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CC RESOLUTION 5476
RESOLUTION NO. 5476 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 msr 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. 5476 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 SECTION 8 This Resolution will become effective immediately upon adoption and remain in effect until repealed or superseded. Resolution No. 5392 and any other Resolution adopting a records retention schedule is repealed and superseded by this Resolution. PASSED AND ADOPTED this 7t" day of May, 2024. ATTEST: Tracy Weaver, Vity Clerk APPROVED A,ST ORM Mark D, Hensle)( City Attorney w Boyles, Mayor RESOLUTION NO. 5476 Page 2 of 3 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of El Segundo, California, herby certify that the whole number of members of the City Council of the City is five, that the foregoing Resolution No. 5476 was duly passed and adopted by said City Council, approved and signed by the Major of said City, and attested to by the City Clerk of said City, all at a regular meeting of said Council held on the 7t" day of May, 2024, and the same was so passed and adopted by the following roll call vote AYES: Mayor Boyles, Mayor Pro Tem 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 May, 2024. M41cyWeaver, City Clerk of the City of El Segundo, California RESOLUTION NO. 5476 Page 3 of 3 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention ' Record No. Records Description Retention /Disposition1 Comments I Reference Inactive Image: Destroy (OFR) Active Storage Total Media I=Import; Vital? Paper after (in office) (Off -site, Retention ;Options! M=Mfr OD or Mfr) S=Scan Imaged & C'd? Retentions apply to the department that is NOT the Office of Record (OFF), or the "Lead Department", if you are the OFR, refer to your department retention schedule. Retentions b in when the act is corer leted. and imniv a full file folder (. g. last document + 2 years), since destruction is normally performed by file folder. 14OLDS: Litigation, complaints, claims, public records act re uests, audits and/or invasti ations suspend normal retention periods retention resumes after settlement or completion), CITY WIDE Used by all De artme it Accident Report / injury 3 I :Reports / Incident Reports: Lead Dept. CW-001 iPUBLIC 2 years i 2 years Ppr' GC §34090 ;(Send Employee Reports to Human Resources) Copies - Copies - Agreements & Contracts - ALL When No iWhen No Mag, City Clerk CW-002 Send ALL Originals to the Longer Longer Mfr, OD,. S Yes: After 'GC §34090.7 (QC & OD City Clerk Required Required Ppr i 'Covers E&O Statute of Limitations; ;Agreements & Contracts - Published Audit Standards=4-7 Lead Dept, ADMINISTRATION RECORDS CW-003 Completion 10 Completion + Mag, Yes: Before (years; Statute of Limitations: Yes: After' _ years 10 years Mfr, OD„ S/I Completion ; Contracts & Spec's=4 years, QC & OD 1Project Schedules, j Ppr ;Wrongful Death=comp. + 5 years, Correspondence with Vendor, etc. ' :Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Retention The of the Retention of Mag' !Department preference (Appeals Lead Dept. CW-004 Appeals Appealed the Appealed _ Ppr i usually are retained as part of an Record Record Agenda Packet); 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention Record No. Records Description Retention /Disposition Comments /Reference 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY Minimum 2 Minimum 2 Mag, Staffing Dept. CW-005 COUNCIL Ppr Department Preference; GC §34090 years years 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 Mag CW-007 Organizations Longer Longer Ppr' Non -records (e.g. County Board of Required Required Supervisors) City Council Subcommittees / Mag 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' GC §34090 (e.g. Records Management Ppr 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City preference; Statute of Lead Complaints /Concerns from Minimum 2 Minimum 2 Limitations for personal property, (Responding CW-010 Citizens (operational) years years Mag Ppr fraud, etc. is 3 years; Claims must Dept. be filed in 6 months; CCP §§338 et seq., 340 et seq., 342; GC §34090 Copies - Copies - CW-011 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Required Correspondence -ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business) Dept. that Retained 2 years ONLY IF the Authors (e.g. Administrative, Content relates in a substantive way Document Chronological Files, e-mail, to the conduct of the public's or CW-012 General Files, Letters, 2 years 2 years Mag, business; City of San Jose v. Receives the Memorandums, Miscellaneous Ppr Superior Court (Smith). S218066. City's Original Reports, Press Releases, Supreme Court of California, 2017; Document Public Records Requests, GC §34090 Reading Files, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Electronic and paper records are Memoranda not retained in the categorized, filed and retained ordinary course of business based upon the CONTENT of the record. Records where either the Content NOT Substantive, or Content relates in a substantive NOT made or retained for the way to the conduct of the public's purpose of preserving the business, or ARE made or retained Dept. that informational content for for the purpose of preserving the Authors future reference informational content for future Document When No When No reference are saved by placing or CW-013 (e.g. calendars, checklists, e- Longer Longer Mag, them in an electronic or paper Receives the mail or social media postings, Required Required Ppr (project) file folder and retained City's Original instant messaging, ; invitations, for the applicable retention Document instant messaging, logs, period. If not mentioned here, mailing lists, meeting room consult the City Attorney to registrations, speaker slips, determine if a record is considered staff videoconference chats, transitory / preliminary draft. GC notes and recordings, supply §§34090, 7927.500, 7928.705.-1 64 inventories, telephone Ops. Cal. Atty. Gen. 317 (1981)); messages, text messages, City of San Jose v. Superior Court transmittal letters, thank yous, (Smith). S218066. Supreme Court of requests from other cities, California, 2017 undeliverable envelopes, visitors logs, voice mails, 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). As long as the drafts and notes are When No When No not retained in the "Regular Course Lead Dept. CW-014 Drafts & Notes: Drafts that are Longer Longer Mag, of Business". Consult the City revised (retain final version) Required Required Ppr Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 The Lead Department should print out historical documents (or save GIS Database / Data / Layers When No When No source data) prior to replacing the Lead Dept. CW-015 (both City-wide and Longer Longer Yes Mag data, if they require the data or Specialized) Required Required output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept. CW-016 Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §34090 Applications, Correspondence) 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Grants / CDBG / Reimbursable Claims / Subventions / FEMA Claims / OES Claims I Meets auditing standards; Grants (SUCCESSFUL Reports, other covered by a Consolidated Action records required to pass the After Plan are required for 5 years; funding agency's audit, if Funding After Funding Uniform Admin. Requirements for required) Agency Agency Audit, Grants to Local Governments is 3 Lead Dept. CW-017 2 years Audit, if if required - Mag, years from expenditure report or Send Grant Financial Reports Required - Minimum 5 Ppr final payment of grantee or to Finance Minimum 5 years subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & Applications (successful), program years a 570.502 ( ), 29 CFR 97.42; OMB rules, regulations & procedures, Circular A-110 & A-133.320(g); GC reports to grant funding agencies, §34090; GC §8546.7 correspondence, audit records, completion records When No When No Non -records - may be obtained from Lead Dept. CW-018 Newspaper Clippings Longer Longer Ppr the newspaper company; GC Required Required §34090 Notices: Public Hearing Statute of Limitations on Municipal Staffing Dept. CW-019 Notices and Proofs of 2 years 2 years Pprr' Government actions is 3 - 6 months; Publications GC §34090 Upon Upon Separation or Separation or Human CW-020 Personnel Files (Full-time and Transfer, Transfer, Mag, Human Resources is OFR; GC Resources Part-time) Send to Send to Ppr §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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). (After Incorp. (After Incorp. Before Notes maintained in a separate Personnel Supervisory Files In In Annual Mag, folder to be incorporated into Lead Dept. CW-021 (Supervisor's Notes) Performance Performance Performance Ppr performance evaluation, or to Evaluation) Evaluation) Evaluation document progressive discipline; GC §34090 et seq. When No When No Mag, Time Cards are the final (these are Lead Dept. CW-022 Personnel Work Schedules Longer Longer Ppr preliminary drafts); GC §34090 Required Required When No When No Mag, Considered preliminary drafts; GC Lead Dept. CW-023 Photographs Longer Longer Ppr §34090 Required Required Brown Act challenges must be filed Mag, within 30 or 90 days of action; Lead Dept. CW-024 Public Hearing Notices (Mailed) 2 years 2 years Mfr, OD, Statute of Limitations on Municipal Ppr Government actions is 3 - 6 months; GC §§34090 Lead Dept. Real Estate Appraisal Reports (Who CW-025 (Acquisition or Sale): Property 2 years 2 years Mag, Not accessible to the public; GC Ordered the NOT purchased, Loans not Ppr §§34090, 7928.705 Appraisal) funded, etc. Lead Dept. Real Estate Appraisal Reports Not accessible to the public until (Who (Acquisition or Sale): Minimum 3 Minimum 5 Yes: Before Mag, Yes: After purchase has been completed; Ordered the CW-026 purchased Property, Funded 2 years years years Purchase Mfr, OD, S QC & OD meets municipal government Appraisal) Loans Ppr auditing standards; GC §§34090 7928.705 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Lead Dept. CW-027 Manuals, Newsletters & Minimum 2 Minimum 2 Mag, Department preference; GC §34090 Reports: Produced by YOUR years years Ppr Department Reference Materials: Policies, Procedures, Brochures, Lead Dept. CW-028 Manuals, Newsletters & When When Mag, Copies; GC §34090.7 Reports: Produced by OTHER Superseded Superseded Ppr Departments 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.) Reports and Studies Mag, Yes -After Administratively and Historically Lead Lead Dept. CW-030 (Historically significant - e.g., 10 years P P Mfr, OD, S/I QC OD significant, therefore retained Zoning Studies) Ppr permanently; GC §34090 Reports and Studies (other Department preference; Information Lead Dept. CW-031 than Historically significant 5 years 5 years Par' p is outdated after 5 years; GC reports - e.g. Annual Reports) §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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Previous MSDS may be obtained SIDS (Safety Data Sheets) / from a service; SDS / MSDS may MSDS (Material Safety Data Mag' be destroyed as long as a record Lead Dept. CW-032 Sheets) / Chemical Use Report 30 years 30 years Mfr, OD, S Yes: After of the chemical I substance I Form (or records of the Ppr p QC & OD agent, where & when it was used chemical / substance / agent, is maintained for 30 years; Applies where & when it was used) to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090 When No When No Transitory records not retained in Lead Dept. CW-033 Speaker Cards (submitted at Longer Longer Ppr the ordinary course of business public meetings) Required Required (used to accurately produce minutes); GC §§34090 et seq., Lead Dept. CW-034 Special Event Permits Expiration + 2 Expiration + 2 Yes: During Class or Mag, GC §34090 years years Program Ppr 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 Ppr' GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 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: 5/7/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention Records Description Retention /Disposition Comments /Reference Record No. 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 & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; OSHA requires 5 years for safety records; I I Calif. Labor Division is required to keep their OSHA records 7 years; Training - ALL COURSE Ethics Training is 5 years; RECORDS Mag, EEOC/FLSA/ADEA (Age) requires 3 Lead Dept. CW-036 2 Years 3 years 5 years MfrP OD, S Yes: After years for promotion, demotion, (Attendance Rosters, Outlines p QC & OD transfer, selection, or discharge; and Materials; includes Ethics State Law requires 4 2--3-years,8 & Safety training) CCR §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: 5/7/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Classification Comments / Record OR Records Description Retention /Disposition Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged S=Scan & If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or CITY ATTORNEY Advice Files / Subject Files When No When No materials and City CA-001 (Advice provided to the City on a Longer Longer Mag, Ppr copies of Attorney variety of subjects) Required Required documents generated by other 0?W1JWR!@lt� City Citations and Complaints (All are ale no outstanding Attorney CA-002 misdemeanors. Includes 3 years 3 years Mag, Ppr warrants, do not inspections, warrants, etc.) involve identifiable City Mag, Mfr, Attorney CA-003 City Attorney Opinions 5 years P P Yes OD, Ppr S/I No preference; GC filed within 1 year, lawsuit within 2 City Yes: years; complaints Attorney & CA-004 Claims -Not Juveniles Settle + 5 Settle + 5 Yes: Until Mag, Mfr, S After against peace Finance / years years Settlement OD, Ppr Settled officers within 5 Risk Manag. years; Statute of Limitations for contracts is 4 City Age of Age of have additional Attorney & Majority Majority Yes: Until Mag, Mfr, Yes: legal recourses; Finance / CA-005 Claims -Juveniles (minimum (minimum Settlement OD, Ppr S After CCP §§ 337 et Risk Manag. Settle + 5 Settle + 5 Settled seq.; GC §§ 911.2, years) ears City Attorney & CA-006 Closed Session Materials 2 years 2 years Mag, Ppr GC §34090 City Clerk 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: 5/7/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Classification Comments / Records Description Retention /Disposition Record OR Reference File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD Mfr) Imaged S=Scan & If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or Return to Return to Yes: Federal laws AS Human CA-007 Grievances (Escalated from Human Human Before Mag, Ppr require retention Resources Human Resources) Resources Resources Disposition until final disposition of Limitations runs 6 Litigation Files / Legal Case Files months - 5 years; City Settle + 1 Settle + 4 Settle + 5 Yes: Until Mag, Mfr, Yes: for contracts is 4 Attorney CA-008 Send Final Settlement year years years Settlement OD, Ppr S After years; wrongful Agreements to the City Clerk Inactive death for construction is completion + 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio CITY CLERK City Clerk & Public CC-001 Abandonments / Vacations P P Yes (all) Mfr, S/I Yes: After GC §34090 et seq. Works / (Streets) / Rights of Way Ppr QC & OD Engineering Mag, Yes: After Department Preference; City Clerk CC-002 Agenda Staff Reports P P Mfr, OD, S / I QC & OD GC §34090 Ppr Mag, Yes: After Department Preference; City Clerk CC-003 Agenda Packets P P Mfr, OD, S / I QC & OD GC §34090 Ppr Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED: Includes all contractual obligations Department preference; All (e.g. Amendments, Scope of Work infrastructure, JPAs, & or Successful Proposal) and Mutual Aid contracts are insurance certificates permanent for emergency Yes: Mag, preparedness; Statute of City Clerk CC-005 Examples of Infrastructure: p Completion P P Before Mfr, OD, S / I Yes: After Limitations is 4 years; 10 es, Architects, Buildings, bridges, g g + 2 years Completion Ppr QC & OD years for Errors & covenants, development, Omissions; CCP §§337. environmental, Joint Powers, MOUs, 337.1(a), 337.15, 343; GC park improvements, property & §34090, Contractor has property restrictions, redevelopment, retention requirements in reservoirs, sewers, sidewalks, street & 48 CFR 4.703 alley improvements, settlement, subdivisions, utilities, water, 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 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 OD S=Scan Imaged & C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Agreements & Contracts ALL NON -INFRASTRUCTURE (NOT IMAGED): Includes all contractual obligations Department preference; (e.g. Amendments, Scope of Work Statute of Limitations is 10 or Successful Proposal) and Yes: Ma g' years for Errors & City Clerk CC-006 insurance certificates Completion 8 Years Completion Before Mfr, OD, S / I Yes: After Omissions; Statute of + 2 years + 10 years Completion Ppr QC & OD Limitations for contracts is Examples of NON -Infrastructure: 4 ears; CCP 337., y §§ Consulting, grants, disposal, 337.1(a), 337.15 GC franchises, housing, leases, legal §34090 services, loans, paving, painting, professional services, slurry seals, tree trimming, etc. Agreements & Contracts Approved Yes: Mag, requires 1 year after City Clerk CC-007 by Council: Retirement 2 years P P Before Mfr, OD, S / I Yes: After benefit plan termination; Agreements (PERS) Expiration Ppr QC & OD State Law requires 2 years after action; 29 CFR Agreements & Contracts Approved City Clerk CC-008 by Council: Subdivision, LLA's 2 years P P Yes (all) Mfr, S / I Yes: After Land Records; GC §34090 (Lot Line Adjustments), & LSA's Ppr QC & OD (Lot Split Agreements) Agreements & Contracts Approved Mag, Yes: After City Clerk CC-009 by Council: Title Insurance, Land 2 years P P Yes (all) I Mfr, OD, S / I QC & OD GC §34090 Records 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 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 OD S=Scan Imaged & C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Agreements & Contracts Approved Expiration + Expiration + Yes: Mag, Yes: After years for MOUs; State City Clerk CC-010 by Council: MOUs - Memorandas 5 years 5 years 5 years Before Mfr, OD, S / I QC & OD requires 2 years; 29 CFR of Understanding Expiration Ppr 516.5, GC §§12946, Mag, City Clerk CC-012 Annexations 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 Bid Opening Mfr, S / I Yes: After GC § 34090 Responses, Unsuccessful Bids + 2 years + 2 years P, pr QC & OD and Proposals, etc. Yes: Mag, Longest Statute of City Clerk CC-015 Certificates of Insurance (Normally 2 years 9 years 11 years Before Mfr, OD, S / I Yes: After Limitations is 10 years; filed with Agreement) Completion Ppr QC & OD CCP §337 et seq.; GC §34090 City Clerk CC-016 Chronological History of Mayors 2 years P P Mag, Historical Value; GC and City Council Ppr §34090 City Clerk CC-018 City Incorporation, Logo, City Seal P P Ppr' GC §§34090 Expiration of Expiration of Mag, Errors and Omissions is City Clerk CC-019 City Clerk - Notary Public Term + 10 Term + 10 Mfr, OD, S No 10 years; CCP §337 et years years Ppr Risk Yes: Until Mag, Yes: After Risk Management is Office Manag. CC-020 Claims Forms 2 years 2 years Settlement Mfr, OD, S / I QC & OD of Record for the Claim Ppr File; GC §§34090 City Clerk CC-023 Deeds: Property owned by City 2 years P P Yes (all) Mag, Mfr, OD, S No GC §34090 (property acquisition files) 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Mag, City Clerk CC-024 Easements 2 years P P Yes (all) Mfr, OD, S No GC §34090 Ppr ELECTIONS - CONSOLIDATED Data that has been Campaign Disclosure Statements maintained for at least 10 (FPPC 400 Series Forms, 501 years may then be City Clerk CC-025 Form): SUCCESSFUL 2 years P P Mfr, OD, S After 2 archived in a secure CANDIDATES (Elected Officials) Ppr years format; Paper must be All, whether filed electronically or retained for at least 2 not years; GC §81009(b)&(g); GC §84615(i) Candidates without Campaign Disclosure Statements committees are not (FPPC 400 Series Forms, 501 required to file their Form): UNSUCCESSFUL statements , reports or City Clerk CC-026 CANDIDATES 5 years 5 years Ppr copies online or Includes Unsuccessful Candidates electronically; Paper must Without Committees that Don't File be retained for at least 2 Electronically years; GC §81009(b)&(g); GC §84615 ampaign isc osure a emen s (FPPC 400 Series Forms, 501 Statements filed Form): UNSUCCESSFUL Mag, Yes: After electronically are required City Clerk CC-027 CANDIDATES, 10 years 10 years Mfr, OD, S / I QC for 10 years; GC ELECTRONICALLY FILED - Ppr §81009(b)&(g); GC WITH or WITHOUT Committees §84615 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Elections - Campaign Reports Paper must be retained for (FPPC 400 Series Forms): Mfr, OD, After 2 City Clerk CC-028 OTHER COMMITTEES (PACS - 7 years 7 years Ppr S years at least 2 years; GC §81009(b)(g) not candidate -controlled) Elections - Campaign Reports (FPPC 400 Series Forms): Mfr, OD, After 2 Paper must be retained for City Clerk CC-029 THOSE NOT REQUIRED TO FILE 4 years 4 years Ppr S years at least 2 years; GC §81009(f) ORIGINAL WITH CITY CLERK Elections -Candidate Statements Duration of Duration of After 2 Department Preference; City Clerk CC-030 (to be printed in the sample ballot) Office + 4 Office + 4 Ppr S / M / I years No specific legal years vears requirement, GC § 34090 Duration of Duration of Yes: After Department Preference; City Clerk CC-031 Elections - Certificates of Election Office + 4 Office + 4 Ppr S / I QC & OD No specific legal years years requirement; GC § 34090 WORKING or ADMINISTRATION Election File (Correspondence to Mag, Used for a model for the City Clerk CC-032 candidates or FPPC, Applications 2 years 2 years Ppr next election, GC §34090 for vacancies on the Council, Master of Candidate's Packet, etc.) Elections - HISTORICAL File City Clerk CC-033 (Sample ballot, all Resolutions 8 years P P Mfr, S No Retained for Historical (calling the election, canvass, Ppr Value, GC §34090 etc.), election summary) Department Preference; Elections - Nomination Papers: Duration of Duration of Mag, CA law states term of City Clerk CC-034 SUCCESSFUL CANDIDATES Office + 4 Office + 4 Mfr, OD, office and 4 years after the years years Ppr expiration of term; EC §17100 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Classification Records Description Retention /Disposition Comments /Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Mag,CA law states term of Elections - Nomination Papers: Election + 4 Election + 4 office and 4 years after the City Clerk CC-035 UNSUCCESSFUL CANDIDATES years years fr, OD' MfPpr, expiration of term; EC §17100 Results + 8 Results + 8 months or months or Not accessible to the Final Final Examination Examination public; The 8 month if No if No retention applies after City Clerk CC-036 Elections - Petitions (Initiative, Election + 1 Election + 1 Ppr election results, or final Recall or Referendum) year after year after examination if no election, unless there is a legal or petition petition FPPC proceeding. EC examination examination §§17200(b)(3), 17400 if petition is if petition is insufficient insufficient City Clerk CC-037 Elections - Precinct Maps 2 years 2 years Pag' pr requirement; EC §17501, ELECTIONS -STAND-ALONE use in conjunction with Consolidated elections ... records series are not repeated) Elections - Vote -by -Mail Applications / Absentee City Clerk CC-038 Applications, Roster of Absentee 6 mo. 6 mo. Ppr EC §17505 Applications Elections - Vote -by -Mail City Clerk CC-039 Identification Envelopes / 6 mo. 6 mo. Ppr EC §17302 Absentee Identification Envelopes City Clerk CC-040 Elections - Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-041 Elections - Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com la" ts, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio City Clerk CC-042 Elections - Assessment District 2 years 2 years Ppr GC §53753(c)(2) Ballots - Prop. 218 proceedings City Clerk CC-043 Elections - Challenged & Assisted 6 mo. 6 mo. Ppr If uncontested, EC §17304 Voters List City Clerk CC-044 Elections - Inspector Receipts for 6 mo. 6 mo. Ppr EC 17302, 17306 Ballots City Clerk CC-045 Elections - Precinct Officer 6 mo. 6 mo. Ppr EC §17503 Appointments 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 Polling Places CitV Clerk CC-049 Elections - Voter Index Ori final 5 Vears 5 Vears Ppr EC §17001 End of Elections Section Mag, Yes: After '& City Clerk CC-051 Ethics Training Certificates 5 years 5 years Mfr, OD, S / I QC OD GC §53235.2(b) Ppr FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk CC-052 DESIGNATED EMPLOYEES 3 years 4 years 7 years Mfr, OD, S Yes: After statements; GC §81009(e) (specified in the City's Conflict of Ppr 2 years & (g) 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: 5/7/2024 Ver. 11.0 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 OD S=Scan Imaged & C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio FPPC 700 Series Forms Department preference; (Statement of Economic Interests): City maintains copies only PUBLIC OFFICIALS (elected & Mfr, OD, Yes: After and the mandate is 4 City Clerk CC-053 not elected. Includes City Council 3 years 4 years 7 years Ppr S 2 years years; original statements Members, Planning Commission are filed with FPPC; GC Members, City Manager, City §81009(f) & (g) Treasurer & City Attorney) City Clerk CC-054 FPPC Form 801 (Gift to Agency 7 4-years 7 4-years Mag, Must post on website; GC Report) Ppr §81009(e) City Clerk CC-055 FPPC Form 802 (Tickets Provided 7 years 7 years Mag, Must post on website for 4 by Agency Report) Ppr years; GC §81009(e) City Clerk CC-056 FPPC Form 803 (Behested 7 years 7 years Mag, FPPC Regulation Payment Report) Ppr 18734(c); GC §81009e FPPC Form 806 (Agency Report of Mag, Must post on website; 2 City Clerk CC-057 Public Official Appointments) 7 years 7 years Ppr CCR 18702.5(b)(3); GC §34090; GC §81009(e) Franchise Agreements - Bid Opening Bid Opening City Clerk CC-058 Unsuccessful bids (e.g. Cable + 2 years + 2 years Ppr GC § 34090 TV, Electric, Gas, etc.) historical significance; Mag, records can address a City Clerk CC-061 Historical Records P P Mfr, OD, S No variety of subjects and Ppr media. Some media (e.g. audio and video tape) may be limited because of the Mag, City Clerk CC-065 Minutes: City Council P P Yes (all) Mfr, OD, S No GC §34090 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 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 OD S=Scan Imaged & C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Municipal Code Administration, When No When No Mag, (transmittals to Codifier City Clerk CC-066 Distribution, etc. Longer Longer Ppr and departments); GC § Required Required Municipal Code Supplement When No When No Mag, (transmittals to Codifier City Clerk CC-067 Books Longer Longer Ppr and departments); GC § Required Required Statute of Limitations: Oaths of Office - City Council and "City Mag, Public official misconduct City Clerk CC-068 Volunteers (required of all Separation + Separation + Mfr, OD, S / I Yes: After is discovery of offense + 4 Officers", Elected and Boards & 6 years 6 years P p QC & OD years, retirement benefits Commissions) is 6 years from last action; GC §§36507, 34090; PC Mag, City Clerk CC-069 Ordinances P P Yes (all) Mfr, OD, S No GC §34090 et. seq. Ppr Petitions (submitted to Council on any subject - Dog Parks, Parking, Department preference; City Clerk CC-071 , . Traffic Calmingetc) 2 years 2 years Ppr Law requires 1 year for See Elections for Initiative, Recall petitions; GC §50115 or Referendum Petitions Property Deeds / Offers of Mag, City Clerk is OFR and City Clerk CC-072 Dedication: Processed (presented P P Mfr, OD, S / I No maintains them to Council) Ppr permanently; GC §34090 Publications issued by the City - Mag, Yes: After City Clerk determines City Clerk CC-073 Historically Significant 2 years P P Mfr, OD, S / I QC & OD historical significance; 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 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 OD S=Scan Imaged & C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio City Clerk CC-074 Real Estate Surplus Property 2 years P P Mfrag, S / I Yes: After '& GC §34090 Sales Ppr QC OD Records Management: Mag, Yes: After Department preference; City Clerk CC-075 Destruction Lists / Retention 2 years P P Mfr, OD, S / I QC & OD GC §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 Licenses / Encroachments (see Mag, Yes: After Not all Encroachment City Clerk CC-077 Public Works for utility 2 years P P Yes (all) Mfr, OD, S / I QC & OD permits are submitted to encroachments, wide load permits, Ppr Council; GC § 34090 etc.) City Clerk CC-078 Scan Logs P P Mag, S Yes: After Department Preference; Ppr 1 year GC §34090 City Clerk CC-079 Streets: Vacations 2 years P P Yes (all) Mag, Mfr, OD, S / I Yes: After Department preference; Ppr QC & OD GC §34090 Subpoenas (Miscellaneous), Mag 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 Mfrag, S / I Yes: After '& GC §34090 City Ppr QC OD City Clerk CC-082 Utilities Administration 2 years 2 years Mag' GC § 34090 (Correspondence with PUC, etc.) 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: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Classification Records Description Retention /Disposition Comments /Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off -site, Vital? after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan C'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 impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Transfer to Transfer to Mag, City Clerk CC-083 Vehicle Titles / Pink Slips Mfr, OD, S No GC §34090 New Owner New Owner 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or c 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 Re wired 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 City CM-003 (directly to and from Council 2 years 2 years Mag, Ppr GC §34090 Council Members) Office City Manager & City CM-004 City Manager's Correspondence 2 years 2 years Mag, Ppr GC §34090 Council Office City Manager & Minimum 2 Minimum 2 Mag, Mfr, Yes: After Department City CM-005 Department Files years years OD, Ppr S QC Preference; GC Council §34090 Office City Of UVVI I MLA challenges Manager & Diversity, Equity and Inclusion City CM-006 Committee Agendas, Agenda Minimum 2 Minimum 2 Mag, Ppr must be filed Council Packets years years within 30 or 90 Office days of action; 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or c City Manager & Diversity, Equity and Inclusion Mag, Mfr, Yes: After Department City CM-007 Committee Minutes P P Yes OD, Ppr S QC & OD Preference; GC Council §34090 Office City Manager & Economic Development Advisory 01 UM i MUL challenges City CM-008 Commission Agendas, Agenda Minimum 2 Minimum 2 Mag, Ppr must be filed Council Packets years years within 30 or 90 Office days of action; City Manager & Economic Development Advisory Mag, Mfr, Yes: After Department City CM-009 Commission Minutes P P Yes OD, Ppr S QC & OD Preference; GC Council §34090 Office City Manager & Maddy Act List (Board and City CM-010 Commission Vacancies) 2 years 2 years Mag, Ppr GC §34090 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 Department City CM-012 Project / Program Working Files Mag, Ppr Preference; GC Council years years §34090 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or c City historical Manager & Public Relations - City Produced Minimum 2 Minimum 2 significance. City CM-013 Publications, Press Releases, years years Mag, Ppr Transfer Council Photos historical Office City Manager & Recruitments for Boards and City CM-014 Commissions, Advisory Boards: 2 years 2 years Mag, Ppr GC §34090 Council Applications, Interview Notes, etc. Office City Notes, drafts, Manager & Speeches / PowerPoint When No When No or preliminary City CM-015 Presentations Longer Longer Mag, Ppr documents; GC Council Required Required §34090 et seq. Office MEDIA and COMMUNICATIONS Boards, Commissions, & City Committees: AUDIO preference; Manager / CW-016 RECORDINGS or VIDEO 4 years 4 years Tape State law only Media & (Mag) requires for 30 Commun. RECORDINGS of Meetings / days for audio Audio Tapes City City Council AUDIO preference; Manager / CW-017 RECORDINGS or VIDEO 4 years 4 years Tape State law only Media & RECORDINGS of Meetings / (Mag) requires for 30 Commun. Audio Tapes days for audio City Department Manager / CW-018 Community Cable Advisory Minimum 2 Minimum 2 Yes (all) Mag, Ppr preference; GC Media & Council Agenda Packets years years §34090 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or c City Manager / CW-019 Community Cable Advisory P P Mag, Mfr, S / I No GC §34090 Media & Council Minutes & Bylaws OD, Ppr Commun. City Department Manager / Community Programming / Preference; GC Media & CW-020 Government Access Channel / 2 years 2 years Mag, Ppr §§34090 et Commun. Cable TV Programming seq., 34090.6 and 34090.7 City Legislation (Correspondence from Manager / CW-021 the City Supporting or Opposing 2 years 2 years 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com leti CITY TREASURER City Treasurer CT-001 Bank Statements 7 years 7 years Mag, Ppr preference; GC City Checks - Cashed (maintained by Mag, Mfr, Yes: After preference; Meets Treasurer CT-002 the bank) 7 years 7 years OD, Ppr S QC municipal government auditing standards; City Historical Treasurers Records Mag, Mfr, Department Treasurer CT-003 (samples of old Leather-bound P P OD, Ppr S No preference; GC books, etc.) §34090 City Investment Committee Agenda Minimum 2 Minimum 2 Department Treasurer CT-004 packets years years Yes (all) Mag, Ppr preference; GC §34090 City CT-005 Investment Committee Minutes P P Mag, Mfr, S / I No GC §34090 Treasurer & Bylaws OD, Ppr Investments / Certificates of preference; Meets City Deposit (CDs) / Advisor Reports Yes: Until municipal government Treasurer CT-006 and Statements /Trade Tickets / 7 years 7 years Paid Mag, Ppr auditing standards; LAIF (Local Agency Investment GC §34090, CCP § Fund) City Receipts (Citations, Outside Firm Mag, Mfr, Yes: After WdWiRnR preference; Meets Treasurer CT-007 Collections, Property Tax, Sales 7 years 7 years OD, Ppr S QC municipal government Tax, Utility Tax, etc.) auditing standards; City Treasurer's Report preference; Meets Treasurer CT-008 (Also in City Council Agenda 7 years 7 years Mag, Ppr municipal government Packet) auditing standards; 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: 5/7/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-2 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com leb City Mag, Mfr, Yes: After preference; Meets Treasurer CT-009 Voided Checks 7 years 7 years OD, P S QC municipal government auditing standards; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-1 LIBRARY AND RECREATION Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com LIBRARY Brown Act Community Arts & Culture Advisory challenges must be Services / CS-001 Committee Agendas, Agenda Minimum 2 Minimum 2 Mag, Ppr filed within 30 or 90 Library Packets years years days of action; GC §§34090, 54960.1(c)(1) Community Arts &Culture Advisory Mag, Mfr, Yes: After Department Services / CS-002 Committee Minutes P P Yes OD, Ppr S QC & OD Preference; GC Library §34090 Community Disruptive Patrons /Patron Minimum 2 Minimum 2 Mag, Mfr, Department Services / CS-003 Complaints / Incident Reports years years OD, Ppr S / I Preference; GC Library §34090 El Segundo Unified School Department Finance CS-004 District School Libraries 2 years 2 years Mag. Ppr preference for Management Invoices, Backups auditing purposes; and Copies of Checks GC §34090.7 Department Community preference; meets Services / CS-005 Gifts to Library 2 years 3 years 5 years Mag. Ppr municipal Library government auditing 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-2 LIBRARY AND RECREATION Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), Per California State CLLS (California Library Library Records Community Literacy Services); CLSA Final Final Management Services / CS-006 (California Library Services Act) Expenditure Expenditure Mag, Mfr, S Program Library and PLF (Public Library + 5 years + 5 years OD, Ppr Requirements (April Foundation) ONLY. For all 27, 1998); GC others, follow City-wide §34090 Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance Community Historical Records of Significant Mag, Mfr, Department Services / CS-007 Historical Value P P Yes OD, Ppr S No Preference; GC Library §34090 Community Inter -Library Loan Records - Department Services / CS-008 Reports to the State Library (for 5 years 5 years Mag, Ppr preference to ensure Library reimbursement) reimbursements; GC §34090 Community Services / CS-009 Internet User Statistics 2 years 2 years Mag, Ppr GC §34090 Library 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-3 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Brown Act Community challenges must be Services / CS-010 Library Board of Trustees Minimum 2 Minimum 2 Mag, Ppr filed within 30 or 90 Library Agendas, Agenda Packets years years days of action; GC §§34090, 54960.1(c)(1) Community Library Board of Trustees Mag, Mfr, Yes: After Department Services / CS-011 Minutes P P Yes OD, Ppr S QC & OD Preference; GC Library §34090 Community Indefinite - Indefinite - Data Fields / Services / CS-012 Library Management System / Minimum 2 Minimum 2 Yes Mag, Ppr Records are Library Database years years interrelated; GC §34090 Preliminary / Transitory Community When No When No documents not Services / CS-013 Patron Applications for Library Longer Longer Mag, Ppr retained in the Library Cards Required Required ordinary course of business (entered into database); GC §34090 Preliminary / Transitory Community Program Sign Ups (e.g. When No When No documents not Services / CS-014 Summer Reading) Longer Longer Mag, Ppr retained in the Library Required Required ordinary course of business; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-4 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Community Release Forms (Photos of Yes: Services / CS-015 Children, etc.) 2 years 2 years Before Mag, Ppr GC §34090 Library Event Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA Volunteer Applications & Inactive / Inactive / (Age) requires 3 Lead CS-016 Agreements /Reserves - Separation + Separation + Mag, Mfr, S/I Yes: After years for promotion, Division Successful Applicants 3 years 3 years OD, Ppr QC & OD demotion, transfer, selection, or discharge; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-5 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA Volunteer Applications & (Age) requires 3 Lead CS-017 Agreements / Reserves - 3 years 3 years Ppr years for promotion, Division Unsuccessful Applicants demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 RECREATION Community Department Services / CS-018 Activity Guide / Class P P Mag, Mfr, S/1 Yes: After preference for Recreation Schedules OD, Ppr QC & OD historical value; GC §34090 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 Camps, Field Trips, Authorization to give Medicine, 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-6 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Community Services / CS-020 Daily Vehicle Inspections 2 years 2 years Ppr GC §34090 Recreation Facility Use Permits and Community Equipment Applications, Books, Yes: Services / CS-021 Alcoholic Beverage Applications 2 years 2 years Before Mag, Ppr GC §34090 Recreation Includes Certificates of Event Insurance Community Termination Termination Department Services / CS-022 Lifeguard Certifications + 3 years + 3 years Mag, Ppr Preference; GC Recreation §34090 Community Outreach / Community Referrals Services / CS-023 / Correspondence 2 years 2 years Ppr GC §34090 Recreation Community Privilege Suspension Record Minimum 2 Minimum 2 Services / CS-024 (Difficult Participants) years years Mag, Ppr GC §34090 Recreation Community The detail is NOT Services / CS-025 Receipts / Daily Deposits (Detail 2 years 2 years MaPpr forwarded to Recreation Backup) Finance-, GC §34090 et seq. Community Recreation & Parks Services / CS-026 Commission P P Mag, Mfr, S/I Yes: After GC §34090 Recreation MINUTES, BYLAWS OD, Ppr QC & OD Community Commission Minimum 2 Minimum 2 Department Services / CS-027 AGENDAS, AGENDA years years Mag, Ppr Preference; GC Recreationlz=rt, §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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-7 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Community Indefinite - Indefinite - Department Services / CS-028 Recreation Database Minimum 2 Minimum 2 Mag Preference; data is Recreation years years interrelated; GC §34090 Community Services / CS-029 Special Event Permits 2 years 2 years Ppr GC §34090 Recreation Community Sports - Rosters, Waivers, Services / CS-030 Applications, Ejection Letters, 2 years 2 years Mag, Ppr GC §34090 Recreation etc., Preliminary Drafts / Community Transitory records Services / CS-031 Surveys / Evaluations (Program 2 years 2 years Mag, Ppr not retained in the Recreation Feedback or Evaluations) ordinary course of business; GC §34090 Community Services / Health Department e Recreation Swimming Pool Chemical regulations; 8 CCR OR Public CS-032 Readings & Additions 5 years 5 years Mag, Ppr §3195.12; GC Works / §34090 Governmen t Buildings Community Health Department Services / CS-033 Swimming Pool Incidents 5 years 5 years Mag, Ppr regulations; 8 CCR Recreation §3195.12; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-8 LIBRARY AND RECREATION Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Community Department Services / CS-034 Transportation Dial -A -Ride 5 years 5 years Mag, Ppr Preference for grant Recreation Applications funding audits; GC §34090 Community Department Services / CS-035 Transportation Dial -A -Ride 5 years 5 years Mag, Ppr Preference for grant Recreation Monthly Reports - Transit funding audits; GC §34090 Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requireslife Community Transportation Dial -A -Ride Disposal of Disposal of of vehicle; OSHA Services / CS-036 Vehicle & Equipment History Vehicle + 2 Vehicle + 2 Mag, Ppr requires 1 year; 8 Recreation Files years years CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Transportation Dial -A -Ride Community Vehicle Safety Checks / Daily Services / CS-037 Vehicle Inspections / Daily 2 years 2 years Ppr 13 CCR 1234(c); Recreation Equipment Checks / CHP GC§34090 Inspections / Pre -Trip Inspections 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-9 LIBRARY AND RECREATION Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper (OFR) (in office) (Off -site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Community Transportation Shuttles: Beach, Department Services / CS-038 Lunchtime, etc. - Daily Logs, 5 years 5 years Ppr Preference for grant Recreation Passenger Counts, etc. funding audits; GC §34090 Vehicle Safety Checks / Daily Community Vehicle Inspections / Daily 13 CCR 1234(c); Services / CS-039 Equipment Checks / CHP 2 years 2 years Ppr GC§34090 Recreation Inspections / Pre -Trip Inspections Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA Volunteer Applications & Inactive / Inactive / (Age) requires 3 Lead CS-040 Agreements /Reserves - Separation + Separation + Mag, Mfr, S/I Yes: After years for promotion, Division Successful Applicants 3 years 3 years OD, Ppr QC & OD demotion, transfer, selection, or discharge; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-10 LIBRARY AND RECREATION Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Destroy Inactive Image: Paper (OFR) Active Storage Total Vital? Media 1=Import after (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan Cd? 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA Volunteer Applications & (Age) requires 3 Lead CS-041 Agreements / Reserves - 3 years 3 years Ppr years for promotion, Division Unsuccessful Applicants demotion, transfer, selection, or discharge; 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 organizations) 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or co BUILDING SAFETY Department Preference - Data is Develop. interrelated; Services / DS-001 Building Permit Database Indefinite - Indefinite - Yes (all) Mag Permits are Building Permanent Permanent Required for Safety the Life of the Structure; GC §34090-1 H&S §19850 Building Permits / Building Address Files - Permanent Documents Permits & Attachments, Certificate Develop. of Occupancy, Geotechnical / Mag, Department Services / DS-002 Geological Reports, Grading P P Yes Mfr, OD, S / I Yes: After preference; GC Building Permits, Lab Test Reports, P r p QC & OD §34090-1 H&S Safety Structural Observation Reports, §19850 Sile Plans Special Inspection Reports, Soils Reports, Structural Observation Reports, Final Inspection Reports Preliminary Develop. draft not Services / DS-003 Building Plans -Expired Expiration + 6 Expiration + Mag, Ppr retained in the Building months 6 months ordinary course Safety of business; GC §34090 et seq. 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-2 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Preliminary Develop. draft not Services / DS-004 Building Plans - Withdrawn Upon Upon Mag, Ppr retained in the Building Withdrawal Withdrawal ordinary course Safety of business; GC §34090 et seq. Department preference; plans are not required to be submitted for these projects, Develop. Building Plans and Construction but if they are, Services / Documents - Finalled - SINGLE Mag' Yes: After the CBC Building DS-005 FAMILY RESIDENTIAL - SFR and P P Yes (all) Mfr, OD, S / I QC & OD requires they Safety APPURTENANCES Ppr be retained for at least completion + 180 days; H&S§19850; CBC §§104.7 & 107.5; 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-3 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Department Building Plans and Construction Preference; Documents - Finalled - Law requires Develop. INDUSTRIAL, COMMERCIAL, for the life of Services / MULTI -FAMILY DWELLINGS, Mag, : YesAfter '& the building for Building DS-006 PLACES OF PUBLIC P P Yes (all) Mfr, OD, S / I QC OD commercial Safety ACCOMMODATION, TENANT Ppr only; =CBC.7 §§104§§104 & IMPROVEMENTS, PRODUCTION 107.5-1 HOMES H&S§19850, GC §34090 Develop. Minimum Minimum Mag' Services / DS-007 California Building Codes (CBC, While While Mfr, OD, S / I Yes: After GC §50022.6 Building etc.) Ordinance is Ordinance is Ppr QC & OD Safety in Force in Force Develop. Minimum Minimum Services / DS-008 Complaints (Written Close + 2 Close + 2 Mag, Ppr GC §34090 Building correspondence received or sent) Safety years years Develop. Services / DS-009 Covenants P P Yes Mfr, S / I Yes: After GC §34090(a) Building Ppr QC & OD Safety Develop. Inspection Construction Notices Department Services / / Inspection Notices Until Cleared Until Cleared Preference Building DS-010 (correction notices, compliance or Project or Project Mag, Ppr (preliminary Safety orders, stop work notices, etc.) Completion Completion documents);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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-4 Office of Retention Records Description Retention /Disposition Comments / Record No. Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Develop. Mag' Department Services / DS-011 Modification Approvals / Deviations P P Yes Mfr, OD, S / I Yes: After preference; GC Building from Code Requirements Ppr QC & OD §34090 Safety Develop. Plan Check Review/ Plan Review / Project Project Mag, Department Services / DS-012 Extension of Time for Permit or Completion or Completion Yes Mfr, OD, S / I Yes: After preference; GC Building Plans Upon or Upon Ppr QC & OD §34090; H&S Safety Expiration Expiration §19850 Develop. Requests & Permissions to Services / Building DS-013 Receive Copies of Plans (to and 2 years 2 years Mag, Ppr GC §34090 Safety from architects) 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-5 Office of Retention Comments / Records Description Retention /Disposition Record No. Reference Destroy Inactive Image: Paper Active Storage Total Media 1=Import (OFR) Vital? after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or co CODE ENFORCEMENT Department preference; Case is open until satisfactorily Develop. Code Enforcement / Abatement resolved (some Services / Case Files Minimum Minimum Yes: Until Mag, Yes: After cases are not Code DS-014 Close + 2 Close + 2 Resolution Mfr, OD, S / I QC & OD resolved); City Enforce. (Includes appeals and Code years years Ppr Clerk maintains Enforcement Complaint Letters) original staff reports and resolutions that are presented to Council; GC §34090 Develop. Code Enforcement / Abatement Services / Case Files Yes: Until Mag' Yes: After Code DS-015 P P Resolution Mfr, S / I QC & OD GC §34090 P, pr Enforce. Liens & Releases 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-6 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or co DEVELOPMENT / PRIVATE DEVELOPMENT Statute of Limitations for Errors & Omissions is 10 Private Development Projects / Job years; Files: Administration File Published Audit Standards=4-7 Construction Inspections, Photos, years; Statute Develop. / Private Lab Verifications, Testing Upon Completion + Yes: Until of Limitations: Private DS-016 Lab Final Reports Completion 10 years 10 years Completed Mag, Ppr Contracts & Develop. Spec's=4 years, Examples: CUPs, Lot Line Wrongful Death=comp. + Adjustments, Specific Plans, Split 5 years, Lots, TPMs, TSMs Developers=co mp. + 10 years; CCP §337 et. seq., 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-7 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Private Development Projects / Job Files: Permanent Files Drainage, Encroachments, Rights Department of Way, Soils Reports, Stormwater, preference; Develop. / etc. Upon Yes: Until Mag, Yes: After retained for Private DS-017 Copies of Deeds, Dedications, Completion P P Completed Mfr, OD, S/I QC & OD disaster Develop. Easements, Abandonments (City Ppr preparedness Clerk is OFR) purposes; GC §34090 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 Consolidated Services / DS-018 and the related Action Plans /PHA Expiration of Plan + 5 Mag, Ppr Plan Housing Plans Plan + 5 year years Requirement; 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-8 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co HUD requires 5 years after the project completion; documents imposing recapture / resale 5 years after 5 years after restrictions are the the 5 years after Housing Programs: Affordability Affordability the affordability All, including Home Repair, Low- Period Period period Develop. Mod, CalHome, CDBG & HOME Terminates, or Terminates, Yes: After terminates; Services / DS-019 the Written or the Written MfO r, OD, S QC & OD Uniform Admin. Housing WITH Recapture or Resale Agreement Agreement Ppr Requirements Restrictions Terminates, Terminates, for Grants to Whichever is Whichever is Local Longer Longer Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-9 Office of Retention Records Description Retention /Disposition Comments / Record No. Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after Housing Programs: All, including the affordability Home Repair, Low -Mod, CalHome, period Develop. CDBG & HOME Loan Pay-off Loan Pay-off Mag' Yes: After terminates; Services / DS-020 + 5 years + 5 years Mfr, OD, S / I QC & OD Uniform Admin. Housing NO RECAPTURE / RESALE Ppr Requirements RESTRICTIONS for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Develop. HUD Reports (ALL Reports to Department Services / DS-021 HUD ) 5 years 5 years Mag, Ppr preference; ; Housing 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 0 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Develop. Senior Housing / Park Vista Department Services / DS-022 Apartments (Property Management 5 years 5 years Mag, Ppr preference; ; Housing / Tenant Records, Income GC §34090 Verifications, etc. are Contracted) Develop. Senior Housing Board (Park Vista) Minimum 2 Minimum 2 Department Services / DS-023 AGENDAS, AGENDA PACKETS years years Mag, Ppr Preference; GC Housing §34090 Senior Housing Board (Park Vista) Yes: After Services / DS-024 MINUTES, BYLAWS P P Mfr, S/I QC & OD GC §34090 Housin Ppr PLANNING Develop. Mag' Services / DS-025 Annexations / Boundaries / 2 years P P Mfr S / I Yes: After Land Records; Planning Planning & Consolidations / LAFCO I QC & OD GC §34090 City Clerk Develop. Mag, Yes: After Department Services / DS-026 Congestion Management Plan. P P Mfr, OD, S / I QC & OD Preference; GC Planning Ppr §34090 The final Develop. decision is filed Services / DS-027 Director Hearings / Adjustments 2 years 2 years Mag, Ppr in the Project Planning Entitlement Folder; 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 1 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Usually filed in the project file; Final Environmental Determinations: environmental Develop. Environmental Impact Reports Mag, determinations Services / DS-028 (EIRs), Negative Declarations, etc. P P Mfr, OD, S / I Yes: After are required to Planning ) Ppr QC & OD be kept a "reasonable Inside City Boundaries period of time"; 14 CCR §15095(c); GC §34090 Non -records; Environmental Determinations: EIRs and Develop. Environmental Impact Reports When No When No Negative Services / DS-029 (EIRs), Negative Declarations, etc. Longer Longer Ppr, OD Declarations Planning ) Required Required within the City Outside City Boundaries Boundaries are with the project file 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-12 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Not all internal communication s and notes are required to be saved; "E-mails that do not provide insight into the project or the agency's CEQA compliance with Environmental Determinations: respect to the Environmental Impact Reports Project Project project — are (EIRs), Negative Declarations, etc. not within the Develop. /CEQA / NEPA Approval or Approval or Mag, scope of Services / DS-030 Correspondence and staff notes Denial + 2 Denial + 2 Ppr section Planning that provide insight into the project years years 21167.6, or the agency's CEQA compliance subdivision (e) with respect to the project and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,E 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 3 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Develop. When No When No Preliminary Services / DS-031 General Plan Working Papers Longer Longer Mag, Ppr drafts; GC Planning Required Re wired §34090 Develop. General Plan, Elements and Mag, Yes: After Department Services / DS-032 Amendments P P Yes (all) Mfr, OD, S / I QC & OD preference; GC Planning Ppr §34090 Develop. Mag, Yes: After Department Services / DS-033 Land Use Studies / Plans / Reports P P Mfr, OD, S / I QC & OD preference; GC Planning Ppr §34090 Develop. Master Plans, Specific Plans, Mag' Yes: After Department Services / DS-034 Bikeway Plans, etc. P P Mfr, OD, S / I QC & OD Preference; GC Planning Ppr §34090 Develop. Miscellaneous Planning Research Minimum 2 Minimum 2 , Mag Yes: After Department Services / DS-035 Projects (by property address) years years Mfr, OD, S / I QC & OD preference GC Planning Ppr §34090 et seq. Department preference - Copies (the Develop. Mag' original Staff Services / DS-036 Planning Commission Agenda P P Yes (all) Mfr, OD, S / I Yes: After Reports are Planning Packets Ppr QC & OD filed in the Project Entitlement Folder); GC §34090.7 p. Planning Commission Minutes & Serve) DS-037 P P MMag, S / I No GC §34090 Planning Bylaws 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-14 Office of Retention Records Description Retention /Disposition Comments / Record No. Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Develop. Mag, GC §34090 et Services / DS-038 Planning Commission Resolutions P P Yes Mfr, OD, S No Planning Ppr seq. Department Planning Project Files - preference; Permanent Entitlements (All) Department maintains complete files (Includes Associated Conditions of for Approval, Environmental administrative Determinations, Staff Reports, purposes; Final Develop. Plans & Maps, copies of Mag, e Yes: After environmental Services / DS-039 Resolutions and Ordinances) 2 years P P Yes Mfr, OD, S / I QC & OD determinations Planning Ppr are required to Examples: Conditional Use be kept a Permits (CUPs), Design Review, "reasonable Lot Line Adjustments, Parcel Maps, period of time"; Site Plans, Tentative Subdivisions, CCR Variances, Zone Changes, Zone §1 095 Text Amendments, etc. C§§3 G0 C§§34090, 34090.7 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 5 Office of Retention Records Description Retention /Disposition Comments / Record No. Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Various benchmarks Preliminary Application Form are placed (required for a housing using the Develop. development project that includes number of Services / DS-039.5 residential units; form is provided 5 years 5 years Mag, Ppr residential Planning by California Department of dwelling units Housing & Community on the project Development site within the last five years; GC §34090, Department preference; Develop. Preliminary Review File (No Final When No When No Preliminary Services / DS-040 Application) Longer Longer Mag, Ppr Documents (no Planning Required Required application submitted); GC §34090 Develop. Project Log Index /Spreadsheet / Mag, Yes: After Department Services / DS-041 Binders of Historic Actions P P Yes Mfr, OD, S / I QC & OD Preference; GC Planning Ppr 134090 Develop. Regional Organizational Studies & When No When No Non -records; Services / DS-042 Programs where other Agencies Longer Longer Mag, Ppr GC §34090 et Planning are the Lead (e.g. Air Quality Required Required seq. Studies, etc.) Develop. Special Studies (Not related to a Mag, Yes: After Department Services / DS-043 specific project) P P Yes Mfr, OD, S / I QC & OD Preference; GC Planning 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-16 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Temporary Temporary Use Permits / Special uses; Use Permits / Temporary I Department Develop. Entitlements: Yes: maintains Services / DS-044 2 years 2 years During Mag, Ppr complete files Planning Christmas Tree Lots, Ambient Event for Sound, Banners, Pumpkin Lots, administrative Outdoor Events, etc. purposes; GC§§34090 Copies - City Clerk DS-045 Zoning Amendments, Zoning Text When No M Mag, Ppr Copies; GC Amendments Longer §34090.7 Required Develop. Mag, Yes: After GC §34090 et Services / DS-046 Zoning Conformance P P Yes Mfr, OD, S / I QC & OD seq. Planning Ppr Department Preference; City Clerk Develop. Zoning Maps of Significant Mag, Yes: After Maintains Services / DS-047 Historical Value P P Mfr, OD, S / I QC & OD originals of all Planning Ppr documents that were presented to Council; GC §34090.7 RESIDENTIAL SOUND INSULATION When No When No Airport DS-048 Airport Noise Documents Longer Longer Mag, Ppr Non -records Required Required EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 7 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Department Preference; Statute of Limitations is 4 years; 10 years Develop. for Errors & Services / Contractor Correspondence / Omissions; land Residential DS-049 Project Administration 10 years 10 years Mag, Ppr records are Sound permanent by Insulation law; CCP §§337. 337.1(a), 337.15, 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 8 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Develop. After FAA After FAA Governments is Services / Audit, if Audit, if 3 years from Residential DS-050 FAA Financial Information / Grant 2 years Required - required - Mag, Ppr expenditure Sound Funding Minimum 5 Minimum 5 report or final Insulation years years payment ofgrantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A- 133.320(g); GC §34090; GC §8546.7 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: 5/7/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-1 9 Office of Retention Comments / Record No. Records Description Retention /Disposition Reference 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 & C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or co Develop. Services / List of Projects (Historical Excel Department Residential DS-051 File) P P Mag, Ppr preference; GC Sound §34090 Insulation Department Develop. Residential Sound Insulation preference; Services / Homeowner File / RSI Homeowner Project Project covers all Residential DS-052 File (for each property) /Window & Completion + Completion + Mag, Ppr warrantee Sound Door Replacements 10 years 10 years periods; CCP Insulation §337 et. seq., GC §34090 Develop. Standard Specifications Used for Services / Residential Sound Insulation /RSI Department Residential DS-053 projects (provided by the City to P P Mag, Ppr preference; GC Sound Contractors) §34090 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic FINANCE/MANAGEMENT Finance / Audit Reports / Annual Mag, Mfr, Yes: After Standard within the Mgmt. FIN-001 Comprehensive Financial Report 10 years P P OD, Ppr S / I QC & OD profession; GC §34090 (ACFR) Finance / Audit Work Papers / Audit Meets municipal Mgmt. FIN-002 Schedules 2 years 3 years 5 years Mag, Ppr government auditing standards; GC §34090 Bank Statements, Fiscal Agent Meets municipal Statements, Trustee Statements, government auditing Finance / FIN-002.5 Investment Account Statements, 5 years 5 years Mag, Ppr standards; Statute of Mgmt. Pars Statements, Bank Limitations is 4 years; Reconciliations, etc. GC §34090, CCP § 337 Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local Bonds: Debt Official Statements Cancellat., Cancellat., governments are 10 Finance / FIN-003 Certificates of Participations Redemption 1 years Redemption Yes: Until Mag, Ppr years; There are Mgmt. ( COPs) or Maturity or Maturity + Maturity specific requirements 10 years for disposal of unused bonds; CCP §§336(a)&(b); 26 CFR 1.6001-1(e):337.5(a); GC §§34090, 43900 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Finance / Yes: Mag, Mfr, Yes: After Must be filed with Mgmt. FIN-004 Budgets - Adopted / Final P P Current OD, Ppr S / I QC & OD County Auditor; GC Fiscal Year §34090, 40802, 53901 Data Fields / Records Indefinite - Indefinite - are interrelated; Grant - Finance / FIN-005 Financial Services Database Minimum 7 Minimum 7 Yes Mag funded invoices are 7 Mgmt. years; meets municipal years years government auditing standards; GC §34090 Finance / Golf Course Subcommittee Minimum 2 Minimum 2 Department Mgmt. FIN-006 AGENDAS, AGENDA PACKETS years years Mag, Ppr Preference; GC §34090 Finance / FIN-007 Golf Course Subcommittee P P Mag, Mfr, S No GC §34090 Mgmt. MINUTES, BYLAWS OD, Ppr Meets municipal government auditing Finance / FIN-008 Journal Entries / Back Up 5 years 5 years Mag, Ppr standards; Statute of Mgmt. Documents / Budget Adjustments Limitations is 4 years; GC §34090, CCP § 337 Finance / Meets auditing Mgmt. FIN-009 Management Audit Letters 5 years 5 years Mag, Ppr requirements; GC §34090 Department Finance / FIN-010 Management Reports / Measure "A" 5 years P P Mag, Mfr, S / I Yes: After preference; Meets Mgmt. / Single Audits OD, Ppr QC & OD auditing requirements; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Reports / Finance Reports Preliminary drafts (the Finance / created from Database / When No When No database is the Mgmt. FIN-011 Registers - Balance Sheet, Longer Longer Mag, Ppr original); GC §34090 et Revenue, Expenditure. Trial Required Required Balance, etc. seq. Finance / Reports: Annual State or Mag, Mfr, Yes: After Department Mgmt. FIN-012 Federal: State Controller's 5 years 5 years OD, Ppr S / I QC & OD preference; GC §34090 Report, Street Report, etc. Finance / FIN-013 Reports: Year-end General 5 years 5 years Mag, Mfr, S / I Yes: After Department Mgmt. Ledger OD, Ppr QC & OD preference; 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic FINANCE/ ACCOUNTS PAYABLE IRS: 4 years after tax is due or paid (longer for Finance / 1099's, 1096, DE542 (California auditing & contractor Accounts FIN-014 Report of Independent 5 years 5 years Mag, Ppr delinquency); Ca. FTB: Payable Contractors) 3 years; 26 CFR 31.6001-1, R&T §19530, GC §34090 GRANT -FUNDED Vendor File / Finance / Accounts Payable / Check Meets municipal Accounts FIN-015 Copies / Invoices and Backup / 2 years 5 years 7 years Yes: Until Mag, Mfr, S / I Yes: After government auditing Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD standards; GC §34090 Card Receipts / Travel Reimbursement NOT GRANT FUNDED Vendor Finance / File / Accounts Payable / Check Meets municipal Accounts FIN-016 Copies / Invoices and Backup / 2 years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After government auditing Payable Credit Card Statements / Credit Paid OD, Ppr QC & OD standards; GC §34090 Card Receipts / Travel Reimbursement Finance / Vendor Vendor Mag, Mfr, Yes: After Meets IRS Auditing Accounts FIN-017 W-9s Inactive + 3 Inactive + 3 OD, Ppr S / I QC & OD Standards; GC §34090 Payable years ears Finance / Warrant (Check) Register (Detail) Department Accounts FIN-018 - Includes Grant Funded and Non 2 years 5 years 7 years Mag, Ppr preference; GC §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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic FINANCE / BUSINESS SERVICES Finance / Accounts Receivable (Cash Yes: Until Department Business FIN-019 Receipts Paramedic Billing, TOT, 2 years 3 years 5 years Paid Mag, Ppr preference; GC §34090 Services etc.) Meets Municipal Finance / Government auditing Business FIN-020 Accounts Receivable Write -Offs 5 years 5 years Mag, Ppr standards (negative Services (due to non-payment) information remains on credit ratings for 7 years); GC §34090 Finance / Business License Applications, Meets auditing Business FIN-021 Licenses and Renewals, Letters 5 years 5 years Mag, Ppr standards; GC §34090 Services et seq. Data Fields / Records Finance / Indefinite - Indefinite - are interrelated; Grant - Business FIN-022 Business License Database Minimum 7 Minimum 7 Yes Mag funded invoices are 7 Services years years years; meets municipal government auditing standards; GC §34090 Department Preference Finance / (negative information Business FIN-023 Collection Agency Assignments 5 years 5 years Mag, Ppr remains on credit Services reports for 7 years); GC §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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic FINANCE/PAYROLL Department Finance / Batch Activity Reports / Payroll preference; meets Payroll FIN-024 Processing File 2 years 3 years 5 years Mag, Ppr municipal government auditing standards; GC §34090 Department Finance / Checks / Warrants (Payroll Only) preference; meets Payroll FIN-025 / Cancelled Checks 2 years 3 years 5 years Mag, Ppr municipal government auditing standards; GC §34090 Department preference; IRS: 4 yrs DE-6, DE-7, DE-9, DE-34, DE-43, after tax is due or paid; W-3 & DE-166, 941 Forms, Ca. FTB: 3 years; Finance / FIN-026 PERS / FICA & Medicare 2 years 3 years 5 years Yes Current Mag, Ppr Articles show 7 years; Payroll Adjustments - Quarterly Payroll Year 26 CFR 31.6001-1, Tax Returns / OASDI, Federal R&T §19530; 29 CFR Tax Deposits, Adjustments, etc. 516.5 - 516.6, 29 USC 436, GC §34090 26CFR31.6001-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Department preference; IRS Regulations for W-4s: four years after the due Payroll Employee File: Benefit date of such tax for the Finance / FIN-027 Deduction Authorizations, Separation + Separation + Mag, Ppr return period to which Payroll Garnishments, etc. 5 years 5 years the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001- 1 GC §60201 GC §34090 Department Finance / Payroll Processing Report / preference; meets Payroll FIN-028 Payroll Registers / Payroll Check 2 years 3 years 5 years Mag, Ppr municipal government Registers / Earnings Register auditing standards; GC §34090 Department preference; IRS: 4 yrs after tax is due or paid; Finance / PERS Report - Retirement Ca. FTB: 3 years; Payroll FIN-029 Reports (CaIPERS) 2 years 3 years 5 years Mag, Ppr Articles show 7 years; 26 CFR 31.6001-1, R&T §19530-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Finance / FIN-030 Timecards / Timesheets 2 years 3 years 5 years Mag, Ppr Articles show 7 years; Payroll 26 CFR 31.6001-1, R&T §19530-1 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 26CFR31.6001-1 Department preference; IRS: 4 yrs after tax is due or paid; Finance / Ca. FTB: 3 years; Payroll FIN-031 W-2's 2 years 3 years 5 years Mag, Ppr Articles show 7 years; 26 CFR 31.6001-1, R&T §19530-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Comments / Retention No. Records Description Retention /Disposition Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) Vital .? (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Department preference; IRS lNo Regulation 31-6001-1 four years after the due date of such tax for the Finance / No Longer in Longer in Mag, Mfr, Yes: After return period to which Payroll FIN-032 W-4s Effect + 4 Effect + 4 OD, Ppr S / I QC & OD the records relate, or years years the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic PURCHASING Finance / Informal Bids & Quotes from Department preference Purchasing FIN-033 Vendors (Quotes may be 2 years 3 years 5 years Mag, Ppr for grant auditing submitted by the Department) purposes; GC §34090 Finance / Purchase Orders, Requisitions, Yes: Until Mag, Mfr, Yes: After Meets municipal Purchasing FIN-034 Quotes, Change Orders 2 years 3 years 5 years Paid OD, Ppr S / I QC & OD government auditing standards; GC §34090 Finance / Yes: Until Mag, Mfr, Yes: After Meets municipal Purchasing FIN-035 Surplus Property Disposal / Sale 2 years 3 years 5 years Paid OD, Ppr S / I QC & OD government auditing standards; GC §34090 Finance / When No When No Transitory / preliminary Purchasing FIN-036 Vendor List Longer Longer Mag, Ppr drafts; GC §34090 Required Required 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letic UTILITY BILLING Finance / Bankruptcies (Where City does Department Utility FIN-037 not pursue a claim) 5 years 5 years Mag, Ppr preference; GC §34090 Billing Transitory records not retained in the ordinary Finance / Billing Registers / Reports, Daily When No When No course of business; Utility FIN-038 Update, Bank Draft, Adjustment Longer Longer Mag, Ppr Financial system Billing Posting, etc. Required Required qualifies as a trusted system and can re- create reports accurately; GC §34090 Finance / Checks deposited to Bank (City These are bank Utility FIN-039 scans them for the Bank, rather Follow Bank Follow Bank Mag, Ppr instruments, and not Billing than physically taking the checks Instructions Instructions City records; per bank to the bank to deposit them.) agreement. Department Preference Finance / Collection Agency Assignments / (negative information Utility FIN-040 Write Offs 5 years 5 years Mag, Ppr remains on credit Billing reports for 7 years); GC §34090 et seq. Finance / Transitory records not Utility FIN-041 Payment Stubs (mailed) / Utility 4 months 4 months MagPpr retained in the ordinary Billing Receipts course of business,; GC §34090 Finance / Prop 218 Notices: Master Mailing Utility FIN-042 List 2 years 2 years Ppr GC §34090 Billing 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-12 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Finance / Transitory records not Utility FIN-043 Prop 218 Notices: Undeliverable 3 months 3 months Ppr retained in the ordinary Billing Mail course of business; GC §34090 Finance / Yes: Until Meets municipal Utility FIN-044 Returned Checks (NSF, etc.) 5 years 5 years Paid Mag, Ppr government auditing Billing standards; GC §34090 Finance / Department Utility FIN-045 Service Applications 5 years 5 years Mag, Ppr preference; GC §34090 Billing Data Fields / Records Finance / Indefinite - Indefinite - are interrelated; Grant - Utility FIN-046 Utility Billing Database Minimum 7 Minimum 7 Yes Mag funded invoices are 7 Billing years years years; meets municipal government auditing standards; GC §34090 Finance / Utility Users Tax Exemptions Close + 5 Close + 5 Department Utility FIN-047 (Low Income / Senior / Disabled) years years Mag, Ppr preference; GC §34090 Billing Finance / Water Billing: Appeals - Payment Final Final Mag, Documented or Utility FIN-048 Delinquency & Impending Decision + 2 Decision + 2 Ppr, Mfr, S / I Yes: After attached to Customer Billing Discontinuation years years OD QC & OD Record in database GC §34090; H&S §116908 Finance / Water Billing: Auto -Billing Mag' Yes: After '& Utility FIN-049 Authorizations 2 years 2 years Ppr, Mfr, S / I QC OD GC §34090 Billing OD 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-13 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letio Finance / Water Billing: Non-payment When No When No Mag, Documented or Utility FIN-050 Notices / Notice of Payment Longer Longer Ppr, Mfr, S / I Yes: After attached to Customer Billing Delinquency Delinquency & Impending Required Required OD QC & OD Record in database GC (Initial, Final) §34090; H&S §116908 Finance / Water Billing: NSF Checks / When No When No Mag, Documented or Utility FIN-051 Adjustments to Customer Longer Longer Ppr, Mfr, S / I Yes: After attached to Customer Billing accounts Required Required OD QC & OD Record in database GC §34090; H&S §116908 Finance / Water Billing: Payment Plans: Expiration or Expiration or Mag, Documented or Utility FIN-052 Amortization, Alternative Completion Completion Ppr, Mfr, S / I Yes: After attached to Customer Billing Payment Plans, Deferrals, etc. of Payment of Payment OD QC & OD Record in database GC Plan Plan §34090; H&S §116910 Finance / Water Billing: Policy on When When Mag, Must post to Website; Utility FIN-053 Discontinuation of Residential Superseded; Superseded; Ppr, Mfr, S / I Yes: After H&S §116906; GC Billing Service for Nonpayment Minimum 2 Minimum 2 OD QC & OD §34090 years ears Finance / Water Billing: Report of Annual Minimum 2 Minimum 2 Mag, Yes: After Must post to Website; Utility FIN-054 Discontinuations of Residential Ppr, Mfr, S / I QC & OD H&S §116918; GC Billing Service years years OD §34090 Finance / City preference for Utility FIN-055 Water Turn On / Turn Offs 5 years 5 years Mag, Ppr drinking water Billing (includes Work Orders) regulations; CCP 338 et seg., 340 et 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion . FIRE / EMERGENCY MEDICAL SERVICES Controlled Substance Logs, Department Preference - Controlled Fire / FR-000 Inventories /Ambulance Inventory 2 years 2 years Mag, substances are required for 2 years EMS Logs Ppr after inventory or transaction; 21 CFR §1304.04, 1310.04-1 GC §34690 Fire / FR-001 EMS / Paramedic Training Records 4 years 4 years Mag' 22 CCR 100395, GC §34090 EMS / Continuing Education Ppr Fire / Mag Statute of Limitations for health EMS FR-002 EMS Complaints 3 years 3 years Ppr' providers is 3 years; 13 CCR 1100.7, GC §34090 Fire / HIPAA Policies and Procedures Superseded Superseded Mag, Yes: EMS FR-003 (Health Insurance Portability and + 6 years + 6 years Mfr, OD, S After 1 45 CFR 164.5300) Accountability Act) Ppr year 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . 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", California Paramedic Release Forms (EMS Healthcare Association recommends Mag, Yes: Acute Care Facilities retain adult Fire / FR-004 transportation): ADULTS 7 years 7 years Mfr, OD, S After 1 records for ten years following EMS Includes e-PCR Database / Ppr year discharge; Juvenile records are Electronic Patient Care Report required until patient becomes 18 Database years old; Statute of Limitations for health providers is 3 years; Federal law requires 3 years, HIPAA provides privacy regulations for patient's health records; 13 CFR 1100.7, CCP §340.5, GC §34090-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . 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", California Paramedic Release Forms (EMS Healthcare Association recommends transportation): MINORS / Mag, Yes: Acute Care Facilities retain adult Fire / FR-005 JUVENILES 20 years 20 years Mfr, OD, S After 1 records for ten years following EMS Includes e-PCR Database / Ppr year discharge; Juvenile records are Electronic Patient Care Report required until patient becomes 18 Database years old; Statute of Limitations for health providers is 3 years; Federal law requires 3 years, HIPAA provides privacy regulations for patient's health records; 13 CFR 1100.7, CCP §340.5, GC §34090-1 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion . FIRE ADMINISTRATION Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform All -Hazards Incident Management Admin. Requirements for Grants to Fire / Team (AHIMT) Mag, Yes: Local Governments is 3 years from Admin. FR-006 10 years 10 years Mfr, OD, S / i After QC expenditure report or final payment of Partially Funded by FEMA / OES Ppr & OD grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133.320(g); GC §34090; GC §8546.7 Department preference; Background Packets - EEOC/FLSA/ADEA (Age) requires 3 UNSUCCESSFUL Applicants years for promotion, demotion, Fire / FR-007 4 years 4 years Mag, transfer, selection, or discharge; Admin. (Successful Applicants are sent to Ppr State Law requires 4 years; 29 CFR Human Resources) 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Fire / Billing: Alarms, Annual Mag' Department preference (meets Admin. FR-008 Inspections, Life & Safety 5 years 5 years Ppr municipal government auditing Inspections, Sprinkler Testing, etc. standards); GC §34090 Citizen's Emergency Response Fire / Training / Neighborhood Training Mag, Yes: Admin. FR-009 5 years 5 years Mfr, OD, S / i After QC Department Preference; GC §34090 Disaster Service Worker Ppr & OD Certification, Roster, 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Destroy Image: Inactive Paper Active Total Media 1=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 Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Department Preference; OSHA requires 5 years for safety records; 8 Fire / Department Safety Committee Mag, Yes: CCR §3203 et seq., 8 CCR Admin. FR-010 Minutes 5 years 5 years Mfr, OD, S / i After QC 14300.33(a); 29 CFR 1627.3(b)(2), Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44-1 LC §6429(c); GC §§12946, 12960, 34090 When When Fire / Emergency Plans / Disaster Superseded - Superseded Mag, Yes: Admin. FR-011 Preparedness Manuals, etc. Minimum 2 Minimum 2 Mfr, OD, S / i After QC Department Preference; GC §34090 Ppr & OD years years Department preference to allow for FEMA audits (up to 6 years & 3 3 years After 3 years After months from the date of the final FEMA Reports / FEMA Reimburse- Reimburse - inspection report); Uniform Admin. Fire / FR-012 Reimbursements / EOC Activations ment, ment, Mag, Requirements for Grants to Local Admin. / Cal OES Strike Team Minimum 10 Minimum 10 Ppr Governments is 3 years from Reimbursements expenditure report or final payment of years years grantee or subgrantee; (Also See Grants on City-wide); GC §34090 et seq. Indefinite - Indefinite - Data is interrelated; If used for Life of the Life of the Inspections, California Fire Code Structure or Structure or requires 5 years or Life of the F Fire / FireAdmi FR-013 Fire RMS Incident Database Activity, or Activity, or Yes Mag Structure or Activity for Approvals, Minimum 5 Minimum 5 Inspections, Fires, Modification / years, years, Alternative Methods or Materials; Whichever is Whichever is CFC §§ 104.6 — 104.6.4; GC §34090 Longer Longer 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Fire / Admin. OR Fire When No When No Mag, Preventio FR-014 Fire Incident Reports Longer Longer Mfr, OD, Department preference; data is in n or Required Required Ppr RMS database; GC §34090 et seq. Police (for Arson) Fire / Mag, Ye Department Preference (rated every Admin. FR-015 ISO Insurance Ratings 15 years 15 years Mf, S / i After QC 10 years); GC §34090 Ppr & OD Memoranda of Understanding Copies - Copies - Mag, Originals Maintained by City Clerk or City Clerk FR-016 (MOUs) /Mutual Aid Agreements / When No When No Mfr, OD, County Clerk of the Board Joint Power Authorities LonRequired er Ppr Permanently; GC §34090.7 Requireder Fire / FR-017 Programs and Projects Minimum 2 Minimum 2 Mag, Department Preference; GC § 34090 Admin. years ears Ppr et seq. Fire / FR-018 Requests for Copies of Incident 2 years 2 years Ppr GC §34090 Admin. Reports Department preference; Claims can Human Respiratory Fit Tests for Breathing Send to Send to Mag' be made for 30 years for toxic Resource FR-019 Apparatus Human Human Ppr substance exposure; 8 CCR s Resources Resources §3204(d)(1) et seq., GC §§12946, 12960, 34090 Fire / Admin. FR-020 Staff Meeting Minutes 2 years 2 years Yes Ppr 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Destroy Image: Inactive Paper Active Total Media 1=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 Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion . FIRE / Environmental Safe -CUPA Certified Unified Pro ram A encies Department preference for Fire / Mag, Yes: environmental contamination Environ. FR-021 Business Inspections P P Mfr, OD, S / i After QC investigations; Reporting is required Safety Ppr & OD for 5 years, enforcement actions for 3 years after resolved; GC §26202, 34090; 27 CCR 15188(a) Fire / Chemical Inventory Reporting / Mag, Yes: Department preference; NPDES Environ. FR-022 New Construction, Site Minimum 3 Minimum 3 Mfr, OD, S / i After QC Monitoring records required for 3 Safety Assessments years years Ppr & OD years; 40 CFR §§122.21, 122.41; GC §34090 Fire / CUPA Self -Audit, State Summary Mag, GC §§26202, 60201 et seq.; 27 CCR Environ. FR-023 Report 5 years 5 years Ppr 15188(a), 15280(a)(2) Safety Enforcement Files / Notice of Violation / Compliance History / Enforcement Actions / Hazardous Fire / Materials Enforcement Actions / Mag, Yes: Environ. FR-024 Hazardous Waste Enforcement 5 years P P Yes Mfr, OD, S / i After QC Department Preference; GC §34090 Safety Actions Ppr & OD (Except UST Violations Resulting in a Release - see Site Mitigation) Fire / Hazardous Materials Disclosures / Indefinite - Indefinite - Data Fields / Records are Environ. FR-025 Business Emergency Plans Permanent Permanent Yes Mag interrelated; GC §34090 Safety Fire / Hazardous Materials Notifications / Mag, Yes: Environ. FR-026 Hazardous Waste Treatment P P Mfr, OD, S / i After QC Department Preference; GC §34090 Safety Notifications Ppr & OD 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Fire / Environ. Department preference; Claims can Safety & Mag, Yes: be made for 30 years for toxic Fire FR-027 Hazardous Materials Responses P P Mfr, OD, S / i After QC substance exposure; 8 CCR Marshal / Ppr & OD §3204(d)(1) et seq., GC §§12946, Fire 12960, 34090 Preventio n Fire / Lab Data / Sampling Data (by Mag, Yes: Department preference; Monitoring Environ. FR-028 address) P P Mfr, OD, S / i After QC records required for 3 years; 40 CFR Safety Ppr & OD §§122.21, 122.41 Site Assessments / Mitigations Department Preference; Claims can Fire / (Contaminated Soil, UST Closures Mag, Yes: 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. 12960 34090 FIRE MARSHAL / FIRE PREVENTION Commun. Copies - Copies - Mag, Yes: Develop. / FR-030 Alarm Plans and Sprinkler Plans When No When No Mfr, OD, S / i After Department Preference; GC Building (large format drawings) Longer Longer Ppr & OD D §34090.7 Required Required Fire / Fire Annual Fire Inspections / Business Until Until Marshal & Inspection Files / Annual Building Building Mag, Yes: Required for the Life of the Structure Fire FR-031 Inspections, Life & Safety Demolished - Demolished Mfr, OD, S / i After QC or Activity, or Minimum 5 years CFC Preventio Inspections (Approvals, Minimum 5 Minimum 5 Ppr & OD §§ 104.6 — 104.6.4 Inspections, Fires, Modification / n Alternative Methods or Materials) 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Fire / Fire Marshal & Citations /Notice of Violations (Fire Minimum 2 Minimum 2 Mag, Yes: Fire FR-032 Department) years years Mfr, OD, S / i After QC Department preference; GC §34090 Preventio Ppr & OD n Fire / CUPA & Department preference; Claims can Fire Mag, Yes: 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, Preventio 12960, 34090 n Fire / Fire Fire Code Permits / Film Permits, Marshal & Special Event Permits (assembly Expiration + Expiration + Yes: Mag, Fire FR-034 permits, candle permits, tent 2 years 2 years Before Ppr GC §34090 et seq. Preventio permits, fire hydrant use, open Event n I flame, etc.) Fire / Fire Marshal & Investigation Reports - Capital Mag, Yes: Department Preference (no statute of Fire FR-035 Crimes & Suspected Capital P P Mfr, OD, S / i After QC limitations on these incidents/crimes); Preventio Crimes (Arson, etc.) Ppr & OD California Fire Code requires 3 years; CFC §§ 104.6 — 104.6.4, GC §34090 n Fire / Fire Investigation Reports - Criminal & Marshal & Citations (Administrative, Mag, Department Preference; California Fire FR-036 Infraction, or Misdemeanor), 5 years 5 years Ppr Fire Code requires 3 years; CFC §§ Preventio 104.6 — 104.6.4, GC §34090 Service Requests n 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Communit Copies - Copies - y Develop FR-037 Plan Checks / Conditions of When No When No Mag, Copies; GC §34090.7 / Building Approval Longer Longer Ppr Required Required Fire /Fire Marshal & Public Information / Education Minimum 2 Minimum 2 Mag, Fire FR-038 (when produced internally) years years Ppr Department Preference; GC §34090 Preventio n Communit Copies - Copies - Mag, Yes: y Develop FR-039 Record Drawings ("As-Builts") and When No When No Mfr, OD, S / i After QC Copies; GC §34090.7 / Building CAD drawings of buildings Longer Longer Ppr & OD Required Required OPERATIONS / SUPPRESSION Apparatus & Equipment (LARGE) Department Preference to be in Fire / Records & Testing Disposal + 2 Disposal + 2 Mag, compliance with NFPA Standards for Operation FR-040 Ppr in-service automotive fire apparatus ; s Years years NFPA 1911.4.7.3 & Annex C.5 GC Ladder, Hose, Pump Testing §34090 Department Preference; OSHA requires 5 years for safety records; 8 Human Personnel Training File - Tests, Separation + Separation + Mag, Yes: CCR §3203 et seq., 8 CCR Resource FR-041 Bulletins, Certificates, Field 5 years 5 years Mfr, OD, S / i After QC 14300.33(a); 29 CFR 1627.3(b)(2), s Training, etc. Ppr & OD 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 Fire / When When Mag, Operation FR-042 Pre -Fire Plans Superseded Superseded Ppr GC §34090 et seq. s 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: 5/7/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-11 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Active Inactive Total Media 1=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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Expiration of Expiration of Fire / Operation FR-043 Self-contained Breathing Apparatus Certificate - Certificate - Mag, Certificates are issued for 3-5 years; (SCBA) and Bottles Minimum 2 Minimum 2 Ppr GC §34090 et. seq. s years ears Fire / Station Log Books (Incidents - kept Mag' Retained for historical and Operation FR-044 at Fire Stations) 2 years P P Mfrr,,pOD, S/I No administrative value; GC §34090 Lead Vehicle Safety Checks / Daily Dept. FR-045 Vehicle Inspections / Daily 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion) HUMAN RESOURCES Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Classification / Reorganization transfer, selection, or Human Studies (for employee Minimum 3 Minimum 3 discharge; State Law Resources HR-001 classifications and department years years Mag, Ppr requires 2 -3 years; structures) 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 Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for Human Classification Specifications / Job Minimum Minimum Mag, Mfr, Yes: After 1 promotion, demotion, Resources HR-002 Descriptions Superseded Superseded OD, Ppr S / I year transfer, selection, or + 4 years + 4 years discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or Human discharge; State Law Resources HR-004 Compensation Surveys & Studies 3 years 3 years Mag, Ppr requires 2 -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 Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human HR-005 Confidential Investigations Separation + Separation + Yes: Until Mag, Ppr transfer, selection, or Resources 6 years 6 years Separation discharge; State Law requires 4 -years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Human Resources HR-007 DMV - Addition, Deletion Form 2 years 2 years Mag, Ppr 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department preference; Transitory or source records not retained in When When the ordinary course of Human DMV-Pull Notices, Waivers for Superseded Superseded business; CHP audits Resources HR-008 Pull Notices or or Mag Ppr every 2 years; Bureau of Separated Separated National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc., 1 year Drug Testing Program / DOT for negative tests; EEOC Human Testing - Eligible Pool Lists, Drug / FLSA / ADEA (Age) Resources HR-009 & Alcohol Test Results, Training, 2 years 3 years 5 years Mag Ppr requires 3 years physical BIT Inspections, etc. examinations; State 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. 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) All State and Federal Equal Opportunity Employment - laws require retention Complaints / California Civil until final disposition of Human Rights Department (CRD) / Minimum Minimum formal complaint; State Resources HR-010 Department of Fair Employment Separation + Separation + Mag, Ppr requires 4 years after "fully & Housing (DFEH or EEOC) 4 years 4 years and finally Claims / Harassment Claims disposed"; 2 CCR 1101(c); GC §§12946, 12960, 34090 Human Equal Opportunity Employment - 29 CFR 1602.30; 29 CFR Resources HR-011 EEOC Reports (EEO-4 Reports); 3 years 3 years Mag, Ppr 1602.31, 29 CFR EDD Reports 1602.32; GC §34090 Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human HR-012 Grievances Separation + Separation + Yes: Until Mag, Ppr transfer, selection, or Resources 6 years 6 years Separation discharge; State Law requires 4 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other Human HR-013 I-9s Separation + Separation + Mag, Mfr, S / Yes: —After forms of employment Resources 3 years 3 years OD, Ppr QC & OD inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090; INA 274A(b)(3); INS Rule 274a.l (b)(2) Department preference (protects City in the event of past employee misconduct); State law requires 4 years after a LiveScan Fingerprint Clearance personnel action; DOJ Human HR-014 Forms - for Employees, Separation + Separation Mag, Ppr allows retention for Resources Contractors, Volunteers, Interns 4 years + 4 years legitimate business needs; must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Human HR-015 Negotiation Binders / Notes, Side 10 years 10 years Yes while Mag, Ppr Department preference; Resources Letters, Correspondence, etc. current GC §34090 Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) Personnel Files -All Employees requires 3 years for Human Separation + Separation + Yes: Until Mag, Mfr, Yes: —After promotion, demotion, Resources HR-017 (Part-time employee's files are 1 year 5 years 6 years Separation OD, Ppr S / i QC & OD transfer, selection, or forwarded to Human Resources discharge; State Law when they are Separated) requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) Personnel Files - Fire requires 3 years for Human Department Background Files Separation + Separation + Yes: Until Mag, Mfr, Yes: —After promotion, demotion, Resources HR-018 (Successful Applicants) 1 year 5 years 6 years Separation OD, Ppr S / i QC & OD transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Department preference; Separation + Files maintained 29 years, 30 yOeRars, separately; Claims can Personnel Files - Medical OR be made for 30 years for Human Records (all employees) Separation + Termination Termination Yes: Until Mag, Mfr, Yes: —After toxic substance Resources HR-019 1 year of Benefits + of Benefits + Separation OD, Ppr S / � QC & OD exposure; 8 CCR Includes Breathing Apparatus Fit 5 years 5ars ye §3204(d)(1) et seq., 8 Tests & LiveScan Log (whichever (whichever CCR 5144, 8 CCR is longer) is longer) 15400.2; 29 CFR 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 Human HR-020 Recruitment Database - NeoGov 4 years 4 years Mag, Ppr years; 29 CFR 1602 et Resources seq & 1627.3(a)(5) and (6), 2 CCR 11013(c); 8 CCR §11040(7.( c)), GC §§12946,12960, 34090 Recruitment Files - Full-time Department preference; Employees EEOC / FLSA / ADEA (Age) requires 1-3 years; (Includes Applications State Law requires 4 Human HR-021 (Unsuccessful), Advertisements, Minimum 4 Minimum 4 Mag, Ppr years; 29 CFR 1602 et Resources Job Brochures, Test Data, Rating years years seq & 1627.3(a)(5) and Sheets, Questions, Eligible Lists, (6), 2 CCR 11013(c); 8 Reference Checks, Background CCR Checks from Fire or PD, etc.) §11040(7.( c)), GC §§12946,12960, 34090 Studies & Surveys Conducted on Human HR-022 Behalf of the City (Attrition, Minimum 3 1 Minimum 3 MagPpr ' p Department preference; Resources Benefits, Succession Planning, years years 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Storage Total Vital .? Media 1=Import Paper after (in office) (Off -site, Retention Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not 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. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department Preference; OSHA requires 5 years for safety records; -Calif. Labor Division is required to keep their OSHA records 7 years; Ethics Training - Harassment Training is 5 years; Prevention and Violence in the EEOC/FLSA/ADEA (Age) Workplace (for others, see the requires 3 years for Human HR-023 City-wide Schedule) 5 years 5 years Mag, Mfr, S / i Yes: —After promotion, demotion, Resources OD, Ppr QC & OD transfer, selection, or (Attendance Rosters, Outlines discharge; State Law and Materials) requires 4 years; 8 CCR §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) Not an Agency record / Verifications of Employment, When No When No Content does NOT relate Human HR-023.5 Child Support, etc. (From Longer Longer Mag Ppr in a substantive way to Resources lenders or other outside Required Required the conduct of the companies) public's business; GC §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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) Department preference; Claims can be made for Workers' Compensation or 29 years, Separation + 30 years for toxic Disability Claims / Employee or OR 30 years, substance exposure; Volunteer Accident Reports Termination OR Claims are required for Human HR-024 Until Closed of Benefits + Termination Mag, Mfr, S / Yes: —After five years after the end of Resources Includes all Employee Accident, 5 years of Benefits + OD, Ppr QC & OD compensation, or injury, Incident, or Injury Reports, (whichever 5 years whichever is longer8 Refusal of Medical Treatment of is longer) (whichever CCR 5144, 8 CCR an Industrial Accident is longer) 15400.2; 29 CFR 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: 5/7/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1 Office of Retention Records Description Retention / 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 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 completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). INFORMATION TECHNOLOGY SERVICES DEPARTMENT Information Backups / Computer When No When No Used for Disaster Recovery Purposes Technology ITS-001 Backups (ALL Disaster Longer Longer Yes Mag. Only; Considered a copy and can be Services Recovery Computer Required Required destroyed when no longer required; GC Backups) §34090 et seq. Information Enterprise System Catalogue Technology ITS-003 (posted on line) 2 years 2 years Mag, Ppr GC §34090 et seq. Services Information Network Configuration Maps When No When No Preliminary documents not retained in Technology ITS-004 &Plans Longer Longer Yes Mag. the ordinary course of business; GC Services Required Required §34090 et seq. Information Software Licenses, When No When No Department preference; GC §34090 et Technology ITS-005 Warrantees, Installation Longer Longer Mag. Services Media Used Used seq. UNALTERABLE MEDIA/ For legal compliance for Trustworthy IMMUTABLE CLOUD Electronic Records (when the electronic Information BACKUP / (WORM / DVD-r / record serves as the official record); Technology ITS-006 CD-r / Blue Ray-R) or other P P OD must be stored in a "safe and separate Services unalterable media that does location"; GC 34090, 12168.7, EVC not permit additions, 1550, 2 CCR 22620 et seq deletions, or changes 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion . POLICE ADMINISTRATION / CHIEF / INTERNAL INVESTIGATIONS / SUPPORT SERVICES DOJ manages the sale and Police / Concealed Weapon Permits (CCW) - Expiration + Expiration + transfer of firearms; Non- Admin PD-001 Civilians / Retirees 2 years 2 years Ppr records (State is OFR); most agencies retain for 2 years; GC §34090 Police / PD-002 Crime Statistics / Uniform Crime 5 years P P Mag, Mfr, S / I Yes: After Historical Value; GC Admin Reporting (UCR): ANNUAL OD, Ppr QC & OD §34090 Crime Statistics / Uniform Crime 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. Homeless Services: Supportive Requirements for Grants to Police / Housing, Outreach, Rapid Re- Local Governments is 3 Admin PD-004 housing, Continuing Care Grants, 5 years 5 years Mag, Ppr years from expenditure etc. report or final payment of grantee or 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. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 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, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Department Preference; State & Federal laws require retention until final Internal Investigations: Sustained disposition of formal Police / WITHOUT Sustained Finding of Final Final complaint; State requires 2 Admin PD-005 Misconduct as defined in PC Disposition Disposition Mag, Ppr years after action is taken; §832.7, Not Sustained and Officer + 5 years + 5 years Statute of Limitations is 4 Involved Shootings years for misconduct; EVC §1045(b)(1), GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 Internal Investigations: Sustained Police / WITH Sustained Finding of Final Final Admin PD-005.1 Misconduct as defined in PC Disposition Disposition Mag, Ppr PC §832.7; GC §34090 + 15 years + 15 years §832.7 Original Workers Police / PD-006 Light Duty Reports 2 years 2 years Ppr Compensation part of Admin Personnel file; GC §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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 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 OD S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA (Age) requires 3 years for Police / PD-007 POST Data, Files and Printouts Separation + Separation + Mag, Mfr, S / I Yes: After promotion, demotion, Admin (Training Courses) 5 years 5 years OD, Ppr QC & OD transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Report to the State Commission on Peace Officer Standards and Police / PD-007.5 Training (POST Commission) of 2 years 2 years Mag, Mfr, S / I Yes: After GC §34090 Admin peace officer employment, OD, Ppr QC & OD compliant, finding, disposition, or judgement pursuant to §PC 13510.9 Department Preference; EEOC's basic requirement Yes: is 1 year after action; Police / PD-008 Work Assignments (Schedules) 7 years 7 years Current Ppr Bureau of National Affairs Admin Schedule recommends 2 years for only work schedules; 29 CFR 516.6(1), 29 CFR 1602.14, 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion . ANIMAL REGULATION Police / Animal PD-009 Animal Licenses 2 years 2 years Mag, Ppr GC §34090 Reg. Police / Animal Control County Reports / Animal PD-010 Lists 2 years 2 years Mag, Ppr GC §34090 Reg. Police / Animals - Record of All Efforts to FA §§31108.3 and 31752.1; Animal PD-010.1 Contact Owner and/or Microchip's 2 years 2 years Mag, Ppr GC §34090 Re PrimarV Re istrant INVESTIGATIONS ALL Background Checks for Business Expiration of Expiration of Police / PD-011 Licenses: Bingo, Massage License + 2 License + 2 Mag, Mfr, S / I Yes: After GC §34090 Investig. Technicians & Parlors, Peddlers, OD, Ppr QC & OD Taxi, etc. years years Police / PD-012 Background Files - CCW, Separation + Separation + Mag, Mfr, S / I Yes: After Retained for administrative Investig. Employees, Volunteers & Reservists 30 years 30 years OD, Ppr QC & OD value; GC §34090 Police / PD-013 Background Files - U Visas, T-Visas 4 years 4 years Mag, Mfr, S / I Yes: After Per Immigration; GC Investig. with INS Letters / Victims of Crime OD, Ppr QC & OD §34090 Department Preference; EEOC / FLSA / ADEA (Age) Police / Background Files - Unsuccessful requires 3 years; State Law Investig. PD-014 Applicants (Not Hired) 5 years 5 years requires 4 years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Police / Field Interview Cards (may include Mag, Mfr, Yes: After Notes destroyed in the Investig. PD-015 photos) 1 year 1 year OD, Ppr S / I QC & OD regular course of business; GC §34090 et seq. When No When No Based on DOJ Inventory Police / PD-016 Guns: Dealers Record of Sale Longer Longer Mag, Ppr Requirements; Some Investig. Required Required dealers have an automated link to DOJ; GC §34090 Misleading, obsolete or unreliable information is Police / required to be destroyed; Investig. PD-017 Intelligence Reports 5 years 5 years Mag, Ppr remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC 34090 RECORDS and PROPERTY Police / Follows Follows Yes: Records PD-018 Arrest Reports (LA County Booking Retention of Retention of Before Mag, Mfr, S / I Yes: After Department Preference; GC & Prop. #) Crime Crime Disposition OD, Ppr QC & OD §34090 Report Re ort Finance PD-019 Auction Receipts & Records 4 years 4 years Ppr Consistent with auditing (Evidence) standards; GC §34090 Police / PD-020 Background Clearance Letters (Not 3 years 3 years Mag, Mfr, S / I Yes: After Department preference; GC Investig. Employees) OD, Ppr QC & OD §34090 Police / Citations: Marijuana Citations or Records PD-021 Reports (less than 28.5 grams) 2 years 2 years Mag, Ppr GC §34090, H&S §11361.5 & 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 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, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Police / Statute of Limitations is up Records PD-022 Citations: Misdemeanor Traffic, 2 years 2 years Mag, Ppr to two years; Also See & Prop. Parking, or Criminal Crime Reports; GC §34090, PC §802 Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are Police / Crime Reports: Felonies and 7 years or 7 years or Yes: not historically significant, Records PD-023 Misdemeanors - ALL except those upon DOJ upon DOJ Before Mag, Mfr, S / I Yes: After and it is not classified under & Prop. otherwise specifically mentioned in Notification Notification Disposition OD, Ppr QC & OD PC §800 & 290 and H&S this retention schedule §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after agel8; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Department Preference; Police / Abuse, Sexual Assault & Neglect, Yes: Mag, Mfr, Yes: After Most have no limitations on Records PD-024 Rape, Misuse of Public Funds, Train- P P Before OD, Ppr S / I QC & OD commencement of action; & Prop. wrecking, Treason, Suicide, Officer Disposition PC §§ 261, 286, 288, 288a, Involved shootings (Crimes Subject 288.5, 289, 289.5, and 799 to Death Penalty or without statute of Limitations) 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) OD Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Conviction Conviction Police / Crime Reports: Marijuana less than or Arrest (if or Arrest (if Mag, Mfr, Yes: (Courts and other Agencies "Shall" Records PD-025 285 grams . No No OD, Ppr S / I When destroy); H&S§ & Prop. Conviction) Conviction) Inactive 11361.5 et seq., GC§3409 + 2 years + 2 Vears Crime Reports: Misdemeanor Police / Marijuana §11357(e) - Juvenile on Offender is Offender is Yes: Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Records PD-026 School Grounds during School 18 Years 18 Years Before OD, Ppr S / I QC & OD destroy); H&S§ & Prop. Hours (with procedure in H&S Old Old Disposition 11361.5 et seq., 11357(e) 11361.5 Police / Crime Reports: Missing Person 2 years or Yes: Mag, Mfr, Yes: After Dept. Preference; Also see Records PD-027 Reports (unsolved) Until P P Before OD, Ppr S / I QC & OD Crime Reports; GC §34090 & Prop. Located Disposition Police / Crime Reports: Public Assist and Mag, Mfr, Also see Crime Reports; Records PD-028 other Non -Criminal Police Contact 2 years 2 years OD, Ppr GC §34090 & Prop. Reports "shall" destroy; Individual Police / Date of Date of petitions District Attorney; Crime Reports: Sealed Cases Mag, Mfr, PD concurs that person is Records PD-029 ("Factual Innocence") Arrest + 3 Arrest + 3 OD, Ppr factually innocent, then & Prop. years years seals record; GC §34090; PC §851.8(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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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 OD S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Statute of Limitations runs Crime Reports: Sealed Cases (e.g. up to age 22, or within five Juveniles) Except those with years of date of discovery of Police / Childhood Sexual Assault, Child Sealing date Sealing date Mag, Mfr, injury / illness occurring after age of majority, Records PD-030 Abuse or Severe Neglect, + 5 years (or + 5 years (or OD, Ppr whichever is later Sealing & Prop. (Substantiated),outstanding stolen Court Order) Court Order) for Juveniles and Wards of property, including firearms, or lost the Court retained for 5 firearms years; CCP §§340.1, GC §34090; W&I §781(d) Police / Crime Reports: Sealed Juvenile Age of Age of Yes: Mag, Mfr, Records PD-030.1 and Ward Cases - Childhood Sexual Majority + 22 Majority + 22 Before OD, Ppr CCP §§340.1, GC §34090 & Prop. Assault years years Disposition Police / Crime Reports: Vacatur Relief Individual petitions Court Records PD-030.5 Granted by Court - Victim of Court Order Court Order Mag, Mfr, ("Shall" Destroy); GC & Prop. Human Trag (Nonviolent Trafficking + 1 year y + 1 year Y OD, Ppr p §34090; PC §§236.14(k); Crimes) 236.15(k) Police / Records PD-031 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by & Prop. Lists DOJ; GC §34090 Department Preference Police / (follows crime report Records PD-032 Drug Registrants (maintained in 5 years 5 years Mag, Ppr retention); Registration is & Prop. RMS) required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 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, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Police / (Criminal (Criminal Statute of Limitations is 1 Records PD-033 Evidence Sheets (Property cards Report Report Ppr year for property seized by & Prop. and records) Retention) Retention) officers; CCP §340(d); GC §34090 If artifact over $10,000, artifact is permanent - Police / Evidence Sheets: Found Property Statute of Limitations is up Records PD-034 Lawfully disposed (over $10,000) 2 years P P Mag, Ppr to 3 years (recovery from & Prop. seized property by police is 1 year); CCP §338(c), 340(4), 341(a); GC §34090 If artifact over $10,000, artifact is permanent - Police / Evidence Sheets: Found Property Statute of Limitations is up Records PD-035 Lawfully disposed (under $10,000) 2 years 2 years Mag, Ppr to 3 years (recovery from & Prop. seized property by police is 1 year); CCP §338(c), 340(4), 341(a); GC §34090 Police / Gang Registrants: Adults & Minimum 5 Minimum 5 Mag, Mfr, Yes: Department Preference Records PD-035.2 Juveniles years years OD, Ppr S / I After QC (registration pursuant to PC & OD 186.3(a)); GC §34090 Police / Officer Recordings: Body -Worn Records PD-036 Cameras — LOGS of Access or P P Mag, PC§ 832.18(b)(5)(E); GC & Prop. Deletion of Data §34090.6 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Officer Recordings: Body -Worn Follows Follows Police / Cameras -that ARE evidence, retention for retention for PC§ 832.18(b)(5)(B)&(C); Records PD-037 Officer Involved Shootings / Evidence, Evidence, Mag, GC §34090.6 et seq. & Prop. Minimum 2 Minimum 2 Detention or Arrest /Complaints years years Police / Officer Recordings: Body -Worn PC§ 832.18(b)(5)(A); GC Records PD-038 Cameras - that are NOT evidence 60 days 60 days Mag, §34090.6 et seq. & Prop. Department preference; Police / Officer Recordings: Mobile Recordings that become Records PD-039 Audio/Video Recordings that are not 1 year 1 year Mag evidence are stored with & Prop. evidence evidence; consistent with Lexipol requirements; GC §34090.6(a) Police / Officer Recordings: Drone When No When No Does not record regular and Records PD-039.5 (Unmanned Aerial Vehicle) Longer Longer Mag ongoing operations; GC & Prop. Recordings Required Required §34090.6 et seq, Department Preference; Non -records used for Police / investigations; Originals Records PD-040 Pawn Slips / Secondhand 2 years 2 years Ppr entered into the State & Prop. Automated Property System; most agencies retain for 2 years; GC §34090 Police / Follows Follows Records PD-041 Photos: Crime Scenes Retention of Retention of Mag, Mfr, S / I Yes: After See appropriate Crime & Prop. Crime Crime OD, Ppr QC & OD Report Report Re ort 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Classification Record OR Records Description Retention /Disposition Comments /Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged & 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 completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Police / Mag, Mfr, Yes: After Retained for administrative Records PD-042 Photos: Mug Shots P P OD, Ppr S / I QC & OD value; GC §34090 & Prop. Police / Department Preference; GC Records PD-043 Photos: Request Forms 2 years 2 years Ppr §34090 & Prop. Police / Expiration of Expiration of Department Preference; Records PD-044 Restraining Orders Order Order Ppr Non -records (Court is & Prop. OFR); GC §34090 Police / Follows Follows Records PD-045 Search Warrants Retention of Retention of Mag, Ppr Copies; Court is OFR; GC & Prop. Crime Crime §34090 Report Report Pursuant to PC §290 et Police / P P seq.; If released from CAY, Records PD-046 Sex Offender Registrations 10 years or Death of or Death of Mag, Ppr records are destroyed after & Prop. Registrant Registrant age 25 or sealing pursuant to W&I §781; Police / STOP Source Data, Audit Log / 11 CCR 999.228; 11 CCR Records PD-046.1 Racial and Identity Profiling Act 3 years 3 years Ppr 999.229; GC §34090 & Prop. (RIPA) Annual Report Police / When No When No Transitory Non -Record; Records PD-047 Subpoenas and Subpoena Logs Longer Longer Ppr Courts are OFR; GC & Prop. Required Required §34090 Police / Expiration + Expiration + Records PD-048 Taxi Permits (Backgrounds) 2 years 2 years Mag, Ppr GC §34090 & Prop. Police / (Follows Follows Department Preference; GC Records PD-049 Video Interviews evidence evidence Mag §34090 & Prop. retention) retention 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 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, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Police / Weapons, Lost / Stolen, Serialized, if Department Preference Records PD-050 no activity from date of report and Until Found Until Found Ppr (Based on DOJ Inventory & Prop. CLETS purge and ATF History Report); GC §34090 POLICE INFORMATION TECHNOLOGY Used for Disaster Recovery purposes only; Consistent with City MIS; Considered a Police / When No When No copy and can be destroyed IT PD-051 Backup Tapes / Disks - Daily Longer Longer Yes Mag. when no longer required; Required Required retention based on administrative value; recycle tapes; GC §34090 et seq. Used for Disaster Recovery purposes only; Consistent with City MIS; Considered a Police / When No When No copy and can be destroyed IT PD-052 Backup Tapes / Disks - Weekly Longer Longer Yes Mag. when no longer required; Required Required retention based on administrative value; recycle tapes; GC §34090 et seq. Police / PD-053 Daily Crime Report No. Log: Case 2 years P P Yes Mag, Mfr, S / I Yes: After GC §34090 IT Numbers (Maintained by MIS) OD, Ppr QC & OD Department preference; Police / PD-054 Recordings of Telephone Calls - 100 days 100 days Mag (legally mandated for 100 IT Front Desk and Watch Commander days); GC §§34090, 34090.6 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: 5/7/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 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, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder. HOLDS: Liti ation, co m taints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . 1 year is required when Police / PD-055 Video Recordings - Employees / 1 year 1 year Mag video recording regular IT City Operations / Holding Cell ongoing operations of the City; GC §34090.6(a) Video Recordings - Public Areas When No When No Does not record regular Police / PD-056 (Streets, Sidewalks, Lobbies, Longer Longer Mag ongoing operations of the IT Hallways, etc.) Required Required City (preliminary 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com PUBLIC WORKS / ENGINEERING City Clerk & Abandonments /Vacations Mag, Yes: After GC §34090 et Public Works PW-001 (Streets) /Survey File P P Yes (all) Mfr, OD, S/I QC & OD seq. / Engineering Ppr Department Preference; Assessment Districts / Sewer Statute of Districts / Maintenance Districts Limitations is 4 - Public Works / Landscape & Lighting / Street Yes: Until Mag' Yes: After 10 years (for / Engineering PW-002 Improvement Districts P P Completed Mfr, OD, S/I QC & OD Errors & (FORMATION, BOUNDARIES, Ppr Omissions); CCP ENGINEERS REPORTS) §§337. 337.1(a), 337.15, 343; GC §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Some grant funding agencies require audits; Statute of Capital Improvement Projects Limitations for (CIP): Administration File Errors & Omissions is 10 Project Administration, 10 years or Completion + years; Published Certified Payrolls, Construction After Funding 10 years or Audit Public Works Manager's Logs, Daily Upon Agency Audit, After Funding Yes: Until Mag, Yes: After Standards=4-7 / Engineering PW-003 Inspections, Insurance Completion if required, Agency Audit, if Completed Mfr, OD, S/I QC & OD years; Statute of Certificates, Meeting Minutes, whichever is required, Ppr Limitations: Project Schedules, Progress longer whichever is Contracts & meetings, Real Estate longer Spec's=4 years, Appraisals, RFIs & Wrongful Responses, etc. Death=comp. + 5 years, Developers=com p. + 10 years; CCP §337 et. seq., 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Capital Improvement Projects (CIP): Permanent File Department Plans, Specifications, preference; Public Works Successful Proposal, Change Upon Yes: Until Mag, Yes: After retained for / Engineering PW-004 Orders, Materials Testing Completion P P Completed Mfr, OD, S/I QC & OD disaster Reports, Grading Permits, Ppr preparedness Hazardous Materials Plans, purposes; GC Notice of Completion, Photos, §34090 Soils Reports, Studies, Submittals, Surveys, etc. Capital Improvement Projects Public Works PW-005 (CIP): Unsuccessful 2 years 2 years Mag, Ppr GC §34090 / Engineering Proposals Capital Improvement Projects Public Works (CIP): Where City is NOT the When No When No Non -records / Engineering PW-006 Lead Agency (Grade Longer Longer Mag, Ppr (another agency Required Required is the lead) Separation, etc.) CCTV Collection Line Department Public Works PW-007 Inspection Tapes / Video 10 years 10 years Mag Preference; G. / Engineering Inspections / Video Tapes or §34090 et seq. Digital Recordings (all lines) 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department preference; Some Public Works Correspondence - Regulatory Minimum 2 Minimum 2 Yes: While correspondence / Engineering PW-008 Agencies years years Active Mag, Ppr from Regulatory Issues Agencies need to be retained for long periods of time; GC §34090 Public Works Design & Construction Yes: After / Engineering PW-009 Standards P P Mfr, S/I QC & OD Preference-, GC Ppr §34090 Mag, Department City Clerk PW-010 Easements P P Yes (all) Mfr, OD, S/I Yes: After Preference Ppr QC & OD (copies); GC §34090.7 Public Works Encroachment Permits - Mag' Yes: After Department / Engineering PW-011 permanent Encroachments P P Mfr, OD, S/I QC & OD Preference; GC Ppr §34090 Engineering Studies / Surveys - Public Works Preliminary Studies / Project Minimum 5 Minimum 5 Mag' Yes: After Department / Engineering PW-012 Assessments (Not Acquired years years Mfr, OD, S/I QC & OD Preference; GC or Developed) Ppr §34090 Public Works Engineering Studies / Surveys Mag' Yes: After Department / Engineering PW-013 (City Built Projects) P P Mfr, OD, S/I QC & OD Preference; GC Ppr §34090 Public Works Geotechnical and Soils Mag' Yes: After Department / Engineering PW-014 Reports P P Mfr, OD, S/I QC & OD Preference, GC Ppr §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention oeriods retention resumes after settlement or com Public Works Mag' Yes: After Department / Engineering PW-015 Grading Permits & Plans P P Mfr, OD, S/I QC & OD Preference; GC Ppr §34090 Drafts should be destroyed; Some maps are also Maps, Plans and Record retained by Public Works Drawings (Capital Improvement Yes: After PlanningSelected / Engineering PW-016 Project "As-Builts", Record P P Yes (all) Mfrag, S/I QC & OD maps Drawings, etc.) Ppr are retained in Public Works for administrative purposes; GC §34090, 34090.7 Department preference; NPDES Public Works Expiration + Expiration + 5 Yes: Until Monitoring / Engineering PW-017 NPDES Permits - Stormwater 5 years years Expiration Mag, Ppr records required for 3 years in Federal law; 40 CFR §§122.21, 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department preference; NPDES Public Works NPDES Reporting and Yes: Until Monitoring / Engineering PW-018 Monitoring - Stormwater 5 years 5 years Expiration Mag, Ppr records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Department Preference; NPDES Monitoring Public Works Pretreatment Annual / records required / Engineering PW-019 Quarterly Reports 5 years 5 years Mag, Ppr for 3 years; Industrial Pre -Treatment POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 City Clerk & Mag, Department Public Works PW-020 Rights of Way P P Yes (all) Mfr, OD, S/I Yes: After preference / Engineering Ppr QC & OD (copies); GC §34090.7 Public Works Standard Construction Mag' Yes: After Department / Engineering PW-021 Drawings / Details / Plans P P Mfr, OD, S/I QC & OD Preference, GC Ppr §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Official record Public Works PW-022 Subdivisions P P Mag, Ppr held by City / Engineering Clerk; GC §34090.7 Department Preference (the Regional Notification Public Works Underground Service Alerts Center has the / Engineering PW-023 (USA's) / Dig Alerts-- City 3 years 3years Ppr obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090 Public Works Urban Water Management Department / Engineering PW-024 Plans (UWMP) 10 years 10 years Yes Mag, Ppr Preference; GC §34090 When When Public Works Vulnerability Assessment / Superseded - Superseded - Confidential, GC / Engineering PW-025 Emergency Response Plan / Minimum 2 Minimum 2 Mag, Ppr §34090 Risk & Resiliency Assessment 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department preference; SSMPs are required to be Wastewater / Sewer System updated every 6 Management Plans (SSMP) 5 years; SSOs Public Works PW-026 and Audits, Sanitary Spills 10 years 10 years Mag, Ppr are required for a / Engineering Overflow Prevention Plan minimum of 5 (SSOPP) and Sanitary Sewer years; 40 CFR Overflow Response Plan 122.410)(2); SWRC13 General Order 2006-03; & 2022-0103-D W Q; GC §34090 ENGINEERING - PRIVATE DEVELOPMENT Drafts should be destroyed; Some maps are also Public Works Maps, Plans and Record retained by / Engineering Drawings (Final Maps, Parcel Mag, Yes: After Planning; / Private PW-027 Maps, Right of Way, Tract P P Yes (all) Mfr, OD, S/I QC & OD Selected maps Develop. Maps, etc.) Ppr are retained in Public Works 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Comments / Retention No. Records Description Retention /Disposition Record Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) ? Vital . (in office) (Off -site, OD Retention Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for 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 normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com ENGINEERING - TRAFFIC & TRANSPORTATION Public Works Mag, Department / Engineering Superseded Superseded + Yes: After / Traffic & PW-028 Master Plans -Transportation + 5 years 5 years Yes (all) Mfr, OD, S/I QC & OD Preference; GC Trans. Ppr §34090 Public Works / Engineering PW-029 Newsrack Permits 2 years 2 years Mag, Ppr GC §34090 / Traffic & Trans. Public Works / Engineering / Traffic & PW-030 Residential Parking Permits 2 years 2 years Mag, Ppr GC §34090 Trans. Public Works / Engineering Minimum 5 Minimum 5 Department / Traffic & PW-031 Studies -Transportation Mag Ppr Preference; GC years years §34090 Trans. Public Works Mag' Department / Engineering Minimum 2 Minimum 2 Yes: After / Traffic & PW-032 Traffic Calming Requests years years Mfr, OD, S/I QC & OD preference; GC Trans. Ppr §34090 Public Works Traffic Commission Department / Engineering PW-033 AGENDAS, AGENDA Minimum 2 Minimum 2 Mag, Ppr Preference; GC / Traffic & PACKETS years years §34090 Trans. Public Works Mag, / Engineering Traffic Commission / Traffic & PW-034 MINUTES, BYLAWS P P Mfr, OD, S No GC §34090 Trans. 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department Public Works preference / Engineering Mag, Yes: After (required every 5 / Traffic & PW-035 Traffic Speed Surveys 10 years 10 years Mfr, OD, S/I QC & OD years, but can be Trans. Ppr extended to 7 or 10 years); GC §34090 Public Works Mag' Department / Engineering PW-036 Traffic Studies / Traffic Counts 10 years 10 years Mfr, OD, S/I : After Yes- preference; GC / Traffic Ppr & OD §34090 Trans. GENERAL SERVICES / EQUIPMENT MAINTENANCE & FLEET Lead Depart. PW-037 AQMD Permits (Generators, 5 years 5 years Mag, Ppr 40 CFR 70.6; 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department preference (data is inter -related); If a motor carrier, required for 18 months after vehicle is sold; Public Works Indefinite - Indefinite - CHP requires life / PW-038 Fleet Management Database Minimum Life Minimum Life o Mag, Ppr of vehicle; OSHA Fleet of the Vehicle the Vehicle requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et seq., GC §34090 AQMD Rule Generator Operation Logs / 1470; Form Lead Depart. PW-039 Inspections 5 years 5 years Mag, Ppr 400—E-13a instructions; GC [Current §34090 Operations & Maintenance Disposal of Disposal of Department Lead Depart. PW-040 Manuals / O & M Manuals Equipment Equipment Mag, Ppr preference; GC §34090 Public Works Pressure Vessel Certifications Current + 2 + 2 Mag, Yes: After Department / PW-041 or Permits (Air Compressors, Previous Previous Mfr, OD, S/I QC & OD preference; GC Fleet Propane, etc.) Certificates Certificates 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Pre -Trip Inspections / DOT Program / CHP Inspections / 13 CCR 1234(c); Lead Depart. PW-042 Vehicle Safety Checks / Daily 2 years 2 years Ppr GC§34090 Vehicle Inspections / Daily Equipment Checks 22 CCR Public Works 66266.130(c)(5), / PW-043 Used Oil Disposal 3 years 3 years Mag, Ppr H&S Fleet §25250.18(b), 25250.19(a)(3) et seq. Public Works Work Orders / Service / Division Requests / Service Tracker Indefinite - Indefinite - Data is Providing PW-044 CMMS DATABASE Minimum 5 Minimum 5 Mag interrelated; GC Service / (Computerized Maintenance years years §34090 Work Management System) Public Works Work Orders / Service Preliminary drafts / Division Requests / Service Tracker - When No When No (the database is Providing PW-045 All Information Entered in Longer Longer Mag Ppr the original); GC Service / CMMS Database Required Required §34090 Work 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial City preference; / Division information entered into CMMS CCP § et Providing PW-046 Database) 5 years 5 years Mag Ppr seq., 34338 0 et seq., Service / 342, GC §34090 Work (Division providing service retains originals; Division requesting service is considered a co GENERAL SERVICES / GOVERNMENT BUILDINGS Public Works en When / Government PW-047 Elevator Permits Supers eded Superseded Mag, Ppr GC §34090 Buildings Department Preference; 40 Mag, Yes: After CFR 262.40, 8 Lead Depart. PW-048 Hazardous Materials Manifests 10 years P P Mfr, OD, S/I QC & OD CCR Ppr 3204(d)(1)(A), 22 CCR 66262.40; GC §34090 Hazardous Materials Manifests Mag, Yes: After Department Lead Depart. PW-049 State Reports 10 years 10 years [Disposal I Mfr, OD, S/I QC & OD Preference; GC Ppr §34090 Operations & Maintenance Disposal of of Department Lead Depart. PW-050 Manuals / O & M Manuals Equipment Equipment Mag, Ppr preference; 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 )ffice of Record Retention No. Records Description (OFR) Retention / Disposition Inactive Active Storage Total (in office) (Off -site, OD Retention or Mfr) 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. last document + 2 HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investiqatior Community Services / Recreation OR Public Works / Government Buildings Public Works / Division Providing Service / Work Public Works / Division Providing Service / Work PW-051 Swimming Pool Chemical Readings & Additions Work Orders / Service Requests / Service Tracker PW-052 CMMS DATABASE (Computerized Maintenance Management System) Work Orders / Service PW-053 Requests / Service Tracker - AII Information Entered in CMMS Database 5 years Indefinite - Minimum 5 years Image: Destroy Media 1=Import Paper after Vital? Options M=Mfr Imaged & S=Scan QC'd? since destruction is .nd normal retention 5 years Indefinite - Minimum 5 years When No When No Longer Longer Required Required GENERAL SERVICES / STORMWATER Reference ormally performed by file folder. )eriods retention resumes after settlement or com Health Department Mag, Ppr regulations; 8 CCR §3195.12; GC §34090 IltZ Data is interrelated; GC §34090 Preliminary drafts Mag Ppr (the database is the original); GC §34090 Work Orders / Service Public Works Requests / Service Tracker/ Inspections / Maintenance / / Division Spills and Responses /Repairs Indefinite - Indefinite - Data is Providing PW-054 Minimum 5 Minimum 5 Mag interrelated; GC Service / / Mitigations - CMMS years years §34090 Work DATABASE (Computerized Maintenance Management Svstem) 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Public Works Work Orders / Service / Division Requests / Service Tracker / When No When No Preliminary drafts Providing PW-055 Spills and Responses / Repairs Longer Longer Mag Ppr (the database is Service / / Mitigations - All Information Required Required the original); GC §34090 Work Entered in CMMS Database GENERAL SERVICES / WASTEWATER Department CCTV Collection Line Preference Public Works Inspection Tapes / Video (preliminary / General PW-056 Inspections / Video Tapes or When When Mag drafts not Services / Digital Recordings & Reports Superseded Superseded retained in the Wastewater (all lines) ordinary course of business); GC §34090 et seq. Department [Minimum preference; Public Works Some / General Correspondence - Regulatory Minimum 2 2 Yes: While correspondence Services / PW-057 Agencies years years Active Mag, Ppr from Regulatory Wastewater Issues Agencies need to be retained for long periods of time; GC §34090 Public Works Daily Vehicle & Equipment / General Safety Checks / DMV Reports / Services / PW-058 Daily Work Reports / Vehicle 2 years 2 years Ppr GC §34090 Wastewater Inspections / Daily 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Public Works Department / General Services / PW-059 Flow Measurements 5 years 5 years Mag, Ppr preference; GC Wastewater §34090 Department Preference; NPDES Public Works Monitoring / General FOG (Fats, Oil & Grease) / Hot records required Services / PW-060 Spots 5 years 5 years Mag, Ppr for 3 years; Wastewater POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Department Lift Station - Inspections, Policy (sewage Public Works Maintenance, Repairs, Service sludge is required / General PW-061 Requests, Alarm Recording, 5 years 5 years Mag, Ppr for 5 years); WC for 5 years); Services / Logs, Charts, Flow Monitoring, §1 et Wastewater Voltage Readings, Permits q.' 40 CFR 122.410)(2)GC §34090 Public Works Department / General PW-062 Operations & Maintenance Disposal of Disposal of Mag, Ppr preference; GC Services / Manuals / O & M Manuals Equipment Equipment §34090 Wastewater 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Public Works Pumping Station Logs / Sewer Mag, Department / General PW-063 Lift Station Logs / Motor Logs, P P Mfr, OD, S / I Yes: After Preference; GC Services / etc. Ppr QC & OD §34090 Wastewater Required for a minimum of 5 Public Works years; SWRCB / General PW-064 Sanitary Sewer Overflows 5 years 5 years Mag, Ppr Order 2002-0103- Services / (SSOS) DWQ & 2006-03; Wastewater 40 CFR 122.410)(2); GC §34090 Department preference; Public Works Monitoring / General PW-065 Waste Discharge Monitoring 5 years 5 years Mag, Ppr records required Services / Reports for 3 years in Wastewater Federal law; 40 CFR §§122.21, 122.41 Public Works Work Orders / Service / Division Requests / Service Tracker Indefinite - Indefinite - Data is Providing PW-066 CMMS DATABASE Minimum 5 Minimum 5 Mag interrelated; GC Service / (Computerized Maintenance years years §34090 Work Management System) Public Works Work Orders / Service Preliminary drafts / Division Requests / Service Tracker - When No When No (the database is Providing PW-067 All Information Entered in Longer Longer Mag Ppr the original); GC Service / CMMS Database Required Required §34090 Work 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Retention No. Records Description Retention /Disposition Comments / Record Reference 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 begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial City preference; / Division information entered into CMMS CCP § et Providing PW-068 Database) 5 years 5 years Mag Ppr seq., 34338 0 et seq., Service / 342, GC §34090 Work (Division providing service retains originals; Division requesting service is considered a co PARK MAINTENANCE Public Works Memory Trees / Memory Mag' Yes: After Department / PW-069 Benches P P Mfr, OD, S/I QC & OD Preference; GC Park Maint. Ppr §34090 Operations & Maintenance Disposal of Disposal of Department Lead Depart. PW-070 Manuals / O & M Manuals Equipment Equipment Mag, Ppr preference; GC §34090 Department Preference (agricultural Public Works pesticide records / PW-071 Pesticide Application / Use 2 years 2 years Ppr are required for 2 Park Maint. years); GC §26202; 3 CCR 6623(c), 40 GFR 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention oeriods retention resumes after settlement or com Public Works Playground Inspections / Department / PW-072 Playground Maintenance 10 years 10 years Mag, Ppr Preference; GC Park Maint. §34090 Public Works Tree Crew Schedule / City Tree Department / PW-073 Trimming 10 years 10 years I I Mag, Ppr Preference; GC Park Maint. §34090 Public Works Tree Maintenance Database Minimum 10 Minimum 10 Department / PW-074 (West Coast Arborist) years years Mag, Ppr Preference; GC Park Maint. I I I I I 1 1 1§34090 SOLID WASTE Department preference; SB 1383 compliance is required for 5 years; Low - Carbon Fuel AB 939 Compliance / SB 1383 Standard Public Works Compliance (Organic Waste regulations / Solid Waste PW-075 Collection and Recycling) / 10 years 10 years Mag, Ppr credits can be Solid Waste Tonnage Reports received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7;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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention oeriods retention resumes after settlement or com Environmental Committee Department Public Works PW-076 AGENDAS, AGENDA Minimum 2 Minimum 2 Mag, Ppr Preference; GC / Solid Waste PACKETS years years §34090 Public Works Environmental Committee Mag, / Solid Waste PW-077 MINUTES, BYLAWS P P Mfr, OD, S No GC §34090 Ppr Department preference to meet any grants or subventions; Public Works Environmental Programs / NPDES / Solid Waste PW-078 Conservation Programs: 5 years 5 years Mag, Ppr Monitoring Beach Cleanups, etc. records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Superseded uperseded + Department / Solid Waste PW-079 Environmental Work Plan + 5 years 5 years [Expiration Mag, Ppr Preference; GC §34090 Public Works Exemptions from Mandatory Expiration + + 2 Department / Solid Waste PW-080 Trash Services 2 years years Mag, Ppr Preference; GC §34090 Public Works Haulers, Trash Company, Solid Expiration + Expiration + 2 Department / Solid Waste PW-081 Waste Vendor Permits and 2 years years Mag, Ppr Preference; GC Applications §34090 Public Works Mag' Yes: After Department / Solid Waste PW-082 Hazardous Materials Manifests 10 years P P Mfr, OD, S/I QC & OD Preference, GC Ppr §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention oeriods retention resumes after settlement or com Public Works Hazardous Materials Manifests Mag, Yes: After Department / Solid Waste PW-083 State Reports 10 years 10 years Mfr, OD, S/I QC & OD Preference; GC Ppr §34090 Public Works Solid Waste - Recycling - Department / Solid Waste PW-084 SRRE (Source Reduction and 10 years 10 years Mag, Ppr Preference; GC Recycling Element) §34090 Public Works Solid Waste Enforcement Department / Solid Waste PW-085 Letters 5 years 5 years Mag, Ppr Preference; GC 34090 STREETS Public Works PW-086 Graffiti Removal / Weed 2 years 2 years Mag, Ppr GC §34090 / Streets Abatement Department preference; NPDES Public Works Inspections (Contractor's work Monitoring / Streets PW-087 in Right -of -Way) 3 years 3 years Mag, Ppr records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Sidewalk Inspections & Department / Streets PW-088 Repairs: Bicycle Ways, Curbs, 10 years 10 years Mag, Ppr Preference; GC Sidewalks, etc. §34090 Public Works PW 089 Street Signal Outages & 2 years 2 years Mag, Ppr GC §34090 / Streets Maintenance 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department preference; NPDES Public Works Monitoring / Streets PW-090 Street Sweeping 3 years 3 years Mag, Ppr records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Work Orders / Service / Division Requests / Service Tracker Indefinite - Indefinite - Data is Providing PW-091 CMMS DATABASE Minimum 5 Minimum 5 Mag interrelated; GC Service / (Computerized Maintenance years years §34090 Work Management System) Public Works Work Orders / Service Preliminary drafts / Division Requests / Service Tracker - When No When No (the database is Providing PW-092 All Information Entered in Longer Longer Mag Ppr the original); GC Service / CMMS Database Required Required §34090 Work Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Public Works Database (or partial City preference; / Division information entered into CMMS CCP § et Providing PW-093 Database) 5 years 5 years Mag Ppr seq., 340 e et seq., Service / 342, GC §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com WATER DISTRIBUTION Department Preference; Meets California Public Works Backflow: Cross -Connection Department of / Water Dist. PW-094 Backflow Device Inspections 5 years 5 years Mag, Ppr Public Health and Maintenance requirements (3 years); GC §34090; 17 CCR 7605(f) 8 CCR 5157(d)(14) & Lead Depart. PW-095 Confined Space Entries 3 years 3 years Mag, Ppr (e)(6); 29 CFR 1910.146(e)(6); GC §34090 5 years is required in State Customer Concerns / and Federal law Public Works Customer Complaints: Odor / for any / Water Dist. PW-096 Taste / Visual Complaints 5 years 5 years Mag, Ppr complaints; 40 (regarding Potable Water) CFR 122.410)(2) & 40 CFR 141.33(b); 22 CCR 64470 Environmental Agencies / Department Public Works PW 097 Regulatory Agencies Minimum 2 Minimum 2 Mag, Ppr Preference; GC / Water Dist. years years §34090 (EPA, DHS, 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-24 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Department Preference; Meets California Public Works Fire Flow Test Applications and Department of / Water Dist. PW-098 Witness to Test 10 years 10 years Mag, Ppr Public Health requirements (3 years); GC §34090; 17 CCR 7605 Public Works Hydrant Inspections / Flushing Department / Water Dist. PW-099 / Turning Sheets / Valve 10 years 10 years Mag, Ppr preference; GC Exercises / Valve Activations §34090 et seq. Lead Depart. PW-100 Lockout- Blockout / Lockout- 2 years 2 years Mag, Ppr GC §34090 Tagout Public Works Meter Change Cards / Upon Upon Disposal Mag, Yes: After Department / Water Dist. PW-101 Replacement Cards Disposal of of Meter Mfr, OD, S / I QC & OD Preference; GC Meter Ppr §34090 Public Works When No When No / Water Dist. PW-102 Metropolitan Information Longer Longer Mag, Ppr Non -records Required Required Public Works Operations & Maintenance Disposal of Disposal of Department / Lead Div. PW-103 Manuals / O & M Manuals Equipment Equipment Mag, Ppr preference; 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-25 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com Data is interrelated; Public Works SCADA Database (Supervisory Indefinite - Indefinite - system qualifies "trusted / Water Dist. PW-104 Control and Data Acquisition) Minimum 5 Minimum 5 Yes Mag as a years years system"; GC §§34090, 12168.7 Preliminary drafts not retained in Public Works PW-105 Temporary Hydrant Meters - End of Rental End of Rental Ppr the ordinary / Water Dist. Rentals (Pools, Construction) course of business; GC §34090 et seq. Department Preference (the Regional Notification Underground Service Alerts Center has the Lead Depart. PW-106 (USA's) / Dig Alerts-- City 3 years 3 years Ppr obligation to retain the notice for 3 years); GC §§4216.2(f) & 4216.3(ed), 34090 Public Works Videos - Reservoirs, Tanks, Department / Water Dist. PW-107 etc. P P Mag preference; GC §34090 Public Works Water Analysis & Sampling: Yes: After 40 CFRa); / Water Dist. PW-108 Bacteriological &Organics 2 years 3 years 5 years Mfrag, S / I QC & OD 22 Ppr CCR §64470 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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-26 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention oeriods retention resumes after settlement or com Public Works Water Analysis & Sampling: Yes: After 40 CFR / Water Dist. PW-109 Chemical 2 years 8 years 10 years Mfrag, S / I QC & OD a); 22 Ppr CCR §64470 Lead and Copper are required for 12 years or 2 compliance Mag' cycles (some Public Works Water Analysis & Sampling: Yes: After compliance / Water Dist. PW-110 Lead & Copper 2 years 10 years 12 years MfrP,pr, S / I QC & OD cycles are nine years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Public Works Department / Water Dist. PW-111 Water Pressure Charts 5 years 5 years Mag, Ppr Preference; GC §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: 5/7/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-27 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, OD Retention ? Vital . Options M=Mfr Imaged & or Mfr) S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaint , claims, public records act requests, audits and/or investi ations suspend normal retention geriods retention resumes after settlement or com department preference; Required for 12 years or 2 Mag' compliance Public Works PW-112 Water Quality Reports / 12 years 12 years Mfr, OD, S / I Yes: After cycles; 22 CCR / Water Dist. Consumer Confidence Reports QC & OD §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91; GC §34090 Copies - Copies - When Mag, City Clerk PW-113 Water Supply Agreements When No No Longer Yes Mfr, OD, S No GC §34090.7 Longer Required Ppr Required Public Works Minimum 2 Minimum 2 Department / Water Dist. PW-114 Water Usage Reports years years Mag, Ppr preference; GC §34090 et seq. Public Works Well History / Well Mag, Department / Water Dist. PW-115 Decommissions or P P Mfr, OD, Preference; GC 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: 5/7/2024 Ver. 3.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com le RISK MANAGEMENT City Age of Age of additional legal Attorney & Majority Majority Yes: Until Mag, Mfr, Yes: After recourses; CCP §§ Finance / RM-001 Claims -Juveniles (minimum (minimum Settlement OD, Ppr S Settled 337 et seq.; GC §§ Risk Settle + 5 Settle + 5 911.2, 945, 34090, Manag. years) ears I.101111 n iUaL uc mcu within 1 year, lawsuit within 2 years; City complaints against Attorney & Claims - Not Juveniles Tort Settle + 5 Settle + 5 Yes: Until Mag, Mfr, Yes: After peace officers within Finance / RM-002 Claims / Liability Claims years years Settlement OD, Ppr S Settled 5 years; Statute of Risk Limitations for Manag. contracts is 4 years; wrongful death for construction is Final Preference; Covers Risk RM-003 Claims Against Others (Damage Final 5 years Settlement + Yes: Until Mag, Ppr various statute of Manage. to City Property, etc.) Settlement 5 years Resolution limitations; CCP §§ 337 et seq.; GC §§ Risk Insurance Policies & Certificates Completion Completio]Yes: Yes: Before Mag, Mfr, Yes: After Agreement Manage. RM-004 (City -owned -NOT liability + 5 years + 5 yearsExpiration OD, Ppr S / I QC & OD retention; CCP insurance): Fire, Flood, etc. Insurance Policies & Certificates For protection from Risk RM-005 (City -owned): ICMA, Self- P P Before Mag, Mfr, S / I Yes: After litigation; CCP Manage. insurance & Liability (General & Expiration OD, Ppr QC & OD §§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. 3.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of Comments / Record Retention No. Records Description Retention /Disposition Reference Inactive Image: Destroy Active Storage Total Media 1=Import Paper after (OFR) (in office) (Off -site, Retention Vital .? Options M=Mfr Imaged & OD or Mfr S=Scan C'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com le is required to keep Risk OSHA Inspections & Citations, their records 7 Manage. RM-006 Log 200 and Log 300, 301, 301A, 2 years 3 years 5 years Ppr years; OSHA etc. requires 5 years; State law requires 2 Preference; OSHA requires 5 years for Risk RM-007 Safety Committee Minutes 5 years 5 years Mag, Mfr, S / Yes: —After safety records; 8 Manage. OD, Ppr QC & OD CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 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 ©1995 — 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, Blue-ray-R, or WORM — Write Once Read Many Media, 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 must contain all significant details from the original and be an adequate 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)