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CC RESOLUTION 5392RESOLUTION 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remain in effect until repealed or superseded.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any other Resolution adopting a records retention schedule is repealed
and superseded by this Resolution.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)."