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2025-02-18 CC Item B7 - Records Retention Schedules Used by ALL Departments_FY_2425HOW TO USE RETENTION SCHEDULES ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term "records" shall include all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free office space and computer storage space • Reduce the cost of records storage — paper and electronic • Eliminate duplication of effort within the City • Find records faster • Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized Drior to destruction or deletion. • If there is a minimum retention ("Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)." RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2025 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 Official (original or "record copy") record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the "Destroy Paper after Imaged & QC'd" below for the Legal Requirements for the electronic record to be the official (original) record. Records Description: The record series (a group of like records). Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off -site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is 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) terms used in State law: 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 or other Unalterable 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 was microfilmed Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means 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 (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply. 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) Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY WIDE Used by all Departments) Accident Report / Injury Reports / Incident Reports: PUBLIC Mag, Mfr, Yes: After Lead Dept. CW-001 2 years OD Ppr S � I QC & OD GC §34090 (Send Employee Reports to Human Resources) Copies - Agreements &Contracts -ALL When No Mag, Mfr, Yes: After City Clerk CW-002 Send ALL Originals to the City Clerk Longer OD, Ppr S f 1I QC & OD GC §34090.7 Required Agreements & Contracts - ADMINISTRATION Covers E&O Statute of Limitations; Published RECORDS Audit Standards=4-7 years; Statute of Lead Dept. CW-003 Completion + Yes: Before Mag, Mfr, S/I Yes: After Limitations: Contracts & Spec's=4 years, 10 years Completion OD, Ppr QC & OD Wrongful Death=comp. + 5 years, Project Schedules, Correspondence with Developers=comp. + 10 years; CCP §337 et. Vendor, etc. seq., GC §34090 The Retention of Mag, Mfr, Yes: After Department preference (Appeals usually are Lead Dept. CW-004 Appeals the Appealed OD Ppr p SS � II retained as part of an Agenda Packet); GC QC & OD Record §34090 et seq. Boards, Commissions, & Committees: Citizens Series Minimum 2 Mag, Mfr, Yes: Y: After Staffing Dept. CW-005 Advisory Bodies Formed by CITY COUNCIL OD Ppr SS � II & OD Department Preference; GC §34090 AGENDAS, AGENDA PACKETS years Boards, Commissions, & Committees: Citizens Yes: After Staffing Dept. CW-006 Advisory Bodies Formed by CITY COUNCIL P Yes Mag, Mfr, S / I QC & OD GC §34090 MINUTES, BYLAWS ODPpr , No 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. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Image: Destroy Office of Retention Total Media 1=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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: Liti ation, 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: When No Mag, Mfr, Yes: After CW-007 External Organizations Longer OD Ppr SS � II QC & OD Non -records (e.g. County Board of Supervisors) Required GC §34090 Lead Dept. CW-008 City Council Subcommittees / Ad -Hoc City 2 years Mag, M� S I Yes: After Council Subcommittees O Ppr QC & OD Committees Internal -Attended by Lead Dept. CW-009 employees: All Records 2 Years Mag, M� S I Yes: After. GC §34090 (e.g. Records Management Committee, In- OD, Ppr QC & OD House Task Forces, etc.) Lead City preference; Statute of Limitations for (Responding CW-010 Complaints / Concerns from Citizens Minimum 2 Mag, Mfr, S / I Yes: After personal property, fraud, etc. is 3 years; QC & OD Dept. (operational) years OD Ppr Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342; GC §34090 Copies - CW-011 Copies or duplicates of any record When No Mag, Mfr, S I Yes: After GC §34090.7 Longer OD Ppr QC & OD Required Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to Dept. that the conduct of the public's business) Authors ONLY IF the Content relates in a substantive Document (e.g. Administrative, Chronological Files, e- Mag, M� Yes: After way to the conduct of the public's business; or CW-012 mail, General Files, Letters, Memorandums, 2 years OD Ppr S / I City of San Jose v. Superior Court (2017) 2 QC & OD Receives the Miscellaneous Reports, Press Releases, Public Cal.5th 608 GC §34090; City's Original Records Requests, Reading Files Working Document 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. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Image: Destroy Office of Retention Total Media 1=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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: Liti ation, 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 Memoranda not retained in the Electronic and paper records are filed and ordinary course of business retained based upon their CONTENT E- mails, electronic records, or social media Content NOT Substantive, or NOT made or postings where either the Content relates in Dept. that retained for the purpose of preserving the a substantive way to the conduct of the Authors informational content for future reference public's business, or ARE made or retained Document When No for the purpose of preserving the informational or CW-013 (e.g. calendars, checklists, e-mail or social Longer Mag, Ppr content for future reference are saved by Receives the media postings, instant messaging, . Required printing them out and placing them in a file City's Original invitations, instant messaging, logs, mailing folder, or saving them electronically. If not Document lists, meeting room registrations, speaker slips, mentioned here, consult the City Attorney to staff videoconference chats, notes and determine if a record is considered transitory / recordings, supply inventories, telephone preliminary draft. GC §§34090, 7927.500; 64 messages, text messages, transmittal letters, Ops. Cal. Atty. Gen. 317 (1981); City of San thank yous, requests from other cities, Jose v. Superior Court (2017) 2 Cal.5th 608 undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) As long as the drafts and notes are not Drafts &Notes: Drafts that are revised (retain When No Mag, Mfr, Yes: After retained in the "Regular Course of Business". Lead Dept. CW-014 final version) Longer OD Ppr SS � II QC & OD Consult the City Attorney to determine if a Required record is considered a draft. GC §§34090, 7927.500 The Lead Department should print out When No historical documents (or save source data) Lead Dept. CW-015 GIS Database / Data / Layers (both City-wide Longer Yes Mag, M� I Yes: After prior to replacing the data, if they require the QC QC & OD and Specialized) Required OD, Ppr data or output for historical purposes; Department Preference (Preliminary documents); 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. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Image: Destroy Office of Retention Total Media 1=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Lead Dept. CW-016 Grants (UNSUCCESSFUL Applications, 2 years Mag, Mfr, S / I Yes: After GC §34090 Correspondence) OD Ppr QC & OD Grants / CDBG / Reimbursable Claims / Subventions / FEMA Claims / OES Claims Meets auditing standards; Grants covered by (SUCCESSFUL Reports, other records a Consolidated Action Plan are required for 5 required to pass the funding agency's audit, if After Funding years; Uniform Admin. Requirements for required) Agency Audit, Mag, Mf Yes: After Grants to Local Governments is 3 years from Lead Dept. CW-017 Send Grant Financial Reports to Finance if required - OD Ppr S / I expenditure report or final payment of grantee QC & OD Minimum 5 or subgrantee; 2 CFR 200.334; 24 CFR Applications (successful), program rules, years 91.105(h), 92.505, & 570.502(a), 29 CFR regulations & procedures, reports to grant 97.42; OMB Circular A-110 & A-133.320(g); funding agencies, correspondence, audit GC §34090; GC §8546.7 records, completion records Lead Dept. CW-018 Newspaper Clippings When No Longer Mag, Mfr, S / Yes: After Non -records - may be obtained from the _OD Ppr Re uired QC & OD newspaper company; GC §34090 Notices: Public Hearing Notices and Proofs of Mag, M� Yes: After Statute of Limitations on Municipal Staffing Dept. CW-019 Publications 2 years _ Ppr SS � II QC & OD Government actions is 3 - 6 months; GC §34090 Upon Separation or Human CW-020 Personnel Files (Full-time and Part-time) Transfer, Mag, Mfr, S I Yes: After. Human Resources is OFR; GC §34090.7 Resources Send to OD, Ppr QC & OD Human Resources (After Incorp. Before Notes maintained in a separate folder to be Lead Dept. CW-021 Personnel Supervisory Files (Supervisor's In Annual Mag, Mfr S I Yes: After incorporated into performance evaluation, or Notes) Performance Performance OD Ppr QC & OD to document progressive discipline; GC Evaluation Evaluation §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. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Image: Destroy Office of Retention Total Media 1=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). When No Mag, Mr, Yes: After Time Cards are the final (these are Lead Dept. CW-022 Personnel Work Schedules Longer OD Ppr 511 preliminary drafts); GC §34090 QC & OD Required When No Mag, Mr, Yes: After Lead Dept. CW-023 Photographs Longer OD Ppr S / I QC & OD Considered preliminary drafts; GC §34090 Required Brown Act challenges must be filed within 30 Lead Dept. CW-024 Public Hearing Notices (Mailed) 2 years Mag, Mfr, S / I Yes: After. or 90 days of action; Statute of Limitations on QC & OD OD, Ppr Municipal Government actions is 3 - 6 months; GC §§34090 Lead Dept. Real Estate Appraisal Reports (Acquisition or (Who CW-025 Sale): Property NOT purchased, Loans not 2 years Mag, Mfr, S I Yes: After Not accessible to the public; GC §§34090, Ordered the funded, etc. OD, Ppr QC & OD 7928.705 Appraisal) Lead Dept. Not accessible to the public until purchase (Who CW-026 Real Estate Appraisal Reports (Acquisition or Minimum 5 Yes: Before Mag, Mfr, S / I Yes: After has been completed; meets municipal Ordered the Sale): Purchased Property, Funded Loans years Purchase OD, Ppr QC & OD government auditing standards; GC §§34090 Appraisal) Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: 7928.705 Minimum 2 Mag, Mf Yes: After Lead Dept. CW-027 years OD Ppr SS � II QC & OD Department preference; GC §34090 Produced by YOUR Department Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: When Mag, Mfr Yes: After Lead Dept. CW-028 Superseded OD Ppr S / I QC & OD Copies; GC §34090.7 Produced by OTHER Departments Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: When No Mag, Mfr, Yes: After CW-029 Produced by OUTSIDE ORGANIZATIONS Longer OD Ppr SS � II QC & OD Non -Records (League of California Cities, Chamber of Required Commerce, etc.) Lead Dept. CW-030 Reports and Studies (Historically significant - P Mag, Mfr, S/I Yes: After Administratively and Historically significant, e.g., Zoning Studies) OD, Ppr QC & OD therefore retained permanently; 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. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Image: Destroy Office of Retention Total Media 1=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". 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: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Lead Dept. CW-031 Reports and Studies (other than Historically 5 years Mag, Mfr S / I Yes: After Department preference; Information is QC & OD significant reports - e.g. Annual Reports) OD Ppr outdated after 5 years; GC §34090 Previous MSDS may be obtained from a service; SDS / MSDS may be destroyed as SIDS (Safety Data Sheets) / MSDS (Material long as a record of the chemical / Lead Dept. CW-032 Safety Data Sheets) / Chemical Use Report 30 years Mag, Mfr, S / I Yes: After substance / agent, where & when it was Form (or records of the chemical /substance / OD, Ppr QC & OD agent, where & when it was used) used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090 When No Mag, Mfr, Yes: After Transitory records not retained in the ordinary Lead Dept. CW-033 Speaker Cards (submitted at public meetings) Longer S / I course of business (used to accurately ODp Ppr QC & OD Required produce minutes); GC §§34090 et seq., Expiration + 2 Yes: During Mag, Mfr, Yes: After Lead Dept. CW-034 Special Event Permits years Class or OD Ppr S / I GC §34090 QC & OD Program Surveys / Questionnaires (that the City issues). Lead Dept. CW-035 If a summary of the data is compiled, the 2 years Mag, Mfr, S / I Yes: After GC §34090 survey forms are considered a draft or OD Ppr QC & OD transitory record, and can be destroyed as drafts (When No Longer Required) Department preference; Ethics & Harassment Prevention Training are 5 years; Training - ALL COURSE RECORDS EEOC/FLSA/ADEA (Age) requires 3 years for Lead Dept. CW-036 5 years Mag, Mfr, S I Yes: After promotion, demotion, transfer, selection, or (Attendance Rosters, Outlines and Materials; OD, Ppr QC & OD discharge; State Law requires 2 -3 years for includes Ethics & Safety training, Tailgates) personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), LC §6401.9(f), 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. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Image: Destroy Office of Total Media 1=Import paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & 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 completion). CITY ATTORNEY When No Yes: Reference materials and copies of documents City Attorney CA-001 Advice Files / Subject Files (Advice provided to Longer Mag, Mfr, S / I After QC generated by other departments pertaining to the City on a variety of subjects) Required _ Ppr & OD various topics required by Attorney staff; GC §34090 et seq. Citations and Complaints (All are Mag, Mfr, Yes: Provided there are no outstanding warrants, do City Attorney CA-002 misdemeanors. Includes inspections, warrants, 3 years OD Ppr S / I After QC not involve identifiable items which have not etc.) & OD been recovered, GC §34090 Yes: City Attorney CA-003 City Attorney Opinions P Yes Mag, Mfr, S/I After QC Department preference; GC §34090 OD, Ppr & OD No Claim must be filed within 1 year, lawsuit within Yes: 2 years; complaints against peace officers City Attorney Settle + 5 Yes: Until Mag, Mfr, After QC within 5 years; Statute of Limitations for & Finance / CA-004 Claims - Not Juveniles years Settlement OD, Ppr S / I & OD contracts is 4 years; wrongful death for Risk Manag. Settaed construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Age of Yes: City Attorney Majority Yes: Until Mag, Mfr, After Juveniles may have additional legal recourses; & Finance / CA-005 Claims - Juveniles (minimum Settlement ODPpr , S / I D CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, Risk Manag. Settle + 5 &�Od 34090.6; PC §832.5 ears City Attorney Mag, Mfr, Yes: & City Clerk CA-006 Closed Session Materials 2 years _ Ppr S / I After QC GC §34090 & OD Return to Yes: All State and Federal laws require retention AS Human CA-007 Grievances (Escalated from Human Human Yes: Before Mag, Mfr, S / I After until final disposition of formal complaint; State Resources Resources) Resources Disposition OD Ppr D & OD requires 2 years after action is taken; 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. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Image: Destroy Office of Total Media 1=Import paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Statute of Limitations runs 6 months - 5 years; Litigation Files / Legal Case Files Yes: for contracts is 4 years; wrongful death for City Attorney CA-008 Settle + 5 Yes: Until Mag, Mfr, S I After QC construction is completion + 5 years; Civil Send Final Settlement Agreements to the City years Settlement OD, Ppr & OD Courts retain their records for 10 years; CCP §§ Clerk tease 337 et seq.; GC §§ 945, 34090, 34090.6, 68150; PC §832.5 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.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). CITY CLERK City Clerk & Public Abandonments / Vacations (Streets) / Rights o CC-001 P Yes (all) Mag, Mfr, S/I Yes: After GC §34090 et seq. Works / Way OD, Ppr QC & OD Engineering City Clerk CC-002 Agenda Staff Reports Mag, Mfr, S / I Yes: After Department Preference; GC §34090 P OD, Ppr QC & OD P City Clerk CC-003 Agenda Packets Mag, Mfr, S / I Yes: After Department Preference; GC §34090 OD, Ppr QC & OD Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED: Includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Department preference; All infrastructure, Proposal) and insurance certificates JPAs, & Mutual Aid contracts are permanent for Yes: Mag, Mfr, emergency preparedness; Statute of Yes: After City Clerk CC-005 Examples of Infrastructure: Architects, P Before OD, Ppr S / I Limitations is 4 years; 10 years for Errors & QC & OD Buildings, bridges, covenants, development, Completion Omissions; CCP §§337. 337.1(a), 337.15, 343; environmental, Joint Powers, MOUs, park GC §34090, Contractor has retention improvements, property & property restrictions, requirements in 48 CFR 4.703 redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Agreements & Contracts ALL NON - INFRASTRUCTURE (NOT IMAGED): Includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Department preference; Statute of Limitations is Proposal) and insurance certificates Completion Yes: Mag, Mfr, Yes: After 10 years for Errors &Omissions; Statute of City Clerk CC-006 + 10 years Before OD, Ppr S / I QC & OD Limitations for contracts is 4 years; CCP Examples of NON -Infrastructure: Consulting, Completion §§337., 337.1(a), 337.15 GC §34090 grants, disposal, franchises, housing, leases, legal services, loans, paving, painting, professional services, slurry seals, tree trimming, etc. Yes: EEOC / ADEA (Age) requires 1 year after City Clerk CC-007 Agreements & Contracts Approved by Council: P Before Mag, Mfr, S / I Yes: After benefit plan termination; State Law requires 2 Retirement Agreements (PERS) Expiration OD, Ppr QC & OD years after action; 29 CFR 1627.3(b)(2); GC §§12946, 12960, 34090 Agreements & Contracts Approved by Council: Mag, Mfr, Yes: After City Clerk CC-008 Subdivision, LLA's (Lot Line Adjustments), & P Yes (all) OD, Ppr S / I QC & OD Land Records; GC §34090 LSA's (Lot Split Agreements) P City Clerk CC-009 Agreements & Contracts Approved by Council: Yes (all) Mag, Mfr, S / I Yes: After GC §34090 Title Insurance, Land Records OD, Ppr QC & OD Expiration + Agreements &Contracts Approved by Council: Yes: Mag, Mfr, Yes: After EEO / FLSA requires 3 years for MOUs; State City Clerk CC-010 MOUs - Memorandas of Understanding 5 years Before OD, Ppr S / I QC & OD requires 2 years; 29 CFR 516.5, GC §§12946, Expiration 12960, 34090 Mag, Mfr, Yes: After City Clerk CC-012 Annexations P OD, Ppr S/I QC & OD GC § 34090 Ne Bid Submittals - Formal Bids Only: Bid Opening Mag, Mfr, Yes: After City Clerk CC-012 Specification / RFP and Responses, + 2 years OD, Ppr S / I QC & OD GC § 34090 Unsuccessful Bids and Proposals, 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: CITY CLERK Page CC-3 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Certificates of Insurance (Normally filed with Yes: Mag, Mfr, Yes: After Longest Statute of Limitations is 10 years; CCP City Clerk CC-015 Agreement) 11 years Before OD, Ppr S / I QC & OD §337 et seq.; GC §34090 Completion P Chronological History of Mayors and City City Clerk CC-016 Mag, Mfr, S I Yes: After Historical Value; GC §34090 Council OD, Ppr QC & OD P City Clerk CC-018 City Incorporation, Logo, City Seal Mag, Mfr, S I Yes: After. GC §§34090 OD Ppr QC & OD Expiration of Mag, Mfr, Yes: After Statute of Limitations for Errors and Omissions City Clerk CC-019 City Clerk -Notary Public Term + 10 OD, Ppr S / I QC & OD is 10 years; CCP §337 et seq.; GC §34090 ears Risk CC-020 Claims Forms Yes: Until Mag, Mfr, S / I Yes: After Risk Management is Office of Record for the Manag. 2 Vears Settlement OD, Ppr QC & OD Claim File; GC §§34090 Deeds: Property owned by City (property Mag, Mfr, Yes: After City Clerk CC-023 acquisition files) P Yes (all) OD, Ppr S / I QC & OD GC §34090 No Mag, Mfr, Yes: After City Clerk CC-024 Easements P Yes (all) OD, Ppr S / I QC & OD GC §34090 Ne ELECTIONS - CONSOLIDATED Campaign Disclosure Statements (FPPC 400 Yes: After Data that has been maintained for at least 10 Clerk CC-025 Series Forms, 501 Form): SUCCESSFUL P Mag, Mfr, S / I years may then be archived in a secure format; QC -2-City CANDIDATES (Elected Officials) 1 1 OD, Ppr Paper must be retained for at least 2 years; GC All, whether filed electronically or not years §81009(b)&(g); GC §84615(i) Campaign Disclosure Statements (FPPC 400 Candidates without committees are not Series Forms, 501 Form): UNSUCCESSFUL Mag, Mfr, Yes: After required to file their statements , reports or City Clerk CC-026 CANDIDATES 5 years OD, Ppr S / I QC--2- copies online or electronically; Paper must be Includes Unsuccessful Candidates Without years retained for at least 2 years; GC §81009(b)&(g); Committees that Don't File Electronically GC §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.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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, ublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Campaign Disclosure Statements Series Forms, 501 Form): UNSUCCESSFUL Mag, Mfr, Yes: After Statements filed electronically are required for City Clerk CC-027 CANDIDATES, ELECTRONICALLY FILED - 10 years OD, Ppr p S / I QC--2- 10 ears; GC 81009 b & GC 84615 Y § () (g); § WITH or WITHOUT Committees year-s Elections - Campaign Reports (FPPC 400 Mag, Mfr, Yes: After Paper must be retained for at least 2 years; GC City Clerk CC-028 Series Forms): OTHER COMMITTEES 7 years OD, Ppr S / I QC §81009(b)(g) (PACS - not candidate -controlled) yes Elections - Campaign Reports (FPPC 400 Mag, Mfr, Yes: After Paper must be retained for at least 2 years; GC City Clerk CC-029 Series Forms): THOSE NOT REQUIRED TO 4 years OD, Ppr S / I QC §81009(f) FILE ORIGINAL WITH CITY CLERK years Elections - Candidate Statements (to be printed Duration of Yes: After Department Preference; No specific legal City Clerk CC-030 in the sample ballot) Office + 4 Ppr S / M / I QC & OD requirement; GC § 34090 ears Duration of Yes: After Department Preference; No specific legal City Clerk CC-031 Elections - Certificates of Election Office + 4 Ppr S / I QC & OD requirement; GC § 34090 ears WORKING or ADMINISTRATION Election City Clerk CC-032 File (Correspondence to candidates or FPPC, 2 years Mag, Ppr Used for a model for the next election, GC Applications for vacancies on the Council, §34090 Master of Candidate's Packet, etc.) Elections - HISTORICAL File (Sample ballot, Mag, Mfr, City Clerk CC-033 all Resolutions (calling the election, canvass, P OD, Ppr S No Retained for Historical Value, GC §34090 etc.), election summary) Duration of Elections -Nomination Papers: SUCCESSFUL Mag, Mfr, Department Preference; CA law states term of City Clerk CC-034 CANDIDATES Office + 4 OD, Ppr office and 4 years after the expiration of term; ears EC §17100 Election + 4 City Clerk CC-035 Elections - Nomination Papers: Mag, Mfr, CA law states term of office and 4 years after UNSUCCESSFUL CANDIDATES ears OD, Ppr the 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.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Destroy Image: Paper 1 M=Mfrt after Comments / Reference MMf r Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Final Not accessible to the public; The 8 month City Clerk CC-036.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Examination PIN retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), + 1 year after petition examination 17400 Not accessible to the public; The 8 month City Clerk CC-036.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 Ppr retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), months 17400 Dnciil+c i R n+h c City GlerkClnn+inns �6 Petitions /Ini+infi..n Dnrnll n Rnfn rnnrJ� ino+inn R3,) " n p�� '�T ro en+inn o nlinc of+nr nlnr+inn r i �I+c OF final ' if nn nlnr+ien,nn nlncc there is legal nr FPPG pFeGeeddng. EG §§17200(b)(3) 17400 year after petition City Clerk CC-037 Elections - Precinct Maps 'f nn+i+inn it Mag, Ppr No specific legal requirement; EC §17501, GC 34090 T -fforment 2 years ELECTIONS - STAND-ALONE use in conjunction with Consolidated elections ... records series are not repeated) Elections - Vote -by -Mail Applications / City Clerk CC-038 Absentee Applications, Roster of Absentee 6 mo. Ppr EC §17302 Applications 6 mo. City Clerk CC-039 Elections - Vote -by -Mail Identification Envelopes / Absentee Identification Envelopes Ppr EC §17302 6 mo. City Clerk CC-040 Elections - Ballots - After Election Ppr EC §17302 6 mo. City Clerk CC-041 Elections - Ballots - After Recount 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.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). City Clerk CC-042 Elections - Assessment District Ballots - Prop. 2 years Ppr GC §53753(e)(2), 53755 d 218 proceedings 6 mo. City Clerk CC-043 Elections - Challenged & Assisted Voters List Ppr If uncontested, EC §17304 City Clerk CC-044 Elections - Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 6 mo. City Clerk CC-045 Elections - Precinct Officer Appointments Ppr EC §17503 5 years City Clerk CC-046 Elections - Roster of Voters Mag, Mfr, OD, Ppr EC §17300 6 mo. City Clerk CC-047 Elections - Tally Sheets Ppr EC §17304 6 mo. City Clerk CC-048 Elections - Voter Index Copies used as the Ppr EC §17304 Voting Record at Polling Places 5 years City Clerk CC-049 Elections - Voter Index Ori inal Ppr EC § 17001 End of Elections Section City Clerk CC-051 Ethics Training Certificates 5 years Mag, Mfr, S / I Yes: After GC §53235.2(b) OD, Ppr QC & OD FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED Mag, Mfr, Yes: After City Clerk CC-052 7 Years S I City maintains original statements; GC QC--2-y EMPLOYEES (specified in the City's Conflict of OD, Ppr §81009(e) & (g) Interest code) r FPPC 700 Series Forms (Statement of Department preference; City maintains copies Economic Interests): PUBLIC OFFICIALS Mfr, OD, Yes: After only and the mandate is 4 years; original City Clerk CC-053 (elected & not elected. Includes City Council 7 years Ppr S / I QC statements are filed with FPPC; GC §81009(f) Members, Planning Commission Members, City years & (g) Manager, City Treasurer & City Attorney) 7 4-years City Clerk CC-054 FPPC Form 801 (Gift to Agency Report) Mag, Mr, S / I Yes: After. Must post on website; GC §81009(e) OD Ppr QC 7 years FPPC Form 802 (Tickets Provided by Agency City Clerk CC-055 Mag, Mfr, S II Yes: After. Must post on website for 4 years; GC Report) OD Ppr QC §81009(e) 7 years City Clerk CC-056 FPPC Form 803 (Behested Payment Report) Mag, Mr, S / I Yes: After FPPC Regulation 18734(c); GC §81009e OD Ppr QC 7 years FPPC Form 806 (Agency Report of Public City Clerk CC-057 Mag, Mfr, S / I Yes: After. Must post on website; 2 CCR 18702.5(b)(3); Official Appointments) OD Ppr QC GC §34090; GC §81009(e) 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: CITY CLERK Page CC-7 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). City Clerk CC-058 Franchise Agreements - Unsuccessful bids Bid Opening Maq, Mfr, S / I Yes: After. GC § 34090 (e.g. Cable TV, Electric, Gas, etc.) + 2 ears OD, Ppr QC & OD City Clerk determines historical significance; Mag, Mfr, Yes: After records can address a variety of subjects and City Clerk CC-061 Historical Records P OD, Ppr S / I QC & OD media. Some media (e.g. audio and video NO tape) may be limited because of the media's life expectancy; GC §34090 Mag, Mfr, Yes: After City Clerk CC-065 Minutes: City Council P Yes (all) OD, Ppr S / I QC & OD GC §34090 No When No Longer Municipal Code Administration, Distribution, City Clerk CC-066 Mag, Mfr, SS � II Yes: After. Preliminary Drafts (transmittals to Codifier and etc. Required OD Ppr QC & OD departments); GC § 34090 When No Longer City Clerk CC-067 Municipal Code Supplement Books Mag, Mfr, S / I Yes: After. Preliminary Drafts (transmittals to Codifier and Re uired OD Ppr QC & OD departments); GC § 34090 Department preference; Statute of Limitations: Oaths of Office - City Council and Volunteers "City Separation + Mag, Mfr, Yes: After Public official misconduct is discovery of City Clerk CC-068 (required of all Officers", Elected and 6 years OD, Ppr S / I QC & OD offense + 4 years, retirement benefits is 6 years Boards & Commissions) from last action; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Mag, Mfr, Yes: After City Clerk CC-069 Ordinances P Yes (all) OD, Ppr S / I QC & OD GC §34090 et. seq. No Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) Maq, Mfr, Yes: After. Department preference; Law requires 1 year for City Clerk CC-071 2 years OD Ppr S / I QC & OD petitions; GC §50115 See Elections for Initiative, Recall or Referendum Petitions 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: CITY CLERK Page CC-8 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Property Deeds / Offers of Dedication: Mag, Mfr, Yes: After City Clerk is OFR and maintains them City Clerk CC-072 Processed (presented to Council) P OD, Ppr S / I QC & OD permanently; GC §34090 I City Clerk CC-073 Publications issued by the City - Historically P Mag, Mfr, S / I Yes: After City Clerk determines historical significance; Significant OD, Ppr QC & OD GC §34090 P City Clerk CC-074 Real Estate Surplus Property Sales Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD P Records Management: Destruction Lists / City Clerk CC-075 Mag, Mfr, S / I Yes: After Department preference; GC §34090 et. seq. Retention Schedule OD, Ppr QC & OD Mag, Mfr, Yes: After City Clerk CC-076 Resolutions - City Council P Yes (all) OD, Ppr S / I QC & OD GC §34090 et. seq. No Revocable Lease Agreements or Licenses / Mag, Mfr, Yes: After Not all Encroachment permits are submitted to City Clerk CC-077 Encroachments (see Public Works for utility P Yes (all) OD, Ppr S / I QC & OD Council; GC § 34090 encroachments, wide load permits, etc.) Mag, Mfr, Yes: After City Clerk CC-078 Scan Logs P OD Ppr S / I QC & OD Department Preference; GC §34090 1 year City Clerk CC-079 Streets: Vacations Yes (all) Mag, Mfr, S / I Yes: After Department preference; GC §34090 P OD, Ppr QC & OD 2 years Subpoenas (Miscellaneous), Requests for City Clerk CC-080 Mag, Mfr, S I Yes: After GC §34090 Public Records, Miscellaneous OD Ppr QC & OD P City Clerk CC-081 Title Reports: Property owned by City Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD 2 years Utilities Administration (Correspondence with City Clerk CC-082 Mag, Mfr, S I Yes: After GC § 34090 PUC, etc.) OD Ppr QC & OD Transfer to Mag, Mfr, Yes: After City Clerk CC-083 Vehicle Titles / Pink Slips New Owner OD, Ppr S / I QC & OD GC §34090 Ne 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 MANAGER Page CM-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). CITY MANAGER & CITY COUNCIL OFFICE Copies - Yes: After City Clerk CM-001 Agenda Packets / Staff Reports: City Council When No Mag, Mfr, S / I QC & OD GC §34090.7 Longer OD, Ppr 2 s Required yea City Manager & Mag, Mfr, Yes: After City CM-002 Awards & Certificates to the City 2 years OD Ppr S / I QC & OD GC §34090 Council Office City Manager & City Council Correspondence (directly to and Mag, Mfr, Yes: After. City CM-003 from Council Members) 2 years . Ppr SS � II QC & OD GC §34090 Council Office City Manager & Mag, Mr, Yes: After. City CM-004 City Manager's Correspondence 2 years OD Ppr SS � II QC & OD GC §34090 Council Office City Manager & Minimum 2 Mag, Mfr, Yes: After City CM-005 Department Files years OD, Ppr S � II QC & OD Department Preference; GC §34090 Council Office City Manager & Diversity, Equity and Inclusion Committee Minimum 2 Mag, Mfr, Yes: After Brown Act challenges must be filed within 30 or City CM-006 Agendas, Agenda Packets years _ Ppr SS � II QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) Council Office EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). City Manager & Diversity, Equity and Inclusion Committee Mag, Mfr, Yes: After City CM-007 Minutes P Yes OD, Ppr S f 1I QC & OD Department Preference; GC §34090 Council Office City Manager & Economic Development Advisory Commission Minimum 2 Mag, Mfr, Yes: After Brown Act challenges must be filed within 30 or City CM-008 Agendas, Agenda Packets years _ Ppr SS � II QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) Council Office City Manager & Economic Development Advisory Commission Mag, Mfr, Yes: After City CM-009 Minutes P Yes OD, Ppr S � II QC & OD Department Preference; GC §34090 Council Office City Manager & Maddy Act List (Board and Commission Mag, Mfr, Yes: After. City CM-010 Vacancies) 2 years _ Ppr SS � II QC & OD GC §34090 Council Office City Manager & Proclamations / Commendations / Certificates / Mag, Mfr, Yes: After City CM-011 Recognitions (includes requests) 2 years _ Ppr S I QC & OD GC §34090 Council Office City Manager & Minimum 2 Mag, Mfr, Yes: After. City CM-012 Project / Program Working Files _ Ppr SS � II QC & OD Department Preference; GC §34090 Council years 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. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). City Manager & Public Relations -City Produced Publications, Minimum 2 Mag, M� Yes: After Review for historical significance. Transfer City CM-013 Press Releases, Photos years OD Ppr S I QC & OD historical documents to SMC Historical Council Association; Department Policy; GC §34090 Office City Manager & Recruitments for Boards and Commissions, Mag, Mfr, Yes: After City CM-014 Advisory Boards: Applications, Interview 2 years OD Ppr SS � II QC & OD GC §34090 Council Notes, etc. Office City Manager & When No Mag, M� Yes: After. Notes, drafts, or preliminary documents; GC City CM-015 Speeches / PowerPoint Presentations Longer Ppr S / I QC & OD §34090 et seq. Council Required Office MEDIA and COMMUNICATIONS City Boards, Commissions, & Committees: AUDIO Department preference; State law only requires Manager / CW-016 RECORDINGS or VIDEO RECORDINGS of 4 years (Mag) for 30 days for audio recordings, 90 days for Media & Commun. Meetings / Audio Tapes video recordings; GC §§54953.5(b), 34090.7 City Department preference; State law only requires Manager / CW-017 City Council AUDIO RECORDINGS or VIDEO 4 years (Mag) for 30 days for audio recordings, 90 days for Media & RECORDINGS of Meetings / Audio Tapes video recordings; GC §§54953.5(b), 34090.7 Commun. City Manager / CW-018 Community Cable Advisory Council Agenda Minimum 2 Mag, M� Yes (all) S I Yes: After Department preference; GC §34090 Media & Packets years OD Ppr QC & OD 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. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). City Yes: After Manager / Community Cable Advisory Council Minutes & CW-019 P Mag, Mfr, S / I QC & OD GC §34090 Media & Bylaws OD, Ppr No Commun. City Manager / Community Programming / Government CW-020 2 Years Mag, Mfr, S / I Yes: After Department Preference; GC §§34090 et seq., Media & Access Channel / Cable TV Programming OD Ppr QC & OD 34090.6 and 34090.7 Commun. City Manager / Legislation (Correspondence from the City CW-021 2 Years Mag, Mfr, S / I Yes: After GC §34090 Media & Supporting or Opposing proposed Legislation) OD Ppr QC & OD Commun. City Manager / CW-022 Press Releases 2 years Mag, Mfr, S / I Yes: After GC §34090 Media & OD Ppr QC & OD 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). FINANCE / MANAGEMENT Finance / FIN-001 Audit Reports / Annual Comprehensive P Mag, Mfr, S / I Yes: After Standard within the profession; GC §34090 Mgmt. Financial Report (ACFR) OD, Ppr QC & OD 5 years S � I Yes: After Meets municipal government auditing Finance / FIN-002 Audit Work Papers /Audit Schedules Mag, Mfr, Mgmt. _OD Ppr QC & OD standards; GC §34090 Bank Statements, Fiscal Agent Statements, Meets municipal government auditing Finance / FIN-002.5 Trustee Statements, Investment Account 5 years Mag, Mfr, S I Yes: After standards; Statute of Limitations is 4 years; GC Mgmt. Statements, Pars Statements, Bank OD Ppr QC & OD §34090, CCP § 337 Reconciliations, etc. Statute of Limitations for bonds, mortgages, Cancellat., trust deeds, notes or debentures is 6 years; Finance / Bonds: Debt Official Statements / Redemption Yes: Until Mag, Mfr, Yes: After Bonds issued by local governments are 10 Mgmt. FIN-003 Certificates of Participations (COPs) or Maturity + Maturity OD Ppr SS � II QC & OD years; There are specific requirements for 10 years disposal of unused bonds; CCP §§336(a)&(b); 26 CFR 1.6001-1(e):337.5(a); GC §§34090, 43900 et seq. P S / I Finance / FIN-004 Budgets - Adopted / Final Yes:Mag, Mfr, Current Yes: After Must be filed with County Auditor; GC §34090, Mgmt. Fiscal Year OD, Ppr QC & OD 40802, 53901 Finance / Indefinite - Mag, Mfr, Yes: After Data Fields / Records are interrelated; Grant- Mgmt. FIN-005 Financial Services Database Minimum 7 Yes OD, Ppr S / I QC & OD funded invoices are 7 years; meets municipal ears government auditing standards; GC §34090 Finance / FIN-006 Golf Course Subcommittee Mag, Mfr, Yes: After Department Preference; GC §34090 Minimum 2 S I Mgmt. AGENDAS, AGENDA PACKETS ears �pr P QC & OD Finance / Golf Course Subcommittee Mag, Mfr, Yes: After Mgmt. FIN-007 MINUTES, BYLAWS P OD, Ppr S / I QC & OD GC §34090 No Finance / Journal Entries / Back Up Documents / Mag, Mfr, Yes: After Meets municipal government auditing Mgmt. FIN-008 Budget Adjustments 5 years OD Ppr S / II QC & OD standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 5 years S I Finance / FIN-009 Management Audit Letters Mag, Mfr, After Meets auditing requirements; GC §34090 Mgmt. OD Ppr QC & 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Management Reports / Measure "A" / Single FIN-010 P Mag, Mfr, S / I Yes: After Department preference; Meets auditing Mgmt. Audits OD, Ppr QC & OD requirements; GC §34090 When No Reports / Finance Reports created from Finance / Mag, Mfr, Yes: After Preliminary drafts (the database is the original); Mgmt. FIN-011 Database / Registers - Balance Sheet, Longer _ Ppr S 1 QC & OD GC §34090 et seq. Revenue, Expenditure. Trial Balance, etc. Required Finance / Reports: Annual State or Federal: State FIN-012 5 years Mag, Mfr, S / 1 Yes: After Department preference; GC §34090 Mgmt. Controller's Report, Street Report, etc. OD, Ppr QC & OD 5 years Finance / FIN-013 Reports: Year-end General Ledger Mag, Mfr, S / 1 Yes: After Department preference; GC §34090 Mgmt. OD, Ppr QC & 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). FINANCE/ ACCOUNTS PAYABLE Finance / IRS: 4 years after tax is due or paid (longer for Accounts 1099's, 1096, DE542 (California Report of FIN-014 5 years Mag, Mfr, S I Yes: After auditing & contractor delinquency); Ca. FTB: 3 Payable Independent Contractors) OD Ppr QC & OD years; 26 CFR 31.6001-1, R&T §19530, GC §34090 Finance / GRANT -FUNDED Vendor File / Accounts Accounts Payable / Check Copies / Invoices and FIN-015 7 Years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government auditing Payable Backup / Credit Card Statements / Credit Paid OD, Ppr QC & OD standards; GC §34090 Card Receipts / Travel Reimbursement NOT GRANT FUNDED Vendor File / Finance / Accounts Payable / Check Copies / Invoices Yes: Until Mag, Mfr, Yes: After Meets municipal government auditing Accounts FIN-016 and Backup / Credit Card Statements / 5 years Paid OD, Ppr S / I QC & OD standards; GC §34090 Payable Credit Card Receipts / Travel Reimbursement Vendor Finance / Mag, Mfr, Yes: After Accounts FIN-017 W-9s Inactive + 3 OD, Ppr S / I QC & OD Meets IRS Auditing Standards; GC §34090 Payable years Finance / Warrant (Check) Register (Detail) - Includes Mag, Mr, Yes: After Accounts FIN-018 Grant Funded and Non -Grant Funded 7 years OD Ppr SS � II QC & OD Department preference; GC §34090 Payable 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments / Reference Retention Options M=Mfr Imaged & (OFR) 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 completion). FINANCE / BUSINESS SERVICES Finance / Accounts Receivable (Cash Receipts Yes: Until Mag, Mfr, Yes: After Business FIN-019 Paramedic Billing, TOT, etc.) 5 years Paid OD, Ppr SS � II QC & OD Department preference; GC §34090 Services Finance / Meets Municipal Government auditing Accounts Receivable Write -Offs (due to non- Mag, Mf Yes: After Business FIN-020 payment) 5 years OD Ppr S I QC & OD standards (negative information remains on Services credit ratings for 7 years); GC §34090 Finance / Business Business License Applications, Licenses and FIN-021 5 years Mag, Mf S I Yes: After Meets auditing standards; GC §34090 et seq. Renewals, Letters OD Ppr QC & OD Services Finance / Indefinite - Mag, Mf Yes: After Data Fields / Records are interrelated; Grant - Business FIN-022 Business License Database Minimum 7 Yes SS � II funded invoices are 7 years; meets municipal Services ears OD P r �� QC & OD government auditing standards; GC §34090 Finance / Mag, Mfr, Yes: After Department Preference (negative information Business FIN-023 Collection Agency Assignments 5 years OD Ppr p all II QC & OD remains on credit reports for 7 years); GC Services §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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). FINANCE / PAYROLL Finance / FIN-024 Batch Activity Reports / Payroll Processing 5 years Mag, Mf S I Yes: After Department preference; meets municipal Payroll File OD Ppr p QC & OD government auditing standards; GC §34090 5 years Finance / Checks / Warrants (Payroll Only) / Cancelled FIN-025 Mag, Mfr, S I Yes: After Department preference; meets municipal Payroll Checks _OD Ppr QC & OD government auditing standards; GC §34090 DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & DE Department preference; IRS: 4 yrs after tax is Finance / 166, 941 Forms, PERS / FICA & Medicare Yes Current Mag, Mf Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Payroll FIN-026 Adjustments - Quarterly Payroll Tax Returns 5 years Year OD Ppr all ll QC & OD years; 26 CFR 31.6001-1, R&T §19530; 29 / OASDI, Federal Tax Deposits, CFR 516.5 - 516.6, 29 USC 436, GC §34090 Adjustments, etc. 26CFR31.6001-1 Department preference; IRS Regulations for W- Finance / Payroll Employee File: Benefit Deduction Separation + Mag, Mf Yes: After 4s: four years after the due date of such tax for Payroll FIN-027 Authorizations, Garnishments, etc. 5 years Ppr S / I QC & OD the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1 GC §60201 GC §34090 Finance / Payroll Processing Report / Payroll Mag, Mf Yes: After Department preference; meets municipal Payroll FIN-028 Registers / Payroll Check Registers / 5 years OD Ppr SS � II QC & OD government auditing standards; GC §34090 Earnings Register Department preference; IRS: 4 yrs after tax is Finance / FIN-029 PERS Report - Retirement Reports 5 years Mag, Mf S I Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Payroll (CaIPERS) _ Ppr QC & OD years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Department preference; IRS: 4 yrs after tax is Finance / Mag, Mf Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Payroll FIN-030 Timecards / Timesheets 5 years OD Ppr S I QC & OD years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 26CFR31.6001-1 Department preference; IRS: 4 yrs after tax is Finance / FIN-031 W-2's 5 years Mag, Mf all Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Payroll OD Ppr QC & OD years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; IRS Regulation 31- No Longer in 6001-1 four years after the due date of such tax Finance / FIN-032 W-4s Effect + 4 Mag, Mfr, S / I Yes: After for the return period to which the records relate, Payroll OD, Ppr QC & OD or the date such tax is paid, whichever is the years 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). PURCHASING Finance / Informal Bids & Quotes from Vendors Mag, Mr, Yes: After Department preference for grant auditing Purchasing FIN-033 (Quotes may be submitted by the 5 years OD Ppr SS � II QC & OD purposes; GC §34090 Department) 5 years Finance / Purchase Orders, Requisitions, Quotes, FIN-034 Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government auditing Purchasing Change Orders Paid OD, Ppr QC & OD standards; GC §34090 Finance / FIN-035 Surplus Property Disposal / Sale 5 years Yes: Until Mag, Mfr, S / I Yes: After Meets municipal government auditing Purchasing Paid OD, Ppr QC & OD standards; GC §34090 When No Finance / Mag, Mr, Yes: After Purchasing FIN-036 Vendor List Longer OD Ppr SS � II QC & OD Transitory / preliminary drafts; GC §34090 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). UTILITY BILLING Finance / Bankruptcies (Where City does not pursue a Mag, Mfr, Yes: After Utility FIN-037 claim) 5 years _ Ppr S I QC & OD Department preference; GC §34090 Billing When No Finance / Transitory records not retained in the ordinary Utility FIN-038 Billing Registers / Reports, Daily Update, Longer Mag, Mfr, S I Yes: After course of business; Financial system qualifies Billing Bank Draft, Adjustment Posting, etc. Required OD Ppr QC & OD as a trusted system and can re-create reports accurately; GC §34090 Follow Bank Finance / Checks deposited to Bank (City scans them Mag, Mfr, Yes: After These are bank instruments, and not City Utility FIN-039 for the Bank, rather than physically taking Instructions OD Ppr S I QC & OD records; per bank agreement. Billing the checks to the bank to deposit them.) Finance / Mag, Mfr, Yes: After Department Preference (negative information Utility FIN-040 Collection Agency Assignments / Write Offs 5 years Ppr p P S I QC & OD remains on credit reports for 7 years); GC Billing _OD §34090 et seq. Finance / Mag, Mfr, Yes: After Transitory records not retained in the ordinary Utility FIN-041 Payment Stubs (mailed) / Utility Receipts 4 months _ Ppr all Il QC & OD course of business; GC §34090 Billing Finance / Mag, Mfr, Yes: After Utility FIN-042 Prop 218 Notices: Master Mailing List 2 years OD Ppr all II QC & OD GC §34090 Billing Finance / Mag, Mfr, Yes: After Transitory records not retained in the ordinary Utility FIN-043 Prop 218 Notices: Undeliverable Mail 3 months OD Ppr SS � II QC & OD course of business; GC §34090 Billing 5 years S I Finance / Utility FIN-044 Returned Checks (NSF, etc.) Yes: Until Mag, Mfr, Yes: After Meets municipal government auditing Billing Paid OD Ppr QC & OD standards; GC §34090 Finance / Mag, Mfr, Yes: After Utility FIN-045 Service Applications 5 years OD Ppr all II QC & OD Department preference; GC §34090 Billing Indefinite - Finance / Mag, Mfr, Yes: After Data Fields / Records are interrelated; Grant - Utility FIN-046 Utility Billing Database Minimum 7 Yes OD P r all II QC & OD funded invoices are 7 years; meets municipal Billing ears �� government auditing standards; 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. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Utility Users Tax Exemptions (Low Income / Close + 5 Mag, Mr, Yes: After Utility FIN-047 Senior / Disabled) years OD Ppr S I QC & OD Department preference; GC §34090 Billing Final Finance / Water Billing: Appeals -Payment Mag, Ppr, Yes: After '& Documented or attached to Customer Record Utility FIN-048 Delinquency & Impending Discontinuation Decision + 2 Mfr, OD S / I QC OD in database GC §34090; H&S §116908 Billing years Finance / Mag, Ppr, Yes: After '& Utility FIN-049 Water Billing: Auto -Billing Authorizations 2 years Mfr, OD S / I QC OD GC §34090 Billing When No Finance / Water Billing: Non-payment Notices / Notice Mag, Ppr, Yes: After Documented or attached to Customer Record Utility FIN-050 of Payment Delinquency &Impending Longer Mfr, OD S / I QC & OD in database GC §34090; H&S §116908 Billing Discontinuation (Initial, Final) Required Finance / Water Billing: NSF Checks /Adjustments to Mag, Ppr, Yes: After Documented or attached to Customer Record When No Utility FIN-051 Customer accounts Longer Mfr, OD S / I QC & OD in database GC §34090; H&S §116908 Billing Re uired Expiration or Finance / Utility FIN-052 Water Billing: Payment Plans: Amortization, Completion Mag, Ppr, S / I Yes: After Documented or attached to Customer Record Billing Alternative Payment Plans, Deferrals, etc. of Payment Mfr, OD QC & OD in database GC §34090; H&S §116910 Plan When Finance / Utility FIN-053 Water Billing: Policy on Discontinuation of Superseded; Mag, Ppr, S / I Yes: After Must post to Website; H&S §116906; GC Billing Residential Service for Nonpayment Minimum 2 Mfr, OD QC & OD §34090 ears Finance / Water Billing: Report of Annual Minimum 2 Mag, Ppr, Yes: After Must post to Website; H&S §116918; GC Utility FIN-054 Discontinuations of Residential Service years Mfr, OD S / I QC & OD §34090 Billing Finance / Water Turn On /Turn Offs (includes Work Mag, Mfr, Yes: After City preference for drinking water regulations; Utility FIN-055 Orders) 5 years _ Ppr all lI QC & OD CCP §§338 et seq., 340 et seq., 342; GC Billing §34090 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Destroy Image: Office of Retention Total Media Paper 1=Import Record Records Description No. Retention Vital? Options after M=Mfr Comments / Reference (OFR) Imaged & 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). FIRE / EMERGENCY MEDICAL SERVICES Yes: Department Preference - required for 3-2 years Fire /EMS Controlled Substance Logs, Inventories / FR-000 2 years Mag, Mfr S / I After QC ; 21 CFR Ambulance Inventory Logs OD Ppr & OD §1304.04, 1310.04; 22 CCR 70263 and 71233: FA §32003(e), B&P 4081; GC §34090 EMS /Paramedic Training Records / Mag, Mfr, Yes: Fire / EMS FR-001 Continuing Education 4 years OD Ppr S / I After QC 22 CCR 100395, GC §34090 & OD Fire /EMS FR-002 EMS Complaints 3 years Mag, Mfr, Yes: S / I After Statute of Limitations for health providers is 3 OD Ppr & OD years; 13 CCR 1100.7, GC §34090 Yes: Fire /EMS HIPAA Policies and Procedures (Health FR-003 Superseded Mag, Mfr, After QC S I 45 CFR 164.530Q) Insurance Portability and Accountability Act) + 6 years OD, Ppr & OD 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 Patient Care Reports / PCRs / Paramedic recommended by AHIMA for "healthcare Release Forms (EMS transportation): Yes: providers"; California Healthcare Association Mag, Mfr, After QC recommends Acute Care Facilities retain adult / Fire EMS FR-004 ADULTS 7 years OD, Ppr S / I & OD records for ten years following discharge; Includes e-PCR Database / Electronic Patient 1 year Juvenile records are required until patient Care Report Database becomes 18 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; 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Destroy Image: Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & 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). 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 Patient Care Reports / PCRs / Paramedic recommended by AHIMA for "healthcare Yes: providers"; California Healthcare Association Release Forms (EMS transportation): Mag, Mfr, After QC recommends Acute Care Facilities retain adult Fire EMS FR-005 MINORS /JUVENILES / 20 years S / I OD, Ppr & OD records for ten years following discharge; Includes e-PCR Database / Electronic Patient 1 gear Juvenile records are required until patient Care Report Database becomes 18 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; 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Image: Destroy Office of Retention Total Media 1=Import Paper Record Records Description No. Retention Vital? Options M=Mfr after Comments / Reference (OFR) 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 completion). FIRE ADMINISTRATION Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 All -Hazards Incident Management Team I I years; Uniform Admin. Requirements for Grants Fire / (AHIMT) Mag, Mfr, Yes: After to Local Governments is 3 years from '& Admin. FR-006 10 years OD, Ppr S / i QC OD expenditure report or final payment of grantee Partially Funded by FEMA / OES 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 Background Packets - UNSUCCESSFUL Department preference; EEOC/FLSA/ADEA Applicants Yes: (Age) requires 3 years for promotion, demotion, Fire / FR-007 4 years Mag, Mfr, S / I After QC transfer, selection, or discharge; State Law Admin. (Successful Applicants are sent to Human OD Ppr requires 4 years; 29 CFR 1602.31 & & OD Resources) 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 5 years Fire / Billing: Alarms, Annual Inspections, Life & FR-008 Mag, Mfr S / I Yes: Department preference (meets municipal After QC Admin. Safety Inspections, Sprinkler Testing, etc. OD Ppr & OD government auditing standards); GC §34090 Citizen's Emergency Response Training / Fire / Neighborhood Training Mag, Mfr, Yes: After Admin. FR-009 5 years OD, Ppr S / i QC & OD Department Preference; GC §34090 Disaster Service Worker Certification, Roster, etc. Department Preference; OSHA requires 5 Fire / Mag, Mfr, Yes: After years for safety records; 8 CCR §3203 et seq., '& Admin. FR-010 Department Safety Committee Minutes 5 years OD, Ppr S / i QC OD 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 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Image: Destroy Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & 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). When Fire / FR-011 Emergency Plans / Disaster Preparedness Superseded Mag, Mfr, S / Yes: After Department Preference; GC §34090 Admin. Manuals, etc. Minimum 2 OD, Ppr QC & OD ears Department preference to allow for FEMA 3 years After audits (up to 6 years & 3 months from the date Fire / FEMA Reports / FEMA Reimbursements / EOC Reimburse- Mag, Yes: of the final inspection report); Uniform Admin. Admin. FR-012 Activations / Cal OES Strike Team ment, Ppr Ppr S / I After QC Requirements for Grants to Local Governments Reimbursements Minimum & OD is 3 years from expenditure report or final 10 years payment of grantee or subgrantee; (Also See Grants on City-wide); GC §34090 et seq. Indefinite - Life of the Data is interrelated; If used for Inspections, Structure or Yes: California Fire Code requires 5 years or Life of Fire / FR-013 Fire RMS Incident Database Activity, or Yes Mag, Mfr, S / I After QC the Structure or Activity for Approvals, Admin. Minimum 5 OD, Ppr & OD Inspections, Fires, Modification / Alternative years, Methods or Materials; CFC §§ 104.6 — 104.6.4; Whichever is GC §34090 Longer Fire / Admin. OR When No Yes: Fire FR-014 Fire Incident Reports Longer Mag, Mfr, S / I After QC Department preference; data is in RMS Prevention Required OD, Ppr & OD database; GC §34090 et seq. or Police (for Arson) 15 years Fire / FR-015 ISO Insurance Ratings Mag, Mfr, S / i Yes: After Department Preference (rated every 10 years); Admin. OD, Ppr QC & OD GC §34090 Copies - Yes: City Clerk FR-016 Memoranda of Understanding (MOUs) / Mutual When No Mag, Mfr, S / I After QC Originals Maintained by City Clerk or County Aid Agreements / Joint Power Authorities Longer OD, Ppr & OD Clerk of the Board Permanently; GC §34090.7 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Destroy Image: Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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). Fire / Minimum 2 Mag, Mfr, Yes: Admin. FR-017 Programs and Projects OD, Ppr S / I After QC Department Preference; GC § 34090 et seq. years & OD Mag, Mfr, Fire / Yes: FR-018 Requests for Copies of Incident Reports 2 years S / I After QC GC §34090 Admin. OD Ppr & OD Department preference; Claims can be made Human Send to MagMfr_ , , Yes: for 30 years for toxic substance exposure; 8 FR-019 Respiratory Fit Tests for Breathing Apparatus Human S / I After QC Resources Resources OD _Ppr CCR §3204(d)(1) et seq., GC §§12946, 12960, & OD 34090 Yes: Fire / FR-020 Staff Meeting Minutes 2 years Mag, Mfr, Yes S / I After QC GC §34090 Admin. OD 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Image: Destroy Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & 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). FIRE / Environmental Safety - CUPA Certified Unified Pro ram Agencies) Department preference for environmental Fire / Mag, Mfr, Yes: After contamination investigations; Reporting is Environ. FR-021 Business Inspections P OD, Ppr p S / i QC & OD required for 5 years, enforcement actions for 3 Safety years after resolved; GC §26202, 34090; 27 CCR 15188(a) Minimum 3 Fire / Chemical Inventory Reporting /New Mag, Mfr, Department preference; NPDES Monitoring Yes: After Environ. FR-022 Construction, Site Assessments years OD, Ppr S / 1 QC & OD records required for 3 years; 40 CFR §§122.21, Safety 122.41; GC §34090 Fire / Mag, Mfr Yes: GC §§26202, 60201 et seq.; 27 CCR 15188(a), Environ. FR-023 CUPA Self -Audit, State Summary Report 5 years Ppr S / I After QC 15280(a)(2) Safety & OD Enforcement Files / Notice of Violation / Compliance History / Enforcement Actions / Fire / Hazardous Materials Enforcement Actions / Mag, Mfr, Yes: After Environ. FR-024 Hazardous Waste Enforcement Actions P Yes OD, Ppr S / i QC & OD Department Preference; GC §34090 Safety (Except UST Violations Resulting in a Release see Site Mitigation) Indefinite - Fire / Hazardous Materials Disclosures / Business Mag, Mfr, Yes: Data Fields / Records are interrelated; GC Environ. FR-025 Emergency Plans Permanent Yes OD, Ppr S / I After QC §34090 Safet Y & OD Fire / Hazardous Materials Notifications / Hazardous Mag, Mfr, Yes: After Environ. FR-026 Waste Treatment Notifications P OD, Ppr S / i QC & OD Department Preference; GC §34090 Safety 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Image: Destroy Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & 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). Fire / Environ. Department preference; Claims can be made Safety & Mag, Mfr, Yes: After for 30 years for toxic substance exposure; 8 Fire FR-027 Hazardous Materials Responses P S / i OD, Ppr QC & OD CCR §3204(d)(1) et seq., GC §§12946, 12960, Marshal / 34090 Fire Prevention Fire / Mag, Mfr, Yes: After Department preference; Monitoring records Environ. FR-028 Lab Data / Sampling Data (by address) P OD, Ppr S / i QC & OD required for 3 years; 40 CFR §§122.21, 122.41 Safety Fire / Site Assessments / Mitigations (Contaminated Department Preference; Claims can be made Environ. Soil, UST Closures / Violations Resulting in a FR-029 P Mag, Mfr,r, Yes S / Yes: After for 30 years for toxic substance exposure; 8 Safety Release, Site Assessment and Remedial OD, P p QC 3204 d 1 et se GC 12946, 12960, & OD CCR § ()() q'' §§ Action Records, etc. 34090 FIRE MARSHAL / FIRE PREVENTION Commun. Copies - Develop. / Alarm Plans and Sprinkler Plans (large format FR-030 When No Mag, Mfr, S / Yes: After Department Preference; GC §34090.7 Building drawings) Longer I OD, Ppr QC & OD Required Annual Fire Inspections / Business Inspection Until Fire / Fire Files / Annual Inspections, Life & Safety Building Marshal & FR-031 Inspections (Approvals, Inspections, Fires, Demolished Mag, Mfr, S / i Yes: After Required for the Life of the Structure or Activity, '& Fire Modification / Alternative Methods or Minimum 5 OD, Ppr QC OD or Minimum 5 years CFC §§ 104.6 — 104.6.4 Prevention Materials), Fire Citations / Notice of Violations years Fo.o�c Marshal gr Flre- FR Citations i Notice f ViolationsMinimum (Fare 2 Department) Mfr, OD, Ppr 7S44 Yes: °fter QC & OB Be defer � r-� ��nnon Minimum 2 Dro nf'.. 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. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Destroy Image: Office of Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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). Fire / CUPA Department preference; Claims can be made & Fire Mag, Mfr, Yes: After for 30 years for toxic substance exposure; 8 Marshal & FR-033 Hazardous Materials Responses P S / i OD, Ppr QC & OD CCR §3204(d)(1) et seq., GC §§12946, 12960, Fire 34090 Prevention Fire / Fire Fire Code Permits / Film Permits, Special Marshal & Event Permits (assembly permits, candle Expiration + Yes: Mag, Mfr, Yes: Fire FR-034 permits, tent permits, fire hydrant use, open 2 years Before OD Ppr S / I After QC GC §34090 et seq. Event & OD Prevention flame, etc.) Fire / Fire Department Preference (no statute of Marshal & Investigation Reports - Capital Crimes & Mag, Mfr, Yes: After limitations on these incidents/crimes); California Fire FR-035 Suspected Capital Crimes (Arson, etc.) P OD, Ppr S / QC & OD Fire Code requires 3 years; CFC §§ 104.6 — Prevention 104.6.4, GC §34090 Fire / Fire Investigation Reports - Criminal & Citations Yes: Department Preference; California Fire Code Marshal & Mag, Mr, FR-036 (Administrative Infraction or 5 years S / I After QC requires 3 years; CFC §§ 104.6 — 104.6.4, GC Fire Misdemeanor), Service Requests OD Ppr & OD §34090 Prevention Community Copies - Yes: When No Mag, Mr, Develop / FR-037 Plan Checks / Conditions of Approval S / I After QC Copies; GC §34090.7 Building Longer OD,OD Ppr & OD Required Until Fire / Fire Plans: Fire Sprinkler, Fire Safety Plans / Fire Building Yes: Marshal & FR-037.5 Construction Documents (Final, Approved by Demolished Mag, Mfr, S / I After QC Required to be retained for Completion + 180 Fire OD, Ppr days; CFC M06.4; GC �34090 et seq the Fire Department Only) Minimum 5 & OD Prevention Fire / Fire Marshal & Public Information /Education (when produced rMinimum Mag, Mf Yes: FR-038 S/I After QC Department Preference; GC §34090 Fire internally) _ Ppr & OD Prevention EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Destroy Image: Office of Retention Total Media Paper 1=Import Record No. Records Description Retention Vital? Options after M=Mfr Comments / Reference (OFR) Imaged & 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). Community Develop / FR-039 Record Drawings ("As-Builts") and CAD EReed Mag, Mfr, Yes: After S / Copies; GC §34090.7 Building drawings of buildings OD, Ppr QC & OD OPERATIONS / SUPPRESSION Fire / Operations FR-040 Apparatus & Equipment (LARGE) Records & Testing Disposal + 2 years Mag, Mfr, _ Ppr Yes: S / I After QC Department Preference to be in compliance with NFPA Standards for in-service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5 Ladder, Hose, Pump Testing & OD GC §34090 Department Preference; OSHA requires 5 Human FR-041 Personnel Training File - Tests, Bulletins, Separation + Mag, Mfr, Yes: After years for safety records; 8 CCR §3203 et seq., 14300.33(a); 29 1627.3(b)(2), 29 Resources Certificates, Field Training, etc. 5 years OD, Ppr S / 1 QC & OD 8 CCR CFR CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 Fire / FR-042 Pre -Fire Plans Mag, Mfr, Yes: S / I After QC GC §34090 et seq. When Operations Superseded _OD Ppr & OD Expiration of Yes: Fire / FR-043 Self-contained Breathing Apparatus (SCBA) Certificate - Mag, Mfr, S / I After QC Certificates are issued for 3-5 years; GC Operations and Bottles Minimum 2 _ Ppr & OD §34090 et. seq. ears Yes: Fire / FR-044 Station Log Books (Incidents - kept at Fire P Mag, Mfr, S/I After QC Retained for historical and administrative value; Operations Stations) OD, Ppr & OD GC §34090 NO Lead Dept. FR-045 Vehicle Safety Checks / Daily Vehicle 2 years Mag, Mfr, Yes: S / I After QC GC §34090 Inspections /Daily Equipment Checks _OD 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. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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, Human Classification / Reorganization Studies Minimum 3 MagMfr , Yes: After transfer, selection, or discharge; State Law Resources HR-001 (for employee classifications and years OD Ppr S / II QC & OD requires 2 -3 years; retirement benefits is 6 department structures) years from last action; 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Department Preference; statute of limitations Minimum Yes: After for EEOC/FLSA/ADEA (Age) requires 3 years Human Classification Specifications / Job HR-002 Superseded Mag, Mfr, S / I QC & OD for promotion, demotion, transfer, selection, or Resources Descriptions + 4 years OD, Ppr a —year discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090 Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human Mag, Mfr Yes: After transfer, selection, or discharge; State Law Resources HR-004 Compensation Surveys & Studies 3 years OD Ppr SS � II QC & OD 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 Human Separation + Yes: Until Mag, Mfr Yes: After years for promotion, demotion, transfer, Resources HR-005 Confidential Investigations 6 years Separation OD Ppr SS � II QC & OD selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Human HR-007 DMV -Addition, Deletion Form Mag, Mfr S I Yes: After GC §34090 2 years Resources OD, Ppr QC & 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. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). When Department preference; Transitory or source Human DMV-Pull Notices, Waivers for Pull Superseded Mag, Mfr, Yes: After records not retained in the ordinary course of Resources HR-008 Notices or OD Ppr SS � II QC & OD business; CHIP audits every 2 years; Bureau of 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 for Drug Testing Program / DOT Testing - Human Mag, Mom_ negative tests; EEOC / FLSA / ADEA (Age) Yes: After HR-009 Eligible Pool Lists, Drug & Alcohol Test Resources 5 years OD Ppr S —/' requires 3 years physical examinations; State QC & OD Results, Training,BIT Inspections, etc. p Law requires 2 ears; 29 CFR 1627.3 b 1 v , q Y O( )( ) GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. Equal Opportunity Employment - All State and Federal laws require retention Complaints / California Civil Rights Human Minimum Mag, M� Yes: After until final disposition of formal complaint; State "fully HR-010 Department (CRD) / Department of Fair Resources Separation + Ppr S / I requires 4 years after and finally QC & OD Employment & Housing (DFEH or 4 years disposed"; 2 CCR 1101(c); GC §§12946, EEOC) Claims / Harassment Claims 12960, 34090 3 years all Human Equal Opportunity Employment - EEOC HR-011 Mag, M� Yes: After 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR Resources Reports (EEO-4 Reports); EDD Reports OD Ppr QC & OD 1602.32; GC §34090 Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 Human Separation + Yes: Until Mag, Mfr Yes: After years for promotion, demotion, transfer, Resources HR-012 Grievances 6 years Separation _ Ppr SS � II QC & OD selection, or 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. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 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 / Human Separation + Mag, Mfr, Yes: After ADEA (Age) requires 3 years for "any other Resources HR-013 I-9s 3 years OD, Ppr S / I QC & OD forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§ 12946, 12960, 34090; INA 274A(b)(3); INS Rule 274a.1(b)(2) Department preference (protects City in the event of past employee misconduct); State law Human LiveScan Fingerprint Clearance Forms - Separation MagMfr Yes: After requires 4 years after a personnel action; DOJ Resources HR-014 for Employees, Contractors, Volunteers, + 4 years OD, Ppr S f lI QC & OD allows retention for legitimate business needs; Interns must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC §§12946, 12960, 34090, 10 years Human Negotiation Binders / Notes, Side HR-015 Yes while Mag, Mfr S I Yes: After Department preference; 29 CFR 405.9; GC Resources Letters, Correspondence, etc. current OD Ppr QC & OD §34090 Department Preference; statute of limitations Personnel Files - All Employees for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 Human HR-017 (Part-time employee's files are forwarded Separation + Yes: Until Mag, Mfr, S / I Yes: After years for promotion, demotion, transfer, Resources 6 years Separation OD, Ppr QC & OD selection, or discharge; State Law requires 4 to Human Resources when they are years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ Separated) 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Department Preference; statute of limitations for retirement benefits is 6 years from last Personnel Files - Fire Department action; EEOC/FLSA/ADEA (Age) requires 3 Human Background Files (Successful HR-018 Separation + Yes: Until Mag, Mfr, S / I Yes: After years for promotion, demotion, transfer, Resources Applicants) 6 years Separation OD, Ppr QC & OD 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 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: HUMAN RESOURCES Page HR-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Separation + Personnel Files - Medical Records (all 30 years, Department preference; Files maintained employees) OR separately; Claims can be made for 30 years Human HR-019 Termination Yes: Until Mag, Mfr, S / I Yes: After for toxic substance exposure; 8 CCR Resources of Benefits + Separation OD, Ppr QC & OD §3204(d)(1) et seq., 8 CCR 5144, 8 CCR Includes Includes Breathing Apparatus Fit Tests & 5 years 15400.2; 29 CFR 1910.1020(d)(1)(i), GC Log LiveS(whichever §§12946, 12960, 34090 is Ion er Department preference; EEOC / FLSA / ADEA Human Mag, Mfr a Yes: Y: After (Age) requires 1-3 years; State Law requires 4 Resources HR-020 Recruitment Database - NeoGov 4 years Ppr SS � II & OD years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6),2 CCR 11013(c); 8 CCR §11040(7.( c)), GC §§12946, 12960, 34090 Recruitment Files - Full-time Employees Department preference; EEOC / FLSA / ADEA Human (Includes Applications (Unsuccessful), Minimum 4 Mag, M� Yes: After (Age) requires 1-3 years; State Law requires 4 Resources HR-021 Advertisements, Job Brochures, Test years OD Ppr S I QC & OD years; 29 CFR 1602 et seq & 1627.3(a)(5) and Data, Rating Sheets, Questions, Eligible (6),2 CCR 11013(c); 8 CCR Lists, Reference Checks, Background §11040(7.( c)), GC §§12946, 12960, 34090 Checks from Fire or PD, etc.) Human Studies & Surveys Conducted on Behalf Mag, Mfr Yes: After Minimum 3 Resources HR-022 of the City (Attrition, Benefits, years OD Ppr SS � II QC & OD Department preference; GC §34090 Succession Planning, 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. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 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 Training - Harassment Prevention and required to keep their OSHA records 7 years; Violence in the Workplace (for others, Ethics Training is 5 years; EEOC/FLSA/ADEA Human see the City-wide Schedule) Mag, Mfr, Yes: After (Age) requires 3 years for promotion, demotion, Resources HR-023 5 years OD, Ppr S / I QC & OD transfer, selection, or discharge; State Law (Attendance Rosters, Outlines and requires 4 years; 8 CCR §3203 et seq., 8 CCR Materials) 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); LC 64 01.9(f) When No Verifications of Employment, Child Human Mag, M� Yes: After Not an Agency record / Content does NOT Resources HR-023.5 Support, etc. (From lenders or other Longer OC Ppr S / I QC & OD relate in a substantive way to the conduct of the outside companies) Re uired public's business; GC §34090 et seq Separation + Workers' Compensation or Disability Department preference; Claims can be made Claims /Employee or Volunteer Accident 30 years, for 30 years for toxic substance exposure; Reports OR Claims are required for five years after the end Human HR-024 Termination Mag, Mfr, S / I Yes: After of compensation, or injury, whichever is longer8 Resources Includes all Employee Accident, Incident, of Benefits + OD, Ppr QC & OD CCR 5144, 8 CCR 15400.2; 29 CFR or Injury Reports, Refusal of Medical 5 years (whichever 1910.1020(d)(1)(i), GC §§12946, 12960, Treatment of an Industrial Accident is Ion er 34090 Human Workplace Violence — Hazard Mag, Mfr, Yes: After Resources HR-024.5 identification, evaluation, correction, 5 years OD, Ppr S / I QC & OD LC �6401.9(fl, GC �34090 incident logs, investigations, 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. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 Backups (ALL Disaster When No Used for Disaster Recovery Purposes Only; Technology ITS-001 Recovery Computer Backups) Longer Yes Mag. Considered a copy and can be destroyed when Services Re uired no longer required; GC §34090 et seq. Information Technology ITS-003 Enterprise System Catalogue (posted on line) 2 years Mag, Ppr GC §34090 et seq. Services Information When No Preliminary documents not retained in the Technology ITS-004 Network Configuration Maps & Plans Longer Yes Mag. ordinary course of business; GC §34090 et Services Required seq. When No Information Software Licenses, Warrantees, Installation Technology ITS-005 Media Longer Mag. Department preference; GC §34090 et seq. Services Used UNALTERABLE MEDIA / IMMUTABLE For legal compliance for Trustworthy Electronic Information CLOUD BACKUP / (WORM / DVD-r / CD-r / Records (when the electronic record serves as Technology ITS-006 Blue Ray-R) or other unalterable media that P OD the official record); must be stored in a "safe Services does not permit additions, deletions, or and separate location"; GC 34090, 12168.7, changes EVC 1550, 2 CCR 22620 et seq EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). POLICE ADMINISTRATION / CHIEF / INTERNAL INVESTIGATIONS / SUPPORT SERVICES Police / Concealed Weapon Permits (CCW) - Civilians / Expiration + Mag, Mfr, Yes: DOJ manages the sale and transfer of firearms; Admin PD-001 Retirees 2 years OD, Ppr S / I After QC Non -records (State is OFR); most agencies & OD retain for 2 years; GC §34090 P Police / Crime Statistics / Uniform Crime Reporting PD-002 Mag, Mfr, S / I Yes: After Historical Value; GC §34090 Admin (UCR): ANNUAL OD, Ppr QC & OD Crime Statistics / Uniform Crime Reporting Police / Mag, Mfr, Yes: After Admin PD-003 (UCR), NIBRS Statistical Reporting: 5 years OD, Ppr S / I QC & OD GC §34090 PERIODIC (Monthly, Bi-monthly, etc.) Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants Police / Homeless Services: Supportive Housing, Mag, Mfr, Yes: to Local Governments is 3 years from Admin PD-004 Outreach, Rapid Re -housing, ContinuingCare p g' 5 ears y OD Ppr p S / I After QC expenditure report or final payment of grantee p p p y Grants, etc. & OD or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 92.508, 570.490, & 570.502(a), 29 CFR 97.42; GC §34090; 24 CFR 982.158 Department Preference; State & Federal laws Internal Investigations: Sustained WITHOUT require retention until final disposition of formal Police / PD-005 Sustained Finding of Misconduct as defined Final Disposition + Mag, Mfr, S / I Yes: After QC complaint; State requires 2 years after action is Admin in PC §832.7, Not Sustained and Officer 5 years OD Ppr & OD taken; Statute of Limitations is 4 years for Involved Shootings misconduct; EVC §1045(b)(1), GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 Final Internal Investigations: Sustained WITH Police / Mag, Yes: Admin PD-005.1 Sustained Finding of Misconduct as defined Disposition + Ppr Ppr S / I After QC PC §832.7; GC §34090 in PC §832.7 15 ears & OD Police / Mag, Mfr,Original Yes:— Workers Compensation part of Admin PD-006 Light Duty Reports 2 years OD Ppr S / I After QC Personnel file; GC §34090 et seq. & 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA (Age) Police / PD-007 POST Data, Files and Printouts (Training Separation + Mag, Mfr, S / I Yes: After requires 3 years for promotion, demotion, Admin Courses) 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 Police / Officer Standards and Training (POST Mag, Mfr, Yes: After '& Admin PD-007.5 Commission) of peace officer employment, 2 years OD, Ppr S / I QC OD GC §34090 compliant, finding, disposition, or judgement pursuant to §PC 13510.9 Department Preference; EEOC's basic Police / Yes: Current Mag, Mfr, Yes: requirement is 1 year after action; Bureau of Admin PD-008 Work Assignments (Schedules) 7 years Schedule OD Ppr S / I After QC National Affairs recommends 2 years for work only & OD schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC § 34090 ANIMAL REGULATION Police / Mag, Yes: Animal PD-009 Animal Licenses 2 years Ppr OD Ppr S / I After QC GC §34090 Reg. & OD Police / Mag, Yes: Animal PD-010 Animal Control County Reports / Lists 2 years Ppr Ppr S / I After QC GC §34090 Reg. & OD Police / Animals -Record of All Efforts to Contact Mag, Mfr Yes: Animal PD-010.1 Owner and/or Microchip's Primary Registrant 2 years OD Ppr S / I After QC FA §§31108.3 and 31752.1; GC §34090 Re & OD INVESTIGATIONS ALL Police / PD-011 Background Checks for Business Licenses: Bingo, Massage Technicians Parlors, Expiration of 2 Mag, Mfr, I Yes: After '& Investig. & License + I OD, Ppr S / QC OD GC §34090 Peddlers, Taxi, etc. 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / PD-012 Background Files - CCW, Employees, Separation + Mag, Mfr, S / I Yes: After Retained for administrative value; GC §34090 Investig. Volunteers & Reservists 30 ears OD, Ppr QC & OD Police / PD-013 Background Files - U Visas, T-Visas with INS 4 years Mag, Mfr, S / I Yes: After Per Immigration; GC §34090 Investig. Letters /Victims of Crime OD, Ppr QC & OD Department Preference; EEOC / FLSA / ADEA Yes: Police / PD-014 Background Files - Unsuccessful Applicants 5 years Maq, Mfr, S / I After QC (Age) requires 3 years; State Law requires 4 Investig. (Not Hired) OD Ppr & OD Years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 34090 1 year Police / PD-015 Field Interview Cards (may include photos) Mag, Mfr, S / I Yes: After Notes destroyed in the regular course of Investig. OD, Ppr QC & OD business; GC §34090 et seq. When No Police / Mag, Mfr, Yes: Based on DOJ Inventory Requirements; Some Investig. PD-016 Guns: Dealers Record of Sale Longer OD Ppr S / I After QC dealers have an automated link to DOJ; GC Required & OD §34090 Misleading, obsolete or unreliable information is Yes: Police / PD-017 Intelligence Reports 5 years Mag, Mfr, S / I required to be destroyed; remaining records After QC Investig. OD Ppr & OD must not be retained longer than 5 years; 28 CFR 23.20 h ; GC §34090 RECORDS and PROPERTY Police / Records PD-018 Arrest Reports (LA County Booking #) E:1 Yes: Before Mag, Mfr, S / I Yes: After Department Preference; GC §34090 & Prop. Disposition OD, Ppr QC & OD Mag, Mfr, Yes: Finance PD-019 Auction Receipts & Records (Evidence) 4 years Ppr S / I After QC Consistent with auditing standards; GC §34090 _OD & OD Police / PD-020 Background Clearance Letters (Not 3 years Mag, Mfr, S / I Yes: After Department preference; GC §34090 Investig. Employees) OD, Ppr QC & OD Police / Citations: Marijuana Citations or Reports (less Mag, M� Yes: Records PD-021 than 28.5 grams) 2 years OD Ppr S / I After QC GC §34090, H&S §11361.5 & Pro P & 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / Citations: Misdemeanor Traffic, Parking, or Mag, Mfr, Yes: Statute of Limitations is up to two years; Also Records PD-022 Criminal 2 years OD Ppr S / I After QC See Crime Reports; GC §34090, PC §802 & Pro p� & OD Department Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding Police / Crime Reports: Felonies and Misdemeanors 7 years or warrants, unrecovered weapons, criminal Records PD-023 ALL except those otherwise specifically upon DOJ Yes: Before Mag, Mfr, S / I Yes: After deaths, they are not historically significant, and & Prop. mentioned in this retention schedule Notification Disposition OD, Ppr QC & OD it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference; Most have no Police / Elder Abuse, Sexual Assault & Neglect, Rape, Yes: Before Mag, Mfr, Yes: After limitations on commencement of action; PC §§ Records PD-024 Misuse of Public Funds, Train -wrecking, P Disposition OD, Ppr S / I QC & OD 261, 286, 288, 288a, 288.5, 289, 289.5, and & Prop. Treason, Suicide, Officer Involved shootings 799 (Crimes Subject to Death Penalty or without statute of Limitations) Conviction Yes: Police / Crime Reports: Marijuana less than 28.5 or Arrest (if Mag, Mfr, After QC ("Shall" Destroy); GC §§68152(c)(8), 34090; Records PD-025 grams No OD, Ppr S / I & OD H&S §11361.5 & Prop. Conviction) When + 2 Vears inaGtove Police / Crime Reports: Misdemeanor Marijuana Offender is Records PD-026 §11357(e) - Juvenile on School Grounds 18 Years Yes: Before Mag, Mfr, S / I Yes: After (Courts and other Agencies "Shall" destroy); & Prop. during School Hours (with procedure in H&S Old Disposition OD, Ppr QC & OD H&S§ 11361.5 et seq., 11357(e) §11361.5) P Police / Crime Reports: Missing Person Reports Records PD-027 Yes: Before Mag, Mfr, S / I Yes: After Dept. Preference; Also see Crime Reports; GC & Prop. (unsolved) Disposition OD, Ppr QC & OD §34090 EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / Crime Reports: Public Assist and other Non- Mag, Mfr, Yes: Records PD-028 Criminal Police Contact Reports 2 years OD, Ppr S / I After QC Also see Crime Reports; GC §34090 & Pro p� & OD Date of Police / Yes: "shall" destroy; Individual petitions District Records PD-029 Crime Reports: Sealed Cases ("Factual Arrest + 3 Mag, Mfr, S / I After QC Attorney; PD concurs that person is factually & Prop. Innocence") OD, Ppr & OD innocent, then seals record; GC §34090; PC years §851.8(a) Crime Reports: Sealed Cases (e.g. Statute of Limitations runs up to age 22, or Police / Juveniles) Except those with Childhood Sexual Sealing date Yes: within five years of date of discovery of injury / Records PD-030 Assault, Child Abuse or Severe Neglect, + 5 years (or Mag, Mfr, S / I After QC illness occurring after age of majority, & Prop. (Substantiated),outstanding stolen property, Court Order) OD, Ppr & OD whichever is later Sealing for Juveniles andWards including firearms, or lost firearms of the Court retained for 5 years; CCP §§340.1, GC §34090; W&I §781(d) Age of Police / Crime Reports: Sealed Juvenile and Ward Yes: Before Mag, Mfr Yes: Department preference to accommodate Records PD-030.1 Cases - Childhood Sexual Assault - Before Majority + 22 I Disposition OD, Ppr, S / I After QC statute of limitations for victims; CCP §§340.1, & Prop. January 1, 2024 ears & OD GC §34090 Police / DR Reports / Crime Reports Yes: Before Mag, Mfr, Yes: Department preference to accommodate Records PD-030.2 Sealed Juvenile and Ward Cases - Childhood P Disposition OD, Ppr S / I After QC statute of limitations for victims; CCP §§340.1, & Prop. Sexual Assault - After January 1, 2024 & OD GC �34090 Police / Crime Reports: Vacatur Relief Granted by Mag, Mfr, Yes: Individual petitions Court ("Shall" Destroy); GC Court Order Records PD-030.5 Court - Victim of Human Trafficking + 1 year OD, Ppr S / I After QC §34090; PC §§236.14(k); 236.15(k) & Prop. (Nonviolent Crimes) & OD Police / Mag, Mfr, Yes: Records PD-031 Department of Justice Validation Lists 2 years OD Ppr S / I After QC Information received by DOJ; GC §34090 & Prop. & OD Police / Yes: Department Preference (follows crime report Records PD-032 Drug Registrants (maintained in RMS) Narcotic 5 years Mag, Mfr, S / I After QC retention); Registration is required for 5 years; & Prop. Registrants OD Ppr & OD 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Destroy Office of Image: Paper Total Media 1 Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / (Criminal Mag, Mfr, Yes: Statute of Limitations is 1 year for property Records PD-033 Evidence Sheets (Property cards and records) Report S / I After QC & Prop. Retention I I OD Ppr & OD seized by officers; CCP §340(d); GC §34090 If artifact over $10,000, artifact is permanent - Police / Evidence Sheets: Found Property Lawfully Mag, Mfr, Yes: Statute of Limitations is up to 3 years (recovery Records PD-034 disposed (over $10,000) P _ Ppr S / I — After QC from seized property by police is 1 year); CCP & Prop. & OD §338(c), 340(4), 341(a); GC §34090 If artifact over $10,000, artifact is permanent - Police / Yes: Records PD-035 Evidence Sheets: Found Property Lawfully 2 years Mag, Mfr, S / I After QC Statute of Limitations is up to 3 years (recovery disposed (under $10,000) OD Ppr from seized property by police is 1 year); CCP & Prop. & OD §338(c), 340(4), 341(a); GC §34090 Police / Yes: Records PD-035.2 Gang Registrants: Adults & Juveniles Minimum 5 Mag, Mfr, S / I After QC Department Preference (registration pursuant & Prop. years OD, Ppr & OD to PC 186.3(a)); GC §34090 Police / Gang Registrants: Adults Shared Gang Mag, Mfr, Yes: Department Preference (registration pursuant Records PD-035.5 5 years S / I After QC & Pro Databases OD, Ppr & OD to PC 186.30(a));11 CCR 773.8; GC §34090 Police / Yes: Department Preference (registration pursuant Gang Registrants: Juveniles Shared Gang Mag, Mfr, to PC 186.30(aA Records are destroyed Records PD-035.6 Databases 3 years OD S / I After QC pursuant to W&I W81; 11 CCR 774; PC & Pro I�. _Ppr & OD §186.30; GC §34090 et seq. Police / Officer Recordings: Body -Worn Cameras — Records PD-036 P (Mag) PC§ 832.18(b)(5)(E); GC §34090.6 et seq. & Prop. LOGS of Access or Deletion of Data Follows Police / Officer Recordings: Body -Worn Cameras - that retention for Records PD-037 ARE evidence, Officer Involved Shootings / Evidence, (Mag) PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. & Prop. Detention or Arrest / Complaints Minimum 2 ears EL SEGUNDO, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / Officer Recordings: Body -Worn Cameras - that Records PD-038 are NOT evidence 60 days (Mag) PC§ 832.18(b)(5)(A); GC §34090.6 et seq. & Prop. Police / Department preference; Recordings that Records PD-039 Officer Recordings: Mobile Audio/Video 1 year (Mag) become evidence are stored with evidence; & Prop. Recordings that are not evidence consistent with Lexipol requirements; GC §34090.6(a) When No Police / Officer Recordings: Automated License Plate Recordings that become evidence are stored Longer Records PD-039.2 Reader Data / ALPR Recordings Maq with evidence; Does not record regular and & Prop Required ongoing operations; GC �34090.6 et seq; When No Police / Officer Recordings: Drone (Unmanned Aerial Recordings that become evidence are stored Records PD-039.5 Vehicle) Recordings Longer (Mag) with evidence; Does not record regular and & Prop. Required I ongoing operations; GC §34090.6 et seq; Police / Yes: Department Preference; Non -records used for Records PD-040 Pawn Slips /Secondhand 2 years Mag, Mfr, S / I After QC investigations; Originals entered into the State & Pro p' _OD Ppr & OD Automated Property System; most agencies retain for 2 years; GC §34090 Follows Police / Records PD-041 Photos: Crime Scenes Retention of Mag, Mfr, S / I Yes: After See appropriate Crime Report & Prop. Crime OD, Ppr QC & OD Report Police / Mag, Mfr, Yes: After Records PD-042 Photos: Mug Shots P OD, Ppr S / I QC & OD Retained for administrative value; GC §34090 & Prop. Police / Mag, Mfr, Yes: Records PD-043 Photos: Request Forms 2 years OD Ppr S / I After QC Department Preference; GC §34090 & Prop. & OD Expiration of Police / Mag, Mfr, Yes: Department Preference; Non -records (Court is Records PD-044 Restraining Orders Order Ppr S / I After QC OFR); GC §34090 & Pro P . & 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Destroy Office of Image: Paper Total Media 1 Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). Police / Follows Yes: Retention of Mag, Mfr, Records PD-045 Search Warrants Crime I OD Ppr S / I After QC Copies; Court is OFR; GC §34090 & Pro p' & OD Report P Police / Mag, Mfr, Yes: Pursuant to PC §290 et seq.; If released from Records PD-046 Sex Offender Registrations or Death of S / I After QC CAY, records are destroyed after age 25 or & Prop. Re istrant OD Ppr & OD sealing pursuant to W&I §781; Police / Yes: STOP Source Data, Audit Log / Racial and Mag, Mfr, 11 CCR 999.228; 11 CCR 999.229; GC Records PD-046.1 Identity Profiling Act (RIPA) Annual Report 3 years I OD Ppr S / I After QC §§12525.5, 34090 & Pro p & OD When No Police / Yes: Maq, Mfr, Transitory Non -Record; Courts are OFR; GC Records PD-047 Subpoenas and Subpoena Logs Longer OD Ppr S / I After QC §34090 & Prop. Required & OD Police / Yes: Records PD-048 Taxi Permits (Backgrounds) Expiration + I Mag, Mf S / I After QC GC §34090 2 years ODp Ppr & Prop. & OD Follows Police / Records PD-049 Video Interviews evidence (Mag) Department Preference; GC §34090 & Prop. retention Police / Weapons, Lost / Stolen, Serialized, if no activity Mag, Mfr, Yes: Department Preference (Based on DOJ Records PD-050 Until Found S / I After QC & Pro from date of report and CLETS purge OD Ppr & OD Inventory and ATF History Report); GC §34090 POLICE INFORMATION TECHNOLOGY Used for Disaster Recovery purposes only; Backups / Computer Backups (Police Disaster When No Yes: Consistent with City IT SD AAIS, Considered a Police / PD-051 T,noc Recovery Computer Backups) Disks Longer Mag, Mf Yes S / I After QC copy and can be destroyed when no longer IT OD P r I� Bally- Required & OD required; retention based on administrative value; recycle tapes; 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. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). PID RorLi in Tapes / flicLc _ \A/seLh. When No GRgi8F 'eT'ed S /�Aon\ \"Tc.97 Used fer Disaster ReGGVeFy purpeses nly; Consistent with City MIS; Considered a GOPY- nd can he destroyer! when RElGRg8r r rorl• value; reGYGL- Police / PD-053 Daily Crime Report No. Log: Case Numbers Mag, Mfr, Yes S / I tapes; GG §34090 et son Yes: After GC §34090 P IT (Maintained by MIS) OD, Ppr QC & OD 100 days Police / PD-054 Recordings of Telephone Calls - Front Desk (Mag) Department preference; (legally mandated for IT and Watch Commander 100 days); GC §§34090, 34090.6 1 year Police / Video Recordings - Employees / City PD-055 (Mag) 1 year is required when video recording regular IT Operations / Holding Cell ongoing operations of the City; GC §34090.6(a) Police / Video Recordings - Public Areas (Streets, Does not record regular ongoing operations of When No PD-056 IT Sidewalks, Lobbies, Hallways, etc.) L onger (Mag) the City (preliminary drafts); GC §34090 etc. wired 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: PUBLIC WORKS Page PW-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and 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). PUBLIC WORKS / ENGINEERING City Clerk & Abandonments / Vacations (Streets) / Mag, Mfr, Yes: After Public Works PW-001 Survey File P Yes (all) OD, Ppr S/I QC & OD GC §34090 et seq. / Engineering Assessment Districts / Sewer Districts / Maintenance Districts /Landscape &Lighting Department Preference; Statute of Public Works PW-002 / Street Improvement Districts P Yes: Until Mag, Mfr, S/I Yes: After Limitations is 4 - 10 years (for Errors & / Engineering (FORMATION, BOUNDARIES, ENGINEERS Completed OD, Ppr QC & OD Omissions); CCP §§337. 337.1(a), REPORTS) Capital Improvement Projects (CIP): 337.15, 343; GC §34090.7 Some grant funding agencies require Administration File Completion + audits; Statute of Limitations for Errors & 10 years or Omissions is 10 years; Published Audit Public Works Project Administration, Certified Payrolls, After Funding Yes: Until Mag, Mfr, Yes: After Standards=4-7 years; Statute of / Engineering PW-003 Construction Manager's Logs, Daily Agency Audit, if Completed OD, Ppr S/I QC & OD Limitations: Contracts & Spec's=4 years, Inspections, Insurance Certificates, Meeting required, Wrongful comp. + 5 years, Minutes, Project Schedules, Progress whichever is Developers=comcomp. + years; CCP meetings, Real Estate Appraisals, RFIs & longer §337 et. seq., GC §3400 90 Responses, etc. Capital Improvement Projects (CIP): Permanent File Public Works Plans, Specifications, Successful Proposal, Yes: Until Mag, Mfr, Yes: After Department preference; retained for / Engineering PW-004 Change Orders, Materials Testing Reports, P Completed OD, Ppr S/I QC & OD disaster preparedness purposes; GC Grading Permits, Hazardous Materials Plans, §34090 Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Public Works PW-005 Capital Improvement Projects (CIP): 2 years Mag, Mfr, S / I Yes: After GC §34090 / Engineering Unsuccessful Proposals Capital Improvement Projects (CIP): Where OD Ppr QC & OD When No Public Works PW-006 City is NOT the Lead Agency (Grade Longer Mag, Mfr S / I Yes: After Non -records (another agency is the / Engineering Separation, etc.) Required OD Ppr QC & OD lead) 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: PUBLIC WORKS Page PW-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works CCTV Collection Line Inspection Tapes / Department Preference; GC §34090 et / Engineering PW-007 Video Inspections / Video Tapes or Digital 10 years (Mag) seq. Recordings (all lines) Yes: While Department preference; Some Public Works PW-008 Correspondence -Regulatory Agencies Minimum 2 Active Mag, Mfr, S I S/I After correspondence from Regulatory / Engineering years Issues OD Ppr QC & OD Agencies need to be retained for long P periods of time; GC §34090 Public Works PW-009 Design & Construction Standards Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering OD, Ppr QC & OD City Clerk PW-010 Easements P Yes (all) Mag, Mfr, S/I Yes: After Department Preference (copies); GC OD, Ppr QC & OD §34090.7 Public Works PW-011 Encroachment Permits - Permanent P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering Encroachments OD, Ppr QC & OD Engineering Studies / Surveys - Preliminary Public Works PW-012 Studies / Project Assessments ( Not Minimum 5 Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering Acquired or Developed) years OD, Ppr QC & OD Public Works PW-013 Engineering Studies / Surveys (City Built P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering Projects) OD, Ppr QC & OD Public Works PW-014 Geotechnical and Soils Reports P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering Grading Permits & Plans OD, Ppr QC & OD Public Works PW-015 P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering OD, Ppr QC & OD Drafts should be destroyed; Some maps Public Works Maps, Plans and Record Drawings (Capital "As-Builts", Mag, Mfr, Yes: After are also retained by Planning; Selected / Engineering PW-016 Improvement Project Record P Yes (all) OD, Ppr S/I QC & OD maps are retained in Public Works for Drawings, etc.) administrative purposes; GC §34090, 34090.7 Department preference; NPDES Public Works PW-017 NPDES Permits - Stormwater Expiration + 5 Yes: Until Mag, Mfr, S I S/I After. Monitoring records required for 3 years QC & OD / Engineering years Expiration _OD Ppr 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; NPDES Public Works PW-018 NPDES Reporting and Monitoring - 5 years Yes: Until Mag, Mfr S / I Yes: After Monitoring records required for 3 years / Engineering Stormwater Expiration OD Ppr QC & OD in Federal law; 40 CFR §§122.21, 122.41, 122.44 Department Preference; NPDES Public Works PW-019 Pretreatment Annual / Quarterly Reports 5 years Mag, Mfr, S / I Yes: After. Monitoring records required for 3 years; / Engineering Industrial Pre -Treatment OD Ppr QC & OD POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 City Clerk & Mag, Mfr, Yes: After Department preference (copies); GC Public Works PW-020 Rights of Way P Yes (all) OD, Ppr S/I QC & OD §34090.7 / Engineering Public Works PW-021 Standard Construction Drawings / Details / P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Engineering Plans OD, Ppr QC & OD Public Works PW-022 Subdivisions P Mag, Mfr, SS � II Yes: After Official record held by City Clerk; GC / Engineering OD Ppr QC & OD §34090.7 Department preference; entered into Public Works Underground Service Alerts (USA's) / Dig Maq, Mfr, Yes: After DigAlert Software; the Excavator, / Engineering PW-023 Alerts-- City 3years SS � II QC & OD Operator and the Regional Notification _ Ppr Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Yes: After. Department Preference; GC §34090 Public Works PW-024 Urban Water Management Plans (UWMP) 10 years Yes Mag, Mfr, S/I I / Engineering OD Ppr QC & OD Vulnerability Assessment / Emergency When Public Works PW-025 Response Plan /Risk &Resiliency Superseded - Mag, Mfr, S / I Yes: After Confidential; 42 USC 300i-2 (c); GC / Engineering Assessment Minimum 5 2 OD Ppr QC & OD §34090 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; SSMPs are Wastewater / Sewer System Management required to be updated every 6 5 years; Public Works PW-026 Plans (SSMP) and Audits, Sanitary Spills 10 years I I Mag, Mfr S I Yes: After SSOs are required for a minimum of 5 / Engineering Overflow Prevention Plan (SSOPP) and OD Ppr QC & OD years; 40 CFR 122.410)(2); SWRCB Sanitary Sewer Overflow Response Plan General Order 2006-03; & 2022-0103- DWQ; GC §34090 NE ENGIERING - PRIVATE DEVELOPMENT Public Works Drafts should be destroyed; Some maps / Engineering Maps, Plans and Record Drawings (Final Mag, Mfr, Yes: After are also retained by Planning; Selected / Private PW-027 Maps, Parcel Maps, Right of Way, Tract P Yes (all) OD, Ppr S/I QC & OD maps are retained in Public Works for Develop. Maps, etc.) 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments /Reference Retention Options M=Mfr Imaged & (OFR) 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 completion). ENGINEERING - TRAFFIC & TRANSPORTATION Public Works / Engineering Superseded + Mag, Mfr, Yes: After / Traffic & PW-028 Master Plans -Transportation 5 years Yes (all) OD, Ppr Sil QC & OD Department Preference; GC §34090 Trans. Public Works / Engineering PW-029 Newsrack Permits 2 years Mag, Mfr S / I Yes: After. GC §34090 / Traffic & OD Ppr QC & OD Trans. Public Works / Engineering Mag, Mfr, Yes: After / Traffic & PW-030 Residential Parking Permits 2 years OD Ppr S / I GC §34090 QC & OD Trans. Public Works / Engineering PW-031 Studies -Transportation Minimum 5 Mag, Mfr S / I Yes: After. Department Preference; GC §34090 / Traffic & years OD Ppr QC & OD Trans. Public Works / Engineering Minimum 2 Mag, Mfr, Yes: After / Traffic & PW-032 Traffic Calming Requests years OD, Ppr S/I QC & OD Department preference; GC §34090 Trans. Public Works / Engineering Traffic Commission Minimum 2 Mag, M� Yes: After / Traffic & PW-033 AGENDAS, AGENDA PACKETS years OD Ppr S I Department Preference; GC §34090 QC & OD Trans. Public Works Yes: After / Engineering Traffic Commission Mag, Mfr, PW-034 P S / I QC & OD GC §34090 / Traffic & MINUTES, BYLAWS OD, Ppr Trans. NG 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: PUBLIC WORKS Page PW-6 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Public Works Department preference (required every 5 / Engineering PW-035 Traffic Speed Surveys 10 years Mag, Mfr, Yes: After S/I years, but can be extended to 7 or 10 / Traffic & OD, Ppr QC & OD years); GC §34090 Trans. Public Works / Engineering PW-036 Traffic Studies /Traffic Counts 10 years Mag, Mfr, Yes: After S/I Department preference; GC §34090 / Traffic & OD, Ppr QC & OD Trans. GENERAL SERVICES / EQUIPMENT MAINTENANCE & FLEET Lead Depart. PW-037 AQMD Permits (Generators, etc.) 5 years Mag, Mfr,S � I Yes: After. 40 CFR 70.6; GC §34090 OD Ppr QC & OD Department preference (data is inter- related); If a motor carrier, required for Public Works Indefinite - Mag, Mfr, Yes: After 18 months after vehicle is sold; CHP / PW-038 Fleet Management Database Minimum Life o OD Ppr SS � II requires life of vehicle; OSHA requires 1 QC & OD Fleet the Vehicle year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et seq., GC §34090 Lead Depart. PW-039 Generator Operation Logs /Inspections 5 years Mag, Mfr, S/I Yes: After AQMD Rule 1470; Form 400—E-13a OD Ppr QC & OD instructions; GC §34090 Lead Depart. PW-040 Operations & Maintenance Manuals / O & M Disposal of Mag, Mfr, S I S/I After. Department preference; GC §34090 Manuals Equipment OD Ppr QC & OD Department preference; GC §34090 et. Public Works Pressure Vessel Certifications or Permits (Air Current + 2 Mag, Mfr, Yes: After / PW-041 Compressors, Propane, etc.) Previous OD, Ppr S/I QC & OD seq. Fleet Certificates Pre -Trip Inspections / DOT Program / CHP Lead Depart. PW-042 Inspections / Vehicle Safety Checks / Daily 2 years Maq, Mfr, S I Yes: After. 13 CCR 1234(e); VC 34505.5�49 Vehicle Inspections / Daily Equipment _OD Ppr QC & OD CFR 396.11; GC §34090 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: PUBLIC WORKS Page PW-7 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments /Reference Retention Options M=Mfr Imaged & (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion), Public Works Mag, Mfr Yes: After 22 CCR 66266.130(c)(5), H&S / PW-043 Used Oil Disposal 3 years S I Fleet OD Ppr QC & OD §25250.18(b), 25250.19(a)(3) et seq. Public Works / Division Work Orders / Service Requests / Service Indefinite - Providing PW-044 Tracker CMMS DATABASE (Computerized Minimum 5 Mag, MfrI S / I Yes: After Data is interrelated; GC §34090 OD, Ppr QC & OD Service / Maintenance Management System) years Work Public Works / Division Work Orders / Service Requests / Service When No Providing PW-045 Tracker - All Information Entered in CMMS Longer Mag, M� S / I Yes: After Preliminary drafts (the database is the OD Ppr QC & OD original); GC §34090 Service / Database Required Work Work Orders / Service Requests / Service Public Works Tracker - NOT entered in CMMS Database / Division (or partial information entered into CMMS Providing PW-046 Database) 5 years Mag, Mfr, S/I Yes: After City preference; CCP §§338 et seq., 340 OD Ppr QC & OD et seq., 342, GC §34090 Service / (Division providing service retains originals; Work Division requesting service is considered a cop GENERAL SERVICES / GOVERNMENT BUILDINGS Public Works When Mag, Mfr Yes: After. / Government PW-047 Elevator Permits Superseded OD Ppr S / I GC §34090 QC & OD Buildings Department Preference; 40 CFR 262.40, Lead Depart. PW-048 Hazardous Materials Manifests P Mag, Mfr, S/I Yes: After 8 CCR 3204(d)(1)(A), 22 CCR 66262.40; PW-049 OD, Ppr Mag, Mfr, S/I QC & OD GC §34090 Lead Depart. Hazardous Materials Manifests - State 10 years Yes: After Department Preference; GC §34090 Reports OD, Ppr QC & 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments /Reference Retention Options M=Mfr Imaged & (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Operations & Maintenance Manuals / O & M Disposal of Mag, Mfr, Yes: After Lead Depart. PW-050 Manuals Equipment OD Ppr S / I Department preference; GC §34090 QC & OD Community Services / Recreation Swimming Pool Chemical Readings & Mag, Mfr, Yes: After. ; 22 CCR 65523; GC OR Public PW-051 Additions 2 5-years Ppr S / I §34090 QC & OD Works / Government Buildings Public Works / Division Work Orders / Service Requests / Service Indefinite - Mag, Mf Yes: After Providing PW-052 Tracker CMMS DATABASE (Computerized Minimum 5 OD, Po r S / I Data is interrelated; GC §34090 QC & OD Service / Maintenance Management System) years Work Public Works / Division Work Orders / Service Requests / Service When No Providing PW-053 Tracker - All Information Entered in CMMS Longer Mag, Mfr S / I Yes: After Preliminary drafts (the database is the OD Ppr QC & OD original); GC §34090 Service / Database Required Work GENERAL SERVICES / STORMWATER Public Works Work Orders / Service Requests / Service / Division Tracker / Inspections / Maintenance / Spills Indefinite - Providing PW-054 and Responses / Repairs / Mitigations - Minimum 5 Mag, Mf S / I Yes: After Data is interrelated; GC §34090 OD, Ppr QC & OD Service / CMMS DATABASE (Computerized years Work Maintenance Management System) Public Works Work Orders / Service Requests / Service / Division Tracker /Spills and Responses /Repairs / When No Mag, Mf Yes: After. Preliminary drafts (the database is the Providing PW-055 Mitigations - All Information Entered in Longer OD Ppr SS � II original); GC §34090 QC & OD Service / Required Work CMMS Database GENERAL SERVICES / 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Public Works CCTV Collection Line Inspection Tapes / Department Preference (preliminary / General PW-056 Video Inspections /Video Tapes or Digital When (Mag) drafts not retained in the ordinary course Services / Recordings & Reports (all lines) Superseded of business); GC §34090 et seq. Wastewater Public Works Yes: While Department preference; Some / General PW-057 Correspondence -Regulatory Agencies Minimum 2 Active Mag, M� S I Yes: After correspondence from Regulatory Services / years Issues _ Ppr QC & OD Agencies need to be retained for long Wastewater periods of time; GC §34090 Public Works Daily Vehicle & Equipment Safety Checks / / General PW-058 DMV Reports /Daily Work Reports /Vehicle 2 years Mag, Mfr, S / I Yes: After. GC §34090 Services / Inspections /Daily Equipment Checks OD Ppr QC & OD Wastewater Public Works / General PW-059 Flow Measurements 5 years Mag, M� S I Yes: After Department preference; GC §34090 Services / OD, Ppr QC & OD Wastewater Public Works Department Preference; NPDES / General PW-060 FOG (Fats, Oil &Grease) /Hot Spots 5 years Mag, M� S / I Yes: After. Monitoring records required for 3 years; Services / OD Ppr QC & OD POTW reports are required for 3 years; Wastewater 40 CFR 403.12; GC §34090 Public Works Lift Station - Inspections, Maintenance, Department Policy (sewage sludge is / General PW-061 Repairs, Service Requests, Alarm 5 years Mag, M� S I Yes: After required for 5 years); WC § et Services / Recording, Logs, Charts, Flow Monitoring, _OD Ppr QC & OD seq.; 40 CFR 122.41 Q)(2)GC §§343409900 Wastewater Voltage Readings, Permits Public Works / General PW-062 Operations & Maintenance Manuals / O & M Disposal of Mag, M� S I Yes: After Department preference; GC §34090 Services / Manuals Equipment OD Ppr QC & OD 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion), Public Works / General PW-063 Pumping Station Logs / Sewer Lift Station P Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Services / Logs / Motor Logs, etc. OD, Ppr QC & OD Wastewater Public Works Required for a minimum of 5 years; / General PW-064 Sanitary Sewer Overflows (SSOs) 5 years Mag, Mfr, S � I Yes: After SWRCB Order 2002-0103-DWQ & 2006- Services / _OD Ppr QC & OD 03; 40 CFR 122.41 Q)(2); GC §34090 Wastewater Public Works Department preference; Monitoring / General PW-065 Waste Discharge Monitoring Reports 5 years Mag, Mf S � I Yes: After. records required for 3 years in Federal Services / OD Ppr QC & OD law; 40 CFR §§122.21, 122.41 Wastewater Public Works / Division Work Orders / Service Requests / Service Indefinite - Mag, Mfr, Yes: After. Providing PW-066 Tracker CMMS DATABASE (Computerized Minimum 5 OD, Ppr S / I Data is interrelated; GC §34090 QC & OD Service / Maintenance Management System) years Work Public Works / Division Work Orders / Service Requests / Service When No Providing PW-067 Tracker - All Information Entered in CMMS Longer Mag, Mf S / I Yes: After Preliminary drafts (the database is the Service / Database Required OD Ppr QC & OD original); GC §34090 Work Work Orders / Service Requests / Service Public Works Tracker - NOT entered in CMMS Database / Division (or partial information entered into CMMS Providing PW-068 Database) 5 years Mag, Mfr, S / I Yes: After. City preference; CCP §§338 et seq., 340 _OD Ppr QC & OD et seq., 342, GC §34090 Service / (Division providing service retains originals; Work Division requesting service is considered a copy) PARK 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion), Public Works Mag, Mfr, Yes: After / PW-069 Memory Trees / Memory Benches P OD, Ppr S/I QC & OD Department Preference; GC §34090 Park Maint. Lead Depart. PW-070 Operations & Maintenance Manuals / O & M Disposal of Mag, M� S I Yes: After. Department preference; GC §34090 Manuals Equipment _OD Ppr QC & OD Public Works Department Preference (agricultural / PW-071 Pesticide Application /Use 2 years Mag, Mfr, S II Yes: After pesticide records are required for 2 _ Ppr QC & OD years); GC §34090; 3 CCR 6623; 40 Park Maint. CFR 110.3(d) , Public Works Playground Inspections / Playground Mag, M� Yes: After. / PW-072 Maintenance 10 years OD Ppr S � I Department Preference; GC §34090 QC & OD Park Maint. Public Works a a Mg, Mfr Yes:After. / PW-073 Tree Crew Schedule / City Tree Trimming 10 years Ppr S / 1 Department Preference; GC §34090 & O: Park Maint. Public Works Tree Maintenance Database (West Coast Minimum 10 Mag, Mfr Yes: After. / PW-074 Arborist) years OD Ppr S / 1 Department Preference; GC §34090 QC & OD Park Maint. SOLID WASTE Public Works AB 939 Compliance / SIB 1383 1383 Compliance Mfr Yes: After Department preference; SB 1383 / Solid Waste PW-075 (Organic Waste Collection and Recycling) / 10 years OD Ppr SS � I1 compliance is required for 5 years; 14 QC & OD Solid Waste Tonnage Reports CCR § 18995.2; GC §34090 Public Works PW-076 Environmental Committee Minimum 2 Mag, Mfr, S / 1 Yes: After Department Preference; GC §34090 / Solid Waste AGENDAS, AGENDA PACKETS ears OD Ppr QC & OD Public Works Environmental Committee Mag, Mfr, Yes: After / Solid Waste PW-077 MINUTES, BYLAWS P OD, Ppr S / I QC & OD GC §34090 Na 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: PUBLIC WORKS Page PW-12 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference to meet any Public Works Environmental Programs / Conservation Mag, Mfr, Yes: After grants or subventions; NPDES / Solid Waste PW-078 Programs: Beach Cleanups, etc. 5 years OD Ppr SS � II Monitoring records required for 3 years QC & OD in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works PW-079 Environmental Work Plan Superseded + Mag, M� S II Yes: After. Department Preference; GC §34090 / Solid Waste 5 ears _OD Ppr QC & OD Department Preference; GC §34090 Public Works PW-080 Exemptions from Mandatory Trash Services Expiration + 2 Mag, M� S I Yes: After / Solid Waste ears _OD Ppr QC & OD Department Preference; GC §34090 Public Works PW-081 Haulers, Trash Company, Solid Waste Expiration + 2 Mag, M� S II Yes: After. / Solid Waste Vendor Permits and Applications ears OD Ppr QC & OD Department Preference; GC §34090 Public Works PW-082 Hazardous Materials Manifests P Mag, Mfr, S/I Yes: After / Solid Waste OD, Ppr QC & OD Public Works PW-083 Hazardous Materials Manifests - State 10 years Mag, Mfr, S/I Yes: After Department Preference; GC §34090 / Solid Waste Reports OD, Ppr QC & OD Public Works PW-084 Solid Waste - Recycling - SRRE (Source 10 years Mag, Mfr S I Yes: After Department Preference; GC §34090 / Solid Waste Reduction and Recycling Element) OD Ppr QC & OD Public Works PW-085 Solid Waste Enforcement Letters 5 years Mag, Mfr, S / I Yes: After Department Preference; GC §34090 / Solid Waste OD Ppr QC & OD STREETS Public Works PW-086 Graffiti Removal /Weed Abatement 2 years Mag, Mfr, S / I Yes: After GC §34090 / Streets OD Ppr QC & OD Department preference; NPDES Public Works PW-087 Inspections (Contractor's work in Right -of- 3 years Mag, Mfr S / I Yes: After Monitoring records required for 3 years / Streets Way) OD Ppr QC & OD in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works PW-088 Sidewalk Inspections & Repairs: Bicycle 10 years Mag, Mfr S / I Yes: After Department Preference; GC §34090 / Streets Ways, Curbs, Sidewalks, etc. OD Ppr QC & OD Public Works PW-089 Street Signal Outages &Maintenance 2 years Mag, Mfr S/I I Yes: After GC §34090 / Streets OD Ppr QC & 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. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; NPDES Public Works PW-090 Street Sweeping 3 years Mag, Mfr, S / I Yes: After Monitoring records required for 3 years / Streets OD Ppr QC & OD in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works / Division Work Orders / Service Requests / Service Indefinite - Mag, Mfr, Yes: After. Providing PW-091 Tracker CMMS DATABASE (Computerized Minimum 5 OD Ppr SS � II Data is interrelated; GC §34090 QC & OD Service / Maintenance Management System) years Work Public Works / Division Work Orders / Service Requests / Service When No Providing PW-092 Tracker - All Information Entered in CMMS Longer Mag, M� S / I Yes: After Preliminary drafts (the database is the Service / Database Required OD Ppr QC & OD original); GC §34090 Work Work Orders / Service Requests / Service Public Works Tracker - NOT entered in CMMS Database / Division (or partial information entered into CMMS Providing PW-093 Database) 5 years Mag, Mfr, S / I Yes: After. City preference; CCP §§338 et seq., 340 OD Ppr QC & OD et seq., 342, GC §34090 Service / (Division providing service retains originals; Work Division requesting service is considered a copy) WATER DISTRIBUTION Department Preference; exceeds SWRCB Cross -Connection Control Policy Handbook Section 3.5.1 requires Public Works PW-094 Backflow: Cross -Connection Backflow 5 years Mag, M� all Yes: After. / Water Dist. Device Inspections and Maintenance OD Ppr QC & OD records be retained for the previous three calendar years; GC q34090 Lead Depart. PW-095 Confined Space Entries 3 years Mag, M� S I Yes: After 8 CCR 5157(d)(14) & (e)(6); 29 CFR OD Ppr QC & OD 1910.146(e)(6); 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: PUBLIC WORKS Page PW-14 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments / Reference (OFR) 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 investi ations suspend normal retentionperiods retention resumes after settlement or completion). Customer Concerns / Customer Complaints: 5 years is required in State and Federal Public Works PW-096 Odor Taste /Visual Complaints (regarding 5 years Mag, Mfr, S I Yes: After, law for any complaints; 40 CFR / Water Dist. WWater) Potable OD Ppr QC & OD 122.410)(2) & 40 CFR 141.33(b); 22 CCR 64470 Environmental Agencies / Regulatory Public Works PW-097 Agencies Minimum 2 Mag, Mfr, S I Yes: After. Department Preference; GC §34090 / Water Dist. years CD Ppr QC & OD (EPA, DHS, etc.) Department Preference; Meets Public Works PW 098 Fire Flow Test Applications and Witness to 10 years Mag, Mfr, all Yes: After. California Department of Public Health / Water Dist. Test OD Ppr QC & OD requirements (3 years); GC §34090; 17 CCR 7605 Public Works PW-099 Hydrant Inspections / Flushing / Turning 10 years Mag, Mfr, all Yes: After Department preference; GC §34090 et / Water Dist. Sheets / Valve Exercises / Valve Activations OD, Ppr QC & OD seq. Lead Depart. PW-100 Lockout-B lockout /Lockout-Tagout 2 years Mag, Mfr, S II Yes: After. GC §34090 OD Ppr QC & OD Public Works PW-101 Meter Change Cards /Replacement Cards Upon Disposal Mag, Mfr, S / I Yes: After Department Preference; GC §34090 / Water Dist. of Meter OD, Ppr QC & OD Public Works When No Mag, Mfr Yes: After / Water Dist. PW-102 Metropolitan Information Longer OD, Ppr SS � II Non -records QC & OD Required Public Works PW-103 Operations & Maintenance Manuals / 0 & M Disposal of Mag, Mfr all After. Department preference; GC §34090 / Lead Div. Manuals Equipment CD Ppr QC & OD Public Works SCADA Database (Supervisory Control and Indefinite - Mag, Mfr, Yes: After Data is interrelated; system qualifies as / Water Dist. PW-104 Data Acquisition) Minimum 5 Yes OD, Ppr S / I a "trusted system"; GC §§34090, QC & OD ears 12168.7 Public Works Temporary Hydrant Meters - Rentals (Pools, Mag, Mfr, Yes: After Preliminary drafts not retained in the / Water Dist. PW-105 Construction) End of Rental SS � II ordinary course of business; GC §34090 OD Ppr QC & OD 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: PUBLIC WORKS Page PW-15 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments /Reference Retention Options M=Mfr Imaged & (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; entered into Underground Service Alerts (USA's) / Dig Maq, Mfr, Yes: After DigAlert Software; the Excavator, Lead Depart. PW-106 Alerts-- City 3 years SS � II QC & OD Operator and the Regional Notification _ Ppr Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Department preference; GC §34090 II6 Wnrks 197 Vmde s - Reservoirs, Tanks,+c. P Wag) / \A/. r Qfo�s r•-r,�--mom Public Works Water Analysis & Sampling: Bacteriological Mag, Mfr, Yes: After / Water Dist. PW-108 & Organics 5 years OD, Ppr S / I QC & OD 40 CFR 141.33(a); 22 CCR §64470 Lab Reports & Chains of Custody: Chemical Department preference (10 years is Public Works PW-109 (Includes Chlorine Residuals, Disinfectant 10 years Mag, Mfr, S / I Yes: After required); 40 CFR 141.33(a); 22 CCR / Water Dist. Residuals, Disinfection Byproducts, and OD, Ppr QC & OD §464470, 64537, 64692 Disinfection Byproduct Precursors) Public Works PW-109.2 Public Notices - Potable Water (Tier 1, 2, or 3 years Maq, Mfr, S / I Yes: After. 22 CCR 64470; GC §34090 / Water Dist. a) OD, Ppr QC & OD Public Works PW-109.5 Reservoirs: Dive Videos 10 years Mag, Mfr, S Yes - After Department preference (covers 2 / Water Dist. OD, Ppr QC & OD mandated cycles); GC §34090 Public Works PW-109.6 Reservoirs: Flushing. Disinfection and Minimum 3 Maq, Mfr, S Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaningis required for 3 ears; 22 CCR / Water Dist. Cleaning nears OD, Ppr §64604(c); GC §34090 Public Works PW-109.7 Reservoirs: Inspection Reports, Maintenance Records P Maq, Mfr, S Yes - After Department preference; GC §34090 / Water Dist. OD, Ppr QC & OD Required for 12 years or 2 compliance Public Works PW-110 Water Analysis &Sampling: Lead &Copper 12 years Mag, Mfr, S / I Yes: After cycles; 22 CCR 64400.25; 22 CCR / Water Dist. OD, Ppr QC & OD §64470; 22 CCR 64690.80: 40 CFR Water Pressure Charts 141.33(a); 40 CFR 141.91 Public Works PW-111 5 years Mag, Mfr, SS � III Yes: After Department Preference; GC §34090 et / Water Dist. _ Ppr QC & OD 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: PUBLIC WORKS Page PW-16 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments /Reference Retention Options M=Mfr Imaged & (OFR) 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: Liti ation, complaints claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; Required for 12 Public Works PW-112 Water Quality Reports / Consumer 12 years Mag, Mfr, S / I Yes: After years or 2 compliance cycles; 22 CCR / Water Dist. Confidence Reports OD, Ppr QC & OD §§ 64400.25; 64470, 64483 40 CFR 141.33(a); 40 CFR 141.91 Copies - When Yes: After City Clerk PW-113 Water Supply Agreements No Longer Yes Mag, Mfr, S / I QC & OD GC §34090.7 OD, Ppr Required Ne Public Works PW-114 Water Usage Reports Minimum 2 Mag, Mfr S I Yes: After Department preference; GC §34090 et / Water Dist. ears OD Ppr QC & OD seq. Department Preference; GC §34090 et Public Works Well History / Well Decommissions or Mag, Mfr, Yes: After / Water Dist. PW-115 Abandonments P OD, Ppr S / I seq. QC & 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. 4.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). RISK MANAGEMENT City Age of Attorney & Majority Yes: Until Mag, Mfr, Yes: After Juveniles may have additional legal recourses; Finance / RM-001 Claims - Juveniles (minimum Settlement OD, Ppr S / I QC & OD CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, Risk Settle + 5 Settled 34090.6; PC §832.5 Manag. ears Claim must be filed within 1 year, lawsuit within City 2 years; complaints against peace officers Attorney & Claims - Not Juveniles Tort Claims / Settle + 5 Yes: Until Mag, Mfr, Yes: After within 5 years; Statute of Limitations for Finance / RM-002 Liability Claims years Settlement OD, Ppr S / I QC & OD contracts is 4 years; wrongful death for Risk Settled construction is completion + 5 years; CCP §§ Manag. 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Final Risk Claims Against Others (Damage to City Yes: Until Mag, Mfr, Yes: After Department Preference; Covers various statute Manage. RM-003 Property, etc.) Settlement + Resolution OD Ppr SS � II QC & OD of limitations; CCP §§ 337 et seq.; GC §§ 5 ears 911.2, 34090, 34090.6; PC §832.5 Risk Insurance Policies & Certificates (City- Completion Yes: Before Mag, Mfr, Yes: After Consistent with Agreement retention; CCP Manage. RM-004 owned - NOT liability insurance): Fire, + 5 years Expiration OD, Ppr S / I QC & OD §§337; GC §34090 Flood, etc. Insurance Policies & Certificates (City - Risk Yes: Before Mag, Mfr, Yes: After For protection from litigation; CCP §§337. GC Manage. RM-005 owned): ICMA, Self-insurance & Liability P Expiration OD, Ppr S / I QC & OD §34090 (General & Public), Workers Compensation Calif. Labor Division is required to keep their Risk RM-006 OSHA Inspections & Citations, Log 200 an 5 years Mag, Mfr, S I Yes: After records 7 years; OSHA requires 5 years; State Manage. Log 300, 301, 301A, etc. OD Ppr QC & OD law requires 2 years; 8 CCR §3203(b)(1), GC §34090; LC §6429(c) EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 11 /16/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; OSHA requires 5 Risk Mag, Mfr, Yes: After years for safety records; 8 CCR §3203 et seq., Manage. RM-007 Safety Committee Minutes 5 years OD, Ppr S / i QC & OD 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 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. 6.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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). CITY TREASURER City CT-001 Bank Statements 7 years Mag, Mfr S / I Yes: After Department preference; GC §34090, 26 CFR Treasurer OD Ppr QC & OD 31.6001-1 City Checks - Cashed (maintained by the Mag, Mfr, Yes: After Department preference; Meets municipal Treasurer CT-002 bank) 7 years OD, Ppr S � II QC & OD government auditing standards; GC §34090, CCP § 337 City Historical Treasurers Records (samples o Mag, Mfr, Yes: After Treasurer CT-003 old Leather-bound books, etc.) P OD, Ppr S / I QC & OD Department preference; GC §34090 No City CT-004 Investment Committee Agenda Packets Minimum 2 Mag, Mfr, Yes (all) S / I Yes: After Department preference; GC §34090 Treasurer ears OD Ppr QC & OD City Investment Committee Minutes & Mag, Mfr, Yes: After Treasurer CT-005 Bylaws P OD, Ppr S / I QC & OD GC §34090 tale Investments / Certificates of Deposit Department preference; Meets municipal City CT-006 (CDs) / Advisor Reports and Statements / 7 years Yes: Until Mag, Mfr, S I Yes: After government auditing standards; GC §34090, Treasurer Trade Tickets / LAIF (Local Agency Paid OD Ppr QC & OD CCP § 337 Investment Fund) Receipts (Citations, Outside Firm City Mag, Mfr , Yes: After Department preference; Meets municipal Treasurer CT-007 Collections, Property Tax, Sales Tax, 7 years OD, Ppr S / I QC & OD government auditing standards; GC §34090, Utility Tax, etc.) CCP § 337 City Treasurer's Report Mag, Mfr Yes: After Department preference; Meets municipal Treasurer CT-008 (Also in City Council Agenda Packet) 7 years OD Ppr SS � II QC & OD government auditing standards; GC §34090, CCP § 337 City Mag, Mfr, Yes: After Department preference; Meets municipal Treasurer CT-009 Voided Checks 7 years OD, Ppr S / 1I QC & OD government auditing standards; GC §34090, CCP § 337 EL SEGUNDO, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 5/7/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-1 LIBRARY AND RECREATION Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 completion). LIBRARY Community Arts & Culture Advisory Committee Agendas, Minimum 2 Mag, Mfr, Yes: After Brown Act challenges must be filed within 30 or Services / CS-001 Agenda Packets years _ODPpr SS � II QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) Library Community Mag, Mfr, Yes: After Services / CS-002 Arts & Culture Advisory Committee Minutes P Yes OD, Ppr S f 1I QC & OD Department Preference; GC §34090 Library Minimum 2 Community Disruptive Patrons / Patron Complaints / Mag, Mfr, Yes: After Services / CS-003 Incident Reports years OD, Ppr S / I QC & OD Department Preference; GC §34090 Library El Segundo Unified School District School Mag, Mfr, Yes: After Department preference for auditing purposes; Finance CS-004 Libraries Management Invoices, Backups and 2 years OD Ppr SS � II QC & OD GC §34090.7 Copies of Checks Community Mag, M— Yes: After Department preference; meets municipal Services / CS-005 Gifts to Library 5 years _ Ppr SS � II QC & OD government auditing standards; GC §34090 Library Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Community Centers), CLLS (California Library Literacy Final Per California State Library Records Services / CS-006 Services); CLSA (California Library Services Expenditure Mag, Mfr, S � I Yes: After Management Program Requirements (April 27, Library Act) and PLF (Public Library Foundation) + 5 years OD, Ppr QC & OD 1998); GC §34090 ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance Community Historical Records of Significant Historical Mag, Mfr, Yes: After Services / CS-007 Value P Yes OD, Ppr p S / I QC & OD Department Preference; GC §34090 Library N-9 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. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-2 LIBRARY AND RECREATION Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Community Inter -Library Loan Records - Reports to the Mag, Mfr, Yes: After Department preference to ensure Services / CS-008 State Library (for reimbursement) 5 years _ Ppr S / I QC & OD reimbursements; GC §34090 Library Community Mag, Mfr, Yes: After Services / CS-009 Internet User Statistics 2 years OD Ppr S I QC & OD GC §34090 Library Minimum 2 Community Library Board of Trustees Agendas, Agenda Mag, Mfr, Yes: After Brown Act challenges must be filed within 30 or Services / CS-010 Packets years _ Ppr SS � II QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) Library Community Mag, Mfr, II Yes: After Services / CS-011 Library Board of Trustees Minutes P Yes OD, Ppr S � QC & OD Department Preference; GC §34090 Library Indefinite - Community Mag, Mfr, Yes: After Data Fields /Records are interrelated; GC Services / CS-012 Library Management System / Database Minimum 2 Yes _ Ppr SS � II QC & OD §34090 Library years Community Mag, Mfr, Yes: After Preliminary / Transitory documents not retained When No Services / CS-013 Patron Applications for Library Cards Longer ODp Ppr SS � II QC & OD in the ordinary course of business (entered into Library Required database); GC §34090 When No Community Mag, Mfr, Yes: After Preliminary / Transitory documents not retained Services / CS-014 Program Sign Ups (e.g. Summer Reading) Longer _ Ppr S / I QC & OD in the ordinary course of business; GC §34090 Library Required Community Yes: Mag, Mfr, After Services / CS-015 Release Forms (Photos of Children, etc.) 2 years Before OD, Ppr SS � II QC & OD GC §34090 Library Event Department preference (Courts treat volunteers Inactive / as employees); EEOC/FLSA/ADEA (Age) Lead CS-016 Volunteer Applications & Agreements / Separation + Mag, Mfr, S/I Yes: After requires 3 years for promotion, demotion, Division Reserves - Successful Applicants 3 years OD, Ppr QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3 b 1 i & ii , GC §§ 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. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-3 LIBRARY AND RECREATION Destroy Image: Office of Total Paper Media 1 Record Retention No. Records Description Retention Vital? M=Mfrt after Comments / Reference Options MMf r (OFR) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) Lead Volunteer Applications & Agreements / CS-017 3 years Mag, Mfr, Yes: After requires 3 years for promotion, demotion, S I Division Reserves - Unsuccessful Applicants ODPpr QC & OD transfer, selection, or discharge; 29 CFR S 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960, 34090 RECREATION Community Services / CS-018 Activity Guide /Class Schedules P Mag, Mfr, Sfl Yes: After Department preference for historical value; GC Recreation OD, Ppr QC & OD §34090 Class Registration / Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Community Liability Forms / Permissions / Sign -in Sheets 2 Mag, Mfr, Yes: After Services / CS-019 etc.: years Ppr SS � II QC & OD GC §34090 Recreation —`OD Camps, Field Trips, Authorization to give Medicine, etc. Community Mag, Mfr, Yes: After Services / CS-020 Daily Vehicle Inspections 2 years Ppr SS � II QC & OD GC §34090 Recreation Facility Use Permits and Equipment Community Applications, Books, Alcoholic Beverage Yes: Mag, Mfr, After Services / CS-021 Applications 2 years Before OD Ppr SS � II QC & OD GC §34090 Recreation Event Includes Certificates of Insurance Community Termination Mag, Mfr, After Services / CS-022 Lifeguard Certifications + 3 years _ Ppr S I QC & OD Department Preference; GC §34090 Recreation Community Outreach / Community Referrals / 2 Mag. Mfr, Yes: After Services / CS-023 Correspondence years _ Ppr SS � II QC & OD GC §34090 Recreation EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-4 LIBRARY AND RECREATION Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1 M=Mfrt after Comments / Reference (OFR) Retention Options MMf r Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Community Privilege Suspension Record (Difficult Minimum 2 Mag, Mfr, S / Yes: After Services / CS-024 Participants) years O Ppr I QC & OD GC §34090 Recreation Community Mag, Mf Yes: After The detail is NOT forwarded to Finance; GC Services / CS-025 Receipts / Daily Deposits (Detail Backup) 2 years OD Ppr S / I QC & OD §34090 et seq. Recreation Community Recreation & Parks Commission Mag, Mfr, Yes: After Services / CS-026 MINUTES, BYLAWS P OD, Ppr S/I QC & OD GC §34090 Recreation Community Recreation & Parks Commission Minimum 2 Mag, Mom_ Yes: After Services / CS-027 AGENDAS, AGENDA PACKETS years _ Ppr SS � II QC & OD Department Preference; GC §34090 Recreation Community Indefinite - Mag, M1 Yes: After Department Preference; data is interrelated; Services / CS-028 Recreation Database Minimum 2 OD, Ppr SS � II QC & OD GC §34090 Recreation years Community Mag, Mfr, Yes: After Services / CS-029 Special Event Permits 2 years OD Ppr SS � II QC & OD GC §34090 Recreation Community Sports - Rosters, Waivers, Applications, Mag, Mf Yes: After Services / CS-030 Ejection Letters, etc., 2 years _ Ppr S / I QC & OD GC §34090 Recreation Community Surveys /Evaluations (Program Feedback or Mag, Mom_ Preliminary Drafts / Transitory records not Yes: After Services / CS-031 Evaluations) 2 years OD Ppr SS � II QC & OD retained in the ordinary course of business; GC Recreation §34090 Community Services / Recreation OR Public CS-032 Swimming Pool Chemical Readings & 5 years Mag, Mf S / I Yes: After Health Department regulations; 8 CCR Works / Additions _ Ppr QC & OD §3195.12; GC §34090 Governmen t Buildings 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. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-5 LIBRARY AND RECREATION Destroy Image: Office of Total Paper Media 1 Record Retention No. Records Description Retention Vital? M=Mfrt after Comments / Reference Options MMf r (OFR) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Community Mag, Mfr, Yes: After Health Department regulations; 8 CCR Services / CS-033 Swimming Pool Incidents 5 years _ Ppr S / I QC & OD §3195.12; GC §34090 Recreation Community Mag, Mfr, Yes: After Department Preference for grant funding Services / CS-034 Transportation Dial -A -Ride Applications 5 years QD Ppr S / I QC & OD audits; GC §34090 Recreation Community Transportation Dial -A -Ride Monthly Reports - Services / CS-035 5 years Mag, Mfr, S / I Yes: After Department Preference for grant funding Transit Recreation _ Ppr QC & OD audits; GC §34090 Department Preference; If a motor carrier, required for 18 months after vehicle is sold; Community Transportation Dial -A -Ride Vehicle & Disposal of Mag, Mom_ CHP requires life of vehicle; OSHA requires 1 Yes: After q q Services / CS-036 Equipment History Files Vehicle + 2 _ Ppr SS � II QC & OD year; 8 CCR § 3203(b)(1); 49 CFR Recreation years 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Community Transportation Dial -A -Ride Vehicle Safety Checks / Daily Vehicle Inspections / Daily Services / CS-037 2 years Mag, Mfr, SS � II Yes: After 13 CCR 1234(c); GC§34090 Ppr Equipment Checks /CHP Inspections /Pre- Recreation QC & OD Trip Inspections 5 years Mag, Mfr, S / I Community Transportation Shuttles: Beach, Lunchtime, Services / CS-038 Yes: After Department Preference for grant funding OD Ppr etc. - Daily Logs, Passenger Counts, etc. Recreation QC & OD audits; GC §34090 Community Vehicle Safety Checks / Daily Vehicle Mag, Mfr, Yes: After OD Ppr Services / CS-039 Inspections / Daily Equipment Checks / CHP 2 years SS � II QC & OD 13 CCR 1234(c); GC§34090 Recreation Inspections / Pre -Trip Inspections Department preference (Courts treat volunteers Inactive / as employees); EEOC/FLSA/ADEA (Age) Lead Volunteer Applications & Agreements / CS-040 Separation + Mag, Mfr, S/I Yes: After requires 3 years for promotion, demotion, Division Reserves - Successful Applicants 3 years OD, Ppr QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§ 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. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-6 LIBRARY AND RECREATION Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1 M=Mfrt after Comments / Reference (OFR) Retention Options MMf r Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) Lead Volunteer Applications & Agreements / CS-041 3 years Mag, Mfr, S I Yes: After requires 3 years for promotion, demotion, Division Reserves - Unsuccessful Applicants OD Ppr QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960, 34090 Community Youth Sports Council - All Records Services / CS-042 2 years Mag, Mfr, SS � II Yes: After GC §34090 Recreation (Comprised of representatives from various _ Ppr QC & OD 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1 Destroy Image: Office of Retention Total Media Paper 1=Import Record No. Records Description Retention Vital? Options after Comments / Reference M=Mfr (OFR) Imaged & 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). BUILDING SAFETY Develop. Department Preference - Data is Services / DS-001 Building Permit Database Indefinite - Yes (all) Mag, Mfr, S / I Yes: After interrelated; Permits are Required for the QC & OD Building Permanent OD, Ppr Life of the Structure; GC §34090; H&S Safety § 19850 Building Permits / Building Address Files - Permanent Documents Develop. Permits & Attachments, Certificate of Services / DS-002 Occupancy, Geotechnical /Geological Reports, P Yes Mag, Mfr, S / I Yes: After Department preference; GC §34090; H&S Building Grading Permits, Lab Test Reports, Structural OD, Ppr QC & OD §19850 Safety Observation Reports, Sile Plans Special Inspection Reports, Soils Reports, Structural Observation Reports, Final Inspection Reports Develop. Preliminary draft not retained in the Services / DS-003 Building Plans - Expired Expiration + Mag, Mfr, SS � II Yes: After es ordinary course of business; GC §34090 Building 6 months _OD Ppr & OD et seq. Safety Develop. Preliminary draft not retained in the Services / DS-004 Building Plans -Withdrawn Upon Mag, Mf S I Yes: After ordinary course of business; GC §34090 Building Withdrawal OD Ppr QC & OD et seq. Safety Department preference; plans are not Develop. Building Plans and Construction Documents - required to be submitted for these Services / DS-005 Finalled -SINGLE FAMILY RESIDENTIAL - P Yes (all) Mag, Mfr, S / I Yes: After projects, but if they are, the CBC requires Building SFR and APPURTENANCES OD, Ppr QC & OD they be retained for at least completion + Safety 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Building Plans and Construction Documents - Develop. Finalled -INDUSTRIAL, COMMERCIAL, Department Preference; Law requires for Services / DS-006 MULTI -FAMILY DWELLINGS, PLACES OF P Yes (all) Mag, Mfr, S / I Yes: After the life of the building for commercial only; Building OD, Ppr QC & OD =CBC §§104.7 & 107.5; H&S§19850, GC SafetyPUBLIC ACCOMMODATION, TENANT § 34090 IMPROVEMENTS, PRODUCTION HOMES Develop. Minimum Services / DS-007 California Building Codes (CBC, etc.) While Mag, Mfr, S / I Yes: After GC §50022.6 Building Ordinance is OD, Ppr QC & OD Safety in Force Develop. Minimum Services / DS-008 Complaints (Written correspondence received Close + 2 Mag, Mfr S I Yes: After GC §34090 Building or sent) OD Ppr QC & OD Safety years Develop. Services / DS-009 Covenants P Yes Mag, Mfr, S / I Yes: After GC §34090(a) Building OD, Ppr QC & OD Safety Develop. Inspection Construction Notices / Inspection Until Cleared Services / DS-010 Notices Project Mag, Mag, Mfr, S I Yes: After Department Preference (preliminary QC & OD Building (correction notices, compliance orders, stop Co o OD Ppr documents); GC §34090 Safety work notices, etc.) Develop. Services / DS-011 Modification Approvals / Deviations from Code P Yes Mag, Mfr, S / I Yes: After Department preference; GC §34090 Building Requirements OD, Ppr QC & OD Safety Develop. Services / DS-012 Plan Check Review / Plan Review / Extension of M Yes Mag, Mfr, S / I Yes: After Department preference; GC §34090; H&S Building Time for Permit or Plans OD, Ppr QC & OD §19850 Safety EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Develop. Services / DS-013 Requests & Permissions to Receive Copies of 2 years Mag, M� S I Yes: After GC §34090 Building Plans (to and from architects) OD Ppr QC & OD Safety EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4 Destroy Image: Office of Paper Retention Total Media 1=Import Record Records Description Vital? after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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). CODE ENFORCEMENT Department preference; Case is open until Develop. Code Enforcement / Abatement Case Files Minimum satisfactorily resolved (some cases are Services / DS-014 Close + 2 Yes: Until Mag, Mfr, S / I Yes: After not resolved); City Clerk maintains original Code (Includes appeals and Code Enforcement years Resolution OD, Ppr QC & OD staff reports and resolutions that are Enforce. Complaint Letters) presented to Council; GC §34090 Develop. Code Enforcement / Abatement Case Files Services / Yes: Until Mag, Mfr, Yes: After Code DS-015 P Resolution OD, Ppr S / I QC & OD GC §34090 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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). DEVELOPMENT / PRIVATE DEVELOPMENT Private Development Projects / Job Files: Administration File Statute of Limitations for Errors & Omissions is 10 years; Published Audit Develop. / Construction Inspections, Photos, Private Lab Completion + Yes: Until Mag, Mfr, Yes: After Standards=4-7 years; Statute of Private DS-016 Verifications, Testing Lab Final Reports 10 years Completed OD Ppr SS � II Limitations: Contracts & Spec's=4 years, QC & OD Develop. Wrongful Death=comp. + 5 years, Examples: CUPs, Lot Line Adjustments, Developers=comp. + 10 years; -CCP §337 Specific Plans, Split Lots, TPMs, TSMs et. seq., GC §34090 Private Development Projects / Job Files: Permanent Files I Drainage, Encroachments, Rights of Way, Soils Develop. / Reports, Stormwater, etc. Yes: Until Mag, Mfr, Yes: After Department preference; retained for Private DS-017 P Completed OD, Ppr S/I QC & OD disaster preparedness purposes; GC Develop. Copies of Deeds, Dedications, Easements, §34090 Abandonments (City Clerk is OFR) Examples: CUPs, Lot Line Adjustments, Specific Plans, Split Lots, TPMs, TSMs HOUSING AND SENIOR HOUSING PARK VISTA Develop. Five Year Consolidated Action Plan and the Expiration of Mag, M� Yes: After Consolidated Plan Requirement; GC Services / DS-018 related Action Plans / PHA Plans Plan + 5 OD Ppr S I QC & OD §34090 Housing ears EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6 Destroy Image: Office of Retention Total Media Paper 1=Import Record No. Records Description Retention Vital? Options after Comments / Reference M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). 5 years after HUD requires 5 years after the project the Affordability completion; documents imposing Housing Programs: Period recapture / resale restrictions are 5 years Develop. All, including Home Repair, Low -Mod, CalHome, Terminates, Mag, Mfr, Yes: After after the affordability period terminates; Services / DS-019 CDBG &HOME or the Written OD, Ppr S � I QC & OD Uniform Admin. Requirements for Grants Housing Agreement to Local Governments is 3 years from WITH Recapture or Resale Restrictions Terminates, expenditure report; 2 CFR 200.334; 24 Whichever is CFR 92.508(a)(c)(2); 29 CFR 97.42, GC Longer §34090 HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years Develop.Housing Programs: All, including Home Repair, after the affordability period terminates; Services / DS-020 Low -Mod, CalHome, CDBG & HOME Loan Pay-off Mag, Mfr, S / I Yes: After Uniform Admin. Requirements for Grants Housing+ 5 years OD, Ppr QC & OD to Local Governments is 3 years from NO RECAPTURE / RESALE RESTRICTIONS expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Develop. Mag, Mfr, Yes: After Services / DS-021 HUD Reports (ALL Reports to HUD) 5 years OD Ppr SS � II QC & OD Department preference; ; GC §34090 Housing Develop. Senior Housing / Park Vista Apartments Mag, MfrI Yes: After Services / DS-022 (Property Management / Tenant Records, 5 years OD Ppr SS � II QC & OD Department preference; ; GC §34090 Housing Income Verifications, etc. are Contracted) Develop. Senior Housing Board (Park Vista) Minimum 2 Mag, Mfr, Yes: After Services / DS-023 AGENDAS, AGENDA PACKETS years OD Ppr SS � II QC & OD Department Preference; GC §34090 Housing Develop. Senior Housing Board (Park Vista) Mag, Mfr, Yes: After Services / DS-024 MINUTES, BYLAWS P OD, Ppr S/I QC & OD GC §34090 Housing 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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). PLANNING Develop. Services / DS-025 Annexations / Boundaries / Consolidations / P Mag, Mfr, S / I Yes: After Land Records; GC §34090 Planning & LAFCO OD, Ppr QC & OD City Clerk Develop. Mag, Mfr, Yes: After Services / DS-026 Congestion Management Plan. P OD, Ppr S / I QC & OD Department Preference; GC §34090 Planning Develop. Mag, Mfr, Yes: After The final decision is filed in the Project Services / DS-027 Director Hearings / Adjustments 1 2 years OD Ppr SS � II Entitlement Folder; GC §34090 QC & OD Planning Develop. Environmental Determinations: Environmental Usually filed in the project file; Final Impact Reports (EIRs), Negative Declarations, Services / DS-028 P Mag, Mfr, S / I Yes: After environmental determinations are required etc. ) OD, Ppr QC & OD to be kept a "reasonable period of time"; Planning Inside City Boundaries 14 CCR §15095(c); GC §34090 Environmental Determinations: Environmental Develop. Impact Reports (EIRs), Negative Declarations, When No Mag, Mfr, Yes: After Non -records; EIRs and Negative Services / DS-029 etc.) Longer S � I Declarations within the City Boundaries ODPpr , QC & OD Planning Outside City Boundaries Required are with the project file Not all internal communications and notes are required to be saved; "E-mails that do Environmental Determinations: Environmental not provide insight into the project or the Impact Reports (EIRs), Negative Declarations, Project agency's CEQA compliance with respect Develop. etc. ) / CEQA / NEPA Approval or Mag, Mf Yes: After to the project — are not within the scope / Services DS-030 Correspondence and staff notes that provide Denial + 2 OD Ppr S / I of section 21167.6, subdivision (e) and QC & OD Planning insight into the project or the agency's CEQA years need not be retained." Golden Door compliance with respect to the project 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Develop. Mag, Mfr, Yes: After Services / DS-031 General Plan Working Papers OD Ppr SS � II QC & OD Preliminary drafts; GC §34090 Planning RP Develop. Mag, Mfr, Yes: After Services / DS-032 General Plan, Elements and AmendmentsYes (all) OD, Ppr S / I QC & OD Department preference; GC §34090 Planning Develop. Mag, Mfr, Yes: After Services / DS-033 Land Use Studies / Plans / Reports P OD, Ppr S / I QC & OD Department preference; GC §34090 Planning Develop. Master Plans, Specific Plans, Bikeway Plans, Mag, Mfr, Yes: After Services / DS-034 etc. P OD, Ppr S / I QC & OD Department Preference; GC §34090 Planning Develop. Services / DS-035 Miscellaneous Planning Research Projects (by Minimum 2 Mag, Mfr, S / I Yes: After Department preference GC §34090 et Planning property address) years OD, Ppr QC & OD seq. Develop. Mag, Mfr, Yes: After Department preference - Copies (the Services / DS-036 Planning Commission Agenda Packets P Yes (all) OD, Ppr S / I QC & OD original Staff Reports are filed in the Planning Project Entitlement Folder); GC §34090.7 Develop. Mag, Mfr, Yes: After Services / DS-037 Planning Commission Minutes & Bylaws P OD, Ppr S / I QC & OD GC §34090 Planning No Develop. Mag, Mfr, Yes: After Services / DS-038 Planning Commission Resolutions P Yes ODPpr , S / I QC & OD GC §34090 et seq. Planning P4e 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-9 Destroy Image: Office of Retention Total Media Paper 1=Import Record No. Records Description Retention Vital? Options after Comments / Reference M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Planning Project Files - Permanent Entitlements (All) (Includes Associated Conditions of Approval, Department preference;- Department Environmental Determinations, Staff Reports, maintains complete files for administrative Develop. Plans &Maps, copies of Resolutions and Mag, Mfr, Yes: After purposes; Final environmental Services / DS-039 Ordinances) P Yes OD, Ppr S / I QC & OD determinations are required to be kept a Planning "reasonable period of time"; 14 CCR§15095(c); Examples: Conditional Use Permits (CUPs), GC§§34090, 34090.7 Design Review, Lot Line Adjustments, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, Zone Text Amendments, etc. Preliminary Application Form (required for a Various benchmarks are placed using the Develop. housing development project that includes Mag, Mfr, Yes: After number of residential dwelling units on the Services / DS-039.5 residential units; form is provided by California 5 years OD Ppr S / I project site within the last five years; GC QC & OD Planning Department of Housing & Community §34090, Development Develop. When No Mag, Mfr, Yes: After Department preference; Preliminary Services / DS-040 Preliminary Review File (No Final Application) Longer OD Ppr p SS � II QC & OD Documents (no application submitted); Planning Required GC §34090 Develop. Services / DS-041 Project Log Index / Spreadsheet / Binders of P Yes Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Planning Historic Actions OD, Ppr QC & OD Develop. Regional Organizational Studies & Programs When No Mag, Mfr Yes: After Services / DS-042 where other Agencies are the Lead (e.g. Air Longer OD Ppr SS � II QC & OD Non -records; GC §34090 et seq. Planning Quality Studies, etc.) Re uired Yes Develop. Services / DS-043 Special Studies (Not related to a specific P Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Planning project) OD, Ppr QC & OD 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Temporary Use Permits / Special Use Permits / Develop. Temporary Entitlements: Yes: Mag, Mfr, Yes: After Temporary uses; Department maintains Services / DS-044 2 years During OD Ppr p SS � II complete files for administrative purposes; QC & OD Planning Christmas Tree Lots, Ambient Sound, Event GC§§34090 Banners, Pumpkin Lots, Outdoor Events, etc. Copies - Clerk DS-045 Zoning Amendments, Zoning Text Amendments When No Mag, Mfr, all Yes: After Copies; GC §34090.7 Longer OD Ppr QC & OD Required Develop. Mag, Mfr, Yes: After Services / DS-046 Zoning Conformance P Yes OD, Ppr S / I QC & OD GC §34090 et seq. Planning Mag, Mfr, Yes: After Department Preference; City Clerk Develop. Services / DS-047 Zoning Maps of Significant Historical Value P Ppr S / I QC & OD Maintains originals of all documents that PlanningOD, were presented to Council; GC 34090.7 RESIDENTIAL SOUND INSULATION Mag, Mfr, Yes: After Airport DS-048 Airport Noise Documents P OD Ppr all II Non -records QC & OD Develop. Department Preference; Statute of Services / Limitations is 4 years; 10 years for Errors Residential DS-049 Contractor Correspondence /Project 10 years Mag, Mfr,Yes: SS � II After & Omissions; land records are permanent Sound Administration OD Ppr QC & OD by law; CCP §§337. 337.1(a), 337.15, Insulation 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. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-11 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments / Reference No. Retention Options M=Mfr (OFR) Imaged & 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, com laints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are Develop. After FAA required for 5 years; Uniform Admin. Services / Audit, if Requirements for Grants to Local Residential DS-050 FAA Financial Information /Grant Funding required - Mag, Mfr, S I Yes: After Governments is 3 years from expenditure Sound Minimum 5 _OD Ppr QC & OD report or final payment of grantee or Insulation years 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 Develop. Services / Mag, Mfr, Yes: After Residential DS-051 List of Projects (Historical Excel File) P OD Ppr SS � II QC & OD Department preference; GC §34090 Sound Insulation Develop. Services / Residential Sound Insulation Homeowner File / Project Mag, Mfr, Yes: After Department preference; covers all Residential DS-052 RSI Homeowner File (for each property) / Completion + OD Ppr p SS � II warrantee periods; CCP §337 et. seq., QC & OD Sound Window & Door Replacements 10 years GC §34090 Insulation Develop. Services / Standard Specifications Used for Residential Mag, Mfr, Yes: After Residential DS-053 Sound Insulation / RSI projects (provided by the P OD Ppr SS � II QC & OD Department preference; GC §34090 Sound City to Contractors) Insulation EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/7/2024