr subdivision (e) and need not be Planning with res ect to the ro'ect Gemppeben,. � t oniq)l:;��,� retained." Golden Door f? a ittod t M .tril111af0FFN,1 ta�r�M G - ofi 4"iA Properties, LLC v. Superior tfrgefu y, am d �9 Ifftof a . :�2r "������� Process Court of San Diego County fftfcrfr,s,,rsfffnsrf,i atio,ffs,.,u (County of San Diego, et al., ineluding tsff ff oe,r taut t .a. Real Parties in Interest) �fo, pe n,lpt Cps astio�, (D076605, DO76924, DO76993) (4th Dist. 2020); PRC 21167,E GC §34090 _............. --- ---.. ... Develop. lop. _ . .......... .........�......................... ...- - - When No --------------- . When No _ ------.........w.............. Services / DS-031 General Plan Working Papers Longer Longer Mag, Ppr Preliminary drafts; GC §34090 Planning g Required .,...........m............. -_ Required ... Develop. Services . DS-032 General Plan, Elements and P P Yes (all) Mfr, OD„ s: / I preference; GC Department34090 S Planning Amendments Ppr QC OD EL SEGUNDO, CA. 01995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-9 Office of Record .............- ......... (OFR) Retention No. Records Description...._____, ................................ li -- ----------------------------------- InactiveRetention / Disposition Nk Image: Active Storage Total Media I=Import Vital? (in office) (Off -site, Retention Options M=Mfr OD or Mfr) S=Scan Destroy Paper after Imaged & Comments /Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is com leterd and irn l a full file folder e. . last document + 2 ears since destruction is normall erlorrnad file f elder. HOLDS: Litigation, com laints, claims publilowc records act re uests, audits and/or° investi ations sus end normal retention periods retention resumes after settlement or com ldtidn . Develop. Mag, Yes: After Department preference; GC Services / DS-033 Land Use Studies / Plans / Reports P P Mfr, OD„ S / I QC & OD §34090 Planning ... Ppr Develop. Services / DS-034 Master Plans, Specific p P P Mag, Mfr, OD, S / I ence; GC Department34090 Preference; Planning Bikeway c.ific~Plans Ppr .... QC & OD § _ Develop. Services / DS-035 Miscellaneous Planning Research Minimum 2........ � Minimum 2 Mag Mfr, r, D, S / I Yes: After f Department preference GC Planning ...... Projects (by property address) ___ ____ _... _----____ ___ ....... years years QC & OD §34090 et seq. Develop. Mag, Department preference - Copies Services / DS-036 Planning Commission Agenda P P Yes (all) Mfr, OD, S / I Yes: After (the original Staff Reports are Planning Packets Ppr QC & OD filed in the Project Entitlement Folder); GC §34090.7 .. Develop.Planning ., ,,.. ......................__. ___ _ Commission Minutes & _ _ ___.. ___.............................. Mag, __ ---- Services / DS-03 7 Bylaws P P Mfr, OD, S / I No GC §34090 Planning _,,,,,,,,,. ........ Ppr - �............... .e . "" "' ... ,. Develop. �...... Mag, Services / DS-038 Planning Commission Resolutions P P Yes Mfr, OD, S No GC §34090 et seq. Planning I I I Ppr EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10 Office of Retention Records Description Retention / Disposition Comments Reference Record No. Inactive Image: Destroy (OFR) Active Storage Total Media I=Import Vital? Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan 9 It the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed and =1 a fog file folder last document + 2 years), since destruction is normall ertorm d tr file folder. .e.g, HOLDS: Litigation, complait ts, claims, joublic records act re uest audits andlorinvests rgatior sus i)end normal retentio Periods (retention resumes after settlement or comletio Planning Project Files - Permanent Entitlements (All) (Includes Associated Conditions of Department preference; Approval, Environmental Department maintains complete Determinations, Staff Reports, files for administrative purposes; Develop. Plans & Maps, copies of Mag, Yes: After 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 §1 5095(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. --- - ----------------------------- - - - - - -------- - ------------------- --- - - ------ Department preference; Develop. When No DS-040 Preliminary Review File (No Final Longer When No Longer Mag, Ppr Preliminary Documents (no Services Application) application submitted); GC Planning Required - - - ----------- ... .. ...... .................... . . . . ...... . Required ----------- .... .................. . ...... . . . ..... . . ... §34090 . . . . ......................... . ...... . .--- ----------- ---- --- Develop. Services Project Log Index/ Spreadsheet/ DS-041 P P Yes Mag, Mfr, OD, S/I Yes: After Department Preference; GC Planning Binders of Historic Actions ............. .... ....... __ ...... ......... -- ---------------- . . . . . . ...... ........... . . . ........ . . ...... ---- ...... Ppr QC & OD §34090 Develop. Programs where other Agencies L....... Regional Organizational Studies & When No When No Non -records; GC §34090 et Services DS-042 onger are the Lead (e.g. Air Quality Longer Mag, Ppr seq. Planning Required Studies, etc.) -- - - - -------------- ---------- - Required . ..... . . . . .......... . . ..................... Develop. Services Special Studies (Not related to a DS-043 P P Yes Mag Mfr, OD, S/I Yes: After I Department Preference-, GC Planning specific project) I I E Ppr QC&OD 1 §34090 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11/16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-11 Office of Retention Records Description Retention / Disposition Comments I Reference Record No. __ -_ —Des - m, --- - - _ Inactive Image- L_ Destroy paper Active Storage Total Vital? Media Im ort (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan It the record is not listed here refer to the Retention for Cit -bide Standards Retentions begin wlrerr the act is com feted and im l a full file folder e. Q. last document + ears since destruction is notmall erfonned tr file folder: HOLDS: Liti ation com laihts, claims uhfic records act re uests audits andldr investi ations suspend normal retention periods retention resumes after settlement or com lelion . Temporary Use Permits / Special Use Permits / Temporary Temporary uses; Department Develop„ Entitlements: Yes: maintains complete files for Services / DS-044 2 years 2 years During Mag, Ppr administrative purposes; Planning Christmas Tree Lots, Ambient Event GC§§34090 Sound, Banners, Pumpkin Lots, Outdoor Events, etc. Copies - Copies - City Clerk DS-045 Zoning Amendments, Zoning Text When No When No Mag, Ppr Copies; GC §34090.7 Amendments Longer Longer Required Re uired _.__ - .__....vS ...... . _„ -- . Services / _ DS-046 Zoning Conformance �P P Yes MOD Mfr, g / I Yes: After GC §340 OD QC&..._ 90etseq'.�_—... Planning .....__ ....... Ppr .. r._--- ......... _..._.. — m, -- ..... — ... .... Department Preference; City Develop. Zoning Maps of Significant P Mag" Mfr, OD, S / I Yes: After Clerk Maintains originals of all Services / DS-047 Historical Value P QC & OD documents that were presented Planning Ppr to Council; GC J34090.7 RESIDENTIAL SOUND INSULATION When No When No Airport DS-048 Airport Noise Documents Longer Longer Mag, Ppr Non -records Required Re uired - __ - _ ... ...Statute . ..............� ... --- ............. ...... _ ....... ..wm. Department Preference; Develop. of Limitations is 4 years; 10 Services / Residential i DS-049 'Contractor Correspondence / 10 years 10 years Mag, Ppr years for Errors & Omissions; land records are permanent by Sound Project Administration law; CCP §§337. 337.1(a), Insulation 1337.15, 343; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-12 Office of Record ..._ (OFR) If the record is Retentions begin Retention Records Description Retention I Disposition No. __.... ........ � � ... - ...... ...�.___ .... ___ Inactive..... ...... ......... ....�..,�.. Ima e. _ ._ Destroy g Paper Active Storage Total Media 1=Import (in office) (Off -site, Retention Vital Options M=Mfr ,Imageafte d & OD or Mfr) S=Scan not listed here, refer to the Retention for City -Wide Standards when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normallyerformed b file folder. Comments / Reference ........�...__ ......... _ HOLDS., Litr ation, corm laints claims gubfic records act requests, audits and/or investi ations suspend normal retention periods aetention resumes after settlement or com letion).. Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants Develo After FAA P• After FAA to Local Governments is 3 years Services / Audit, if FAA Financial Information / Grant Residential DS-050 2 years Required - Audit, if required - Mag, Ppr from expenditure report or final P P payment of grantee or Sound Funding Minimum 5 Minimum 5 subgrantee; 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 -- — .. �.... W.. ...... Develop. Services / List of Projects (Historical Excel P P Mag, Ppr Department preference; GC Residential DS-051 File) §34090 Sound Insulation ------ Develop. Residential Sound Insulation Services / Project Project Department preference; covers Homeowner File / RSI Homeowner Residential DS-052 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 . -� __ _ ........ Standard Develop. SpecificationsUsed for ons dtial Services / Insulation / RSI ResiSound P P Mag, Ppr Department preference; GC Residential DS-053 projects (provided by the City to §34090 Sound Contractors) Insulation EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention NO. Records Description Record.. . . . ....... . . . .. . . . .................. ... -- ---------------- (OFR) If the record is not listed here,. refer to the Retention for CitL!Wide Retention I Disposition --------------...... . . . ..... . . . . . ..... . ............ . . ..................... . . . . . . . ........... Inactive Image: Active Storage Total Media I=Import (off i E Vital? (in office) (Off -site, Retention Options M=Mfr S=S Standards ..... . ............ . ...... . . Destroy Paper after Imaged & QC'd? Comments I Reference ..... ............. . ................ . . . . . . Retentions begin when the act is �Ietec.J, and =1 a full Me folderfog last document + 2 gears » since destruction is oorniallyperformedbyfife folder. HOLDS: Litiqafion, comiWaints crests clairns, public records act request andlor in���=d normal retention riods retention resumes after settlement or com. le�tion), FINANCE IMANAGEM E NT Finance FIN-001 Audit Reports / Consolidated 10 P P Mag, Mfr, S/I Yes: After Standard within the profession; Mgmt. Annual Financial Report years OD, Ppr QC & OD GC §34090 .3.4............. ....... Finance . . . .. . . ... . . ....................... . . FIN-002 . . ......... . Audit Work Papers / Audit ........... . . . . . ........................... 2 years . . . . . . . .............. 3 years 5 years . . ..... . .......... . . ............ . ... � . ........ _ Mag, Ppr i ......... . . ................. . . . . . . ............. .................. .... . ... . ......... . . ......... . . ................ Meets municipal government auditing standards; GC §34090 Mgmt� Schedules . ....... ----- . I .. ....... .. I ---- - - ------------- - ----- . ..... 111-1-1 . . . . . ....................... . . ------- .... . .. ..... ... -------- -------------........................ .. .. .. .. .. ...................... ..... Statute of Limitations for bonds mortgages, trust deeds, notes or debentures is 6 years; Bonds Cancellat., issued by local governments are Finance Bonds: Debt Official Statements Cancellat., Redemption Yes: Until 10 years-, There are specific Mgmt FIN-003 / Certificates of Participations Redemption 1 years or Maturity + Maturity Mag, Ppr requirements for disposal of I (COPS) or Maturity 10 years lunused bonds; CCP §§336(a)&(b); 26 CFR 1.6001- 1(e):337.5(a)-, GC §§34090, ---------- 43900 et seq. Finance FIN-004 ............ . . .... ...... Budgets - Adopted Final P P .......... Yes: Cur rent . . ............ . Mag, Mfr, ..... I S/I Yes: After I Must be filed with County Auditor; GC §34090, 40802, Mgmt, W Fiscal Year OD, Ppr QC & OD ... 53901 ... . . ... . .............. ... ------------------ -- ----------- Finance .. ... ... FIN-005 ....... . . . . ....... ..... . . ................. . ........... 111111 Financial Services Database . . .. .. . . . . .............. . ......... . Indefinite Indefinite - - -------------- Yes - - 1111111", ......... . Mag .... - ----- - - ----- Data Fields / Records are interrelated; GC §34090 Mgmt. When No hen 0 Finance FIN-006 Golf Course Subcommittee Longer Required - Longer Longer Required - Mag, Ppr Department Preference; GC Mgmt, AGENDAS, AGENDA PACKETS Minimum 2 Minimum 2 §34090 - ------- years - ---------------- years Finance FIN-007 Golf Course Subcommittee P P� Mag, Mfr S No GC §34090 Mgmt. MINUTES, BYLAWS i OD,Ppr EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver, 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention NO. Records Description Retention I Disposition Comments I Reference Record------------ - - - ------ ----. ..........-------------------- -------------- . .. .. ... ........... . . ................ ... ... . .. ..... . . . . ................. . .. ............... . . . . . . . ........ Inactive Image: Destroy Active Storage Total ? Media I=Import Vital Paper after (OFR) (in office) (off -site, Retention Options M=Mfr Imaged & 2D 2C MIrl S=Scan QC'd? If the record is not listed here, refer to the Retention for Cit-lillidd Standards Retentions begin when the act is completed and im y a full file folder since destruction is norm4g Derfon-ned by file folder. HOLDS: Lihtjga tioncomnotaints, claims, public records a I ct requ sts, audits andlor invest4qations suspend normal retention periods (retention resumes after settlement or com le IM i!�� Meets municipal government Finance FIN-008 Journal Entries / Back Up 5 years 5 years :5yearrss Mag, Ppr auditing standards; Statute of Mgmt. Documents / Budget Adjustments Limitations is 4 years', GC 34 337.... ..... . Finance . . . . . . . . . ......................... . ......... FIN-009 .. . . ....... ........... . . . ............................ Management Audit Letters - - 5 years ---------------- years Mag, Ppr Meets auditing requirements; GC §34090 Mgmt. - - - ----------------- ------------- ............. . . . m . ......... . .... .. . - ...... ------------- - - - - - ---------- ....... . . . . ..... . ....... Finance . ...... ... ......... . FIN-010 . _ . . ..... . ......................... . . ... __1.____ Management Reports / Measure 5 years P P Mag, Mfr,, S/I Yes: After Department preference, Meets auditing requirements', 6C Mgmt, ,A" / Single Audits OD, Ppr QC & OD §34090 ....... . . .. . . . ..... . . . . . ............. ..... -------------------- Reports I Registers - Balance When No When .... . . . . . . ....... . .. .......... -- -- ---------------- .... . . ................. . . . . . _111111 --------------- - Preliminary drafts (the database Finance I FIN-011 Sheet, Revenue, Expenditure. Longer Longer Longer Mag, Ppr is the original); GC §34090 et Mgmt. Trial Balance, etc. .... . .. Required ------ --- . .. ...... ....... e aired - - - - — ------------ seq - ---- - -------- . . . . . Finance . ....................... . . . . . ........... Reports: Annual State or Mag, Mfr, Yes- After .& Department preference-, GC Mgmt. FIN-012 Federal: State Controller's 5 years 5 years OD, Ppr S/I QC OD §34090 ........ Report, Street Report, etc. .......... --------------------- — ------ - -- ---------------- ........... ... . . ............ ... ............ Finance FIN-013 Reports: Year-end General �Ledger 5 years 5 years Mag, Mfr, S/I Yes: After Department preference; GC Mgmt. OD, Ppr QC&OD §34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record..................... ........................ ..-. ........- .. Inactive Image: Destroy - . (OFR) Active Storage Total ? Media I=Import Vital . Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & I OD or Mfr) — '? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when tine act is completed, end imply a full file folder (e.g. last document + 2 years), since destruction is norrrrali erf rmecl is fsle folder: HOLDS: t,itl ahon, complaints claims Dublic records act r':11 nests audits andlor invests a/ions suspend normal retention periods retention resumes after settlement or corns ietion . FINANCE/ ACCOUNTS PAYABLE IRS: 4 years after tax is due or Finance / 1099's, Nssu .ci 11096, DE542 paid (longer for auditing & Accounts FIN-014 (California Report, of Ind_enendent 5 years 5 years Mag, Ppr contractor delinquency); Ca. Payable Contractors) FTB: 3 years; 26 CFR 31.6001- .. ....................................... ........ .. 1, R&T §19530, GC §34090 GRANT -FUNDED Vendor File / Finance / Accounts Payable / Check Accounts FIN-015 Copies / Invoices and Backup / 2 years 5 years 7 years Yes: Until Mag, Mfr„' S / I Yes: After Meets municipal government Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD auditing standards; GC §34090 Card Receipts / Travel Reimbursement ---.-.-.- -.-..... __ - .....__. ......... ..... NOT GRANT FUNDED Vendor - .-. Finance / File / Accounts Payable / Check Accounts Copies / Invoices and Backup / FIN-016 2 Years 3 yearsHyears Yes: Until Mag, Mfr, Yes: After S / I Meets municipal government Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD auditing standards; GC §34090 Card Receipts / Travel Reimbursement .... / ....... ...Finance Vendor Mag, Mfr, Yes. After Meets IRS Auditing Standards; Accounts FIN-017 W-9s Inactive + 3 OD, Ppr S../. IQC & OD GC §34090 Payable _-- ---- -- ------- -.- .--.-.-.- -.... - ---- -..- years .. _ ..............................._,Finance / Warrant (Check) Register (Detail)Department preference; GC Accounts FIN-018 - Includes Grant Funded and Non 2 years 5 years years Mag, Ppr §34090 Payable Grant Funded EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office o 'f Retention No. Records Description Retention I Disposition Comments Reference ITRecord ----------- ................ . ..... . ..... . . . ......... . -a — - - ------------ -- - - ---------- .... . ..... . . . . ........... . . . . . . . .............. . .......... . .. . . ...... Inactive I m ge: Destroy Active Storage Total E Vital? Media I=Import Paper after (OFR) (in office) off i (Off -site, Retention Options M=Mfr Imaged & =X J= If the record is not listed here, refer to the Retention for City -Wide Standards ............... Retentions begin when the act is,con gleted, and imply a full file folder Lea document + ZZ=s since destruction is nor=l � U z gerformed file folder.stsaudits ,last ., and/or inves HOLDS: - Liti ation complaints, claims, public records act reque and 6. normal retention eriods retention resumes after settlement or completion), tionssus FINANCE / (BUSINESS SERVICES Finance Business Accounts Receivable (Paramedic FIN-019 2 years 3 years Yes: Until 5 years Paid Mag, Ppr Department preference; GC §34090 Billing, TOT, etc.) Services 11 . ......... . . - - - ------------- ... ... . . ...... ------- . ..... --- ------------- ---- . . ............... - -- ------ -- Meets Municipal Government Finance Business Accounts Receivable Write -Offs FIN-020 I 1 5 years 5 years Mag, Ppr auditing standards (negative information remains on credit (due to non-payment) Services -- ------------ ----------- . . ....... ... ratings for 7 years); GC §34090 ----------- - - ------ .. . . . ............ . . Finance Business Business License Applications FIN-021 's 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq. Licenses and Renewals, Letter Services ------------ - - .............. 11--l- ..... . . ................ . . ......... . __ I'll, Finance / — 11-11,11, . . ..... . ............... . . ... ......... --------- ..... ....... H5years Data Fields / Records are Business FIN-022 Business License Database Indefinite Indefinite Yes Mag interrelated; GC §34090 Services. . ................ . . . . . ...... - . ...... — - ------------- 111 - - ------------- . ............... . . . . — - — _--------- Department Preference Finance i(negative information remains on Business FIN-023 iCollection Agency Assignments 5 years Mag, Ppr credit reports for 7 years); GC Services I I 1� .�34090 et seq. EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record ..... (OFR) If the record Retention No. Records Description is riot listed' here refer to the Retention for City -Wide ide Retention / Disposition Inactive ... - .... Image: Active Storage Total Vital? Media I=Import (in office) (Off -site, Retention Options M=Mfr OD or Mf - Standards Comments / Reference Destroy Paper after Imaged & �? 101111 oil Detentions begIrrhvn the act is cow /eted and im l a full Me folder e. . last document + 2 ears since destruction is normal/ erforrned b file folder. HOLDS, Gillration complaints, claims ublic records act re crests audits andi`or investigations suspend normal retention periods retention resumes after settlement or cow letion . FINANCE/PAYROLL Finance / 'Batch Activity Reports / Payroll FIN-024 2 years 3 years 5 years Mag, Ppr Department preference; meets municipal government auditing Payroll Processing File standards; GC §34090 _ ...-. �._._...._ __.-.- �................... Department preference', meets Finance / Checks / W.. arrants (Payroll Only) FIN-025 2 ears y 3 ears Y 5 ears y Ma Ppr g, P municipal government p 9 nt auditing Payroll Y Cancelled Checks _ ........._ 'standards, GC §34090 . ... _ --------- ------ . ..........................r„ _. - - - ............... -- .... -- ._ rtment preference; IRS: 4 Department Drs DE-6, DE-7, DE 9, DE-34, DE-43, after tax is due o p a. Y r paid; W-3 & DE-166, 941 Forms, 7 FTB: 3 years; Articles show 7 Finance / PERS /FICA &Medicare FIN-026 2 Years 3 years 5 years Yes Current Mag, Ppr years; 26 CFR 31.6001-1, R&T Payroll Adjustments - Quarterly Payroll Year §19530; 29 CFR 516.5 - 516.6, Tax Returns / OASDI, Federal T 29 436, GC §34090 Tax Deposits, Adjustments, etc. 26CFR31.6001-1 Department preference, IRS Regulations for W-4s: four years after the due date of such tax for Finance / Payroll Employee File: Benefit Separation + Separation + Mag, Ppr the return period to which the Payroll FIN-027 Deduction Authorizations, 5 years 5 years records relate, or the date such ..Garnishments, etc. tax is paid, whichever is the (later. 26 CFR 31.6001-1 GC §60201 GC §34090 �. .µm .........__ .. .... '�__._ Payroll Processing Report / y g ...... Department reference me.......--.. p meets FPayroce / FIN-028 Payroll Registers / y g Payroll Check 2 years 3 years 5 years Mag, Ppr municipal government auditing ll Registers / Earnings Register standards; GC §34090 _._.. _.... ....e --- Department preference, IRS: 4 yrs after tax is due or paid; Ca. Finance / Payroll 'PERS Report - Retirement FIN-029 Reports (CaIPERS) 2 years 3 years 5 years Mag, Ppr FTB: 3 years; Articles show 7 years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver, 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention NO. Records Description Retention / Disposition i Comments i Reference Record--------- - .. . . ......... ........ . . ....... 11111111 - - ------ . . ............ . ........ .. .. . .......... ..... ... ----- . ........... ...... . . Inactive Image: Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & 1 OD or Mai S=S n WW6� If the record is not listed here, refer to the Retention for it -Wide Standards Retentions begin when the act is con1leted, and im I a full file folder (e.g. last document + 2 years), since destruction is normally performedby file folder. HOLDS: Litiga Jai its, claims, Public records a normal retention n resumes after, settlement or com let act requests, audits andlor investig i ns suspend i Periods fretentio _comp 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 years-, 26 CFR 31.6001-1, R&T Payroll §19530-1 29 CFR 516.5 - 516.6, Hyears 29 LISC 436, GC §34090 26CFR31.6001-1 - - - ----- . . .. .. ... ................ ...... - ----- --- ... . . ......... . iDepartment preference; IRS: 4 yrs after tax is due or paid; Ca. Finance FIN-031 W-2's 2 years 3 years 5 Mag, Ppr FTB: 3 years; Articles show 7 years; 26 CFR 31.6001-1, R&T Payroll §19530; 29 CFR 516.5 - 51&6, . . . ..................... 11111.11 29 LISC 436, GC §34090 .... . .......... . . . ''. "", . . . . .............. . . . . .... . . . .................. .. ..... - — ------- ----- . .. ........ . ........ .. . .. . . ... ............ . - Department preference; IRS Regulation 31-6001 -1 four years after the due date of such tax for Finance I No Longer in No Longer in Mag Mfr S" Yes: After the return period to which the Payroll FIN-032 W-4s Effect + 4 Effect + 4 OD: Ppr' QC&OD records relate, or the date such years years tax is paid, whichever is the later. GC §34090; 26 CFR 1131.6001-1 GC §60201 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 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, Retention Options M=Mfr Imaged & OD or Mfr1 §=§can QC'd? If the record is not listed heal refer to the Retention for, City -Wide Standards 11 "12 last document + 2 Leg�sj, sin mall Retentions be ire when the act is completed, and #I�L L=U folder�e,j, ce destruction is nor erforrnedb y pL Me for. HOLDS.- Lifiqation, complaints. claims, oublic records act" re nests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or corn. let" PURCHASING Finance Informal Bids & Quotes from Department preference for grant Purchasing FIN-033 Vendors (Quotes may be 2 years 3 years 5 years Mag, Ppr auditing purposes; GC §34090 ------ ------- - - - ------ - submitted by the Department) . . ..... . . . . ....................... .... , ''I I _1111111"...... ---------------- --- - ----- - - - - - -------------------- 1 ... . . .. ........... . . . . ... .. . ................ .... .. . . . .............. --- 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 1-1111, ..... 1111 1 . . . Finance / . . . .. .. .. .. .. ................ . . ........... ..... I I I 1111'__ .... . . . . . . ..................... . . .......... I 1 111 1 1 "1 � . . . . . ...................... Yes: Until Mag, Mfr, S/I Yes: After meets municipal government Purchasing FIN-035 Surlus Property Disposal I Sale pp 2 years 3 years 5 years Paid OD, Ppr ----- ------ QC&OD ..................... auditing standards; GC §34090 . .... . . ............... ....... . . .......... . .. ...... . . . . ...................... . . . . Finance . 1____ - - ------ ------------- ... ... — - -------------- When No When No . . . ............... . ... ..... Transitory I preliminary drafts; Purchasing FIN-036 Vendor List Longer Longer Mag, Ppr GC §§34090, 6252, 6254(a) Required Reuired 2 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 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, Retention OR MWEHI Options M=Mfr Imaged & S=Scan QR-d? I If the record is not listed here, refer to the Retention for 2g-Wide, Standards u 11 IN J Retentions be ira when tf7e act is completed, and imply a full file folder (e. g last document + 2 years since destruction is normall gerformed P Me folder. HOLDS. Lijation, cons faints claims public records act requests, audits andlor investigations suspend normal retention edads (retention resumes after settlement or cone lelion UTILITY BILLING . ......... Finance Utility FIN-037 Bankruptcies (Where City does 5 years 5 years Mag, Ppr Department preference; GC §34090 not pursue a claim) Billing...... . .... . . ........ ........... ---------- ...... . . . . ........... .......... ...... .......... _ . . . . . . . .................. ...... . ... . ... . .......... . . . . . ........ ____ - ------------- - ............ . ....... .......... . . . .... "I .... ...... . . ............ -- - ----- . ..... ... Transitory records not retained in the ordinary course of Finance I Billing Registers Reports, Daily When No When No Longer Mag, Ppr business; Financial system Utility FIN-038 Update, Bank Draft, Adjustment Longer qualifies as a trusted system and Billing Posting, etc. Required Required can re-create reports accurately; GC §34090 . ..... . ..... _6he. ck s dep osited to Bank City These are bank instruments, and Finance scans them for the Bank, rather Follow Bank Follow Bank Mag, Ppr not City records; per bank Utility FIN-039 than physically taking the checks Instructions Instructions I I agreement. ling Billing to the nk to deposit the m.) ba--------- . . . . . .. ............ ....... ... - ---------- 11111111 .. .. ...... . - .......... . . _ - -- --... . " — Department Preference Finance Assignments (negative information remains on Utility FIN-040 Collection Agency Write Offs 5 years 5 years Mag, Ppr credit reports for 7 years); GC Billing §34090 et seq. . ..... . .. ........... .mm - Finance - . - . . .. .. .. ........... ........ . . . .. ....... .. ...... - - ---- .. ......... . . ........... . Transitory records not retained utility FIN-041 Payment Stubs (mailed) I Utility � 4 months 4 months months Mag, Ppr in the ordinary course of Receipts business; GC §34090 Billing-1 .. .. ........... . ...... "I'll" ........ . ....... . . . . - ---------- ------- ---- . . . . . . . ............... . . .. .. ......... .... . ......... Finance Utility FIN-042 Prop 218 Notices: Master Mailing 2 years 2 Ppr GC §34090 Billing------------------- List ............ . --- - ------ - ----- ------- "I'll, . .............. . ..... . . . .......... . ...... ----------- 11111111-111 ----------- - ------- . . . . . ............... Transitory records not retained Finance Utility FIN-043 Prop 218 Notices: Undeliverable 3 months 3 months Ppr in the ordinary course of Billing. 11_ - ---------- - . . . . . . ............... Mail . . . . ................ . . . . ........... ----------- - --- ----- - Fyears . . .. ............ . . ...... ... business; GC §34090 1111--l- . ............ .. . . Finance / Yes: Until Meets municipal government Utility FIN-044 Returned Checks (NSF, etc.) 5 years 5 Paid Mag, Ppr auditing standards; GC §34090 Billing I I EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference ... _ .Record ..... _........... -_.... ... ---- ...... . Inactive Image: g Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & __L_S7-_SQ1Q� If the record is not listed here, refer to the Retention for it -Zdm_e Standards Retentions begin, when the act is completed, Arad irn ! a full file folder e. last docurnent + 2 ears since destruction is normall erformed b file folder. HOLDS: Liti ation corn alaints claimspublic records act re uests, audits andlor investi ations suspend normal retention periods iretention resumes after settlement or cone leto . Finance / nce; GC Department preference; Utility FIN-045 Service Applications 5 years 5 years Mag, Ppr §34090 Billing ... ......... �� ........_..... .._ ....... .._. . ................. Finance / Data Fields / Records are Utility FIN-046 Utility Billing Database Indefinite Indefinite Yes Mag interrelated; GC §34090 i i _.... . .. ....... Finance / Utility Users Tax Exemptions Close + 5 Mag, Ppr Department preference; GC Utility FIN-047 (Low Income / Senior / Disabled) years §34090 i — .. Finance / __ Water Billing. Appeals - Payment Watery Final Mag Yes. After Documented or attachedmm to Utility FIN-048 Delinquency & Impending Decision + 2 Ppr, Mfr, S / I QC & OD Customer Record m database Billing tion Discontinua........... years Ren OD GC 34090;m r ..... ...... .... .--§ H&S §116908 Finance ...... ce / Utility �.. FIN-049 Water Billing. Auto -Billing 2 years Mag' Ppr, Mfr, S / I Yes: After QC & OD GC §34090 Billing _ ........ Authorizations ........._.__ _... ----.- OD Finance / Water Billing:Non- payment When No Mag, Documented or attached to Yes: AfterUtility FIN-050 ices / Notice of Payment Longer g Ppr, Mfr, S / I QC & OD Customer Record in database BillingDelinquency &Impending Required Required OD GC §34090 H&S §116908 init........Fin DiscontinuationFinal) Finance / ................. acontinuation g: Checks / Billin NSF C.h When No When No Mag, Documented or attached to Yes. After Utility FIN-051 Adjustments to Customer Longer Longer Ppr, Mfr, S / I Customer Record in database QC&OD Billing accounts Required Re uired OD _ GC 34090, H&S §116908 Finance /. ns yme Plans: Water Billing:AlternativePayment Expiration or Completion Expiration or Completion Mag Documented or attached to Yes: After Utility FIN-052 Amortization,y of Payment of Payment Ppr, Mfr, S / I Customer Record in database OC & OD 116910 Billing Payment Plans, Deferrals, etc. Plan .........., / ............e. . ..... ......e.. Water Billing Policy on When Superseded; .... ...mFinance M Mag,Yes: After Must ost to Website; H&S PUtility FIN-053 Discontinuation of Residential Minimum 2 PpOD fr, S/I QC&OD §116906; GC §34090 Billing Service for Nonpaymentears � EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record - --------------------------- - --- -------- - ------- - - . . . . . . . . . . .................................... .. . . - ..................... .�....._ ...__.... ... ...�........ n ,,,,,,,, ......-. . . . . ..........- Inactive ge. Destroy Active Storage Total ? Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & /f the record is not listed hero refer to the Retention for City -Wide Standards Detentions begin when the act is com leted and imply a full file folder e, , last document + 2 ye=L sr`nce des#ruc#ian is normal) erformed by file folder. H'O DS: l itr ation com alaints claims public records act requests audits andtdr invest ation suspend normal retention periods retention resumes after settlement or com le#ionNow , Finance / Water Billing: Report of Annual pig Minimum 2 Minimum 2 , Mag Yes: After Must post to Website; H&S Utility FIN-054 Discontinuations of Residential years years Ppr, Mfr, S / I QC & OD §116918; GC §34090 Billing Service OD City preference for drinking Finance / Utility F Water Turn On / Turn Offs 5 years 5 years Mag, Ppr water regulations CCP §§338 et (includes Work Orders) seq., 340 et seq., 342; GC Billing §34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Retention NO. Records Description I Retention I Disposition Comments Reference Record� ------------- ' "I'll" ...... ........... ... ---- ------------ " . . ........... . . . . . ........... ...... . ...... . ........ .. . ...... ------------ .... ........ .. ------- 11 - ------ . . . ...... 11 . .. .......... . ... . ........ . ... . . ............. .. . . Destroy Active Inactive Total Media Image: I=Import Paper (OFR) (in office) (Off -site, OD or Mfr) Retention Vital? Options M=Mfr after Imaged & S=Scan OQ If the record is not listed here, refer to the Retention for Cj-Wide Standards Retentions begin, when the act is completedand im2la full file, folder Le,&. last document + 2 gears), since destruction is norr772LI1 gerformed by file, folder HOLDS: LiUation, complaints, c/airns, gublic records, act re crests audits and/or invesUations sus nd normal retentiongeriads 'retention resumes after sefflemen Or coier21etijn, FIRE I EMERGENCY MEDICAL SERVICES Department Preference - Controlled Substa Igg Logs— Mag_ Controlled substances are Fire / EMS FR-000 Inventories / Ambulance Inventory 2S ears : 2 years] _2years Ppr required for 2 years after inventory L99s. or transaction: 21 CFR rSj 304.04 . . . . . .............. ............. . . ....... ' ... ........... . . . ........... . . Fire E - M S . ... ....... F , R-001 EMS / Paramedic Training Records .. .. ............ . . . . . . ... ............... . . 4 years 4 years -- --------- Pa9, pr . ...... 22 CCR 100395, GC §40Continuinq Education - ------- . ........ .. . . . .. . . . ............ . .. ....... . . .... . ...... ........ ----- - -------- . .......... ...... . .......... - Statute of Limitations for health Fire EMS FR-002 EMS Complaints 3 years 3 years Mag, Ppr providers is 3 years; 13 CCR [9 .. . . .............. ..... ..... . ..... . 1100.7, GC §34090 11 - --------- —, __111.. ........... ..HIPAA ................ . . ...... . . . . ........ . ...... ............ .. . . . Policies anProcedu,Superseded Fire EMS FR-003 (Health Insurance Portability and . . ..... Superseded MMagg, fr, OD, S Yes:24 After 1 CFR 164.5300) Accountability Act) + 6 years + 6 years Ppr . � year I EL SEGUNDO, CA. @11995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE — FIRE Page F-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ............. ..._ —..a ................ .. ....... ..................... Image: ..,Destroy paper Active Inactive Total (OFR) LMedia (Off -site, Vital?I-Import after (in office) Retention M=Mfr OD or Mfr) Imaged & S=Scan If the record is not listed here refer to the Retention for QVWide Standards Retentions bllei tin when the act is cornioleted and im "11V a fullfile folder e.. last document + 2 ears' since destruction is normall erformed b file folder. HOLDSLitigation cornfaints, claims ublic record act re uests audits andlorinvestr ations sus end normal retention eriods retention resumes after settlement` or com letr'on . 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-, Patient Care Reports / PCRs / California Healthcare Association Paramedic Release Forms (EMS Mag, Yes: recommends Acute Care Facilities Fire / EMS FR-004 transportation): ADULTS 7 years 7 years Mfr, OD„ S After 1 retain adult records for ten years Includes e PCRDatabase I Ppr year following discharge; Juvenile .Electronic Patent Care Re ortrecords are required until patient Database 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 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Retention No. Records Description Retention I Disposition Comments Reference Record ..... ........ . ............................. ... a g e"", . . .. ........... - --- ------------ --- I. Destroy . . .. .... ................. Active Inactive Total Media I=Import Piper (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged & S=Scan QC'd ilf the record is not listed here, refer to the Retention for "t -Wide Standards Retentions begin when the act is completed, and imply a full Re folder (e.g. last document + 2 ears) since destruction is normall erformed by file folder, �HOLDS: LiWation, compla, ts, claims, public records act reque ts, audits andlor investioations suspend normal retention periods (retention resumes after settlement or cone p/eMorjm 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 Patient Care Reports PCRs for "healthcare providers"; Paramedic Release Forms (EMS California Healthcare Association transportation): MINORS Mag, Yes: recommends Acute Care Facilities Fire EMS FR-005 JUVENILES 20 years 20 years Mfr, OD, S After 1 retain adult records for ten years Includes e-PCR Database ' 1 Ppr year following discharge; Juvenile Electronic Patient Care Report records are required until patient Database 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 i123145 EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record --------------------- . ........... ...... . . . . . . . . .. . ...... ... . ....................... . . _ -------------- . ...................... . . . . ..... .......... .__ - - - - ------------------------------------ - - - . . . . . . ................. . ... ..... Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off -site, Retention Vital? 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 completed, and imply a full file folder (e, g, lost document ±,2 gars), since destruction is norrrial! erformed bg file folder. HOLDS: Lit4oafion, complaints, claims, public records act recluests, audits andlor investi ations suspend normal retention periods (retention resumes after settlement or co"lotion), FIRE ADMINISTRATION Meets auditing standards, Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for All -Hazards Incident Management Mag, Yes: Grants to Local Governments is 3 Fire I FR-006 Team (AHIMT) 10 years 10 years MfrOD, , S I i After QC years from expenditure report or Admin. Ppr &OD final payment of grantee or Partially Funded by FEMA I OES subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42-1 OMB CircularA-110 &A-133.320(g); - ---- - - - - -------- ------ GC §34090; GC §8546.7 -------- - ------ ............... . . ... ... .. - ------------------------------- - - - - - - ------- . . . ..................... .. ............ .. . . .. .. ............. . . ... . ... Department preference; EEOC / Background Packets Hyears FLSA I ADEA (Age) requires 1-3 UNSUCCESSFUL Applicants years; State Law requires 2 - 3 Fire/ FR-007 3 years 3 Mag, years; 29 CFR 1602 et seq & Admin. Ppr 1627.3(a)(5) and (6), 2 CCR (Successful Applicants are sent to 7287.0(c)(2), 8 CCR Human Resources) §11040(7.(c)), GC §§12946, . . ....... . . . . ............. - 12960,34090 ---------------------- Fire .......... '- Billing: Alarms, Annual -------------- . . .. .. . . .......... .. ........... . . . ....... . . ..... - - ----- Ma9.. Department preference (meets Admin. FR-008 Inspections, Life & Safety 5 years 5 years , Pp municipal government auditing Inspections, Sprinkler Testing, etc. ........... . -------------------------- . . . . ......................... ...... . . . . . ...... . . . .................. .. ........... .......... ....------ - ----------------------------- - - -- - - - .. . ......... ..... standards); GC §34090 . ....... .............. Citizen's Emergency Response H Fire! Training I Neighborhood Training Mag, Yes: Department Preference; GC Admin. FR -009 5 years 5 Mfr, OD, S/i After QC �§34090 Disaster Service Worker Ppr &OD Certification, Roster, etc. EL SEGUNDO, CA. @1995 - 2021 Gladviell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver, 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record -- ------- — ---- - --- . . ....... . . . .. ....... ... ------ -- --- -------------------- ..... . . . . . ---------------- - - ..................... . . ... Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr ODorMfr) Imaged & S=Scan QC'd If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and impl alull fide folder e. last document + 2 years), since destruction is normal/ erformed b4 file folder. HOLDS: Litiqation, complait ts, claims, oublic records act requests audits andlor investi ations suspend normal retentionperiods (retention resumes after settlement or completion). Department Preference- OSHA requires 5 years for safety records; Mag, Yes: 8 CCR §3203 et seq., 8 CCR Fire I 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), Admin. Minutes Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44; iLC §6429(c); GC §§12946, 12960, 34990 When --- en Mag, Yes: Fire FR-01 1 Emergency Plans / Disaster Superseded Superseded Mfr, OD, S I i After QC Department Preference; GC Admin. Preparedness Manuals, etc. Minimum 2 Minimum 2 Ppr &OD §34090 years. ..... r ... . . ... ............................ ----------- -- --- . ....... ........... . Department preference to allow f'o FEMA audits (up to 6 years & 3 months from the date of the final FEMA Reports I FEMA 3 years After 3 years After �inspection report); Uniform Admin, Fire! Reimbursements / EOC Activations Reimburse- Reimburse- Mag, Requirements for Grants to Local Admin. FR-012 / Cal OES Strike Team ment, Minimum 10 ment, Minimum 10 Ppr Governments is 3 years from Reimbursements expenditure report or final payment: years years of grantee or subgrantee; (Also See Grants on City-wide); GC I §'2'et.seq. ...... .... .. ......... Fire I - - - ------------ ----- - - - - ----- - -------------------- . . . ................ ......... . . .. ....... . ....... . . .... . . . ..... — ------- . ............. ........ . . . .......... ..... Data is interrelated; GC §34090 et FR-013 Fire RMS Incident Database Indefinite Indefinite Yes Mag seq. Admin, - - - --- - ----- ------------------------ - . . . . . . . .. . ........... ------ ------ . . . ...................... . . .... ..... . . . ..... . . ........... . . .... . . . . ...... . ........... . . ... Fire / . ............. Admin. OR Fire When No When No Mag, Department preference; data is in Prevention FR-014 Fire Incident Reports Longer I Longer Mfr, OD, RMS database; GC §34090 et seq. Required Required Ppr or Police (for Arson) EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Record (OFR) Ifthe record Retention No. is not listed here, Records Description ......... refer to the Retention for City -Wide Retention I Disposition ...... ..... m.__._ Image: Destroy Active Inactive Total MediaI=Import Paper (Off-site,after (in office) OD or Mfr) Retention Vital. ...Options M=Mfr Imaged & S=Scan Standards Comments / Reference ,Retentions bler in when the act is completed, and imply a full file folder 'e, , last document + 2years),since destruction is normal/ ggerformed by file folder. HOLDS, Liiti ation, complaints, claimspublic records act requests, audits an investi atrens sus end normal retention eriods retention resumes after, settlement or completion), Fire / Department Preference (rated Admin. FR-015 ISO Insurance Ratings 15 years 15 years Mffrr, OD, S / i After QC every 10 years); GC §34090 Ppr .... & OD ------ ....................in ,.....__ Memoranda of Understanding Copies - P Copies - P Mag Originals Maintained by City Clerk City Clerk FR-016 (MOUs) /Mutual Aid Agreements / When No ! When NoLonger Mfr, OD, or County Clerk of the Board Joint Power Authorities Longer Ppr Permanently -,GC §34090 7 Required Reulred . Fire / Minimum 2 Minimum 2 Ma Department Preference GC § Admin FR-017 Pr Programs and Projects years sass ........... 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 Respiratory Fit Tests for Breathing Send to Send to Magcan be made for 30 years for toxic FR-019 Apparatus Human Human Ppr Ppr substance exposure; 8 CCR Resources Resources Resources §3204(d)(1) et seq., GC §§12946, 12960, 34090 Fire / FR-020 Staff Meeting Minutes 2 years 2 years Yes Ppr GC §34090 Admin. FIRE / Environmental Safe - CUPA Certified Unified) Pro ram A encles Department preference for environmental contamination Fire / 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 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive paper (OFR) Active (Off -site, Total Vitals Media I=Im ort after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan ff the record is not listedhere, refer to the Detention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g, last document + 2 years), since destruction is nornially performed by file folder. iHOLDJS l iti atr'br1 cons laints claims ublic records act requests audits and/or inwesti atioa sUs end normal retention periods mlention resumes after settlement or cony lelion . When No When No Department preference; NPDES Fire / Chemical Inventory Reporting / Longer Longer Mag, Yes: Monitoring records required for 3 Environ, FR-022 New Construction, Site Required - Required - Mfr, OD, S / i After QC years; 40 CFR §§122.21, 122.41; Safety Assessments Minimum 3 Minimum 3 Ppr & OD GC §34090 ears ears Fire / CLIPA Self -Audit, State Summary 5 5 Mag, GC §§26202, 60201 et seq.; 27 Environ. FR-023 Report years years Ppr CCR 15188(a), 15280(a)(2) Safety ----- .......... ............... ......... m._ �..�.�...... . Enforcement Files / Notice of Violation / Compliance History / 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 Site Mitigation)........... a..Release see Si........ ---- -- ,... ,,, _ - ........ Fire / Environ. FR-025 Hazardous Materials Disclosures / Indefinite ite Yes Mag Data Fields / Records are interrelated; GC §34090 Business Emergency Plans PP Safety m... .... _. . ... ...r -�......... ............._, Firet ions.... Hazardous Materials Notifications / 0.... g, Yes: e; GC Department PreferencEnviron. FR 026 ent Hazardous Waste TreatmD P MM, S / i After QC 34 §34090 .....Safety........_. -- ...IT..........m Notificatio..........._. _ �, W.. - P r & OD ........ _ Fire / Department preference; Claims Environ. Mag, Yes: can be made for 30 years for toxic Safety & FR-027 Hazardous Materials Responses P P Mfr, OD, S / i After QC substance exposure; 8 CCR Fire Marshal Ppr & OD §3204(d)(1) et seq., GC §§12946, / Fire 12960, 34090 Prevention EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Record (OFR) If the record Retention No. is not listed here Records Description Retention / Disposition Image: Destroy Inactive Paper Active (Off -site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr &S=Scan Imaged refer to the Detention for Cif -Wide Standards Comments I Reference Detentions he !n when the act is coin /eted and imply a full file folder' (e.g. last document + 2 ears), since destruction is normall ertbrmed bv file folder, HOLDS: t.iti tion coin laints claims, public records act requests, audits and/or invesliqations sus end normal retention perWs Imetention resumes after settlement or completion), Fire / Mag, Yes: Department preference; Monitoring Environ, FR-028 Lab Data / Sampling Data (by P P Mfr, OD, S / i After QC records required for 3 years; 40 Safe Y address) _ ..__ ... w_.__ ....... Ppr .. & OD CFR §§122.21, 122.41 -- � Assessments/ / Mitigations � Department Preference, Claim P s Fire / (Contamin (Contaminated Soil, UST Closures a 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) et seq., GC §§12946, Action Records etc. I1296034090 FIRE MARSHAL l FIRE PREVENTION Alarm Plans and Sprinkler Plans Copies - When No Mag, Mfr, OD, S / i Yes: After QC Department Preference; GC Deve op. FR-030 (large format drawings) Longer P & OD §34090.7 Building Required _.-. Annual Fire Inspections / Business Until MDemolished Fire /Fire Inspection Files /Annual Building Mag„ Yes: Required for the Life of the Marshal & FR-031 Inspections, Life & Safety Demolished Mfr, OD,. S / i After QC Structure or Activity, or Minimum 5 Fire Inspections (Approvals, Minimum 5 5 Ppr &OD years CFC §§ 104.6—104.6.4 Prevention Inspections, Fires, Modification / Alternative Methods or Materials) years __._ Fire Marshal/Fire e f Violations (Fire Citations / Notice o Violations Citations Minimum 2 Minimum 2 Mfr', OD, S / i After QC Department preference; GC Fire FR-0.... 32 Department) years years Ppr & OD §34090 Prevention _. .... Fire /.C. UPA _ Department preference; p p e, Claims & Fire Mag, Yes: I can be made for 30 years for toxic Marshal & FR-033 Hazardous Materials Responses P P Mfr„ OD, S / i After QC substance exposure; 8 CCR Fire Ppr & OD §3204(d)(1) et seq., GC §§12946, Prevention 12960, 34090 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record....................... . . . . ... . . . . . . ............. . . . ------------------- ........... Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off -site Retention Vital? Options M=Mfr after OD or Mfr) Imaged & S=Scan It the record is not listed here, refer to the Retention for Cily-Wit Standards Retentions begin when the , act is completed, and impi a full file, folder Le.& last document + 2 yearn since destruc,tio,r is norma!laerfbrmed.bL file folder. iHOLDS: Litigation, cq�Mwphints, claims, public records act requests, audits andlor investi ations suspend normaf retention Periods retention resumesafter settlement or completion). Fire Code Permits / Film Permits, Fire / Fire Marshal & Special Event Permits (assembly Expiration + Expiration + Yes: Before Mag, GC §34090 et seq. Fire FR-034 permits, candle permits, tent 2 years 2 years Ppr permits, fire hydrant use, open Event Prevention flame, etc.) . . . ....... ...... . .. . . . . ... ..... . . ............ . .. ...... . . ........... . - .......... ............... .. . .......... ... . . ......... . . . ......... .... - - --------------- . . . . . . . ......... ......... Department Preference (no statute Fire / Fire Investigation Reports - Capital Mag, 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 &.. ........... ...... . . . ............ . ...... . .... - ------- 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 q ... . . ...... . . . . . .. .. .. .. .. ................ ----------- of Copies - Copies - C i t Develop FR-037 Plan Checks / Conditions When No When No Mag, Copies; GC § 34090.7 Approval Longer Longer Ppr Building . . . . ................. . . . .......... . . . . ............ . ............ ..... ...... . ............. RequiredRequired -- --- - --------- . . . .. .. .. ....... ... ..... . .. ........... .. .. .......... . . ......... ..... . ........... ..... . . . . . . ............... Fire / Fire Marshal & Public Information / Education Minimum 2 Minimum m u m 2 Mag, Department Preference; GC Fire FR-038 (when produced internally) years years Ppr §34090 Prevention . ........ ....... ............. . . . . . ... ..... . . . ... ................. ... . .. .. .. .............-------- Community - - - --------------------- --------------- Record Drawings ("As-Builts") and Copies - When No Copies - W When No Mag, Mfr, OD, S / i Yes: After QC Copies; GC §34090.7 Develop FR-039 CAD drawings of buildings Longer Longer Ppr &OD Building Reauired Required . ..... I EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Retention No. Records Description Retention 1 Disposition Comments /Reference Record _9. ...... _ Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan imaged & if the record is not listed here, refer to the Retention for Cit.-Wide, Standards Retentions be in when the act is cone leted and rasa l a full file folder e. . last document + 2 ears since destruction is normally erformed bg file folder, HOLDS: Lita afioaa coana hints claims ublic records act sec vests audits andlor invests aticaaas suspend normal retention Periods retention resumes after- settlement car cons letaon' . Department Preference to be in Apparatus & Equipment (LARGE) compliance with NFPA Standards Fire / FR-040 Records & Testing Disposal + 2 Disposal + 2 Mag„ for in-service automotive fire Operations years years Ppr apparatus; NFPA 1911.4.7.3 & Ladder, Hose, Pump Testing Annex C.5 G_C §34090 .... __ -- . Department Preference; OSHA....... requires 5 years for safety records; Human Personnel Training File - Tests, Separation + Separation + Mag, Mfr,. OD, S / i Yes: After QC 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), Resources FR-041 Bulletins, Certificates, Field 5 years 5 years Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44; Training, etc. LC §6429(c); GC §§12946, 12960, 34090 _. .......L� Fire - . FR-042... __ .............._.�.....,...... .-. Pre -Fire Plans When Superseded When Su aseded . Mag, Ppr GC§ 34090 etS..eq Operations m ......... _ Expiration of Expiration of Fire / Self-contained Breathing Apparatus Certificate - Certificate - " Mag, Certificates are issued for 3-5 Operations FR-043 (SCBA) and Bottles Minimum 2 Minimum 2 Ppr years; GC §34090 et. seq. �...,.. .... ..... ass Xe_ ......._ ..._.......... ears �... ... . _ ._ .Fire.... .. � .... Station Log Books .... (Incidents - kept I Mag' Retained for historical and Operations FR-044 at Fire Stations) 2 years P P Mfr, OD, Ppr S/I No administrative value; GC §34090 Vehicle Safety Checks /Daily t....._..........._ Lead De. FR-045 cle icle Inspections / Daily Vehi 2 years 2 years Ppr GC §34090 Equipment Checks EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Retention NO. Records Description Retention I Disposition Comments 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-Qr-Mfr) QC'd? .......... - If the record is not listed here refer to the Retention for City-7ide Standards Retentions be,in when the act is corn leted, and iniply a full file folder,e.g, last document + 2 years �, since destruction is normal/ y gerformed by Me folder. HOLDS: Litigation comlaints, claims, public records act reauepsts audits and/or investi ations, sus end normal retention geriods retention resumes after settlement or coxaletio, , HUMAN RESOURCES Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Classification I Reorganization demotion, transfer, selection, or Human Studies (for employee Minimum 3 Minimum 3 Mag, Ppr discharge; State Law requires 2 - HR-001 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 ---�—___I&.1.2,9,46l,-2-96-0 3,4_09,0 ........ . . ..... ... ... . . ............. ..... -- - ------------ -------------- ---- ------ . . . ................. . . Department preference; EEOC/FLSA/ADEA (Age) 'requires 3 years for promotion, demotion, transfer, selection, or Human Classification Specifications Job Minimum 3 Minimum 3 Mag, Mfr, S/I Yes: After 1 discharge; State Law requires 2 - HR-002 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) et seq., GC §§12946, 12960, 34090; - ------------- I ..................... ..... -------------- - - . . . . . ... ............. . ..... . . . . ............ . . ... - ------- . ..... .... . ...... ... . ........ -_----------------- ............. ....... Department preference; EEOC/FLSA/ADEA (Age) nyeears requires 3 years for promotion, demotion, transfer, selection, or Human HR-004 'Compensation Surveys & Studies 3 years 3 Mag, Ppr I discharge; State Law requires 2 - 3 years; retirement benefits is 6 Resources years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC ffl12946,12960,34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of ,TfRetention NO. Records Description Retention / Disposition Record. .. .. .. ... ... . . . ...... . ...... . . ........ ....... � - E __.11____ I—— -- , "I'll . . . .... . . ................ Inactive image: Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & Scau QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards a full file folder Le�,g, last documeni jj ears -gerformed by ffle folder. Retentions begin when the act is LaLl �tedand = .L , �, since destruction is norma0y Comments / Reference ------------- --- ----------- - - - - HOLDS: L =tion, complaints�, claims, gublic records act requests, audits and/ter investig ' ns suspend normal retention periods (retention resumes after, settlement or completion). wm� Department Preference to match Personnel Files; iSeparation EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Human Separation + +1 Yes: Until Mag, Ppr demotion, transfer, selection, or Resources HR-005 Confidential Investigations 6 years 6 years Separation 'discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 1 12960, 34090; 29 USC 1113, LC . . . . ............... - - ------ -- 1174 ---------- - - Human . ... .. .. ...... . . 11_____.__ HR-006 . . . ..... .......... . . ..... COVID-19 Notifications to - -------- 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Resources ... .. ....... Employees --------- . ......... . ..... - - ------- -- ___ - ------ ........ . . ......... - . .......... __ . . ........... .. ............ Human HR-007 DMV - Addition, Deletion Form 2 years 2 years Mag, Ppr GC §34090 Resources. . . ........... . . ..... . . . . ............ - - - ----- _11111111 - --------- . . ........ ........... . .. ''I'll .. . . ...... Department preference-, Transitory or source records not retained in the ordinary course of Human HR-008 DMV-Pull Notices, Waivers for When Superseded When Superseded Mag Ppr business; CHP audits every 2 years; Bureau of National Affairs Resources Pull Notices or Separated or Separated recommends 2 years for all isupplementary Personnel �records; GC §34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record _.. ,,,, .- ......... .... ...__ ..........................__ ....... Inactive Image..._.._ Destroy....... Active Storage Total Vitals Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & _ '? If the record is not listed he e„ refer to the 77etention forWide Standards Retentions begin when the act is completed, and ins 1 a full file folder . , last document + 2 ears since destruction is normally erforrned b file folder. HOLD$ C.iti atiorr coan saints claims ublic records act re oasts audits and/dr ingest/ ations suspend normal retention eriods retention 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 / Human HR-009 Testing - Eligible Pool Lists, Drug 2 years 3 years 5 years Mag Ppr ADEA (Age) requires 3 years physical examinations; State Resources &Alcohol Test Results, Training, 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 ,Equal Opportunity Employment- and Federal laws require Human HR-010 Complaints / Department of Fair Employment & Housing (DFEH or Separation Separation + Mag, Ppr' retention until final disposition of formal complaint; State requires Resources EEOC) Claims / Harassment + 3 years 3 years 2 years after "fully and finally Claims disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090 ..,. ........ ............ 29 CFR 1602.30; 29 - Human HR-011 Equal Opportunity Employment - 3 years 3 years . Mag, Ppr 1602.31, 29 CFR 1602.32; GC Resources EEOC Reports (EEO-4 Reports) §34090 - _ Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, Human Separation + Separation + Yes: Until Mag, Ppr demotion, transfer, selection, or Resources HR-012 Grievances 6 Y ears 6 ears Y 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8 0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Record (OFR) Records Description Retention / Disposition Image: Active Storage Total Media I=Import Vital? (in office) (Off -site, Retention Options M=Mfr OD or — Destroy Paper after Imaged & Q? Comments / Reference If the record is not listed here refer to the Retention for Cit -Wide .Standards � Retentions begin when the act is completed, and I l a full file folder e. . last document + 2 ears' since destruction is normall er1'orrned hu file folder, HOLDS: l itl atron com hints claims gublic records act re oasts audits and/or investi etidns sus pen d normal retention er m retention resumes after settlement or corn tetiorr , Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 Human HR-013 I-9s Separation + Separation + Mag, Mfr, S / i Yes: —After years for "any other forms of employment inquiry"; State Law Resources 3 years 3 years OD, Ppr QC & OD 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) ..e.,_..,_ . �� ��� 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§ 34090 et seq. Human HR-015 Negotiation Binders / Notes, Side 10 years 10 years Yes while Mag, Ppr Department preference; GC Resources Letters, Correspondence, etc. current §34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of N 0. Records Description Retention I Disposition Comments Reference ,TfRetention Record ....... . ..... . . . . ...... . . . ........... ,"" Inactive . , 11 image: Destroy --------- Active Storage Total Vital? I Media I=Import Paper after (OFR) ) (in office) (Off -site, Retention options M=Mfr Imaged & ODorM = SSr .an QQ2 if the record is not listed here, refer to the Retention for City -Wide Standards 77770� Retentions begin when the act is coXgleted, and iiggly a full file folder �,e.q. last document + 2 yea2l, since destructi is na=erformed file folder. HOLDS: Litiqation, coaplaints, claims, public records act requests, audits andlor in vestiqations suspend normal retention periods (retention resumes after settlement or comletioll, . . ........ 'Department Preference-, Statute of Limitations for Retirement I Benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for Personnel Files - All Employees 1 promotion, demotion, transfer, Human Separation + Separation + Yes: Until IN/lag Mfr, Yes: —After S selection, or discharge; State Resources HR-017 5 years I(Part-time employee's files are 1 year 6 years Separation OD: Ppr' QC & OD Law requires 2 -3 years; 8 CCR forwarded to Human Resources 5144, 8 CCR 15400.2 - 29 C F R when they are Separated) 1910.1020(d)(1)(i),6 GC §§12946, 12960, 34090, 3105; LC 1 §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 Personnel Files - Fire promotion, demotion, transfer, Human Department Background Files Separation + 5 Separation + Yes: Until Mag Mfr Yes: —After S/i selection, or discharge; State Resources HR-018 years (Successful A licants 1 year 2p 6 years Separation OD: Ppr' QC & OD Law requires 2 -3 years- 8 CCR I 5144, 8 CCR 15400.2- 29 CIFIR 1910.1020(d)(1)(i), G6 §§12946, 12960, 34090, 3105; LC §1198.5-1 29 CIFIR 1602.14-1 53235.2(b)-1 53237.2(b)-, LC 1198.5 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 11/16/2021 Do not duplicate or distribute without prior written permission Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Recorce of . ...........Ima....e:. .Destro.._ _......... ce d p Retention No Records Description v Retention / Disposition Y Comments / Reference . N Ina cti e 9 (OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & It the record is not listed here„ refer to the Retention for C1 Wide Standard Retentions be in when the act is completed, and O i a full file folder e.c . last document + 2 ears since destruction is normally performed 6Z file folder. HOLDS:- Li ti ation complaints, claims ublic records act re nests audits andr"or investi ations sus end normal retention periods retention resumes after settlement or com /etitrn . Separation + Department preference; Files 29 years, 30 years, maintained separately; Claims Personnel Files - Medical OR OR can be made for 30 years for Human Records (all employees) Separation + Termination Termination Yes: Until Mag, Mfrg S / Yes: —After toxic substance exposure; 8 Resources HR-019 1 year of Benefits + of Benefits + Separation OD, Ppr 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, is longer) is longer) 1296_0 340 90 .. ...... . .....-_ Department..p preference;..EEOC % FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 Human HR-020 Recruitment Database - NeoGov 4 3 years 4 & 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, _ .__ 129 0, 34090 6 ....... �__... .... Recruitment Files - Full-time Department preference; EEOC / Employees FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 Human (Includes Applications Minimum 4 3 Minimum „4 3 Mag, Ppr ears; 29 CFR 1602 et se & years; Resources HR-021 (Unsuccessful), Advertisements, Years years (6), 2 CCR Job Brochures, Test Data, Rating 1101 (c); 8 CCR Sheets, Questions, Eligible Lists, §11040(7.( c)), GC §§12946, Reference Checks, Background 12960, 34090 Checks from Fire or PD, etc.) --------- .._..-- __ _ Stu dies &Surveys Conducted on —.....__ m.__ ... Human Behalf of the City (Attrition, Minimum 3 Minimum 3 Ma9'Ppr Department preference; GC Resources HR-022 Benefits, Succession Planning, years years §34090 etc.), EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ....... m .. .................. .......... ----------------- . .. Inactive Imo9 e. Destroy (OFR) Active Storage Total Vital ? Media I=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed and irWly a full file folder (e.g. last document + 2 ears since destruction is rxormall aerformed by file folder. HOLDS: Liti' ation, complaints, claimspublic records act re uests audits and/or invest/ alions suspend nortnal retention periods retention resumes after settlement or cony le . Department Preference; OSHA requires 5 years for safety -Calif. Labor Division is ,records; required to keep their OSHA records 7 years; Ethics Training Training - Harassment is 5 years; EEOC/FLSA/ADEA 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 of Benefits + Termination Mag, Mfr„ Yes: —After S / i ....years after the end of Resources Includes all Employee Accident, Reports, 5 years of Benefits + 5 OD, Ppr i QC & OD compensation, or injury, whichever is longer8 CCR 5144, Incident, or Injury (whichever years Refusal of Medical Treatment of is 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 ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1 Office of Record (OFR) Retention No. Records Description Retention / Disposition Ina ctive Ima e: Active Storage Total Vital? Media I=Import (in office) (Off -site, Retention Options M=Mfr Destroy Paper after Imaged & Comments / Reference if the record is not listed here reefer to the Retention for City -Wide Standards Retentions be in when the act is completed, and impjy a full file folder e,.. last document + 2 ears' since destruction is normally pefformed by file folder. HOLDS. Litit ation complaints, claims ublic records act re vests audits and/or in vesti at'ons suspend normal retention eriods retention resumes after settlement or completion). INFORMATION TECHNOLOGY SERVICE'S DEPARTMENT Used for Disaster Recovery Information When No Purposes Only; Considered a Technology ITS-001 Backup Tapes / Disks - Daily Longer Yes Mag. copy and can be destroyed Services Required when no longer required; GC §34090 et seq.�.................... _.. -- ................ - ----- _.�.._ ......... --- �..,..._. Used for Disaster Recovery Information When No Purposes Only; Considered a Technology ITS-002 Backup Tapes /Disks -Weekly Longer [Reqed Yes Mag, copy and can be destroyed Services Required when no longer required; stored ......... ...__ .. ........ ..........__-- off -site; GC §34090 et seq. _ _- .... Information Technology ! ITS-003 Enterprise System Catalogue 2 years Mag, Ppr GC §34090 et seq. (posted on line) Servicesry - Wongerhen o documents TechnolInformation ogy ITS-004.. Network Configuration Maps & ongerhen Yes Mag retained an the ordinary course of Services ........... Required .....a.ns._. q ........._. ....... --- - ... --- . § ---- q. business; GC 34090 et seInformation Software Licenses, Warrantees, When No hen NoDepartment Mag" preference; GC Technology ITS-005 Installation Media Longer Used rReouired ger Used §34090 et seq. Services _.... ......a._ .......... _....... ._....... .........- ..... -- .--_.... _..... mpliance for For legal compliance UNALTERABLE MEDIA / Trustworthy Electronic Records IMMUTABLE CLOUD BACKUP/ (when the electronic record Information (WORM / DVD-r / CD-r / Blue Ray P P OD serves as the official record)- TechnologyITS-006 R) or other unalterable media that must be stored in a "safe and Services I does not permit additions, seoarate location"; GC 34090, deletions, or changes 12168.7, EVC 1550, 2 CCR 22620 et seq EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record (OFR) If the record Classification OR File Number is not listed here Records Description ......... _ Teter to the Detention for City -Wide Retention / Disposition .... Ina., .. ---- -- Image. Destroy Inactive Paper Active Total Vital? Media I=Import after (in office) (Off -site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged 8� Standards Comments / Reference —.. Detentions be in when the act is com leted and imply a gull file .folder e. q. last document + 2 ears since destruction is normall gerformed by file folder. HOLDS, Liti ation complaints clairnsM gublic records act requestsaudits andl r inve li ations sus end normal retention periods retention resumes after settlement or completion). POLICE ADMINISTRATION I CHIEF l INTERNAL INVESTIGATIONS I SUPPORT SERVICES DOJ manages the sale and transfer of firearms; Non -records Police / PD-001 Concealed Weapon Permits (CCW) - Expiration + Expiration + Ppr (State is OFR); most agencies Admin Civilians / Retirees 2 years 2 years retain for 2 years; GC §34090, PC §12070 et seq. Police PD-002Crime Statistics Uniform rm Crime 5 yea years P P Ma g, Mfr, S / I Yes After Historical Value -,GC §34090 Admin------------ Reportng (UCR). ANNUAL 9 OD, Ppr p QC & OD s /Uniform Crime Crime Statistic U Uniform Police / PD-003 Reporting (UCR), NIBRS Statistical 5 years 5 years Mag, Mfr, S / I Yes: After GC §34090 Admin Reporting: PERIODIC (Monthly, Bi- OD, Ppr QC & OD monthly, etc.) - - Meets auditing........-_ standards, Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Homeless Services: Supportive Grants to Local Governments is 3 Police / PD-004 Housing, Outreach, Rapid Re- 5 years 5 years Mag, Ppr years from expenditure report or Admin housing, Continuing Care Grants, final payment of grantee or etc. subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 92.508, 570.490, & 570.502(a&b), 29 CFR 97.42; GC §34090; 24 CFR 982.158 EL SEGUNDO, CA. 01995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR �........ -- File Number _...,_ Destroy (OFR) Inactive Active (Off -site, Total Media Vital? IIma port Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listedhare, refer to the Retention for Gtl -W'ide Standards ,Retentions begin when the act is com feted and imply a full file folder e . last document + 2 ears since destruction is normaaL aerformed by file folder, HOLDS: Liti ation com faints claimspublic records act requests, audits and/or invests alr"ons suspend normal retention periods retention resumes after settlement or com 1ptron . Department Preference; State & Federal laws require retention until Internal Investigations: Sustained final disposition of formal ITFIOIJT Sus fined i in_ of Final Final complaint; State requires 2 years Police / PD-005 Misconduct as defined in PC Disposition + Disposition + Mag, Ppr after action is taken; Statute of Admin i33 .7, Not Sustained and Officer 5 years 5 years Limitations is 4 years for Involved Shootings misconduct; EVC §1045(b)(1), GC §§12946, 34090, PC §§801.5, _..., 803(c), 832.5, VC §2547 -.... Bnterrna I Gnve,� a at�ons Sustained t al In _..._- - Final Final Police (... WITH I tained Find in PD-005.1 Dig oysit�on + ._ _. os�ta �raR. a . Ppr PC C �34090 Admen n PC Misconduct as +defined i. 15- rs 15 ea 'Pits 15 ears §8 2 ---...... .... ...... ... ......... ..., . -.-._ _ Original Workers Compensation Police / PD-006 Light Duty Reports 2 years 2 years Ppr part of Personnel file; GC §34090 Admin et seq. .. ........ Claims can be made for 30 ye for toxic substance exposure; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Police / POST Data Files and Printouts PD-007 Separation + P Separation + Mag, Mfr, Yes: After S / I '& transfer, selection, or discharge; Admin (Training Courses) 5 years 5 years OD, Ppr QC OD State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Classification Description Comments / Reference Retention I Disposition Comments Record OR _. w. .........__...... ...... File Number�Inactive .........Records . ..... ........_ ..........., ......., .m .._. ..... _ ......... Destroy Image: Paper Active (Off -site, Total L l? Media I=Import after (OFR) (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan ff the record is not listed here refer to the Detention for Cif -WIde Standards Retentions be in when the act is cone feted and imply a full file folder e. 9, last document + 2 years a since destruction is normatl gerformed by file folder. =. L iti ation corn faints claims public records act re uests audits andlor investi afions sus end' normal retentionperiods retention resumes after settlement or corn ietion . Report to the State Commission on Peace Officer Standards and Police / P-007.5 Trainina (POST Commission} of Ma fr. Yes: After 2 ears 2 ears S / I OC & OD GC 34090 Adin peace officer employment, OD P r g w nl fLndlrw s: ositi ud ement usaC0 ...... _... ..... ..----.... . ...... Department Preference;EEOC's Yes: basic requirement is 1 year after Police / Current Ppr action; Bureau of National Affairs 7 Admin PD-008 Work Assignments (Schedules) 7 years years Schedule recommends 2 years for work only schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC 5 34090 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Classification Records Description Retention / Disposition Comments 1 Reference Record OR Destroy File Number Image: Active Total Media... troy .... Inactive Paper (OFR) (Off -site, Vital? 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan , d If the record is not listed here refer to the Retention for Cit ;Wide Standards Retentions be in when the act is completed, and imply a full file folder last document + 2 ears since destruction is normally e7o 'rmedbL file folder. . f" OLOS': Liti ation Corn laints claims ubhc records act re nests audits andlor invests 11 ations suspend normal retention periods retention resumes after settlement or completion). ANIMAL REGULATION Police / Animal PD-009 Animal Licenses 2 years 7p, ars Mag, Ppr GC §34090 Reg. .....,.. ._ .�,.�._~- ....y ....... Police / Animal PD-010 Animal Control Count.... Reports / 2 years years Mag, Ppr GC §34090 Lists Reg_... �. _. ............. --- -- , ...... .,..... ----- ... .._..................... ...... .. _ ..... ..... .. ..... .._ . Police ( Animals - Record of All Efforts to FA $&31108.3 and 31752.1; GC Animal PD-010.1 Contact Owner and/or icrochip's 2 ears 2 ears ag, Ppr 34090 Re Prima e istrant INVESTIGATIONS ALL Background Checks for Business Licenses: Bingo, Massage Expiration of Expiration of Mag, Mfr, Yes: After Police / PD-011 License + 2 License + 2 OD, Ppr S / I QC & OD GC §34090 Investig. Technicians & Parlors, Peddlers, years years Taxi, etc111 L Police-/ Background Files - CCW p .. Separation + Se ara - Separation + Mag, Mfr, S / I Yes. After rative value Retained for administrative PD 012 Investig Employees V t 30 ye �������������� � ������������� Mp QC & OD GC 34090 Police / . PD-013 Background F es U Visas, T-Visas11"�.. 4 years 40years Mfr,, S / I After Per Immigration; GC.... i 34090 § .......,Investig; Letters / Victims of Crime INS Lett... O .r. _ P QC .. 11 11 ..... _with ...� - - — ....., .. Department Preference; EE FLSA / ADEA (Age) requires 3 Police / PD-014 Background Files - Unsuccessful 5 years 5 years years; State Law requires 4 2•- 8- years; 29 CFR 1627.3(a)(5) and Investig. Applicants (Not Hired) , 8 CCR §11040.7( c), GC t(6)12946,34090 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record — (OFR) If the record Retentibaas Classification Records Description Retention / Disposition Comments / Reference OR - - - -- _ .____._ _ ...- File Number Im........ Inactive age' Destroy Paper Active (Off -site Total Vitals Media I=Import after (in office) OD -Mfr) Retention Options M=Mfr Imaged &S=Scan is not listed here refer to the Retention for City -Wide Standards be in w can the act is coma .feted, and impJ a full file folder e.. last document + 2 years),since destruction is normally,Eetforrned by file folder. HOLDS: Liti ation complaints, claims ubtic records act requests, audits aIndlor investi ations suspend normal retention periods retention resumes after seftlemw7t or completion). Police / PD-015 Field Interview Cards (may include 1 year 1 year Mag, Mfr, S / I Yes: After Notes destroyed in the regular course of business; GC §34090 et Investig. photos) OD, Ppr QC & OD q _ -.--- -...............-- _ Based on DOJ Inventory ry Police / When No When No When Requirements; Some dealers have PD-016 Investig. Guns: Dealers Record of Sale Longer Mag, P Ppr an automated link to DOJ, PC Required Required §12070 . .... - _... Misleading,..... obsolete or unreliable information is required to be Police / PD-017 Investig, Intelligence Reports 5 years 5 years Mag, Ppr destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC 34090 RECORDS and PROPERTY Follows Follows Police / Arrest Reports (LA County Booking Retention of Retention of Yes: Before Mag, Mfr, S / I Yes: After Department Preference; GC Records PD-018 #) Crime Crime Disposition OD, Ppr QC & OD §34090 & Prop. Report Re ort .. -- — Finance PD 01.9......... Auction Receipts ... __..__. — & Records y..... years 4 e 4 ears y Ppr p Consistent with auditing (Evidence) .... ....... _r..._. ..... _ ---------- . ........ .... ... �.._. standards; GC 3409 0 ............ 0 Police / PD-020 _ipts Background Clearance Letters 3 years 3 years Mag, Mfr, S / I Yes: After Department preference; GC Investig 111111111_ ' — OD, Ppr QC & OmD '5340„90 Police / Records PD-021 Citations: Marijuana Citations or 2 years 2 years Mag, Ppr GC §34090, H&S §11361.5 & Prop. Reports (less than 28.5 grams) - ----- Statuteo two do s is u LSeeimitations Records PD-022 Misdemeanor Traffic, 2 years 2 years Mag, Ppr rts; years; Also Reports; & Pro Parking, Criminal GC 534090, PC 802 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record (OFR) If the record Retentions Classification Records Description Retention / Disposition Comments / Reference OR File Number mage: Destroy I Inactive Paper Active (Off-, Total Vital? Media 1=Import after site (in office) OD (Off -site, Retention Options M=Mfr Imaged & S=Scan is not listed here refer to the Retention for City -Wide Standards begin when the act is coat feted and imply a full file folder (e.g. Bast document + 2years), ,since destruction is normally erforrned b file folder. HOLDS: Liti ation, com laints claimspublic records act requests, audits andlor investi ations sus end normal retention periods &etention resumes after settlement or completion). Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically Police / Crime Reports: Felonies and 7 years or Misdemeanors - ALL except those DOJ 7 years or upon DOJ Yes: Before Mag, Mfr, S / I Yes: After significant, and it is not classified under PC §800 & 290 and H&S Records & Prop. PD-023 upon otherwise specifically mentioned in Notification Notification Disposition OD, Ppr P P QC & OD §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 i ........ _...-... ._ - _ ........ et seq. _ ......--_...... ............ ..... _ . ..... �._... Crime Reports: Homicide, Falsification of Public Records, 'Kidnapping, Unsolved Child or Elder Department Preference; Most Police / Abuse, Sexual Assault & Neglect, P Yes: Before Mag, Mfr, S / I Yes: After have no limitations on commencement of action; PC §§ Records PD-024 Rape, Misuse of Public Funds, Train- P Disposition OD, Ppr QC & OD 261, 286, 288, 288a, 288.5, 289, & Prop. wrecking, Treason, Suicide, Officer Involved shootings (Crimes Subject 289.5, and 799 Death Penalty or without statute of Limitations) Limita _ ...._ . - ....... ........-- _.,_ .. .to . .... . ......... .....__. CO.. Conviction Conviction Police / or Arrest (if or Arrest (if Mag, Mfr„ Yes: (Courts and other Agencies "Shall' Records PD-025 Crime Reports: Marijuana less than No No S / I When destroy); H&S§ 11361.5 et seq., & Pro P 28.5 grams Conviction) Conviction) OD, Ppr Inactive GC§3409 + 2 ears + 2 ears EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of �Classlfication Records Description Retention / Disposition Comments / Reference RecordOR .. .. __--------- Image: tr Deso File Number y Inactive Paper Active Off -site Total Vital? Media I=Import after (OFR) ( OD or (in office) -Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Detention for City -Wide Standards Detentions be , when the act is com Meted and imply a full file folder (e.g. last document + 2 ears since destruction is normallyperformed by file folder. HOLDS: l.iti atton com laints claims ublic records act requests, audits andlor investr' ations suspend normal retention periods (retention resumes after settlement or completion). Crime Reports: Misdemeanor Police / Marijuana §11357(e) - Juvenile on Offender is Yes: Before Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Records PD-026 School Grounds during School 18 Years Disposition OD, Ppr S / I QC & OD destroy); H&S§ 11361.5 et seq., & Prop. Hours (with procedure in H&S Old 11357(e) 11361 5) ----- Police / Crime Reports: Missing Person 2 years or Yes: Before NDate Mag, Mfr, Yes: After S / I '& Dept. Preference; Also see Crime Records PD-027 Reports (unsolved) Until PDisposition OD, Ppr QC OD Reports; GC §34090 & Prop. .___. ;.. ........ m - -.... Located ........ ........ -... ............. _. .......... Police Crime Reports: Public Assist and Mag, Mfr, Also see Crime Reports; GC Record............_ s PD-028 other Non -Criminal Police Contact 2 years Ppr §34090 & Prop. Reports .. ..._ .....OD . ... .......... - �....,... -. ....... ... __... "shall" destroy; Individual petitions Police / Crime Reports: Sealed Cases Date of Mag, Mfr, District Attorney; PD concurs that Records PD-029 Arrest + 3 Arrest + 3 OD, Ppr person is factually innocent, then & Prop. ("Factual Innocence") years years seals record; GC §34090; PC . ....... - 851.8(a) �_�_ .— ----- runs up to r Statute of Limitations age 22 or within five years of date Crime Reports: Sealed Cases (e.g. of discovery of injury / illness Police / Juveniles) Except those with Child Sealing date Sealing date occurring after age of_ma[ont_y Records PD-030 Abuse or Severe eglect, + 5 years (or + 5 years (or Mag, Mfr, whichever is later of q'°w�aiw�raf�d.4•1:i & Prop. Subsfanfiated .outstand n stolen ( - Court Order) Court Order) OD, Ppr years; Sealing for Juveniles and property including firearms, or lost Wards of the Court retained for 5 firearms years; CCP §§340.1, GC §34090; .......... _ W&I §781(d)........................ Police / L. tur Relief C arvwe Reparts VacVictirn+ _.. _ ! LLviaual ti pons court °" ha11"' Records 030.1, Oran d b Court ofof, Court Order Court Order aa, Mfr st r y}- GC 34090: PC _ & Pro Human Traffi�ckin Nonviole + 1 ear + 1 year OD _Ppr �f236.14(k}; 236.15(k} Crimes EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Classification Records Description Retention I Disposition Comments / Reference Record OR File Number ... ..... Image: Destroy ... Medi.. paper Active Inactive Total a I=Import (OFR) (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 City -Wide Standards l eten°t'/ons begin when the act is co re let cl and inVly a full file folder a. . last document + 2years),,since destruction is oormapy gerformed by file folder. HOLDS: i iti ation complaints, claims tslic records act re uests audits andlor investi ations suspend normal retention Periods retention resumes after settlement or com letion , Police / Records PD-031 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by DOJ; GC & Pr .... ----------------- -- ... .... ......... ......... .......................... Department Preference (follows Police / Drug Registrants (maintained in crime report retention); Records PD-032 5 years 5 years Mag, Ppr Registration is required for 5 & Prop. RMS) years; GC §34090, H&S §11590 et seq., H&S §11594(a) __ ... Polio . ......., ........, y........, �.................................. ( (Report I to of Limitations is 1 year for Statutei Records PD-033 (., p Evidence Sheets Pr (Property cards Report Ppr.. y.n.._._.. property seized b officers; CCP & Prop. — and records) Retention) _ ... Retention §340(d); GC §34090 ---------- ,_ ....— - .. ......... .. If artifact over $10,000, artifact is permanent - Statute of Limitations Police / Records PD-034 Evidence Sheets: Found Property 2 years P P Mag, Ppr is up to 3 years (recovery from & Prop. Lawfully disposed (over $10,000) seized property by police is 1 year); CCP §338(c), 340(4), 341(a) GC §34090 ................................ If artifact 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 year); CCP §338(c), 340(4), ............ ..._ __._ _ 341(a); GC §34090 ......................._-___ ,. Police / < ..... Officer Recordings: Body -Worn - PC§ 832.18(b5E)- GC Records PD-036 Cameras -LOGS of Access or P P Ma §34090.6 et seq. & Prop. , jDeletion of Data EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Classification Records Description Record OR — File Number (OFR)after If the record is not listed here refer to the Retention for Cit -Wide Retentions ire in when the act is con feted and imply a full file Retention / Disposition Comments / Reference troy Active Inactive..... Total Media 'I. ...... Des..-...,,_ Image: (Off -site, mport Paper (in office) OD or Mfr) 'Retention Vital? Options M=Mfr 'Imaged & S=Scan Standards folder (e.g, last document + 2 1 ears' ,since destruction is normally erformed b file folder. rtition audits ndlor HOLDS: Lanon coin taints clanrns ubliid records act requests, investi atidns s us end normal reten e6ods 'retention resumes after settlement or com letion . Officer Recordings: Body -Worn Follows Follows Police / Cameras -that ARE evidence, retention for retention for PC§ 832.18(b)(5)(B)&(C); GC Records PD-037 Officer Involved Shootings / Evidence, Evidence, Mag, §34090.6 et seq. & Prop. Minimum 2 Minimum 2 Detention or Arrest / Complaints ....... .._... ....--- years ..................__... �� ears .�....... .. . .. ......... Police / Records PD-038 Recordings -days 60 y 60 days y Ma 9s PC§ 832.18(b 5)(A); )(5)(A); GC & Prop. Cameras are NOT evidence that ............................... ..........�.. .. ------ .,----- §34090.6 et seq. --------- ................. Department preference; Police / Officer Recordings. Mobile Recordings that become evidence Records PD-039 Audio/Video Recordings that are not 1 year 1 year Mag are stored with evidence; & Prop. evidence consistent with Lexipol _ �..... ,... requirements; GC §34090.6(a) ...... .. •------- --.....------... ......... .. ...... ......... .......... .......... Department Preference; Non - records used for investigations; Police / Originals entered into the State Records PD-040 Pawn Slips / Secondhand 2 years 2 years Ppr Automated Property System; most & Prop. agencies retain for 2 years; GC - ....... .. .. §34090 ... ....R...e...p....o...r..t ...._. . ... Police/ Follows Follows Records PD-041 Photos: Crime Scenes Retention Retention of Ma Mfr'S/IYes: Mag, See appropriateCrime Crime Crime OD Ppr QC OD & Prop. ._m.___ .... ,......_,,___ ---- _... .... Report .......... ... _.... Report ...m........... . Police / Mag, M OD,...Pfr After Retained Records PD-042 Photos: Mug Shots P P P S / I QC.& OD § & Prop. m .... -----.... .... L .... _. ...__..__._ .... ------- Police / Department Preference; GC Records PD-043 Photos: Request Forms 2 years 2 years Ppr §34090 & Prop. EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Classification Record OR File Number (OFR) If the record is not listed mere Records Description .,........_ „m.__ refer to the Retention for Ci -1�rde Retention I Disposition Comments I Reference �m....... — - - Destroy Image. e .... - Inactive P Active (Off -site, Total Vitals Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan Standards Retentions begin wvlaera the act is completed and im l a full file folder e. . lest document + 2 ears since destruction is normallyerformed d lxle folder. HOLDS: Lid atfora corn Paints claimspublic records act re uests audits and/or inv'esti ations sus en normal retention Periods retention resumes after settlement or completion). Police / Expiration of Expiration of Department Preference; Non - Records PD-044 Restraining Orders Order Order Ppr records (Court is OFR); GC & Prop. __ .. . ............. 34090 . __ ws Follows Follows Police / Records PD-045 Retention of Search Warrants Retention of Mag, Ppr Copies; Court is OFR; GC §34090 Crime Crime & Prop. Report Re ort - ----- ... _ _.._ ......w_.._ _ _ ------- Pursuant to PC §290 et seq.;..If Police / P P released from CAY, records are Records PD-046 Sex Offender Registrations 10 years or Death of or Death of Mag, Ppr destroy e 25 or sealing afterto & Prop. Registrant ......... Registrant .... . .... .... , _ pud §785 rsua�. Police /! ... __— ... ........ STOP Source Ita Audit Lag / --- 11 CCR 999.228 11 CCR Records PD-046.1 Facial anpLf 3ears li 3ears 999.229Gr C �34090 &--Prop- - L PA)i rnau.41 R_gport ----... --- r... .........._. ......... ........._.. __.. --- ........... � .. _ Police / ..... When No When No Transitory Non -Record, Court.._ s are Records PD-047 Subpoenas and Subpoena Logs Longer Longer Ppr OFR-,GC §3--- & Prop. ..._-PD-048 ....... Required Re uired - PoliceRecor/ Expiration + Taxi Permits (Backgrounds) Expiration + Mag, Ppr GC §34090 2 years 2 years & Prop. ....... ......___ ......... ....._. ---- .. ................. ....... .... ..... ..... _. ... ... ..........._ ���....w... .... ......... ........... Police / _.. (Follows Follows Department Preference; GC Records PD-049 Video Interviews evidence idence ev090 Mag & Prop. on) retention, .__ ----- retention .....�. Police /.m Weapons, Lost / Stolen,...._ - Serialized, if Department Preference Based on Records PD-050 no activity from date of report and Until Found ICLETS Until Found Ppr DOJ Inventory and ATF History & Prop. purge Re ort : GC 34090 POLICE INFORMATION TECHNOLOGY EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record (OFR) If the record on Retentions Classification OR File Number is not listed begin when the Records Description w ....... __..... .. ... � here, refer to the Detention for City -Wide act i co .tet d and irrr l a full file Retention / Disposition Comments / Reference __- ____. _....... ... ............. _ - — Image. Destroy Active Inactive Total Media I=Import Paper (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & '? Standards folder e. . last document + 2 ears , since di~ trucCion is norrnall erforrned to file folder. HOLDS Lrli ation complaints, claimspublic records act re nests audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Used for Disaster Recovery purposes only; Consistent with When No When No City MIS; Considered a copy and Police / PD-051 Backup Tapes / Disks - Daily Longer Longer Yes Mag. can be destroyed when no longer IT Required Required required; retention based on administrative value; recycle tapes; GC §34090 et seq. ............. ........ .... --- . ..... ..._.._, ..........rWhen _ _ ... .._ Used for Disaster_ Recovery purposes only; Consistent with When No City MIS; Considered a copy and Police / PD-052 Backup Tapes / Disks - Weekly Longer Yes Mag, can be destroyed when no longer IT Required Required required; retention based on administrative value; recycle -- tap ....... es GC §34090 et seq. Police / 3 Dail Crime Report No Log. Case PD 05 years Y PHRe2kiLed Yes Mag, Mfr, S / I Yes: After GC §34090 QC & OD..De_artment.. IT Numbers (Maintamed...by..MIS. OD, P r p l -.. - ..............__. _.. .... .Numbers """ � � __ r..._er p preference; (legally Police / PD-054 Recordings of Telephone Calls - 100 days Mag mandated for 100 days); GC IT Front Desk and Watch Commander 090, 34090 6 §§34......__.. 1 year is required when video Police / PD-055 Video Recordings - Employees I 1 year Mag recording regular ongoing operations of the City; GC IT City Operations / Holding Cell .... §34090 6(a)........... Video Recordings - Public Areas When No .......,_ 9 ongoing Police / PD-056 (Streets, Sidewalks, Lobbies, Longer 9 Mag ina ry... operations of theCity(preliminary IT Hallways, etc. Required drafts); GC §34090 etc. EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Media I=Import Vital. Paper after (in office) (Off -site, OD::tal ntion Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for G"it -`ide Standards Retentions to ii1 when the act is corn feted and imply a full file folder (e.g, last document +,2 y2§Lm),,- since destruction is normallyperformed b4 file folder. ROODS., Litigation, corn taints clairnspublic records act requests, audits and/or investi ations sus, end normal retention geriods, retention resumes after sett�rnent or cone letr"on .. PUBLIC WORKS / ENGINEERING City Clerk & Public Works PW-001 Abandonments / Vacations P P Yes (all) Mag' Mfr, OD, S/I Yes: After GC §34090 et seq. / Engineering (Streets) /Survey File Ppr QC & OD Assessment Districts / Sewer Department Preference; Districts / Maintenance Districts Mag', Statute of Limitations is 4 - 10 Public Works PW-002 / Landscape & Lighting / Street P P Yes: Until Mfr, ODng S/I Yes: After years (for Errors & / Engineeri Improvement Districts ! Completed Ppr QC & OD Omissions); CCP §§337. (FORMATION, BOUNDARIES, 337.1(a), 337.15, 343; GC ENGINEERS REPORTS) §34090.7 Capital Improvement Projects...... __.._., - --- ........... . .. Some grant funding agencies (CIP): Administration File require audits; Statute of Completion + Limitations for Errors & Project Administration, 10 years or 10 years or Omissions is 10 years; Certified Payrolls, Construction After Funding After Funding Mag.„ Published Audit Standards=4- Public Works PW-003 Manager's Logs, Daily Upon Agency Audit, Agency Audit, i Yes: Until Mfr, OD, S/I Yes: After 7 years; Statute of / Engineering Inspections, Insurance Completion if required, 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=comp. + 5 years, meetings, Real Estate Developers=comp. + 10 Appraisals, RFIs & years; CCP §337 et. seq., Responses, etc. GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 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 City -Wide Standards Retentions 6e irarherr the act is completedand irra 1 a full file folder e. , last document + 2 ears , since destruction is normall orformed b file folder: FiC3GLS: d iti ation corn faints claims public,records act re crests audits andJor it°rvestr' atiorrs suspend normal retention periods retention resumes aftersettlement or completion). Capital Improvement Projects (CIP): Permanent File Plans, Specifications, Department preference; Public Works Successful Proposal, Change Upon P P Yes: Until Mag, Mfr, OD, S/I Yes: After retained for disaster PW-004 / Engineering Orders, Materials Testing Completion Completed Ppr QC & OD preparedness purposes; GC Reports, Grading Permits, §34090 Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. ..2 _ ........................ ....__ _.. Projects........ G.... Public Works.... PW-005 ClPitalImpro c sent (CIP): y ears.. 2 years Mag Ppr 3409. § 0 / Engineering ----- Proposals ......... ......... ... . ..... ......... ...... _ ....__ .__.... ........0 Public Works Capital Improvement Projects (CIP): Where City is NOT the W o V Non -records (another agency pW-006 / Engineering Lead Agency (Grade Longerhen Required Required Mag, Ppr is the lead) Seetc. aration _.. -... CCTV Collection Line Public Works PW-007 Inspection Tapes / Video 10 years 10 years Mag Department Preference; GC / Engineering Inspections / Video Tapes or §34090 et seq. Digital Recordings (all lines) 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; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention I Disposition Record .__ ... ......,,..------ .._........ ....... ,_ Inactive Image: Destroy Media I=Import Paper after Active Storage :Rete]ntion (OFR) (in office) (Off -site, OD Vital? Options M=Mfr Imaged & or Mfr) S=Scan QC'd? df the record is not listed here refer to the Retention for City -Wide Standards Retentions b Ir'i when the act is completed, and iLgly a full file folder (e.g. last document + 2 ears , since destruction is noriraall aerformed by file folder. HOLDS: Liar' ation, complaints, claims aublic records act requests, audits and/or invesl'r' atrans suspend normal retentionperiods retention resumes after settlement Comments / Reference . or completion). Public Works PW-009 Design & Construction P P Mfr OD, S/1 Yes: After Department Preference; GC / Engineering Standards __ .......................... ----- Ppr .. QC & OD §34090 __ . ....... ................... ---------- Mag Yes: After Departure nt Preference City Clerk PW-010 Easements P P Yes (all) Mfr, OD, S/I QC & OD (copies); GC §34090.7 Ppr Public Weo n9 s..� . Encroachment Permits P1IV_..�.�.� 0 p P Mag Mfr, OD S/I rence; GC Yes: After Preference-, 9 Went ___ Ppr §epartment 4090 ........ .......m EngineeringSurveys - ngin Studies / Su Mag, Public Works ry Studies / Project Preliminary Minimum 5 Minimum 5 Mfr, S/I Yes: After Department Preference; GC / Engineering PW-012 Assessments (Not Acquired years years QC & OD §34090 .. or Developed) ..... - ..... PublicWorks P1IV-.0.1.3.. gStudies / Surveys Engineering P.._. P Mfr, OD.........S/L. Pr Department Preference; GC .& Engineering Built ..Reports Ppr .-_... §Department 4090 QC OD §34090 Public eons nical and Soils ... PW-014 ........ ................e. Mfr, OD, S/I QC:& fte..... Department Pref.„................................_ e r Preference-, GC g g Ppr ..... OD §34090 e Public Works PW-015 Grading Permits &Plans P P Mfr, OD, s./I Yes: After Prefe c rence; GC / Engineering Ppr §epartment QC & OD 34090 ......... ...----- — ......... ......... ___. .....--- Drafts should be destroyed; d; Maps, Plans and Record Some maps are also retained Public Works PW-016 Drawings (Capital Improvement P P Yes (all) Mfr„ OD, S/I Yes: After by Planning; Selected maps / Engineering Project "As-Builts", Record P r p retained in & OD are retainin Public Works Drawings, etc.) for administrative purposes; GC §34090, 34090.7 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record (OFR) If the record is Retentions begin Retention No. Records Description Retention / Disposition Inactive Image: Destroy Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr' Imaged & or Mfr) S=Scan QC'd? not listed here refer to the Retention for City -Wide Standards when the act is completed and im l a full file folder e . last document + 2 ears' singe destruction is normatl erformed b file folder, Comments I Reference HOLDS. Litigation, complaints, claims public records act requests, audits anddor investr ations suspend normal retention periods retention resumes ;after settlement or com letion . Department preference; NPDES Monitoring records Public Works PW-017 NPDES Permits - Stormwater Expiration + 5 Expiration + 5 Yes: Until Ex Mag, Ppr required for 3 years in / Engineering 9 9 years years pi p Federal law; 40 CFR ...Department §§ 122.21, 122.41, 122.44 . ... _. ......... ...... .. _ reference; NPDES Monitoring records Public Works NPDES Reporting and PW-018 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 Pretreatment Annual / PW-019 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 ... - .Way . .. __ ... Mag, After After nt preference y OD, QC-& OD .Department (copies);§ 090.7 ) o ie-- ; GC 34....... / Engineering ............... �� _ .....� __ ......_.._ ...II).....MfrP, p ......5/I........ ... ..... .... Public Works Standard Construction P P Mag' Mfrr,,OD S/I Yes: After Department Preference; GC / Engineering 021 PW-Drawings / Details / Plans , ..�... QC & OD ....--- §34090 _.. _.,m._.--_-..... ..............____ Public Works . PW-022 ... _...Subdivisions.. ............ ....... ...P... P ...Mag � ...-- Ppr official record he.. O Id by City 34090 7 / Engineering .................. ------- ... ,... ......... ........... w. .. .. ...._____ .... ..__ ...m ..m........ De.. artment PreferenceClerk- the p warrantee period for work Public Works PW-023 Underground Service Alerts 3 years 3years Ppr done is 5 years); Required for / Engineering (USA's) / Dig Alerts-- City '3 years; GC §§4216,2(f) & 4216.3(d); GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 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 Detention for City -Wide Standards ,Retentions lie in when the act is completed, and irn l a hill file folder (e.g. last document + 2 ears since destruction is norn74erlorme bL file folder: HOLDS.* Litigation, complaints claims oublic records act requests, audits and/or lr7vestr at" ns suspend normal retention periods retention resumes after settlement or completion), Public Works PW-024 Urban Water Management 10 years 10 years Yes Mag, Ppr Department Preference; GC / Engineering Plans (UWMP) §34090 — When When Public Works PW-025 ment / Vulnerability Assessment Plan / Su erseded p ,Emergency Response Superseded - p Mag Ppr..... Confidential, GC..... §34090 / Engineering Risk & Resiliency Assessment Minimum 2 Minimum 2 years ears m...,_ __ ..-. .._ -. _ .. . Department Preference; plans Wastewater / S.........._ Sewer System y must be updated every 5 Management Plans (SSMP) years, audits are required Public Works PW-026 and Audits, Sanitary Spills 10 years 10 years Mag, Ppr every 2 years; 40 CFR / Engineering Overflow Prevention Plan 122.41 Q)(2); SWRCB Order and Sanitary Sewer ) ry 2006-03; 40 CFR �(SSOPP 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 / Engineering PW-027 Drawings (Final Maps, Parcel P P Yes (all) Mfrp OD, S/I Yes: After by Planning; Selected maps / Private Maps, Right of Way, Tract Ppr QC & OD are retained in Public Works Develop. Maps, etc.) for administrative purposes; GC 34090, 34090.7 ENGINEERING - TRAFFIC & TRANSPORTATION Public Works / Engineering PW-028 Superseded Master Plans -Transportation Superseded + Yes (all) Mag, MfPpr, S/I Yes: After Department Preference; GC / Traffic & + 5 years 5 years QC & OD §34090 Trans. _ ..... Public ..-_.._...-------- Works / Engineering PW-029 Newsrack Permits 2 years 2 years Mag, Ppr GC §34090 / Traffic & Trans. EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention / Disposition Comments / 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 Detention for City -Wide Standards Detentions begin when the act is corn feted and impf a full file folder h. ,last document + 2 ears since destructionis normall4 gerformed by fine folder: HOLDS; Liti ation corn ataints claimspublic records act requests, audits andlor h7vestii ations sus )end nornlal retention eridds fretanflon resumes after settlement or completion), Public Works / Engineering PW-030 Residential Parking Permits 2 years 2 years Mag, Ppr GC §34090 / Traffic & Trans. --....p ...... - Public Works / Engineering g g n Mmi....� mum 5 Minimum 5 Mag Ppr Department Preference; GC / Traffic & PW-031 Studies Transportation years years §34090 Trans. ..•.. ............. .......... ...... Public.. ks Works Engineering Minimum 2 Minimum 2 Mfr, OD, S/I Yes: After Department preference; GC / Traffic & PW-032 Traffic Calming Requests years years Ppr QC & OD §34090 Tran ...� _._...s. Public Works / Engineering Traffic Commission Minimum 2 Minimum 2 'Department Preference; GC / Traffic & PW-033 AGENDAS, AGENDA years years Mag,P r p §34090 PACKETS Trans. .... ..........--------- ... ... ..... Public.. Works Mag, / Engineering PW-034 Traffic Commission P P Mfr, OD, S No GC §34090 / Traffic & MINUTES, BYLAWS Ppr Trans. ...... ........ .............. Public Works ... ....... _.....__. _ ..... .. _... Mag' Department preference / Engineering PW-035 Traffic Speed Surveys 10 years 10 years Mfr, S/l Yes: After QC & OD (required every 5 years, but can be extended to 7 or 10 / Traffic & Pprr years); GC 34090„ § Trans. i Public Works / Engineering Mag, Yes: After Department preference; GC / Traffic & PW-036 Traffic Studies /Traffic Counts 10 years 10 years Mfr, OD, S/I QC & OD §34090 Ppr Trans. I I 1 11 i GENERAL SERVICES / EQUIPMENT MAINTENANCE & FLEET EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Retention No. Records Description Retention / Disposition Comments / 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 I QC'd? If (tie record is not listed here refer to the Retention for City -Wide Standards Retentions b N.a when the act is completed, and ins t a full file folder e.q, last document + 2 years),since destruction is normal/ erformed b fde folder. HOLDS: Liti ation complaints, claims public records act requests, audits andlor° investi ations suspend normal retention periods retention resumes after settlement or corn letion , 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 CHID 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 — ___,_. Logs -ears 4 QMD RuleForm Lead Depart. p PW-039 Operation / y 5 years Mag Ppr i 1470u coons; GC Inspections p §34090 Lead Depart PW-040 ors &Maintenance Operations p Disposal of p � Disposal of p Ma P r 9 p..... Department re GC p p �......t erence-........ Manuals / O & M Manuals E ui ment q p E ui ment .. §34090 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/I QC & OD §34090 et. seq. Fleet Propane, etc.) - --- Certificates Certificates ... ........... .. .,__-.-.-.-.. Program / CHP 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 _---------- .......-. ....._... ..... -- .......... ....... --- .......... Public Works " ........................................ ----- ........ _ .., ._, -- — 22 CCR 66266.130(c)(5), / PW-043 Used Oil Disposal 3 years 3 years Mag, Ppr H&S §25250.18(b), Fleet I I 25250.19(a)(3) et seq. EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Records Description Retention / Disposition Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan QC'd? i If the record is not listed here refer to the Retention for 01-Irlrride Standards Retentions tie in when the act is com leted and inigly a full file folder e. . fast document + 2 ears since destruction is normally erformed b file folder. Comments / Reference HOLDS: Liti ation complaints, claims utrlie records act requests, audits and/or investi atiorrs suspend normal retention periods (retention resumes after settlement or completion), 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 / Division .... q—_ 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 CMMS Database Work Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial / Division information entered into CMMS City preference; CCP §§338 Providing PW-046 Database) 5 years 5 years Mag Ppr et seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a co GENERAL SERVICES I GOVERNMENT BUILDINGS Public Works / Government When PW-047 Elevator Permits Superseded When Superseded Mag, Ppr GC §34090 Buildings ........ .... ..... Department Preference; 4 Mag Yes. After FR 262.40. 8 CCR Lead Depart. M terias Manifests. PW-048 Hazardous a 10 years P P Mfr„ OD, S/I QC & OD 3204(d}(1}(A}. 22 CCR Ppr 66262.40- GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Retention No. Records Description Retention / Disposition Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media 1=Import Paper after (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 in when the act is coca leted and irn l a full file folder e. g. last document + 2 yeaLs, since destr°uotio11 is n2r; all erforrned by file folder. I Comments / Reference HOL S. Liti ation„ complaints, clamspublic records act requests, audits and/or inve ti atr`ons suspend normal retention oriods retention resumes after settlement or com /etion . Lead Depart. PW-049 Hazardous Materials Manifests 10 years 10 years MMag, S/I Yes: After Department Preference; GC State Reports Ppr QC&OD ..........__. Operations ..... &Maintenance Disposal of p Disposal of Ppr p �.... DMGC Department p preference; Lead Depart. PW-050 ag Manuals / O & M Manuals Equipment Equipment ment Ma. ....... § 34090 .�....._ Community ..___ Services / Recreation OR Public PW-051 Swimming Pool Chemical 5 years 5 years Mag, Ppr Health Department regulations; 8 CCR §3195.12; Works / Readings & Additions GC §34090 Government Buildings ------__. ---- ........ .,.�.____ _ ... —...._ ....... Public Works Work Orders / Service / Division Requests / Service Tracker Data is interrelated; GC Providing PW-052 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-053 Requests / Service Tracker Longer Longer Mag Ppr database is the original); GC Service / All Information Entered in Required Required § 34090 Work CMMS Database GENERAL. SERVICES / STORMWA,'TER EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA0 Office of Record (OFR) Retention No. Records Description Retention / Disposition Inactive Image: Active Storage Total Vital? Media 1=Import (in office) (Off -site, OD Retention Options, M=Mfr or Mfr) S=Scan Destroy Paper after Imaged & QC'd? Comments I Reference If the record is not listed here refer to the retention for City -Wide ;Standards Retentions be in when the act is completed, and impig a full file folder (e.g. last document + 2 Lears2,since destruct/on is nornaalt gerformed by file folder. HOLDS: t-rti ation complaints, claimspublic records act requests, audits and/or invest/ atlons suspend normal retention periods retention resumes after settlement or completion). Work Orders / Service Requests / Service Tracker / Public Works Inspections / Maintenance / (Data / Division Providing PW-054 Spills and Responses / Repairs Indefinite Indefinite Mag is interrelated; GC / Mitigations - CMMS §34090 Service / DATABASE (Computerized Work Maintenance Management System) _----------------- ---., Public Works Work Orders / Service / Division Requests / Service Tracker / When No When No Preliminary drafts (the Providing PW-055 Spills and Responses / Repairs Longer Longer Mag Ppr database is the original); GC Service / / Mitigations - All Information Required Required §34090 Work Entered in CMMS Database GENERAL S+ERVIC S I WASTEWATER CCTV Collection Line Department Preference Public Works Inspection Tapes / Video (preliminary drafts not / General Services / PW-056 Inspections / Video Tapes or When Superseded When Superseded Mag retained in the ordinary Digital Recordings & Reports course of business); GC Wastewater es) __. §34090 et seq. ............ . ........._ — Department preference; Public Works Yes- While Some correspondence from /General PW-057 p ce - Regulatory Correspondence Minimum 2 Minimum 2 Active Mag, Ppr, Regulatory Agencies need to Services / Agencies years years Issues be retained for long periods of Wastewater time; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Retention No. i ion Records Description Retention / Disposition p p omms /Reference Comments 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? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is com leted and in ly a full file Colder e. . last document + 2 ears since destruction is normally performed by file Balder HOLDS: Liti ation, complaints claims- public records act requests, audits and%r investi at' ns suspend normal retention Periods mention resumes after settlement or com Ietton . Daily Vehicle & Equipment Public Works Safety Checks / DMV Reports / / General PW-058 Daily Work Reports / Vehicle 2 ears y 2 ears y Ppr p GC §34090 § Services / Wastewater Inspections / Daily Equipment Checks — __, . - ------------------- ...... ......... Public Works / General PW-059 Flow Measurements 5 years 5 years Mag, Ppr Department preference; GC Services / §34090 Wastewater ........ _ . _ _. ... M 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 q 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, q 9� 5 ears Y 5 ears Y Ma Ppr 9� P years); WC 13263.2 b et Y ) § () Services Logs, Charts, Flow Monitoring, seq.; 40 CFR 122.410)(2)GC Wastewater ... ....- - Voltage Readings, Permits - ......... ........ .... ......... ......,.... §34090 ..........................------_,__.___---- Public Works / General PW 062 Operations & Maintenance Disposal of Disposal of Ma Ppr g' p Department preference; GC Services / Manuals / O & M Manuals Equipment Equipment §34090 Wastewater ...._ ~~H .P ......... ..m ..... .S./ / General StationSewer Lift MM Yes: After GC Department Preference-,Log Services / PW-063 Station / Motor Logs P OD I QC & OD §34090 Wastewater etc. Ppr EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 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 City -Wide Standards Retentions begin when the act is com feted and imply a full file folder eg last document + 2 ears since destruction !s normall enormed by file folder. HOLDS: Liti anon Complaints, clan; ublid records act requests, audits and/or investi ations suspend normal retention penods retention resumes aftersettlement or corn letion . Public Works Required for a minimum of 5 / General PW-064 Sanitary Sewer Overflows 5 years 5 years Mag, Ppr years; 40 CFR 122.410)(2); Services / (SSOs) SWRCB Order 2006-03; 40 Wastewater CFR 122.410)(2); GC §34090 -- Public Works ......... ................. ----- ... ............... --------- .__ .-.-.- . ..-- -- ------- .......................................... Department preference; / General PW-065 Waste Discharge Monitoring 5 years 5 years Mag, Ppr Monitoring records required Services / Reports for 3 years in Federal law; 40 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) - .... - ..When _............... ...... Public Works / Division Work Orders / Service No When No Pr eliminry drafts (the a Providing PW-067 Requsts / ee Tracker _ Longer Longer Mag Ppr database is the original); GC Service / All Information Entered in Required Required §34090 Work CMMS Database .......... .. ............._ .. ........ W ......... ..-.-.-m.,,,__ ..m___. ----- Work Orders / 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 / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Retention No. Record (OFR) Records Description Retention / Disposition Inactive Image: Destroy Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan QC'd? Comments / Reference If the record is not listed here refer to the Retention for CiC Wide Standards Retentions begin wl 11 1 en the act is corn Jeted and iiLgly a full tiJ'e folder Le. . last document + 2 ears), since destruction is normally performed bg file fo/der. HOLDS: Citi a11 tion complaints. claimspublic records act requests, audits andlor investi ations suspend normal retention erioric IrAtonfinn resumes after settlement or completion). I PARK MAINTENANCE Public Works Memory Trees / Memory P P Mag, Mfr, OD, S/I Yes: After Department Preference; GC / PW-069 Benche s QC& OD §34090 Park Maint. _ Ppr w Operations & Maintenance OP Disposal of p Disposal of P Ma Ppr 9 P Department preference; GC Lead Depart. PW-070 Manuals / O & M Manuals Equipment Equipment . .............................re §34090 .e....._. - ----- ....... _.... ............ _._ _._ p Preference Department (agricultural pesticide records Public Works are required for 2 years); GC / PW-071 Pesticide Application / Use 2 years 2 years Ppr §26202; 3 CCR 6623(c), 40- Park Maint, GF 1 fa.,.e t et e%, ; GC ......... ..... ...._. §34090 Public Works ��........ .......-__ ... __�... Playground Inspections / 10 10 Mag, Ppr Department Preference; GC PW-072 Playgro�....... Playground Maintenance years 10 ears years §34090 Park Maint, ------- .......... ... � ........... �.... Public Works / PW- 073 City Tree Tree Crew Schedule / C �Trimming 10 years 10 years Mag, Ppr Department Preference; GC §34090 Park Maint. ....... ... _. - .. .... .. __ m ./ Works Public Works Tr ee Maintenance Database Minimum 10 Minimum 10 Mag, Ppr Department Preference; GC PW-074 Arbo (West st ( ) e.. years years §34090 Park Maint. S" 'WASTE EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 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 City -Wide Standards RetentiOrts begin when the act is com leled and = a full file folder feg last document + 2 ears since destruction is normaNy performed by file folder, t lQ "LC S: L ti atior� com laintsx claims utilic records act re oasts, audits and/or investi ations sus end nr�rnaal retention eriods retention resumes after settlement or co m letion . Department preference; SB 1383 compliance is required for 5years Low -Carbon Fuel AB 939 Compliance / S 1383 Standard regulations credits Public Works PW-075 Compliance (Organic Waste 10 years 10 years Mag, Ppr can be received for 10 vears. / Solid Waste Collection and Recycling) ! and are eligible for an Solid Waste Tonnage Reports extension: 14 CC w 9IL2 H&S nL0 Z.'.QC .._ _....--. ....., ......... .......�. §34090 __ ......... m . .,Environmental ...... ee.......... Committ ... Minimum 2 ....... ....._ Minimum 2 Ma. Ppr Department Preference; GC PSolid..Wa to PW-076 AGENDAS, AGENDA rs years g PACKETS ..,_ ....._.._ ,t ........... .. —P Mag, �f g, Works Public. PW-077 Environmental Committee P r S No GC §34,........................ 0 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 required Monitoring records e g q / Solid Waste Beach Cleanups, etc. for 3 years in Federal law; 40 CFR §§122.21, 122A1, 122.44 Public Works PW- 079 E .� an Environmental Work Superseded rseded._mm. Superseded + � �Mag, �. e a ment Preference GC Department 3409 0 / Solid Waste ...Ppr Public Works m Mandatory Exemptions from ry I Expiration + p Expiration + 2 p Mag, Ppr Department Preference; GC / Solid Waste PW 080 Trash Services — -- 2 years ....... ..... T ears mm 3409 Public Works p__ y om an Solid Haulers Trash Company, Expiration + Expiration + 2 Mag, Ppr Department Preference; GC Solid Waste -081 Waste Vendor... Permits and ears years §34090 Applications EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA5 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 -iNide Standards Retentions be in when the act is com Meted and imply a full file folder Le,k, last document + 2 LeaM since destruction is normaag gerformed bg file folder. HOLDS: l iti ation, complaints, claims ublic records act requests, audits and/or investi ations suspend normal retention Periods retention resumes after settlement or com letion .. Public Works PW-082 Hazardous Materials Manifests Mag" 10 years P P Mfr„ OD, S/I Yes: After QC & OD Department Preference; GC §34090 / Solid Waste Ppr Public Works PW-083 Hazardous Materials Manifests 10 years 10 years Mfr, OD, S/I Yes: After Department Preference; GC / Solid Waste State Reports Ppr QC & OD §34090 k Public Works Solid y g PW-084 SRRE (Source RecycReduling on and..... y....m 10 ears 10 years Mag Ppr Department Preference; GC § 34090 / Solid Waste Recycling Element) .......... Public Works _._ Solid Waste Enforcement PW-085 5 years 5 years Mag, Ppr Department GC e artment Preference; / Solid Waste Letters 34090 STREETS Public Works PW-086 Graffiti Removal / Weed 2 years 2 years Mag, Ppr GC §34090 / Streets Abatement Department pref... erence; NPDES Monitoring records Public Works . Inspections (Contractor's work PW-087 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 .......... . --_._ Public Works . .......... --- .... .... Sidewalk Inspections & PW-088 Repairs: Bicycle Ways, Curbs, _ - 10 years 10 years Mag, Ppr Department Preference; GC § 34090 / Streets Sidewalks, etc. �..� � PublicWorks . PW-089.....__ Street Signal Outages 9 9 & years 2 ears M ag Ppr 2 yea y GC §34090 Maintenance __ ----. .. ., ..rt _. - �_ ---- m - - -.... ,.... ..-----.... ....... Departmentpreference; NPDES Monitoring records Public Works pW-090 Street Sweeping 3 years 3 years Mag, Ppr required for 3 years in / Streets Federal law; 40 CFR l§§12221, 122.41, 122.44 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Retention No. Records Description Retention / Disposition Record Inactive Image: Destroy (OFR) Active Storage Total Vital? Media I=Import Paper after (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 Detentions be in when the act is completed, and imply a full file folder ee, . last document + 2 ears since destruction is normally erformed by file folder. Comments / Reference I fd4 f t7 : Litk ation complaints, claimspublic records act re uests audits andlor rnvestr ations sus end normal retention periods retention resumes after settlement or com Ietion . 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 en No When No � Preliminary drafts (the F Providing PW-092 Requests /Service Tracker - r Longer Longer Mag Ppr database is the original); GC Service / All Information Entered Required Required §34090 Work CMMS Database - ------ ...... ...... ..................._ .............. Work Orders /Service 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 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a co 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(f) EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Retention No, Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Storage Total Media I=Import Vital? Paper after (OFR) (in office) (Off -site, OD I Retention Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the recordis not listed here, refer to the Retention for Ci -W°ide Standards Retentions begin when the act is com feted and irrWly a fuil file folder e. . last document + 2 ears since destruction is normally erformed ttg file folder. HOLDS: Liti ation complaints, claims, aublic records act requests, audits and/or ihvasti ations suspend normal retention Veriods retention resumes after settlement or com letion . 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 --- _....... ears is required in State Customer Concerns / a sal law for any Public Works PW-096 Customer Complaints: Odor / 5 years 5 years .....Mag, Ppr complaints; 40 CFR / Water Dist. Taste /Visual Complaints 122.410)(2) & 40 CFR ,(regarding Potable Water) m.... ----- ......... 141.33(b); 22 CCR 64470 ,.Public .. Environmental / ........... ... ................ Works PW-097 es Regulatory Agencies Minimum 2 Minimum 2 ag Ppr.............._ Mag, Department Preference; GC / Water Dist. years years §34090 (EPA, DHS, etc.) — .. .......-- �... ...... .. _ .................. -- ... Department Preference; Meets California Department Public Works PW-098 Fire Flow Test Applications and 10 years 10 years Mag, Ppr of Public Health requirements / Water Dist. Witness to Test (3 years); GC §34090; 17 ......... ... _......... CCR 7605 --.. Public Works HydrantInspections /Flushing D preference; GC p p / Water Dist. PW.,0.99....w_.. - Turn Turning Sheets / Val_,._.__ 10 ears Y 10 ears y Ma Ppr 9 p_ 90 et s 4090 et se §m Exercises /Valve Activations ....... . Depart. PW-100........ Lockou........_ t Blockout / Lockout- 2 years 2 years Mag, Ppr GC §340 90 out TagTa out - ___ _.... .... .._ .. ......... . Public Works PW-101 Meter Change Cards / Upon Disposal of Upon Disposal Mag" Mfr, OD, S / I Yes: After Department Preference; GC / Water Dist. Replacement Cards Meter of Meter Ppr Ppr ... ...... .... _ QC & OD §34090 -.. ........ When No When No Public Works PW-102 Metropolitan Information Longer Longer Mag, Ppr Non -records / Water Dist. Required Re EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of............ Retention No. Records Descriptionrc Retention Disposition Comments /Reference Record ..---m^AM„ � ---.... 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 Cl-Wide Standards Retentions he in Then the act is corn lead and imply a full file folder fe. g. last document + 2 years), since destruction is normally performed bg file folder. HOLDS: Litigation, complaint claimspublic records act requests, audits and/or inve.sti ans suspend normal retention periods 'retention resumes after, settlement or com letidn . Public Works PW-103 Operations & Maintenance Disposal of Disposal of Mag, Ppr Department preference; GC / Lead Div. Manuals / O & M Manuals Equipment E ui ment ......__ §34090 m......� ............... ed-, system Data is interrelated-, 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 retained Public Works PW-105 Temporary Hydrant Meters - End of Rental End of Rental Ppr in the ordinary course of / Water Dist. Rentals (Pools, Construction) business; GC §34090 et seq. - ...... _.M quired foryears; Lead Depart... PW-106 UndergroundSeAlerviceAlerts 3 years 3 years Ppr (G §§4216 2 & 421 6.3d;GC Dig ts-- City §34090 ..... Public Works PW-107 Videos_ Reservoirs.... Tanks'............._...P _ P Mag ent preference, GC Department / Water Dist. etc. .....� 111111-1 § Public Works PW-108 Water Analysis & Sampling: 2 years 3 years 5 years Mfr, OD, S / I Yes: After 40 CFR 141.33(a); 22 CCR / Water Dist. Bacteriological & Organics Ppr ........ ..�..1....... QC & OD §64470 ...r _.._, Public Works Public PW-109......... Water alysis & Sampling: 2 years 8 years 10 years M g, Yes: After 141.33(a. ), 22 CCR / Water Dist. ChemicalPpr OD §64470 .. ..-- ------- ....... .................. ................. ..... ,,__ Lead and Copper are required for 12 years or 2 Public Works PW-110 Water Analysis &Sampling: 2 years 10 years 12 years Mag, Mfr, OD, S / I Yes: After compliance cycles (some compliance cycles are nine / Water Dist. Lead & Copper Ppr QC & OD years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan I QC'd? If the .record is not listed here„ refer to the Retention for City -Wide Standards Retentions begin when the act is com leted and ininiv a full file folder e. , last document + 2 ears since destruction is non magy performedbyfile folder. HOLDS Litoation, complaints, claimspublic records act requests, ;audits and/or investigations suspend no al retention periods retention resumes after settlement or completion). Public Works PW-111 Water Pressure Charts 5 years 5 years Mag, Ppr Department Preference; GC / Water Dist. .......-- —---------------- ---- -_._..-._.................. ......... .... ...... ..... ... ... §34090 et seq. _ Mag State law requires 12 years, Public Works PW-112 Water QualityReports / P 12 years 12 years Mfr,Ppr S / I Yes: After federal 10 years; 40 CFR / Water Dist, Consumer Confidence Reports QC & OD 141.33(a); 22 CCR §64470; ............... 22 CCR §64483 - Copies - When Mag, CityClerk PW-113 Water Supply Agreements WCopies hen No No Longer Yes Mfr, OD, S No GC §34090.7 Longer Required Ppr _- - Required .. ..------------------------ Works PublicMag PW-114.......... Usage Water... g Reports Minimum 2 ' Minimum 2 Ppr ......................... Department preference; GC / Water Dist. ...... y ears ears 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. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record ge: Inactive....... Ima. Destroy �..... ........ (OFR) Active Storage Total ? Media I=Import vital? Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfrl _ I '? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is com lsted and im 1 a full file folder e.. last document + 2 ears since destruction is normal/ erformed l file folder. HOLDS: Liti ation com /arnts claimis oublic records act re nests audits and/or investi ations sus endnormal retention Per ods retention resumes after settlement or corer letion .. RISK MANAGEMENT City Attorney & Age of Majority Juveniles may have additional Finance / RM-001 Claims -Juveniles (minimum ESeftle Yes: Until Mag, Mfr, S Yes: After legal recourses; CCP §§ 337 et Risk Settle + 5 Settlement OD, Ppr Settled seq.; GC §§ 911.2, 945, 34090, Manag. years) 34090.6; PC §832.5 ......... Claim must be filed within 1 year, lawsuit within 2 years; City complaints against peace Attorney & officers within 5 years; Statute of Finance / RM-002 Claims -Not Juveniles Tort Settle + 5 Settle + 5 Yes: Until Mag, Mfr, S Yes: After Limitations for contracts is 4 Risk Claims / Liability Claims years years Settlement OD, Ppr Settled years; wrongful death for Manag. construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; 2.5 Department Preference; Covers Risk Claims Against Others (Damage Final Final Yes: Until various statute of limitations; Manage. RM-003 to City Property, etc.) Settlement 5 years Settlement + Resolution Mag, Ppr . CCP §§ 337 et seq; GC §§ 5 years 911.2, 34090, 34060.6-1 PC ..., §832.5 Risk cPoliNOTcies & Certificates InsuCompletion Comp Completion p : Yes: Before g....................................................... Ma Mfr, 5.../ t with gee ConsistenCCP Yes: After Manage. RM-004 (City -owned + 5 years + 5 years Expiration OD, Ppr I QC & OD § GCt. insurance): Fire, Flood, etc. ... m � _,.....-- §34090 .....--- --- --- ...... ............................................... Insurance Policies & Certificates Risk RM-005 (City -owned): ICMA, Self- P P Yes. Before Mag, Mfr, S / I Yes: After For protection from litigation; Manage. insurance & Liability (General & Expiration OD, Ppr QC & OD CCP §§337. GC §34090 Public), Workers Compensation EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 Ver. 2.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record .. ................ _ - . ......... ......... .....------_ Inactive LImage: Destroy Active Storage Total Vital? Media I=Import Paper after (OFR) (in office) (Off -site, Retention Options M=Mfr Imaged & ,? If the record is not listed here„ refer to the Retention for City -Wide Standards Retentions be jin when the act is completed, and irri ly a full file folder (e.g. last docuirient + 2years),since destruction is normally performed lL file folder. HOLDS: Liti ation complaints, claims oublic records act re uests audits andlor invests ations suspend normal retention period retention resumes after settlement or com tenon)., Calif. Labor Division is required to keep their records 7 years; Risk OSHA Inspections & Citations, OSHA requires 5 years; State Manage. RM-006 Log 200 and Log 300, 301, 301A, 2 years 3 years 5 years Ppr law requires 2 years; 8 CCR etc. §3203(b)(1), GC §34090; LC §6429(c) ----................................................... . Department Preference; OSHA requires 5 years for safety Risk Mag, Mfr, Yes: —After records; 8 CCR §3203 et seq., 8 Manage. RM-007 Safety Committee Minutes 5 years 5 years OD, Ppr S l i QC & OD CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.331 29 CFR 1904.44; LC §6429(c); GC 12946, 12960, 34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11/16/2021 RECORDS RETENTION SCHEDULE LEGEND 01995 — 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd / Trustworthy Electronic Record: "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked ("QC'd"). The electronic record or image gust contain all significant details from the original and be an ade uate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) HOW TO USE RETENTION SCHEDULES ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference, BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. Destruction of an on final record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. If there is a minimum retention ("Minimum 2 years"), destruc ion of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)."