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CC RESOLUTION 5532RESOLUTION NO. 5532 A RESOLUTION ADOPTING A CITYWIDE RECORDS RETENTION SCHEDULE FOR CITY DOCUMENTS. BE IT RESOLVED by the Council of the City of El Segundo as follows SECTION 1. The City Council finds as follows A. Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of public resources including money, time, and space, B. Government Code §§ 34090, et seq establish methods by which the City may approve the destruction of unneeded documents, C. It is in the public interest to reduce the City's cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business. SECTION 2 As used in this Resolution; "record" has the same definition as set forth in Government Code § 6252. SECTION 3 Pursuant to Government Code § 34090, the City Council approves the Citywide records retention schedule in attached Exhibit 'A" which is incorporated by reference, and authorizes the City Clerk to dispose of records according to the time intervals listed in that schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney. SECTION 4 Notwithstanding the records retention schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § �4090.5, dispose of documents i n a n y legal manner without the further approval of the City Council or City Attorney. SECTION 5 Upon destroying any documents in accord with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City's official records. SECTION 6 The City Clerk is directed to certify the adoption of this Resolution, record this Resolution, in the book of the City's original resolutions, and make a minute of the adoption of the Resolution in the City Council's records and minutes of this meeting. RESOLUTION No. 5532 Page 1 of 2 SECTION 7 The City Clerk is authorized to make periodic updates to Exhibit "A" in consultation with the City Attorney, however, the City Council must approve major modifications to the records retention policy. SECTION 8 This Resolution will become effective immediately upon adoption and remain in effect until repealed or superseded. Resolution No. 5476 and any other Resolution adopting a records retention schedule is repealed and superseded by this Resolution. PASSED AND ADOPTED this 18t" day of February, 2025, ATTEST: J �r an Truax, City CI rk APPROVED AS TO FORM: Mark D. He ley, City Attorney a" /01-� ., 4l Chris Pimentel, Mayor RESOLUTION No. 5532 Page 2 of 2 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Susan Truax, City Clerk of the City of El Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. 5532 was duly passed, approved, and adopted by said City Council at a regular meeting held on the 18th day of February, 2025, approved and signed by the Mayor, and attested to by the City Clerk, by the following vote: AYES: Mayor Pimentel, Mayor Pro Tern Baldino, Council Member Boyles, Council Member Giroux and Council Member Keldorf NOES: None ABSENT: None ABSTAIN: None WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 18th day of February, 2025. Susan Truax, City Clerk of the CiWof El Segundo, California EXHIBIT "A" HOW TO USE RETENTION SCHEDULES 01995-2025 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. 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 Destruction or deletion of an official (original) ) record that has exceeded its retention period must be authorized prior to destruction or deletion. a, If there is a minimum retention ("Minimum 2 years"), the destruction / deletion must be authorized b fore 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 01995 — 2025 GladwelI 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 theoriginal 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-11 Destroy Office of Image: Paper Retention Record Re Records Description Total Vital? Media I=Import after Comments Reference (OFR) No. Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apptylo the de artment that is NOT the Office of Record (OFR), or the "Lead Departmenr if you are the Q�g refer to our department retention schedule_ Retentionsbegin when the act is completed, and OVa full file folder (e-g, last document + 2 ears . since destruction is normally p rformed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlor in vgti ations sus end normal retention periods (retention resumes after settlement or completion). CITY WIDE Used by all Departments) 'Accident Report / Injury Reports Incident Reports: PUBLIC 1 Mag Mfr Yes: After; Lead Dept. CW-001 2 years OD, Ppr i S/I QC&OD 'GC §34090 Employee Reports to Human Resources) Copies - City Clerk CW-002 Agreements & Contracts - ALL 'Send When No Longer Mag, Mfr, S/I i Yes: After GC §34090.7 ALL Originals to the City Clerk Required OD, Ppr QC & OD 'Covers E&O Statute of Limitations; Published Agreements & Contracts - ADMINISTRATION Audit Standards=4-7 years; Statute of RECORDS Completion + Yes: Before! Mag, Mfr, Yes: After Limitations: Contracts & Spec's=4 years, Lead Dept. CW-003 10 years Completion OD, Ppr S/I QC &OD 'Wrongful Death=comp. + 5 years, Project Schedules, Correspondence with Developers=comp. + 10 years; CCP §337 et. Vendor, etc. GC §34090 The Retention of n of Mag Mfr Department preference (Appeals usually are Yes: After Lead Dept. CW-004 Appeals the Appealed Appealed OD, Ppr I Sil retained as part of an Agenda Packet)- GC QC & OD d Record §34090 et seq. Series s -Boards, Commissions, & Committees: Citizens 'Advisory Minimum 2 Mag Mfr Yes: After 1 Staffing Dept. CW-005 Bodies Formed by CITY COUNCIL OD, Ppr S/I 1 Department Preference GC §34090 QC&OD AGENDA PACKETS years Commissions,& Committees: Citizens "Advisory Mag, Mfr, Yes: After. Staffing Dept.' CW-006 Bodies Formed by CITY COUNCIL P Yes OD, Ppr Sit _GC §34090 QC &OD !MINUTES, BYLAWS 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: 2/18/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Image: Destroy Office of I Retention Total I Media I=Import Paper Record No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged & i QC'd? RetentioaLZggl _ he "Lead Department"- If v2u are the OFR, refer to your department retention schedule. de artrnent that is NOT the Office of record J, or t .F Retentions begin when the act is coat pleted, and 1121 a full file folder (6-g. last document + 2 years), since destruction is normally performed by file folder HOLDS: Litigation, complaints, claims, public records act requests, audits andlor investi atidns suspend normal retention pariods retention resumes after settlement or completion) - Boards, Commissions, & Committees: When No 0 Mag, Mfr. Yes: After' CW-007 External Organizations r Longer OD, Ppr S/I !Non -records QC & OD !(e.g. County Board of Supervisors) Required d Lead Dept. CW-008 i City Council Subcommittees Ad -Hoc City 2 years Mag, Mfr, S/I 1Yes: After! After, §34090 Council Subcommittees OD, Ppr QC & OD ;Committees Internal -Attended by Lead Dept. CW-0109 !employees: All Records I(e.g. 2 years Mag, Mfr. S/I Yes: After GC §34090 Records Management Committee, In- I OD, Ppr QC&OD. House Task Forces, etc.) Lead City preference; Statute of Limitations for (Responding CW-010 Complaints Concerns from Citizens Minimum 21 Mag, Mfr, S/I Yes: After personal property, fraud, etc. is 3 years; 'Claims Dept. (operational) years OD, Ppr QC & OD must be filed in 6 months- CCP §§338 et seq., 340 et seq., 342; GC §34090 Copies - CW-01 1 'Copies or duplicates of any record When No Me: ig Mfr. S/I Yes: After GC §34090.7 Longer OD, Ppr QC & OD Re uired 'Correspondence - ROUTINE Dept. that ,(Content relates in a SUBSTANTIVE way to Authors ;the conduct of the public's business) ONLY IF the Content relates in a substantive Document or i CW-0 12 0.g. Administrative, Chronological Files, e- 2 years Mag, Mfr, S/I Yes: After'way to the conduct of the public's business - Receives the i =mail, General Files, Letters, Memorandums, OD, Ppr = QC & OD City of San Jose v. Superior Court (2017) 2 City's Original. 'Miscellaneous Reports, Press Releases, Public Cal.5th 608 GC §34090; Document Records Requests, etc.) IF the Content relates in a SUBSTANTIVE way 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: 2/18/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Destroy Image - Office of Retention Total Paper Media I=Import Record No Records Description Retention Vital? ' Options M=Mfr after Comments / Reference (OFR) Imaged 8� S=Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". 1f you are the OFR. refer to your department retention schedule. Retentions be in when the act is completed, and = a frill file folder e. . last document + ears , since destruction is normally performed by file folder. BOLUS: Litigation, complaints, claims, public records act requests. audits andlor invests ations suspend normal retention periods (retention resumes after settlement or completion) - !Correspondence - TRANSITORY / ;PRELIMINARY DRAFTS, Interagency and ;Electronic and paper records are filed and Intraagency Memoranda not retained in the retained based upon their CONTENT E- ordinary course of business mails, electronic records, or social media postings where either the Content relates in Content NOT Substantive or NOT made or Dept that a substantive way to the conduct of the Authors retained for the purpose of preserving the public's business, or ARE made or retained Document informational content for future reference 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, invitations, Required printing them out and placing them in a file City's Original; ;logs, mailing lists, meeting room registrations, folder, or saving them electronically. If not Document ;speaker slips, staff videoconference chats, ;mentioned here, consult the City Attorney to notes and recordings, supply inventories, determine if a record is considered transitory / ' (telephone messages, text messages, preliminary draft. GC §§34090, 7927.500; 64 'transmittal letters, thank yous, requests from Ops. Cal. Atty. Gen. 317 (1981), City of San other cities, undeliverable envelopes / returned `Jose v. Superior Court (2017) 2 Cal5th 608 mail, visitors logs, voice mails, webpages, etc.) ' I I As long as the drafts and notes are not Drafts & Notes: Drafts that are revised (retain When No "retained in the "Regular Course of Business". Mag, Mfr, Yes: After Lead Dept. CW-014 :final version) Longer S / I Consult the City Attorney to determine if a OD, Ppr QC & OD Required record is considered a draft. GC §§34090, 7927.500 ;The Lead Department should print out When No historical documents (or save source data) GIS Database / Data / Layers (both City-wide Lead Dept. CW-015 Longer Mag, Mfr, j Yes: After. prior to replacing the data, if they require the Yes S / I and Specialized) Required OD Ppr QC & OD .data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept CW-016 Grants (UNSUCCESSFUL Applications, 2 years Mag Mfr, ' S / I Yes: After lGC §34090 Correspondence) 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: 2/18/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Image: 1 Destroy Office of Record 1 Retention Records Description Total Media Vital? I=Import Paper after Comments I Reference (OFR) No, Retention Options M=Mfr Imaged & S=Scan QC'd? J Retentions apply to the department that is NOT the Officeof Record (OFR), or the "Lead Oe artrrtent' ff you are the OFR, refer to your d2 "artment retention schedule. Retentions begin when the act is coat feted, and im l a full file folder (e.g. last document + 2 years , since destruction is normally erformed by file folder - — HOLDS., L=fion, coact iarnts. claims- public records act requests, audits and/or investigations suspend normal reten iods (retention resumes after settlement or 22=16tion). Grants CDBG Reimbursable Claims 'Subventions FEMA Claims OES Claims 'Meets auditing standards; Grants covered by I(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, Grants to Local Governments is 3 years from Lead Dept. CW-017 if required - MagMfr , , S/I Yes: After lexpenditure report or final payment of grantee 'Send Grant Financial Reports to Finance Minimum 5 OD, Ppr QC & OD or subgrantee; 2 CFR 200.334; 24 CFR .91.105(h), 9Z505, & 570.502(a), 29 CFR zApplications (successful), program rules, years .97.42; OMB Circular A-1 10 & A-1 33.320(g)- regulations & procedures, reports to grant GC §34090; GC §8546.7 !funding agencies, correspondence, audit !records, completion records When No MagMfr, Yes: After'! Non -records - may be obtained from the Lead Dept. CW-018 I Newspaper Clippings Longer , OD, Ppr S/I I QC & OD newspaper company; GC §34090 uired Le ..2-------------- - - !Statute of Limitations on Municipal Staffing Dept. iNotices: Public Hearing Notices and Proofs of CW-019 Mag, Mfr, Yes: After !Government actions is 3 - 6 months; GC Publications i OD, Ppr QC & OD '§34090 Upon Separation or Human CW-020 Personnel Files (Full-time and Part-time) Transfer, Mag, Mfrl OD, Ppr 1 1 S/I Yes After QC Human Resources is OFR; GC §34090.7 Resources i Send to Human Resources rp. (After Incorp. Before -Notes maintained in a separate folder to be Personnel Supervisory Files (Supervisor's In Annual Mag, Mfr, S/I Yes After incorporated into performance evaluation, or Lead Dept. CW-C121 Notes) Performance Performance; OD, Ppr QC & OD Ito document progressive discipline. GC Evaluation) Evaluation 1§34090 et seq. When No 0 MagMfr Yes: After ,Time Cards are the final (these are Lead Dept. CW-022 Personnel Work Schedules Longer , , OD, Ppr S/I QC&OD 'preliminary drafts); GC §34090 Re quired 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: 2/18/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Image: Destroy Office of Retention Total Media I=Import Paper Record Re No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record OAR D 1 or the "(ead 2artment` If you are the OFR, refer to your department retention schedule. -2 Retentions begin when the act is co feted. and _OWI a full file folder ie-a- last document + 2 years), since destruction is normall etformed b Me folder. HOLDS: Lftation, complaints, claims, public records act requestsaudits and or invest/ gatrians suspend normal retention g2riods eafter settlement orcom letion), 3�Photographs e N 0 When No When W Mag, Mfr, Yes: After Lead Dept. CW-023 nn r Longer e OD, Ppr S/I 1 QC & OD Considered preliminary drafts- GC §34090 Re uired R e u i r e d J_ 'Brown Act challenges must be filed within 30 Lead Dept. CW-024 ;Public Hearing Notices (Mailed) 2 years 2 years Mag Mfr S 1 Yes: After �or 90 days of action-, Statute of Limitations on OD, Ppr QC & OD I Government actions is 3 - 6 months; I•Municipa GC §§34090 Lead Dept. (Who i (Acquisition Real Estate Appraisal Reports (Acquisition or 1 -Sale): Mag, Mfr, Yes: After Not accessible to the public- GC §§34090, Ordered the CW-025 ot Property NOT purchased, Loans not 'funded, y rs 2 years OD, Ppr S/I QC & OD 17928.705 Appraisal) etc. Lead Dept. Not accessible to the public until purchase (Who CW-026 Real Estate Appraisal Reports (Acquisition or i 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) 7928.705 Reference Materials- Policies, Procedures, Minimum 2 Mag, Mfr, Yes: After; Lead Dept- CW-027 Brochures, Manuals, Newsletters& Reports: years OD, Ppr S/I QC &OD Department preference, GC §34090 -Produced by YOUR Department 'Reference Materials: Policies, Procedures, 'Brochures, When Mag, Mfr, Yes: Afte r' !Copies; Lead Dept. CW-028 Manuals, Newsletters & Reports: Superseded ODPpr , S/I GC §340907 QC & OD Produced by OTHER Departments Reference Materials: Policies, Procedures, 'Brochures Manuals, Newsletters, & Reports: When No Mag, Mfr, Yes: After 1 CW-029 Produced by OUTSIDE ORGANIZATIONS Longer OD, Ppr S/I QC & OD Non -Records !(League of California Cities, Chamber of Required Commerce, etc.) Reports and Studies (Historically significant - (Historically P Mag, Mfr, S/I Yes: After Administratively and Historically significant, I Lead Dept. I CW-030 e.g Zoning Studies) OD, Ppr QC & OD therefore retained permanently; GC §34090 Historically Ily !Reports and Studies (other than Historically Mag, Mfr, S/I Yes: After; epartment preference; Information is Lead Dept. CW-031 ts) Isignificant reports - e.g. Annual eports) 5 years OD, Ppr 1 QC & OD outdated after 5 years- 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: 2/18/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Image: Destroy Office of 1 Retention Total Media I=Import Paper Record Records Description No. Retention Vital? Options M=Mfr after Comments Reference (OFR) I Imaged & I S=Sca n I QC'd? Retentions to the d�ment that is NOT the Office of Record (OFR), or the "Lead Department' If you are the OFR, refer to our department retention schedule. Retentions begin when the act is comp ft� feted_, and = a full file folder �6_ last document + 2 years), since destruction is normally performed by file folder 'HOLDS. Li ation. coWlaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods (retention resumes after settlement or corm plefionL Previous MSDS may be obtained from a SDS (Safety Data Sheets) MSDS (Material service; SIDS MSDS may be destroyed as Safety Data Sheets) Chemical Use Report Mag, Mfr, 1 Yes: After . long as a record of the chemical Lead Dept. CW-032 lForm (or records of the chemical 30 years OD, Ppr S substance agent, where & when it was 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 When No Mag, Mfr. land 3), GC §34090 Transitory records not retained in the ordinary Yes After Lead Dept. CW-033 'Speaker Cards (submitted at public meetings) Longer OD, Ppr S/I i Course of business (used to accurately QC & OD Required -produce minutes); GC §§34090 et seq., Expiration +2 Yes: During MagMfr , , I Yes: After Lead Dept. CW-034 Special Event Permits years Class or OD, Ppr S/I 1GC §34090 QC & OD Program the Surveys Questionnaires (that the City issues). issue]s) 1 If a summary of the data is compiled, the compiled, the Mag, Mfr, Yes: After I Lead Dept. CW-035 I or isurvey forms are considered a draft or 2 years OD, Ppr S/I QC & OD GC §34090 (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: 2/18/2025 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Image: Destroy Office of Record Retention No.! Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & g S=Scan If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is corn feted, and r - 1 a full file folder (e.g, last document + 2 years), since destruction is normally erforr ecl b file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits andlor investigations suspend normal retention 2eriods retention resa mes after settlement or co l ct CITY ATTORNEY When No Yes: Reference materials and copies of documents City Attorney! Advice Files / Subject Files (Advice provided to CA-001 Longer Mag, Mfr, S / I : After QC generated by other departments pertaining to the City on a variety of subjects) Required OD, 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 jmisdemeanors. Includes inspections, warrants, 3 years OD, Ppr 1 S / I After QC not involve identifiable items which have not ; etc.) & OD been recovered, GC §34090 CityAttorney! !City Mag, Mfr. Yes: GC 34090 Y CA-003 Attorney Opinions Y Y p P Yes OD, Ppr S/I After QC Department reference; p p § & OD Claim must be filed within 1 year, lawsuit within Yes: '2 Years; complaints against peace officers City Attorney. & Finance / CA-004 Settle + 5 Yes: Until MagMfr, , A fter QC within 5 years; Statute of Limitations for for , Claims -Not Juveniles years Settlement OD, Ppr S / I i & OD contracts is 4 years; wrongful death Risk Mana _ 9 , letion + 5 ears; construction is completion CCP p Y §§ ;337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5 Age of City Attorney Majority Yes: Until Mag, Mfr, Yes: Yes: Juveniles may have additional legal recourses- Finance / I CA-005 Claims - Juveniles (minimum S / I After QC 'CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, Risk Manag. Settle + 5 Settlement OD, Ppr & OD 34090.6; PC §832.5 ears City Attorney; ( Mag. Mfr. = Yes: & City Clerk CA-006 Closed Session Materials 2 years OD Ppr I S / I After QC GC §34090 & OD Return to Yes: All State and Federal laws require retention AS Human :Grievances (Escalated from Human CA-007 Human es: Before; Mag, Mfr. S / I After QC until final disposition of formal complaint; State Resources Resources) Resources Disposition OD, Ppr ; & OD requires 2 years after action is taken; GC I ' §§ 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: 02/18/2025 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 I Destro y Office of Image: Paper Record Retention No.; Records Description Total Media , Vital? 1=Import after Comments / Reference (OFR) Retention Options M=Mfr 1 Imaged & S=Scan OC If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply l a full file folder . g.last document + 2 yeaa , since destruction is ncrnall perfon-ned by file folder. I!{}LL3S: Lai atiorz, corn laints. claims ublic records act re nests, udits an for rnue s 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 337 et seq.; GC §§ 945, 34090, 34090.6, 68150. PC §8 2.5 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: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 i I Image Destroy Office of Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan I Imaged 8 If the record is not listed here, refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed. and imply a full file folder e. . last document + 2 years). since destruction is normally performed by frle fdlt er HOLDS. Lit€ anon, cum /aints; claims, pubitc records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or corn letion - CITY CLERK City Clerk & Public CC-001 Abandonments / Vacations (Streets) / Rights o P Yes (all) Mag, Mfr, S/I Yes: After §34090 et seq. Works / Way OD, Ppr �GC QC & OD Engineering City Clerk CC-002 Agenda Staff Reports p Mag, Mfr, OD, Ppr Mag, Mfr S / I S / I Yes: After !Department Preference; GC §34090 QC & OD Yes: After Department Preference; GC §34090 City Clerk CC-003 Agenda Packets P 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 Yes: After emergency preparedness; Statute of City Clerk CC-005 Examples of Infrastructure: Architects, P Before OD, Ppr S / I QC & OD Limitations is 4 years; 10 years for Errors & 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: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Image Destroy Office of Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments /Reference (OFR) S=Scan Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years). since destruction is normally performed by file folder HOLDS: Litigation, om laints. claims, public records act re nests, audits and/or investi ns suspend normal retention _ oriiods retention resumes after settlement or completion) ;Agreements & Contracts ALL NOW ':INFRASTRUCTURE (NOT IMAGED): Includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Department preference; Statute of Limitations ,Proposal) and insurance certificates Completion Yes: Mag, Mfr, _ Yes: After is 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, Elegal services, loans, paving, painting, i ;professional services, slurry seals, tree arimming, etc. EEOC / ADEA (Age) requires 1 year after City Clerk CC-007 Agreements &Contracts Approved by Council:Yes: 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: I 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) City Clerk CC-009 Agreements & Contracts Approved by CouncilEExpiration Yes (all) Mag, Mfr, I S / I Yes: After =GC §34090 Title Insurance, Land Records OD, Ppr QC & OD .Agreements & Contracts Approved by Council: + Yes: Mag, Mfr, EEOC / FLSA requires 3 years forMOUs; State Yes: After City Clerk CC-010 MOUs - Memorandas of Understanding Before OD, Ppr S / I QC & OD :requires 2 years; 29 CFR 516.5, GC §§12946, Expiration 12960, 34090 City Clerk CC-012 ;Annexations P Mag, Mfr, S/I Yes: After GC § 34090 OD, Ppr _ QC & OD 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. City Clerk _ CC-015 t Certificates of Insurance (Normally filed with 11 years Yes: Before Mag, Mfr, S / I z Yes: After Longest Statute of Limitations is 10 years; CCP Agreement) Completion OD, Ppr QC & OD =§337 et seq.; GC §34090 EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 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 & If the record is not listed here, refer to the Retention for City -Wide Standard Retentions begin when the act is completed, and i=/y a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS. 42ation, L ray iaints_ claims, oublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion), City Clerk CC-016 Chronological History of Mayors and City ;Council P Mag, Mfr S / l Yes: After Historical Value; GC §34090 OD, Ppr QC & OD Mag,, Mfr, Yes: After 'GC City Clerk CC-018 City Incorporation, Logo, City Seal P OD, Ppr S / I QC & OD §§34090 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 ears Settlement OD, Ppr QC & OD 'Claim File; GC §§34090 I City Clerk CC-023 Deeds: Property owned by City (property P Mag, Mfr, ' Yes (all) S / I I Yes: After §34090 ;acquisition files) . OD, Ppr QC & ODGC City Clerk CC-024 ;Easements P Yes (all) Mag, Mfr, , S / I Yes: After iGC §34090 I OD, Ppr _ QC & OD ELECTIONS - CONSOLIDATED Campaign Disclosure Statements (FPPC 400 Data that has been maintained for least 10 City Clerk CC-025 Series Forms, 501 Form): SUCCESSFUL P Mag, Mfr, S / I Yes: After .,years may then be archived in a secure format; CANDIDATES (Elected Officials) OD, Ppr QC Paper must be retained for at least 2 years; GC All, whether filed electronics or not §81009(b)&(g); GC §84615(i) Campaign Disclosure Statements (FPPC 400 Candidates without committees are not Series Forms, 501 Form): UNSUCCESSFUL Mag, Mfr, required to file their statements , reports or Yes: After City Clerk '. CC-026 :CANDIDATES 5 years OD, Ppr S / I ;copies online or electronically; Paper must be QC Includes Unsuccessful Candidates Without _ (retained for at least 2 years; GC §81009(b)&(g); ;Committees that Don't File Electronically �GC §84615 Lamp ign t7isc os�Sta e��s_(F � 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 S / I QC 10 years; GC §81009(b)&(g); GC §84615 ;WITH or WITHOUT Committees 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 (PACs 7 years OD, Ppr S / I QC 1§81009(b)(g) I- not candidate -controlled) 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: 02/18/2025 Ver_ 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Destroy Image: Office of Total Media Paper I=Import Record -Retention No.. Records Description Retention Vital? Options M=Mfr ' after Comments I Reference (OFR) I S=Scan Imaged & if the record is not listed here, refer to the Retention for Ci -ide Standards Retentions begin when the act is completed, and im l a full file folder e.., last document + 2 ears , since destruction is normally erforr ed by file folder. HOLDS: l iti atron, com taintsclaims, public records act requests, audits and/or i vestr ations suspend normal retention errors retention resumes after settlement or corm IatiOn . ;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 City Clerk Elections - Candidate Statements (to be printed Duration of Yes: After Department Preference; No specific legal CC-030 in the sample ballot) Office + 4 Ppr iQC S / M / I & OD requirement; GC § 34090 years Ppr Yes: After S / I Department Preference; No specific legal City Clerk CC-031 Elections - Certificates of Election Duration of Office + 4 QC & OD requirement; GC § 34090 year 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, Mpr, City Clerk CC-033 ;all Resolutions (calling the election, canvass, P OD, P r S No -Retained for Historical Value, GC §34090 etc.), election summary) Elections -Nomination Papers: SUCCESi of Mag, Mfr, Department Preference; CA law states term of City Clerk _ CC-034 CANDIDATES + 4 OD, Ppr office and 4 years after the expiration of term; rs EC §17100 I =Elections - Nomination Papers: n + 4 Mag, Mfr, 1CA law states term of office and 4 years after City Clerk CC-035 ;UNSUCCESSFUL CANDIDATESrs OD, Ppr :the expiration of term; EC §17100 al ! I 'Not accessible to the public; The 8 month nation ;retention applies after election results, or final City Clerk CC-036 1 Elections -Petitions (Initiative, Recall orear Referendum) - IF INSUFFICIENTetitionlegal ISFULion Ppr examination if no election, unless there is a or FPPC proceeding. EC §§17200(b)(3), nation17400 1 Not accessible to the public; The 8 month applies after election results, or final City Clerk CC-036 2 Elections - Petitions (Initiative, Recall orts + 8retention Ppr examination if no election, unless there is a Referendum} - IF SUFFICIENTths legal or FPPC proceeding. EC §§17200(b)(3), i 17400 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: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Image: Destroy Office of i Total Media I=Import Paper Record !Retention No. Records Description Retention Vital? I Options M=Mfr after Comments Reference (OFR) Imaged QC'd? ff the record is not listed here, refer to the Retention for Ub�Standards Retentions begin when the act is completed, and imply a full file folder,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 CC-037 Elections - Precinct Maps 2 years Mag, Ppr No specific legal requirement; EC §17501, GC 1§34090 ELECTIONS - STAND-ALONE use in co unction with Consolidated elections records series are not repeated) Elections - Vote -by -Mail Applications City Clerk CC-038 Absentee Applications, Roster of Absentee 6 me. Ppr EC §17302 Applications Elections - Vote -by -Mail Identification City Clerk CC-039 !Envelopes /Absentee Identification Envelopes 6 mo. Ppr EC §17302 City Clerk CC-040 3Elections - Ballots - After Election 6 mo, Ppr EC §17302 City Clerk CC-041 Elections - Ballots - After Recount 6 Mo. 2 years Ppr Ppr EC §17306 �GC §53753(e)(2), 53755(d) !Elections - Assessment District Ballots - Prop, City Clerk CC-042 1 1218 proceedings 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-043 Elections - Challenged & Assisted Voters List City Clerk CC-044 Elections - Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 ' City Clerk CC-045 'Elections -Precinct Officer Appointments 6 mo, 5 years 6 mo. Ppr Mag, Mfr, I OD, Ppr Ppr EC §17503 EC §17300 EC §17304 City Clerk CC-046 'Elections - Roster of Voters City Clerk CC-047 I Elections - Tally Sheets City Clerk CC-048 !Elections - Voter Index Copies used as the 'Voting 6 mo. Ppr � EC §17304 Record at Polling Places City Clerk CC-049 !,Elections -Voter Index Oriqinal 5 years P r §17001 (End of Elections Section) City Clerk CC-051 Ethics Training Certificates 5 years Mag'Mfr, i es- After! Yes- 'GC §53235.2(b) OD,Ppr QC & OD RFPPC 700 Series Forms (Statement of City Clerk CC-052 !Economic Interests): DESIGNATED EMPLOYEES (specified in the City's Conflict of 7 years Mag, Mfr, OD, Ppr S/I Yes- After ;City maintains original statements', GC QC §81009(e) & (g) Interest code) EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Image - Destroy Office of Total Media I=Import i Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged & QCA? 1 If the record is not listed here, refer to the Retention for City-lVide Standards Retentions be when the act is completed, and =ly a full file folder (e.g. last document + 2 yea2i!, since destruction is n HOLDS; Liti_ ation. cornplaints, claims- public records act requests, audits andlor investi ations suspend normal retention periods (retention resumes after settlement or completion), FPPC 700 Series Forms (Statement of Department preference; City maintains copies !Economic Interests): PUBLIC OFFICIALS Mfr, OD, Yes. After lonly 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 (g) Manager, City Treasurer & City Attorney) , Mfr, i MagPpr OD, S/I Yes- QCAfter' i Must post on website; GC §81009(e) City Clerk CC-054 FPPC Form 801 (Gift to Agency Report) 7 4-years City Clerk CC-055 FPPC Form 802 (Tickets Provided by Agency 7 years Mag, Mfr, S/I Yes: After Must post on website for 4 years; GC Report) OD, Ppr QC §81009(e) City Clerk CC-056 FPPC Form 803 (Behested Payment Report) 7 years I Mag Mfr, OD, Pr I p S/I Yes: After 1 !FPPC Regulation 18734(c); GC §81009e QC City Clerk 11 CC-057 FPPC Form 806 (Agency Report of Public 7 years 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) City Clerk CC-058 !Franchise Agreements - Unsuccessful bids Bid Opening Mag, fir, S/I Yes: After' GC § 34090 -(e.g. Cable TV, Electric, Gas, etc.) 2 years op, Ppr QC & OD !City Clerk determines historical significance; records can address a variety of subjects and City Clerk CC-061 !Historical Records P Mag, Mfr, OD, Ppr S/I Yes After media. Some media (e.g. audio and video QC & OD tape) may be limited because of the media's life !expectancy; GC §34090 City Clerk 1 CC-065 Minutes: City Council P Yes (all) Mag, Mfr , 1 OD, Ppr S" . Yes- AlterGC §34090 QC&OD City Clerk CC-066 Municipal Code Administration, Distribution, When No Longer Mag, Mfr, S/I Yes: After Preliminary Drafts (transmittals to Codifier and etc. OD, Ppr QC & OD departments); GC § 34090 Required When No Mag, Mfr Yes- AftePreliminary Drafts (transmittals to Codifier and City Clerk CC-067 Municipal Code Supplement Books Longer , I OD, Ppr S/I r QC & OD departments); GC § 34090 Required EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver.12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Image Destroy Office of Total Media 1=Import Paper Record Retention No.1 Records Description Retention Vital? Options M=Mfr 1 after j Comments / Reference (OFR) S=Scan 1 Imaged & If the record is not listed here, refer to the Retention for Crt -amide Standard Retentions e in when the act is completed, and imply a full file folder(e. , last document + 2 ears), since destruction is gormally performed by Me folder HOLDS.- Lifr lion, cona laints, claims, ublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or corn lotion), I ;Department preference; Statute of Limitations: Oaths of Office - City Council and Volunteers "City Separation + Mag, Mfr, 1 Public official misconduct is discovery of Yes: After 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 Yes (all) Mag, Mfr, OD, Ppr S / I §§801.5, 803(c); 29 USC 1113 Yes: After QC & OD GC §34090 et. seq. City Clerk ' CC-069 Ordinances P Petitions (submitted to Council on any subject - 'Dog Parks, Parking, Traffic Calming, etc.) Mag, Mfr, Yes: After Department preference; Law requires 1 year for City Clerk CC-071 'See 2 years OD, Ppr S / I i QC & OD petitions; GC §50115 Elections for Initiative, Recall or Referendum Petitions City Clerk CC-072 Property Deeds /Offers of Dedication, P Mag, Mfr, S / l Yes: After .City Clerk is OFR and maintains them Processed (presented to Council) i OD, Ppr QC & OD ;permanently; GC §34090 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 1 Mag, Mfr, S / l QC & OD GC §34090 Yes: After GC 34090 § _ Surplus Property City Clerk CC-074 Real Estate Sur Sales p p y P OD, Ppr QC & OD City Clerk CC-075 IRecords Management: Destruction Lists / P Mag, Mfr, S / I Yes: After ;Department preference; GC §34090 et. seq. ;Retention Schedule OD, Ppr _ QC & OD City Clerk CC-076 ;Resolutions - City Council P Yes (all) ;Mag, Mfr, OD, Ppr Mag, Mfr S / I Yes: After GC §34090 et. seq. QC & OD Yes: After Not all Encroachment permits are submitted to Revocable Lease Agreements or Licenses / City Clerk j CC-077 Encroachments (see Public Works for utility P Yes (all) OD, P r p S / I QC & OD Council; GC § 34090 ;encroachments, wide load permits, etc,) City Clerk = CC-078 , Scan Logs P Mag, Mfr, OD, Ppr S / I Yes: After , Department Preference; GC §34090 QC & OD City Clerk CC-079 Streets: Vacations P Yes all (all) Mag, Mfr, S / I Yes: After p p § Department reference, GC 34090 OD, Ppr QC & OD City Clerk ' CC-080 Subpoenas (Miscellaneous), Requests for 2 years Mag, Mfr, ':, S / I Yes: After §34090 Public Records, Miscellaneous OD, Ppr I QC & OD 3GC 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: 02/18/2025 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Image: Destroy Office of Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments Reference (OFR) S=Scan Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be ii1 when the act is coTLIeted, and imply a full file folder (a, q. last document + 2 years), since destruction is normat"llerformed by We folder, HOLDS: Liti_ ation. complaints. claims, public records act requests, audits andlor investuigat pns suspend normal retention periods (retention resumes after settlement or completion). City Clerk I CC-081 ;Title Reports: Property owned by City P Mag, Mfr, 1 S/I Yes: After 1GC §34090 & OD OD, Ppr Mag, Mfr, S/I QC z Yes: After . 1 GC § 34090 Utilities Administration (Correspondence with City Clerk CC-082 ' 2 years PUC, etc.) OD, Ppr QC & OD i City Clerk CC-083 !Vehicle Titles Pink Slips Transfer to Mag, Mfr, S/I Yes: After GC §34090 New Owner OD, Por 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: 02/18/2025 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Image: Destroy Office of Record ;Retention No. Records Description Total Media Vital? IComments 1=Import Paper after! / 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 beam when the act is completed. and imp!imp!z a full file folder (e.g. last document + 2 ears , since destruction is non-nall erfbrrned by file folder. HOLDS: Litigation, complaints. claims. public records acLiau.0ss. audits andlor investi aborts sus end normal retention erdods retention resumes after settlement or completion), CITY MANAGER & CITY COUNCIL OFFICE Copies - City Clerk CM-001 Agenda Packets / Staff Reports: City Council When No Mag, Mfr, S / I Yes: After 1GC §34090.7 Longer OD, Ppr ? QC & OD Required City Manager & City CM-002 (Awards & Certificates to the City 2 years Mag, Mfr OD, Ppr S / I Yes: After QC & OD GC §34090 Council Office I City Manager & City CM-003 City Council Correspondence (directly to and 2 years Mag, Mfr, S / I Yes: After 'GC §34090 from Council Members) OD, Ppr QC & OD Council _ Office City Manager & 'Mag, Mfr, Yes: After City CM-004 City Manager's Correspondence 2 years OD, Ppr S / I GC §34090 QC & OD Council Office City I Manager & City CM-005 Department Files Minimum 2 Mag, Mfr, S / I Yes: After Department Preference; GC 34090 p § years OD, Ppr QC & OD Council Office _ City I( _ Manager & j Diversity, Equity and Inclusion Committee Minimum 2 Mag, Mfr, S / I ! Yes: After I Brown Act challenges must be filed within 30 or City CM-006 Agendas, Agenda Packets years OD, Ppr I QC & OD 190 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: 02/18/2025 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Image: Destroy Office ort Total Media I=ImpoPaper after Recordf !Retention No. Records Description Retention Vital? Options I Comments Reference M=Mfr Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act isL"m feted, and imply a full rile folder fe,g. last document + 2 years), since destruction is normally Lerformed by file folder. HOLDS: Litigation, complaints, claims. Dublic records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or coaietiorQ. City Manager & City Ci !Diversity, Equity and Inclusion Committee CM-007 P Mag, Mfr, Yes Yes- After S/I !Department Preference, GC §34090 - Minutes i OD, Ppr QC & OD Council Office City Manager & !Economic Development Advisory Commission Minimum 2 Mag, Mfr. Yes: After 'Brown Act challenges must be filed within 30 or S/l City CM-008 Agendas, Agenda Packets years OD, Ppr i QC & OD 90 days of action; GC §§34090, 54960.1 (c)(1) Council Office city Manager & City I Economic Development Advisory Commission CM-009 P Mag, Mfr, Yes Yes: After S/I Department Preference; GC §34090 Minutes OD, Ppr QC & OD Council Office City Manager &. City 1 Maddy Act List (Board and Commission CM-010 2 years Mag, Mfr, 1 Yes: After S/I GC §34090 ;Vacancies) OD, Ppr . QC & OD Council Office City Manager & City 1 Proclamations Commendations Certificates CM-01 1 2 years Mag Mfr, 1 Yes: After 1 S/I §34090 l'Recognitions (includes requests) OD, Ppr �GC QC & OD Council Office City 1 Manager & City CM-012 Project/ Program Working Files Minimum 2 Mag, Mfr, Yes: After S/1 Department Preference; G C §34090 QC & OD years OD, Ppr 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: 02/18/2025 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Image* Destroy Office of 'Retention Total Media I=Import Paper after Record No.' Records Description Retention Vital? 1 Options M=Mfr Comments I Reference Imaged & (OFR) S=Scan QC'd? if the record is not listed ere, refer to the Retention for C=de Standards Retentions be in when the act is completed, and imply a full file folder (e,g, last document + 2 ears , since destruction is normally performed b file folder HOLDS: Litigation. complaints, claims,records act requests, audits a d1or invests qaborts suspend normal retention periods (retention resumes after settlement or com. letion). City .public Manager & i City 1 CM-013 Public Relations - City Produced Publications, ' Minimum 2 Mag, Mfr S/I !Review for historical significance. Transfer Yes: After -historical documents to SMC Historical Council Press Releases, Photos years OD, Ppr QC & OD Association; Department Policy-, GC §34090 Office City Manager Recruitments for Boards and Commissions, Mag, Mfr, Yes- After 1 City CM-014 Advisory Boards: Applications, Interview 2 years OD, Ppr S/I QC & OD GC §34090 Council Notes, etc. Office City Manager & When No Mag, Mfr, Yes: After 'Notes, drafts, or preliminary documents; GC City CM-015 Speeches PowerPoint Presentations Longer OD, Ppr j S/I QC & OD §34090 et seq, Council Required Office MEDIA and COMMUNICATIONS city 1 !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 & Meetings Audio Tapes video recordings; GC §§54953.5(b), 34090.7 Commun. 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 1 Mag, Mfr, Yes (all) S/I Yes: After preference; GC §34090 Media & Packets years OD, Ppr 1 QC & OD ;Department Commun. City Manager/ CW-019 Cable Advisory Council Minutes & P Mag, Mfr, S/I Yes: After GC §34090 Media & Bylaws i OD, Ppr 1 QC & OD Commun. EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver- 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Image: Destroy Record iRetention No. Records Description Total Retention Vital? Media i Options I=Import Paper after' Comments Reference M=Mfr I 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 coin pleted, a d imply a full file folder Lea last document + 2 earn, since destruction is normally rf rme _pe o d by file folder. HOLDS: Liti_jafion. qoMlaiots, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes aftersettlers ant or cor n �etion). City Manager/ 1 I !Community Programming Government Access CW-020 2 years Mag, Mfr, 1 Yes: After Department Preference-, GC §§34090 et seq., S/l Media & I Channel Cable TV Programming OD, Ppr QC & OD 134090.6 and 34090.7 Commun. City Manager Legislation (Correspondence from the City CW-021 2 years Mag, Mfr, - Yes. After S/I -.GC §34090 Media & or Opposing proposed Legislation) OD, Ppr QC & OD Commun- City Manager/ CW-022 Press Releases 2 years Mag, Mfr, OD, Ppr 1 Yes After GC §34090 S/I QC&OD Media & j Commun. EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY TREASURER Page CT-1 Image Destroy Office of I Total Media I=Import Paper after Record i Retention No Records Description Retention Vital? Options M=Mfr Imaged & Comments I Reference (OFR ) S=Scan C'd? ff the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed. and imply a full file folder e. . last document + 2 ears), since destruction is normally erformed b4 file folder. HOLDS l iti ation, corm taints, claims, public records act r _ nests, audits andlor investigations sus end normal retention mods retention resumes after settlement or coat letion CITY TREASURER City Mag, Mfr, S / 1 Yes: After Department preference; GC §34090, 26 CFR Treasurer CT-001 Bank Statements OD, Ppr ( QC & OD 131.6001-1 City CT-002!bank) Checks -Cashed (maintained by the Mag, Mfr, , S / I Yes: After Department preference; Meets municipal government auditing standards; GC §34090, Treasurer r7e OD, Ppr P ( QC & OD ICCP § 337 City CT-003 Historical Treasurers Records (samples of Mag, Mfr, S/1 Yes: After ;Department preference; GC §34090 Treasurer old Leather-bound books, etc.) OD, Ppr Mag, Mfr, (all) S/IQC&ODDepartment QC & OD Yes: AfterCT-004 preference; GC §34090 City Investment Committee Agenda PacketsYes Treasurer OD, Ppr City CT-005 Treasurer Investment Committee Minutes & Bylaws P Mag, Mfr, OD, Ppr p S ! I Yes: After QC & OD GC §34090 , Investments /Certificates of Deposit !Department preference; Meets munici al P City CT-006 (CDs) / Advisor Reports and Statements / 7 years Yes: Until Mag, Mfr, S ! I Yes: After t auditing standards; GC §34090, Treasurer Trade Tickets / LAIF (Local Agency Paid OD, Ppr QC & OD ;government CCP § 337 Investment Fund) City Receipts (Citations, Outside Firm Mag, Mfr, Yes: After De ; Meets municipal Partmentpreference, ee 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 '°, Department preference; Meets municipal City CT-008 Treasurer's Report 7 years Mag, Mfr, S / I Yes. After government auditing standards; GC §34090, Treasurer -(Also in City Council Agenda Packet) OD, Ppr QC & OD ICCP § 337 City Mag, Mfr, Yes: After �Departmentpreference; Meets municipal Treasurer CT-009 ;Voided Checks 7 years OD, Ppr S / I QC & OD 1governmenauditing standards, GC §34090, iCC§ 337t 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-1 LIBRARY AND RECREATION Image: Destroy I Office of Total Media 1=Import Paper Record RRetention No. Records Description Retention Vital? Options M=Mfr after ! Comments / Reference (OFR) S=Scan Imaged & If the record is not listed here, refer to the Retention for Crt �-Wiide Standards Retentions begin when the act is completed, and imply a full file folder e. . lest document + 22 ears), since destruction L122= performed bZ file folder. HOLDS: Litigation. complaints, claims, ublic records act re nests, audits andlor investigations ns suspend normal retention periods retention resumes after settlement or completion . LIBRARY Community' Arts & Culture Advisory Committee Agendas, Minimum 2 j Mag, Mfr S / I Yes: After !Brown Act challenges must be filed within 30 or _ Services / CS-001 (Agenda Packets years OD, Ppr QC & OD �90 days of action; GC §§34090, 54960.1(c)(1) Library Mag, Mfr, Yes OD, Ppr S / I Yes: After QC & OD jDepartment Preference; GC §34090 Community Services / CS-002 :Arts & Culture Advisory Committee Minutes P Library j �: Mag, Mfr, S / I Yes: After, Preference; GC §34090 Community !Disruptive Patrons / Patron Complaints / Services / CS-003 Minimum 2 Library ;Incident Reports years OD, Ppr QC & OD ;Department 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 S / I QC & OD GC §34090.7 Copies of Checks Community Mag, Mfr. Yes: After. Department preference; meets municipal Services / CS-005 Gifts to Library 5 years ; OD, Ppr S / I 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 j Financial Information) Send copy of application and award to Finance Community' Services / CS-007 Historical Records of Significant Historical P Mag, Mfr, Yes S / I Yes: After. Department Preference; GC §34090 Value OD, Ppr QC & OD Library Community.Inter-Library Loan Records - Reports to the ( 5 Mag, Mfr, S / I Yes: After; Department preference to ensure Services / CS-008 ;State Library (for reimbursement) years OD, Ppr QC & OD reimbursements; GC §34090 I Library EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-2 LIBRARY AND RECREATION Image: I Destroy Office of Record Retention No. Records Description Total Vital ? Media I=Import Paper I after Comments Reference (OFR) Retention Options M=Mfr 1 Imaged S=Scan If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder (e-g, last document + 2 years), since destruction is normally performe 4 file folder, .- HOLDS: Liti_ ation complaints, claims. Eublic records act requests, audits and/or investi ations suspend normal retention periods r tention resumes after settlement or completion), Community I i Mag, Mfr, . Yes: After ,GC Services/ CS-009 i :Internet User Statistics 2 OD, Ppr GC §34090 QC & OD Library Fyears Community 1 Library Board of Trustees Agendas, Agenda Minimum 2 M imu Mag, Mfr, Yes: After. Brown Act challenges must be filed within 30 or Services CS-01 0 Packets years OD, Ppr S/I QC&OD 90 days of action; GC §§34090, 54960.1(c)(1) Library Community Mag, Mfr, Yes: After 1 Services CS-01 I Library Board of Trustees Minutes P Yes OD, Ppr S/I Department Preference; GC §34090 QC & OD Library Mag, Mfr, Yes.- After: Data Fields Records are interrelated; GC Community Indefinite - Services CS-01 2 'Library Management System Database Minimum 2 Yes OD, Ppr S/I QC & OD=§34090 Library 1 years Community. When No Mag, Mfr !Preliminary Transitory documents not retained Yes- After" Services CS-01 3 Patron Applications for Library Cards Longer l ODPpr S/I in the ordinary course of business (entered into QC & OD Library Re aired , database) GC §34090 Community When No Mag, Mfr, Yes: After Preliminary Transitory documents not retained Services CS-014 !Program Sign Ups (e.g. Summer Reading) Longer OD, Ppr S/I QC & OD Jn the ordinary course of business; GC §34090 Library Required Community. Yes: Mag, Mfr. Yes: After' Services i CS-01 5 1 Release Forms (Photos of Children, etc.) 2 years Before OD, Ppr S/I GC §34090 QC & OD Library Event Department preference (Courts treat volunteers as employees), EEOC/FLSA/ADEA (Age) Lead 'Volunteer Applications & Agreements Inactive Mag, Mfr, S/I Yes. After requires 3 years for promotion, demotion, ' CS-016 Division I Reserves -Successful Applicants Separation + OD, Ppr I QC & OD transfer, selection, or discharge, 29 CFR 3 years 1602.31 & 11327.3(b)(1)(i)&(ii), GC §§ 12960, 134090 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-3 LIBRARY AND RECREATION Image: Destroy Office of Total Media 1=Import Paper Record Retention No Records Description Retention Vital? Options M=Mfr ., after Comments 1 Reference (OFR) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -VKde Standards ___.......... Retentions begin in 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., Litr ation, Darn faints, claims, puhlic records act requests. audits an or investi ations suspend normal retention en.ods (retention resumer 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, 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 RECREATION Community Mag, Mfr, Yes: After. Department preference for historical value; GC Services / CS-018 Activity Guide Class Schedules P OD, Ppr S/I QC & OD §34090 Recreation _ Class Registration / Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Community ;Liability Forms /Permissions /Sign -in Sheets Mag, Mfr, Yes: After Services / CS-019 ;etc.: 2 years OD, Ppr S / I GC 34090 QC & OD I § Recreation . Camps, Field Trips, Authorization to give Medicine, etc. 2 years Community £ Services / CS-020 iDaily Vehicle Inspections Mag, Mfr, S / I OD, Ppr Yes: After GC §34090 QC & OD . Recreation Facility Use Permits and Equipment j Community Applications, Books, Alcoholic Beverage Yes: Mag, Mfr, Yes: After! Services / _ CS-021 Applications 2 years Before OD, Ppr S / I GC §34090 QC & OD Recreation Event Includes Certificates of Insurance Community Services / CS-022 Lifeguard Certifications Termination + 3 years Mag, Mfr, OD, Ppr S / I Yes: After! QC & OD Department Preference; GC §34090 Recreation Community Services / Outreach / Community Referrals / CS-023 2 years Mag, Mfr, ( S / I Yes: After §34090 Correspondence OD, Ppr QC & OD £GC 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-4 LIBRARY AND RECREATION )Destroy Office of Record Retention No. Records Description Total Media Vital? image: I=Import 1 Paper 1 after Comments i Reference (OFR) Retention Options M=Mfr 1 Imaged & S=Scan If the record is not listed here, refer to the Retention for atL-Wide Standards Retentions begin when the act is completed and knply a full file folder fe-g- last document + 2 years since destruction is normally performed bv file folder. HOLDS.- Litiation, complaints. claims, public records act requests audits and/or investi aIrorrs suspend normal retention eriods retention resumes after settlement or completion). Community. !Privilege Suspension Record (Difficult Minimum 2 Mag Mfr S/I Yes: After GC §34090 Services Recreation CS-024 Participants years OD Ppr QC & OD Community Mag, Mfr, Yes: After !The detail is NOT forwarded to Finance; GC Services CS-025 Receipts Daily Deposits (Detail Backup) 2 years Ppr OD S/I QC & OD §34090 et seq. Recreation Community Services 1 Recreation & Parks Commission CS-026 P Mag, Mfr, I S/I Yes: After' GC §34090 MINUTES, BYLAWS OD, Ppr QC&OD Recreation Community Services Recreation & Parks Commission Minimum 2 Mag, Mfr, Yes: After Department Preference; GC §34090 AGENDA PACKETS years OD, Ppr QC&OD. Recreation Community Indefinite - Mag, Mfr, Yes: After! Department Preference; data is interrelated, Services CS-028 (Recreation Database Minimum 2 1 OD, Ppr I S/I QC & OD 'GC §34090 Recreation years Community Mag, Mfr, Yes: After: Services CS-029 !Special Event Permits 2 years OD, Ppr S/I -GC §34090 QC & OD Recreation Community. Services Sports - Rosters, Waivers, Applications, CS-01130 2 years I Mag, Mfr, S/I Yes: After §34090 Ejection Letters, etc., 0D, Ppr QC&OD iGC Recreation Community Surveys Evaluations (Program Feedback or CS-031 2 Mag, Mfr, S/I !Preliminary Drafts /Transitory records not Yes: After retained in the ordinary course of business; GC Services 'Evaluations) years OD, Ppr QC 8, OD 34090 Recreation Community. Services Recreation ',Swimming Mag, Mfr, Yes- After Health Department regulations; 8 CCR OR Public CS-032 Pool Chemical Readings & Additions 5 years OD, Ppr S/I QC & OD '§3195.12; GC §34090 Works 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-5 LIBRARY AND RECREATION Image: Destroy Office of Total Media I=Import Paper Record Retention No. i Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Rranmaged I I QC'd? 1 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions tie_ in when the act is completed, and ire a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder HOLDS.- Litigatton, complaints, claims', ubfic records act requests audits endlor investiv s suspend normal retention periods (retention resumes after settlement or completion), Community. Mag, Mfr, 11 After Yes: Health Department regulations; 8 CCR Yes: After Services CS-033 Swimming Pool Incidents 5 years OD, Ppr S/I QC & OD 1§3195.12; GC §34090 Recreation Community Mag, Mfr, Yes. After' Department Preference for grant funding audits Services I CS-034 (Transportation Dial -A -Ride Applications 5 years OD, Ppr S/I QC & OD GC §34090 Recreation Community Transportation Dial -A -Ride Monthly Reports - Mag, Mfr, 1 S/I Yes: After Department Preference for grant funding audits; Services CS-035 Transit 5 years - QC & OD 'GC §34090 Recreation Preferenc, Department'e-ffia motor career; required for 18 months after vehicle is sold, Community Transportation Dial -A -Ride Vehicle & Disposal of Mag, Mfr, Yes: After 'CHP requires life of vehicle; OSHA requires 1 Services CS-036 Equipment History Files Vehicle + 2 OD, Ppr S/I QC & OD 'year- 8 CCR § 3203(b)(1); 49 CFR '396.21 Recreation years (b)(1)- 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 . Community (Transportation Dial -A -Ride Vehicle Safety Services !Checks Daily Vehicle Inspections Daily CS-037 2 years Mag, Mfr, S/I Yes: After' 13 CCR 1234(c)- GC§34090 .Equipment Checks CHP Inspections Pre -Trip OD, Ppr I QC & OD Recreation jInspections Community !Transportation Shuttles: Beach, Lunchtime, Mag, Mfr. I S/I 5Yes: After'. Department Preference for grant funding audits; Services CS-038 .etc. Daily Logs, Passenger Counts, etc. 5 years OD, Ppr - QC & OD 1GC §34090 Recreation Community 'Vehicle Safety Checks Daily Vehicle Mag, Mfr, Yes: After! Services I CS-039 Inspections Daily Equipment Checks CHP 2 years OD, Ppr S/I 13 CCR 1234(c); GC§34090 QC&OD Recreation Inspections Pre -Trip Inspections Department preference (Courts treat volunteers as as employees); EEOC/FLSA/ADEA (Age) Lead Volunteer Applications & Agreements Inactive I Mag Mfr, 1 S/I Yes: After3 years for promotion, demotion, 1 Division CS-040 Reserves -Successful Applicants Separation + 3 i I OD, Ppr QC & OD 'transfer, selection, or discharge; 29 CFR years 11602.31 & 1627.3(b)(1)(i)&(ii), GC §§ 12960, 34090 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES - Page CS-6 LIBRARY AND RECREATION Image: Destroy Office of Total Media I=Import Paper Record Retention No.j Records Description Retention Vital? Options M=Mfr after Comments Reference (OFR) S=Scan Imaged & I if the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when - the act is cam feted and im i a full file folder (e.g. last document + 2 years), i ce destruction is normallerformed by file folder. HOLDS: Li22tion, coMlaints, claimaudits andlor inivestma ris suspend normal retention periods (retention resumes after settlement orcomplettoo). Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) Lead 'Volunteer Applications & Agreements Mag, Mfr, Yes. After. requires 3 years for promotion, demotion, CS-041 Division Reserves Unsuccessful Applicants 3 years OD, Ppr S/I QC & OD transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960, i Community' iYouth Sports Council - All Records Services CS-042 .(Comprised of representatives from various 2 years 1 Mag, Mfr, 01 S/I Yes: Afterl GC §34090 QC & OD Recreation !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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1 1 Image: Destroy Office of 1 I Retention 1 Total Media Paper I=Import Record No. Records Description Retention Vital? Options after Comments Reference M=Mfr i (OFR) Imaged S=Scan QC'd? If the record is not listed here, refer to the Rel Standards Retentions begin when the act is caTpleted, and ffptt a full file folder (e,g- last document + 2 years), since destruction is nor=14 aefformed by file folder. HOLDS., Litigation. complaints, claims, public records act requests, audits andlor investigations suspand normal retention periods retention resumes after settlement or completion -)- BUILDING SAFETY Develop. Department Preference - Data is Services DS-001 ;Building Permit Database Indefinite - i Yes (all) 1 Mag, Mfr, I Yes: After. interrelated, Permits are Required for the S11 Building Permanent OD, Ppr QC & OD -Life of the Structure- GC §34090; H&S Safety 1§19850 Building Permits Building Address Files - 'Permanent Documents Develop. Services / ,Permits & Attachments, Certificate of 'Occupancy, Mag, Mfr, Yes: After Department preference; GC §34090; H&S Building DS-002 Geotechnical Geological Reports, 'Grading P Yes OD, Ppr S/I QC & OD -§19850 Safety Permits, Lab Test Reports, Structural !Observation Reports, Sile Plans, Special 'Inspection Reports, Soils Reports, Final I Inspection Reports Develop. Services 'Building Expiration + Mag, Mfr, !Preliminary draft not retained in the Yes: After I Building DS-003 Plans - Expired 6 months OD, Ppr S/I ordinary course of business; GC §34090 QC & OD Safety et seq. Develop. Services :)o Upon mag, IvIfr, Preliminary draft not retained in the I Yes- After Building DS-004 Building Plans -Withdrawn Withdrawal r w OD, Ppr S/I QC & OD iordinary course of business; GC §34090 Safety let seq. -Department preference plans are not Develop. B 'Idin, Plans and Construction Documents ' u required to be submitted for these Services DS-005 l Fina 11ed -SINGLE FAMILY RESIDENTIAL - lSFR P Yes (all) Mag, Mfr, Yes: After projects, but if they are, the CBC requires S/I Building and APPURTENANCES OD, Ppr i QC & OD ;they be retained for at least completion + Safety days; 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2 Destroy Office of Retention Total Media Image:Paper I=Import Record No. Records Description Retention Vital? Options after Comments Reference M=Mfr (OFR) Imaged &I S=Scan If the record is not listed here, refer to the Retention for Cdy-Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.g, last document +2_years), since destruction is nonnafferformed by file folder. HOLDS. Litigation, 22=1aints, claims, V L blic records act Tguests, audits r investiga suspend normal retention periods (retention resumes after settlement or completion), _P _ Building Plans and Construction Documents - Develop. Finalled - INDUSTRIAL, COMMERCIAL, Department Preference; Law requires for Services DS-006 IMULTI-FAMILY DWELLINGS, PLACES OF P Yes (all) 1 Mag Mfr Yes: After !the life of the building for commercial only; S/I Building PUBLIC ACCOMMODATION, TENANT OD, Ppr QC & OD BC §§ 104.7 & 107.5 C H&S§19850, GC _§34090 Safety IMPROVEMENTS, PRODUCTION HOMES Develop. Minimum Services DS-007 California Building Codes (CBC, etc.) While Mag, Mfr, Yes: After S/I §50022.6 Building Ordinance is OD, Ppr QC & OD EGC Safety in Force Develop. Minimum Services 1 DS-008 ;Complaints (Written correspondence received Close + 2 Mfr Mag, , Yes: After S/I GC §34090 Building or sent) I OD, Ppr QC & OD Safety years Develop. Services DS-009 P Yes Mag, Mfr, Yes: After iGC §34090(a) Building OD, Ppr QC & OD Safety Develop. Inspection Construction Notices I Inspection Services / .Notices Until Cleared Mag, Mfr, 'Yes: After Department Preference (preliminary Building I DS__010 i !(correction notices, compliance orders, stop or ProjectS/I OD, Ppr C&OD documents); GC §34090 Q Safety !work notices, etc.) Completion Develop. Services DS-01 1 !Modification Approvals Deviations from Code P Yes Mag, Mfr, Yes: After S/I Department preference- GC §34090 Building ;Requirements OD, Ppr QC & OD Safety Develop. Project Services DS-012 Plan Check Review/ Plan Review/ Extension of Completion Yes Mag, Mfr. J Yes: After Department preference GC §34090; H&S Sill Building i Time for Permit or Plans or Upon OD, Ppr QC & OD §19850 Safety Ex iration 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3 Destroy Image. Office of Retention Total Media I=Import Paper el c Record Records Description No. Retention Vital? Options I M=Mfr after Comments I Reference (OFR) Imaged S=Scan QCd? 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 nonvakparfbrmed U fle folder_ HOLDS: Litigation, 2rn laints. claims, public records act requesM, audits andlor investiga s suspend normal retention geriods (retention resumes after settlement or completion). Develop. Services Requests & Permissions to Receive Copies of DS-01 Mag, Mfi, Yes: After Building 3 Plans (to and from architects) 2 years OD, Ppr S/I iGC §34090 I QC & OD Safety CODE ENFORCEMENT Develop. 'Code Enforcement Abatement Case Files Department preference; Case is open until !satisfactorily Services Minimum Yes- Until Mag, Mfr, resolved (some cases are Yes: After Code DS-014 (includes appeals and Code Enforcement Close + 2 Resolution I OD, Ppr S/I QC & OD not resolved); City Clerk maintains original Enforce. 'Complaint Letters) years staff reports and resolutions that are �presented to Council; GC §34090 Develop. 'Code Enforcement I Abatement Case Files Services I i DS 015 P Yes: Until Mag Mfr, ' S/I Yes: After GC §34090 Code !Liens & Releases Resolution OD,Ppr QC&OD Enforce. DEVELOPMENT I PRIVATE DEVELOPMENT 'Private Development Projects Job Files: - Administration File !Statute of Limitations for Errors & Omissions is 10 years; Published Audit Develop. I !Construction Inspections, Photos, Private Lab Completion + Yes: Until Mag, Mfr, Standards=4-7 years; Statute of Yes: After i Private DS-016 Verifications, Testing Lab Final Reports 10 years Completed OD, Ppr S/I QC & OD Limitations: Contracts & Spec's=4 years, Develop. Wrongful Death=comp. + 5 years, evelopers=comp. + 10 years; -CCP §337 D Examples: CL/Ps, Lot Line Adjustments, et. seq., GC §34090 !Specific Plans, Split Lots, TPMs, TSMs EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4 L I Destroy Office of Retention Total Media I=rlmport Paper Record No Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged & C'd? If the record is not listed mere, refer to the Retention for City -Wide Standards Retentions be in when the act is co m leted, and imply a full file folder (e.g. last document + 2 ears), since destruction is normaky performed bV file folder. HOLDS: Litigation, complaints. claims, public records act requests, audits and/or investi afions suspend normal retention periods retention resumes after settlement or completion). j Private Development Projects / Job Files. - 'Permanent Files 11 Drainage, Encroachments, Rights of Way, Soils Develop. / Reports, Stormwater, etc. Yes: Until Mag, Mfr, i Department preference; retained for Yes: After Private I 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) i ,Examples: CUPS, Lot Line Adjustments, Specific Plans, Split Lots, TPMs, TSMs HOUSING AND SENIOR HOUSING PARK VISTA Develop. Services / Five Year Consolidated Action Plan and the DS-018 Expiration of Plan + 5 Mag, Mfr, S / I ' Yes: After °,Consolidated Plan Requirement; GC Housing related Action Plans PHA Plans ears OD, Ppr QC & OD § 34090 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, after the affordability period terminates; Yes: After i 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 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC Whichever is j §34090 Longer 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5 Image Destroy Office of Retention Total Media 1=Import Paper Record No Records Description Retention Vital? i O tions p M=Mfr , after Comments / Reference (OFR) S=Scan Imaged & f2C'd? if the record is not listed here, refer to the Detention for Gl =tt�ide Standards Detentions begin when the act is coils feted: and L l a full Lrte folder e.. last document + 2 years), since destruction is norma#y performed by file folder, HOLDS: Litigation, complain ts, claims, public records act requests, audits andlor rnvestr atidrrs suspend nonnal retention periods retention resumes after settlement or completion), HUD requires 5 years after the project j completion; documents imposing recapture / resale restrictions are 5 years Develop. p' 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 I Uniform Admin. Requirements for Grants Housing+ 5 years OD, Ppr _ QC & OD to Local Governments is 3 years from NO RECAPTURE I RESALE RESTRICTIONS j expenditure report; 2 CFR 200.334; 24 j 1CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Develop. Services / DS-021 HUD Reports (ALL Reports to HUD) 5 years Mag, Mfr, S / I Yes: After Department preference; ; GC §34090 Housing OD, Ppr QC & OD Develop. Senior Housing / Park Vista Apartments Mag, Mfrp Yes: After Services / DS-022 (Property Management / Tenant Records, 5 years OD, Ppr S / I QC & OD Department preference; ; GC §34090 Housing =Income Verifications, etc. are Contracted) Develop. Services / DS 023 Senior Housing Board (Park Vista) Minimum 2 Mag, Mfr, S / I Yes: After. Department Preference; GC §34090 Housing AGENDAS, AGENDA PACKETS years OD, Ppr QC & OD Develop. Services / DS 024 ;Senior Housing Board (Park Vista) P Mag, Mfr, S/I Yes: After GC §34090 Housin ;MINUTES, BYLAWS OD, Ppr QC & OD PLANNING Develop. I Services / DS-025 Annexations / Boundaries / Consolidations / P Mag, Mfr, j I S / Yes: After. Land Records; GC §34090 Planning & LAFCO OD, Ppr QC & OD City Clerk Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Develop. Services / DS-026 Congestion Management Plan P _ Planning 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-6 Destroy Office of Image Paper I Record Retention - Records Description Total Media Vital? I=Import after Comments / Reference (OFR) No. Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here. refer to the Retention for ` 3t ide Standards Retentions be- in when the act is co m /eted, and im ly a full file folder e.- . last document + 2 ears ,since destruction is normal) erformed b file folder. HOLDS: Litigation, complaints, claims. public records act requests, audits and/or invest! ations suspend normal retention periods retention resumes after settlement or completion). Develop. Services / ! DS-027 ! Director Hearings / Adjustments 2 years Mag, Mfr, S / I 'Yes: After The final decision is filed in the Project Planning j OD, Ppr _ QC & OD Entitlement Folder; GC §34090 Develop. Environmental Determinations: Environmental Usually filed in the project file; Final Services / DS-028 Impact Reports (EIRs), Negative Declarations, P Mag, Mfr, S / I Yes: After environmental determinations are required Planning etc.) OD, Ppr QC & OD ,to be kept a "reasonable period of time"; !Inside City Boundaries 14 CCR §15095(c); GC §34090 Develop. Environmental Determinations: Environmental When No 1 Non -records; EIRs and Negative Services / DS-029 Impact Reports (El Rs), Negative Declarations, Longer Mag, Mfr, S / I Yes: After. Declarations within the City Boundaries Planning etc.) Required OD, Ppr QC & OD ,are with the project file Outside City Boundaries Not all internal communications and notes ;are required to be saved; "E-mails that do ;Environmental Determinations: Environmental project not provide insight into the project or the Develop. Impact Reports (El Rs), Negative Declarations, Approval or agency's CEQA compliance with respect Services / DS-030 etc.) / CEQA / NEPA Denial + 2 Mag, Mfr, S / I Yes: After ,to the project — are not within the scope Planning Correspondence and staff notes that provide OD, Ppr QC & OD of section 21167.6, subdivision (e) and insight into the project or the agency's CEQA years need not be retained." Golden Door :compliance with respect to the project I Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,E GC §34090 Develop. When No Mag, Mfr, Yes: After!Preliminary Services / DS-031 ;General Plan Working Papers Longer OD, Ppr S / I drafts; GC §34090 QC & OD Planning Re wired Develop. Services / DS-032 General Plan, Elements and Amendments P Yes (all) Mag, Mfr, S / I Yes: After I Department preference; GC §34090 Planning OD, Ppr QC & OD Develop. Services / DS-033 Land Use Studies / Plans / Reports P Mag, Mfr, S / I Yes: After Department preference; GC §34090 Planning a 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7 Image: 1 Destroy i Office of 1 Retention Total Media I=Import Paper 1 Record NO. Records Description Retention vital? Options M=Mfr after Comments I Reference (OFR) Imaged & I 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 cam pleted, and im I a full file folder (". L last document + 2 years), since destruction is normally performed by file folder. HOLDS.* Lit!qation, complaints, claims, public records act reguests. audits andlorinvestigai s suspend normal retention periods (retention resumes after settlement or completion). Develop. Services I DS-034 Waster Plans, Specific Plans, Bikeway Plans, P Mag, Mfr, S/I Yes: After Department Preference; GC §34090 Planning etc. OD,Ppr QC & OD Develop. Services I DS­035 1 Miscellaneous Planning Research Projects (by Minimum 2 -IJU"Pr Mag, Mfr, S/I Yes: After; r Department preference GC §34090 et Planning I property address) years OD, Ppr QC & OD seq. Develop. j Department preference - Copies (the Services I DS-036 :Planning Commission Agenda Packets P Mag, Mfr, Yes (all) OD, Ppr S/I Yes: After !original Staff Reports are filed in the QC&CID Planning Project Entitlement Folder), GC §34090.7 Develop. Mag, Mfr, 'Yes: Afterl Services DS-037 Planning Commission Minutes & Bylaws P OD, Ppr S/I QC&OD �GC §34090 Planning Develop. Services I DS-038 'Planning Commission Resolutions P Yes Mag, Mfr, S/I ' Yes: After1 GC §34090 et seq. Planning jOD, Ppr QC & OD '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 I Services I DS-039 iOrdinances) P Yes OD, Ppr S/I QC & OD 'determinations are required to be kept a Planning " reasonable period of time"14 CCR !Examples: Conditional Use Permits (CUPs), 1§15095(c); GC§§34090,34090.7 I Design Review, Lot Line Adjustments, Parcel !maps, Site Plans, Tentative Subdivisions, !Variances, Zone Changes, Zone Text Amendments, 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-8 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 & OC,d?, If the record is not listed here. refer to the Retention for Oit -Wide Standards Retentions he in when the act is corn leted: and imDIv a full file folder e. _ . last document + 2 ears , since destruction is normal/ performed by file folder.. HOLDS: Lcomplaints, claims, public records act requests, audits and/or in esti atr`ons suspend normal retention periods (retention resumes after settlement or com letiop), 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 QC & OD ;project site within the last five years; GC Planning Department of Housing & Community §34090, Development Develop. Services / When No Mag, Mfr, Department preference; Preliminary Yes: After I DS-040 Preliminary Review File (No Final Application) Longer OD, Ppr S / I QC & OD Documents (no application submitted); Planning Re uired 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. Services Regional Organizational Studies & Programs !where When No Mag, Mfr, Y: After. eses / DS-042 other Agencies are the Lead (e.g. Air Longer OD, Ppr S / I & OD Non -records; GC §34090 et seq, Planning ;Quality Studies, etc.) Re uired 1 Develop. Services / DS-043 Special Studies (Not related to a specific P Yes 1 Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Planning project) OD, Ppr QC & OD . Temporary Use Permits / Special Use Permits / Develop. 'Temporary Entitlements: Yes. Mag, Mfr, Temporary uses; Department maintains Yes: After Services / DS-044 2 years During OD, Ppr _ S / I 'completefiles for administrative purposes, QC & OD Planning 1 Christmas Tree Lots, Ambient Sound, Event �GC§§34090 ;Banners, Pumpkin Lots, Outdoor Events, etc. Copies - City Clerk DS-045 'Zoning Amendments, Zoning Text Amendments When No Longer Mag, Mfr, OD, Ppr S / I Yes: After i Copies; GC §34090.7 QC & OD 1 Re uired Develop Services / _ DS-046 `Zoning Conformance P Yes Mag, Mfr, S / I Yes: After §34090 et seq. Planning OD, Ppr QC & OD _GC i 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: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page IDS-9 Destroy Office of Image: Paper Record Retention Records Description Total Vital? Media 1=Import after Comments I 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 be Ira when the act is co feted, and its l a full rile folder (e.g, last document + 2 ears , ssnce destruction is norm I erformed by file folder. HOLDS. Litigation, corn Taints, claimspublic records act requests, audits andlor investi ations suspend normal retention periods retention resumes after settlement or corer letion). Develop. Mag, Mfr, Department Preference; City Clerk Yes: After Services / DS-047 Zoning Maps of Significant Historical Value P OD, Ppr _ S / I Maintains originals of all documents that QC & OD ;were Plannin Eresented to Council, GC 34090.7 RESIDENTIAL SOUND INSULATION When No Mag, Mfr, Yes: After Airport D6-048 Airport Noise Documents Longer OD, Ppr S / I Non -records QC & OD Re uired , Develop. 'Department Preference; Statute of Services / Limitations is 4 years; 10 years for Errors Residential DS-049 Contractor Correspondence /Project 10 years Mag, Mfr, _ S / I Yes: 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 Meets auditing standards; Grants covered by a Consolidated Action Plan are Develop. After FAA ;required for 5 years; Uniform Admin. Requirements for Grants to Local Services / Audit, if Mag, Mfr, Yes: After Governments is 3 years from expenditure Residential DS-050 FAA Financial Information / Grant Funding required - OD, Ppr S / I QC & OD report or final payment of grantee or Sound Minimum 5 subgrantee; 2 CFR 200.334; 24 CFR Insulation years :91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 1 133.320(g); GC §34090; GC §8546.7 Develop. Services / Residential DS-051 ;List of Projects (Historical Excel File) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD _Department preference; GC §34090 Sound Insulation EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute Wthout prior written permission from GGS (909) 337-3516 Adopted: 02/18/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-10 Image Destroy Office of 1 Retention Total Media ; I=Import Paper Record No Records Description Retention Vital? Options M=Mfr ' after Comments / Reference (OFR) S=Scan Imaged & QC d? If the recetrd 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 ears), since destruction is normally performedfile folder. HOLDS.* Litigation, sts.. audits and/or investi atrerrs suspend normal retention periods retention resumes after settlement or coat _ letion). Develop. Services / Residential Sound Insulation Homeowner File / Project Mag, Mfr, Department preference; covers all Yes: After Residential DS-052 RSI Homeowner File for eachproperty)/ ( Com letion + p OD, Ppr S / I warrantee periods; CCP 337 et. se OC & OD p § a'' Sound Window & Door Replacements 10 years GC §34090 Insulation j Develop. Services / 1Standard Specifications Used for Residential Mag, Mfr, Yes: After Residential DS-053 Sound Insulation / RSI projects (provided by the P OD, Ppr S / I QC & OD Department preference; GC §34090 Sound :City to Contractors) Insulation 1 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Image: Destroy Office of Total Media I=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments I Reference (OFR) S=Scan QC'd? i If the record is not listed here, refer to the Retention for Cit -Wide �Stand�ards Retentions begin when the act is completed, and imply a full file folder (e-j. last document + ears), since destruction is nonnally performed by File folder, HOLDS: Liti 2tion. corn llaints. claims, public records act requests, audits andlor investigations suspend normal retention periods (retention resumes after settlement orcons pletion). FINANCE I MANAGEMENT Finance I I FIN-001 Audit Reports / Annual Comprehensive P Mag Mfr 1 S/I Yes: After 'Standard within the profession; GC §34090 Mgmt. Financial Report (ACFR) OD, Ppr QC & OD Finance FIN-002 'Audit Work Papers Audit Schedules 5 years Mag, Mfr. S/I Yes: After .Meets municipal government auditing 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, i S/I Yes: After !standards- Statute of Limitations is 4 years; GC Mgmt. Statements, Pars Statements, Bank OD, Ppr 1 QC & OD §34090, CCP § 337 Reconciliations, etc. _ ---'Statute of Limitations for bonds, mortgages. trust deeds, notes or debentures is 6 years; Cancellat., ' Bonds issued by local governments are 10 Finance I FIN-003 I Bonds: Debt Official Statements/ Redemption Yes: Until i Mag Mfr, 1 S/I Yes- After Years; There are specific requirements for Mgmt. ;Certificates of Participations (COPS) or Maturity + Maturity OD, Ppr QC & OD disposal of unused bonds- CCP §§336(a)&(b) 10 years -26 CFR 1.6001-1(e):337.5(a); GC §§34090, Yes: Mag, Mfr Current S/1 Yes: After 43900 et seq. Must be filed with County Auditor; GC §34090, 140802,53901 Finance FIN-004 Budgets -Adopted Final P Mgmt. OD, Ppr QC&OD Fiscal Year Mag, Mfr, 1 Yes: After Fields Records are interrelated; Grant- Finance - IndefiniteData 1 Mgmt. FIN-005 :Financial Services Database Minimum 7 Yes OD, Ppr S/I QC & OD funded invoices are 7 years- meets municipal years government auditing standards; GC §34090 Finance 1 FIN-006 [Golf Course Subcommittee Minimum 2 Mag, Mfr, S/I Yes- After Department Preference; GC §34090 Mgmt. JAGENDAS, AGENDA PACKETS years i OD, Ppr I Mag, Mfr, S/I QC & OD Yes: After GC §34090 Finance 1 i Golf Course Subcommittee P Mgmt. FIN-007 !MINUTES, BYLAWS OD, Ppr '! QC & OD Finance FIN-008 !Journal Entries Back Up Documents 5 years Mag, Mfr, S/I Yes: After 'Meets municipal government auditing standards; Statute of Limitations is 4 years, GC Mgmt. Budget Adjustments OD, Ppr QC & OD §34090, CCP § 337 Finance FIN-009 Management Audit Letters 5 years Mag, Mfr, S/I Yes: After !Meets auditing requirements; GC §34090 Mgmt. OD, Ppr I QC & OD Finance / i Management Reports Measure "A" Single P Mag, Mfr, S/1 I Yes: After 'Department preference; Meets auditing Mgmt. FIN-010 'Audits OD, Ppr QC & OD requirements; GC §34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 ( Image Destroy Office of TotalVital? Media ! I=Import ', Paper after ` Record Retention No.! Records Description Retention Options M=Mfr Imaged & Comments I Reference (OFR) S=Scan C'd? I/ the record is not listed here, refer to the Retention for CV -Wide Standards Detentions begin when the act is completed, and irtt ly a fall file folder (e.g, last document + 2 ears), since destruction is normally performed by file folder_ HOLDS: Litioation. Complaints, claims, public records act requests audits and/or investi_ ations suspend normal retention periods retention resumes after settlement or cairn letion , Finance / j Reports / Finance Reports created from When No i Mag, Mfr, Yes: After ' Preliminary drafts (the database is the original); Mgmt FIN-011 ;Database / Registers - Balance Sheet, Longer OD, Ppr S / I QC & OD :GC §34090 et seq. ;Revenue, Expenditure. Trial Balance, etc. Re uired Finance / Reports: Annual State or Federal: State FIN-012 5 years Mag, Mfr, S / I Yes: After Department preference; GC §34090 Mgmt ;Controller's Report, Street Report, etc. OD, Ppr QC & OD Finance Finance / i FIN-013 Reports: Year-end General Ledger 5 i Ma Mfr, g, S / I Yes: After Department preference; GC §34090 M years O P r QC & OD FINANCEI ACCOUNTS PAYABLE IRS: 4 years after tax is due or paid (longer for Finance / Accounts FIN-014 1099's, 1096, DE542 (California Report of 5 Mag, Mfr, I S / I Yes: After :auditing & contractor delinquency); Ca. FTB: 3 Contractors) years OD, Ppr QC & OD years; 26 CFR 31.6001-1, R&T §19530, GC PayableIndependent §34090 Finance / 'GRANT -FUNDED Vendor File / Accounts _ R 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 i NOT GRANT FUNDED Vendor File/ Finance / EAccounts 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 1 Finance / Vendor Accounts FIN-017 W-9s Inactive + 3 OD, Ppr S / I QC & OD Meets IRS Auditing Standards; GC §34090 Payable ears Mag, Mfr, S / I Yes: After Department preference; GC §34090 Finance / ;Warrant (Check) Register (Detail)- Includes Accounts FIN-018 7 years ;Grant Funded and Non -Grant Funded OD, Ppr QC & OD Payable FINANCE l BUSINESS SERVICES Finance / Business .Accounts Receivable (Cash Receipts FIN-019 5 years Yes: Until Mag, Mfr, S / I Yes: After ;Department preference; GC §34090 _ Paramedic Billing, TOT, etc.) Paid OD, Ppr _ QC & OD Services 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Image: Destroy Office o Recordf Retention No. Records Description Total Media I=Import. Vital? Paper after Comments I Reference Retention Options M=Mfr Imaged & (OFR) S If the record is not listed here, refer to the Retention for 2U�,Iffiide Standards Retentions begin when the act is completed. and imply a full file folder " last document + 2 years), since destruction is normallg gerforrned by file folder, HOLDS: Litigation, complaints, claims, public records act reguests. audits an for investigations suspend normal retention periods (retention resumes after settlement or completion), Finance 'Accounts Receivable Write -Offs (due to non- Mag, Mfr, Yes: After Weets Municipal Government auditing I Business FIN-02U 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, Mfr, 1 S/I Yes: After Meets auditing standards; GC §34090 et seq. 'Renewals, Letters OD, Ppr QC & OD Services Finance Indefinite - Mag, Mfr, Yes- After Data Fields Records are interrelated- Grant- Business FIN-022 !Business License Database Minimum 7 Yes OD, Ppr S/I QC & OD (funded invoices are 7 years; meets municipal Services years Igovernment auditing standards; GC §34090 Finance Mag, Mfr Yes: After I Department Preference (negative information Business FIN-023 Collection Agency Assignments 5 years , OD, Ppr S/I QC & OD remains on credit reports for 7 years); GC Services 1 34090 et seq. FINANCE I PAYROLL Finance i !Batch Activity Reports Payroll Processing FIN-024 i 5 5 years Mag, Mfr, 1 S/I Yes: After 'Department preference; meets municipal Payroll File OD, Ppr QC 1government auditing standards GC §34090 Finance iChecks /Warrants (Payroll Only) Cancelled FIN-025 5 5 years Mag, Mfr, 1 S/I Yes: After ]Department preference; meets municipal Payroll Checks I OD, Ppr QC & OD 1governmentau trigstan ar s', GC 34090 DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & DE Department preference; IRS: 4 yrs after tax is Finance 1166, 941 Forms, PERS / FICA & Medicare Yes Current Mag, Mfr, 1 Yes- After :due or paid; Ca. FTB: 3 years; Articles show 7 1 Payroll FIN-026 !Adjustments - Quarterly Payroll Tax Returns 5 5 years Year OD, Ppr S/I QC & OD years; 26 CFR 31.6001-1, R&T §19530; 29 OASDI, Federal Tax Deposits, CFR 516.5 - 51&6, 29 LISC 436, GC §34090 Adjustments, etc. -------------- 4 26CFR31.6001-1 Department preference; IRS Regulations for W 14s- four years after the due date of such tax for Finance !Payroll Employee File: Benefit Deduction FIN-027 Separation + Separation Mag, Mfr, - S/I G Yes- After the return period to which the records relate, or Payroll Authorizations, Garnishments, etc. 5 years OD, Ppr QC & OD ;the date such tax is paid, whichever is the later. 126 CFR 31.6001 -1 GC §60201 GC §34090 Finance Payroll Processing Report/ Payroll Registers Mag, IVIfr, Yes: After Department preference; meets municipal Payroll FIN-028 Payroll Check Registers Earnings 5 years L OD, Ppr S/I QC & OD government auditing standards, GC §34090 Register 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Image: Destroy Office of Total Media 1 I=Import Paper after Record -Retention No.' Records Description Retention Vital? Options M=Mfr Imaged & Comments Reference (OFR) 1 S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions b2� in when the act is completed. and imply a full file folder fe,g, last document + 2 years), since destruction is normatj performed by file folder HOLDS: Litigation, complaints, claims, ablic records act requests, audits and/or investigations suspend normal retention enods �retention resumes after settlement or comDletion Department preference; IRS: 4 yrs after tax is Finance FIN-029 1 PERS Report - Retirement Reports 5 years Mag, Mfr, S/I Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Payroll .(CalPERS) OD, Ppr QC&OD years; 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 I Department preference; IRS: 4 yrs after tax is Yes: After due or paid; Ca. FTB: 3 years; Articles show 7 Finance 1 FIN-030 Payroll Timecards Timesheets 5 years Mag Mfr OD, Ppr S/I QC & OD ly ears; 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 Mag, Mfr, S/I Yes: After due or paid; Ca. FTB: 3 years- Articles show 7 1 FIN-031 Payroll W-2's 5 years OD, 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 Regulation 31- 6001 -1 four years after the due date of such tax Finance No Longer in I Mag, Mfr Yes: After fter 'for the return period to which the records relate, FIN-032 Payroll _W-4s Effect + 4 OD, Ppr S/I QC & OD or the date such tax is p aid, whichever is the years 'later. GC §34090- 26 CFR 31.6001-1 GC 1_ 60201 PURCHASING Finance Informal Bids & Quotes from Vendors Mag, Mfr Yes: After 'Department preference for grant auditing RN-033 Purchasing. (Quotes may be submitted by the 5 5 years I OD, Ppr 1 S/I 1 QC & OD ipurposes; GC §34090 Department) _Finance !Purchase Orders, Requisitions, Quotes, Yes: Until Mag, Mfr, S/I Yes. After 'Meets municipal government auditing FIN-034 Purchasing; Change Orders 5 years Paid OD, Ppr QC & OD standards; GC §34090 Finance Yes: Until Mag, Mfr, S/I Yes- After Meets municipal government auditing FIN-035 Purchasing. Surplus Property Disposal Sale 5 years Paid OD, Ppr QC & OD ;standards; GC §34090 Finance FIN-036 'Vendor List When No Longer L Mag, Mfr, S/I Ye After s '& Transitory preliminary drafts; GC §34090 Purchasing Required 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 - - i Image Destroy Office of ( Record Retention No 1 Records Description Total Media Vital? I=Import Paper after Comments /Reference Retention Options p M=Mfr Imaged & g (OFR) S= can _ _ 'd? If the record is not listed here. refer to the Retention for Cit -Wide Standards Retentio�when the act is co leted, and nPly a full file folder e. , last document + 2 years), since destruction is normaggerformedby _file folder HOLDS: Litigation, complaints, claims, public records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or completion). UTILITY BILLING Finance / Utility FIN-037 Bankruptcies (Where City does not pursue a 5 Mag, Mfr, S / I 1 Yes: After Department GC claim) years OD, Ppr QC & OD preference; §34090 Billing j -Transitory records not retained in the ordinary Finance / Billing Registers ! Reports, Daily Update, When No Mag, Mfr- Yes: After course of business; Financial system qualifies Utility FIN-038 Bank Draft, Adjustment Posting, etc. Longer OD, Ppr S / I QC & OD as a trusted system and can re-create reports Billing Required accurately; GC §34090 Finance / Checks deposited to Bank (City scans them Follow Bank 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 / Department Preference (negative information Utility FIN-040 Collection Agency Assignments /Write Offs 5 years ;Mag, Mfr OD, Ppr S / I Yes: After QC & OD remains on credit reports for 7 years); GC Billing Mag, Mfr, Yes: After §34090 et seq. Transitory records not retained in the ordinary Finance / Utility FIN-041 Payment Stubs (mailed) / Utility Receipts 4 months OD, Ppr S / I QC & OD ;course of business; GC §34090 Billing Finance// Utility FIN-042 Prop 218 Notices: Master Mailing List 2 years Mag, Mfr OD, Ppr S / I Yes: After 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 S / I QC & OD course of business; GC §34090 Billing _ Finance / 'Returned Yes: Until Mag, Mfr, Yes: After 1 Meets municipal government auditing Utility FIN-044 Checks (NSF, etc.) 5 years Paid OD, Ppr j S / I QC & OD standards; GC §34090 Billing a Finance / I Mag, Mfr, ' Yes: After Utility FIN-045 'Service Applications 5 years OD, Ppr S / I QC & OD Department preference; GC §34090 Billing ' Finance Indefinite - £ Data Fields / Records are interrelated; Grant- Utility FIN-046 Utility Billing Database Minimum 7 Mag, Mfr, Yes S / I Yes: After & OD funded invoices are 7 years; meets municipal Billingears OD, Ppr p QC 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Image: Destroy Office of Total Media I=Import Paper after Record Retention No Records Description Retention Vital? Options M=Mfr Imaged & Comments I Reference (OFR) S=Scan r' it the record is not listed here, refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder e... last document + 2 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 pefiods retention resumes after settlement or corm letion , Finance / Utility Users Tax Exemptions (Low Income / Close + 5 ! Mag, Mfr, Yes: After j Utility FIN-047 Senior/ Disabled) years OD, Ppr _ S / I QC & OD Department preference; GC §34090 Billing Finance / Water Billing: Appeals -Payment Final Mag, Ppr, Yes: After Documented or attached to Customer Record Utility I FIN-048 eDelinquency & Impending Discontinuation Decision + 2 Mfr, OD i 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 _ Finance / Water Billing: Non-payment Notices Notice When No ; 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 / AdjustmentsMag, No Ppr, Yes: After Documented or attached to Customer Record Utility FIN-051 Customer accounts er Mfr, OD S / I QC & OD sin database GC §34090; H&S §116908 Billing red Finance / on o Utility FIN-052 Water Billing: Payment Plans: Amortizatition Mag, Ppr, S / I Yes: After ;Documented or attached to Customer Record Alternative Payment Plans, Deferrals, etc.ent Mfr, OD " QC & ODin database GC §34090; H&S §116910 Billing nnFinance / Utility FIN-053 Water Billing: Policy on Discontinuation oded; 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 Mag, Ppr, Yes: After ;Must post to Website; H&S §116918; GC Finance / ;Water Billing: Report of Annual Minimum 2 Utility FIN-054 .Discontinuations of Residential Service years Mfr, OD S / I QC & OD §34090 Billing Finance / (City preference for drinking water regulations; Utility FIN-055 Water Turn On Turn Offs (includes Work 5 years :Mag, Mfr, S / I Yes: After CCP §§338 et seq , 340 et seq., 342; GC Billing Orders) OD, Ppr j 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Image: Destroy Office of Retention Total Media Paper I=Import Record Records Description No. Retention Vital? Options M=Mfr 1 after 1 Comments Reference (OFR) S=Scan Imaged & If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, andim 1a full file folder (e-,g- last document + 2 years), since destruction is normaky gerformed by tile folder HOLDS; Litiqation, g "mlaints. claims, public records act requests, audits and/or investiclations sus end normal retention periods (retention resumes after settlement or corer aetinn . FIRE I EMERGENCY MEDICXIL SERVICES, Fire EMS (Controlled Controlled Substance Logs, Inventories FR-000 2 years Mag, Mfr S/I Yes: Department Preference - required for 3 years; After QC 21 CFR §1304.04, 1310.04; 22 CCR 70263 and Inventory Logs OD, Ppr' &OD 171233; FA §32003(e), B&P 4081 GC §34090 Fire EMS EMS Paramedic Training Records FR-001 4 years Mag Mfr S/1 Yes: After QC .22 CCR 100395, GC §34090 . Continuing Education OD, Plot &OD Fire EMS FR-002 ;EMS Complaints 3 years Mag, Mfr, S/I Yes: After QC !Statute of Limitations for health providers is 3 OD, Ppr &OD years; 13 CCR 1100.7, GC §34090 !HIPAA Policies and Procedures (Health d SupersedeF! Mag, Mfr, Yes: Fire EMS FR-003 'Insurance Portability and Accountability Act) + 6 years I OD, Ppr S/I After QC .45 CFR 164.5300) &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 recommended by AHIMA for "healthcare Patient Care Reports PCRs Paramedic Yes: providers"; California Healthcare Association Fire EMS Release Forms (EMS transportation): ADULTS FR-004 7 years Mag, Mfr, S/1 After QC recommends Acute Care Facilities retain adult Includes e-PCR Database/ Electronic Patient OD, Ppr & OD records for ten years following discharge; Care Report Database Juvenile records are required until patient ;becomes 18 years old; Statute of Limitations for lhealth 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 1§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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Destro, Image: Office of Retention Total Record Records Description Paper Media I=Import Vital? after Comments Reference NoRetention . i (OFR) 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 coXLlet&d,_end = a full file folder (e,9. last document + 2 years), since destruction is normally performed by file folder. HOLDS.- LiWation, complaints, claims, LLLbfic records act requests, audits andlor investigations suspend normal retention periods (retention resumes after settlement orcompletion),.. `Department Preference; law requires 7 years for clinics, health facilities, hospitals, adult day lhealth care centers, and in -home skilled nursing services, and is actually based upon "if ;the licensee ceases operations"; 10 years is recommended by AHIMA for "healthcare Patient Care Reports PCRs Paramedic providers"; California Healthcare Association Release Forms (EMS transportation): Yes: Mag. Mfr Irecommends Acute Care Facilities retain adult Fire EMS ii FR-005 MINORS JUVENILES 20 years OD, Ppr S/' After QC records for ten years following discharge Includes e-PCR Database Electronic Patient &OD 'Juvenile records are required until patient iCare 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 11100.7 CCP §340.5, GC §34090; H&S J123145 FIRE ADMINISTRATION 'Meets auditing standards, Grants covered by a Consolidated Action Plan are required for 5 years, Uniform Admin. Requirements for Grants All -Hazards Incident Management Team !to Local Governments is 3 years from Fire (AHIMT) FR -006 10 years Mag, Mfr, 'Yes: After S i - lexpenditure report or final payment of grantee OD Admin, OD, Ppr QC & or subgrantee; 2 CFR 200.334- 24 CFR ' Partially Funded by FEMA OES 191.105(h), 92.505, & 570.502(a), 29 CFR -97.42; OMB CircularA-110 & A-133.320(g); GC §34090: GC §8546,7 Department preference; EEOC/FLSA/ADEA I Background Packets -UNSUCCESSFUL I(Age) requires 3 years for promotion, demotion, .Applicants Fire Yes: I Mag, Mfr, transfer, selection, or discharge; State Law FR -007 Admin. 4 years A C S/I After Q OD, Ppr irequires 4 years- 29 CFR 1602.31 & (Successful Applicants are sent to Human &OD 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC Resources) §§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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Image Destroy Office of 1Paper Retention ' Total Media 1=Import Comments I Reference Record No Records Description Retention Vitals Options M=Mfr after (OFR) S=Scan ;Imaged &_ if the record is not listed here, refer to the Retention for Ci -t rde Standards Retentions be- in when the act is cent feted. and iL I a full file folder (erg- last document + 2 yeatV, since destruction is normally performed bv file folder. OLDS: Liti ation. corer 6arnts. claims, ublic records act re uests. audits andlor investi ations sirs end norm l retention eriods retention resumes after settlement or completion)- 1 Yes: Fire / FR-008 Billing: Alarms, Annual Inspections, Life & 5 years Mag, Mfr, S / I Department preference (meets municipal After&DC Admin. ;Safety Inspections, Sprinkler Testing, etc. OD, Ppr _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., 29 Admin FR-010 ;Department Safety Committee Minutes 5 years S / i OD, Ppr 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), QC & OD ;CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090 When o Fire / Emergency Plans / Disaster Preparedness Superseded Mag, Mfr, Yes: After; Admin. FR-011 ;Manuals, etc. Minimum 2 OD, Ppr S / QC & OD ;Department Preference; GC §34090 ears Department preference to allow for FEMA 3 years Afte audits (up to 6 years & 3 months from the date Fire / FEMA Reports / FEMA Reimbursements / EOC Reimburse - Mag, Mfr. Uniform of the final inspection report); Uniform Admin. Admin. FR-012 Activations Cal OES Strike Team ment, S / I OD, Ppr After QC Requirements for Grants to Local Governments Reimbursements Minimum 1 & OD is 3 years from expenditure report or final years payment of grantee or subgrantee; (Also See Grants on City-wide); GC §34090 et seq. EL SEGUNDO, CA. 01995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Image Destroy Office of Retention TotalVital? Media I=Import i paper ; Comments / Reference Record No. Records Description Retention Options M=Mfr after (OFR) S=Scan Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is corn leted, and implyiMply a full file folder (e.g. last documen + 2 ears), since destruction is normally performed by file folder. HOLDS: Litigation. complaints. claims, public records act requests. audits andlor investi ations suspend normal retention periods retention resumes after- settlement or completion). Indefinite - Life of the I '!Data is interrelated; If used for Inspections, Structure or California Fire Code requires 5 years or Life of Fire / I FR-013 Fire RMS Incident Database Activity, or Mag, Mfr, Yes S / I Yes: the Structure or Activity for Approvals, After QC /Alternative Admin. Minimum 5 OD, Ppr Inspections, Fires, Modification & OD years, Methods or Materials; CFC §§ 104.6 — 104.6.4; hichever i GC §34090 Longer Fire / Admin OR When No Yes: FR-014 'Fire Incident Reports Longer Mag, Mfr, S / I DepartmeFire data is in RMS After QC 'database;nGCpreference-34090 Prevention Required OD, Ppr j a & OD j § q. or Police (for Arson) Fire / Mag, Mfr, Yes: After. Department Preference (rated every 10 years); Admin. FR-015 ISO Insurance Ratings 15 years OD, Ppr S / i QC & OD _GC §34090 Copies - Yes: City Clerk FR-016 Memoranda of Understanding (MOUs) / Mutual When No Mag, Mfr ( S / I Originals Maintained by City Clerk or County 1 After QC IAid Agreements / Joint Power Authorities Longer OD, Ppr ; Clerk of the Board Permanently; GC §34090.7 & OD Required Mag, Mfr, S / I Yes: After QC ,Department Preference; GC § 34090 et seq, Fire / FR-017 Programs and Projects Minimum 2 Admin. years OD, Ppr s & OD _ Yes: Fire / FR-018 Requests for Copies of Incident Reports 2 years Mag, Mfr, S / I After QC GC §34090 Admin. OD, Ppr & OD Department preference; Claims can be made Human Send to Mag, Mfr, Yes: for 30 years for toxic substance exposure; 8 Resources FR-019 ;Respiratory Fit Tests for Breathing Apparatus Human OD, Ppr S / I ;After QC CCR §3204(d)(1) et seq., GC §§12946, 12960, Resources & OD j 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: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Destroy Office of Retention Total Media Paper I=Import Record i No. Records Description Retention vital? Options M=Mfr after Comments I Reference If the record is not listed Me, refer to the Retention for City -Wide Standards HOLaLL��2tiom E"m laints_clahuL_�records act requests. al ancilor investioations suspend normal retention periods (retention resumes after settlement FR-020 IStaff Meeting Minutes 2 years Yes i S/I After QC iGC §34090 n. Department preference for environmental Fire Mag Mfr 1contamination investigations; Reporting is Yes: After Environ. FR-021 Business Inspections P S i required for 5 years, enforcement actions for 3 years after resolved, Minimum 3 Fire lChemical Inventory Reporting New Mag Mfr Department preference; NPDES Monitoring Yes: After, Construction, Site Assessments years OD, Ppr QC & OD Safety 122.41; GC §34090 Fire Environ, FR-023 CUPA Self -Audit, State Summary Report 5 years S/I After QC Safety !Enforcement Files Notice of Violation lCompliance History Enforcement Actions Fire Hazardous Materials Enforcement Actions Mag Mfr Yes: After' GC Environ. FR-024 Hazardous Waste Enforcement Actions P Yes S i Department Preference; §34090 Safety (Except UST Violations Resulting in a Release - Isee Site Mitigation) Mag, Mfr., Yes - Data Fields Records are interrelated; GC Fire Hazardous Materials Disclosures/ Business Indefinite - Emergency Plans Permanent OD, Ppr §34090 Safety &OD Hazardous Materials Notifications Hazardous Mag, Mfr, Yes: After !Waste Treatment Notifications OD, Ppr I QC&OW Safety ELSEGUNDO, CA. wxeno 2021 alauwmnGovernmental Services, Inc. (9oo) 337-3516 all rights reserved oonot duplicate ordistribute without prior written permission Adopted: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Image: Destroy Office of Retention Total Media 1 Paper I=Import Record No. Records Description Vital? Retention Options M=-Mfr after Comments I Reference (OFR) Imaged ! i S=Scan I OC,d? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is cop feted, 777 =iZ a full file folder e. 2 an last docum t + 2 years), since destruction is normally gertbrrnelfz file folder. HOLDS: La2fion, caMplaints, claims, ublic records act requests, audits andlor investigations suspend normal retention periods (retention resumes after settlement or completion), Fire Environ. Department preference Claims can be made Safety & FR-027 I Hazardous Materials Responses P Mag, Mfr, S/, Yes'. Afterifor 30 years for toxic substance exposure; 8 Fire Marshal, OD, Ppr QC & OD CCR §3204(d)(1) et seq., GC §§12946, 12960, Fire '34090 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 & 0D. required for 3 years- 40 CFR §§122.21, 122.41 Safety Fire Site Assessments/ Mitigations (Contaminated Department Preference; Claims can be made Environ. I-K-U29 Soil, LIST Closures I Violations Resulting in a P Yes Mag, Mfr, S i Yes: Afterifor 30 years for toxic substance exposure- 8 Safety Release, Site Assessment and Remedial OD, Ppr I QC & OD 1 CCR §3204(d)(1) et seq., GC §§12946, 12960, Action Records etc.) 34090 FIRE MARSH L I FIRE PREVENTION Commun. Alarm Plans and Sprinkler Plans (large format Copies - When No Mag, Mfr, Yes: After Develop. FR-030 'drawings) Longer OD, Ppr S I i Department Preference; GC §34090 7 QC & OD Building Re aired Fire Fire 'Annual Fire Inspections Business Inspection Until Marshal & Files I Annual Inspections, Life & Safety Building Mag Mfr. i Yes: After'Required for the Life of the Structure or Activity, Fire FR-031 'Inspections (Approvals, Inspections, Fires, Demolished OD, Ppr S i QC & OD ior Minimum 5 years CFC §§ 104.6 — 104.6.4 Prevention Modification I Alternative Methods or Materials), Minimum 5 (Fire Citations Notice of Violations years 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 I OD, Ppr S i i QC & CID CCR §3204(d)(1) et seq., GC §§12946,12960, Fire 34090 Prevention EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Image: Destroy Office of Record Retention Records Description Total Media Vital? i I I=Import. Paper after Comments I Reference r (OFR) No. Retention Options M=Mfr Imaged &3 S=Scan QC'd? It the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is cZ�eted, and imply a full file folder=. . last document + 2 years , since destruction is normally performed file folder. HOLDS: LitLoation, complaints, claims, public records act requests, audits andlor investsqations suspend normal retention periods (retention resumes after settlement or completion). Fire / Fire Marshal & Fire Code Permits Film Permits, Special Event Expiration + Yes: Mag Mfr Yes: Fire FR-034 Permits (assembly permits, candle permits, tent 2 years Before OD, Ppr S/I After QC GC §34090 et seq. fire hydrant use, open flame, etc.) Event &OD Prevention Fire / Fire Department Preference (no statute of Marshal & Investigation Reports - Capital Crimes & Mag, Mfr, S i Yes: After limitations on these incidents/crimes); California 1 Fire FR-035 Suspected Capital Crimes (Arson, etc.) P OD, Ppr QC & OD 'Fire Code requires 3 years; CFC §§ 104.6 — Prevention 104.6.4. GC §34090 Fire / Fire I Investigation Reports -Criminal &Citations Mag, Mfr, Yes: :Department Preference; California Fire Code Marshal & FR-036 ((Administrative, Infraction, or 5 years 1 OD, Ppr S/I After QC requires 3 years; CFC §§ 104.6 — 104.6.4, GC Fire Misdemeanor), Service Requests & OD 34090 Prevention Community Copies - Yes: I Develop i FR-037 Plan Checks Conditions of Approval When No I After QC 'Copies; GC §34090.7 Building Longer OD, Ppr &OD Required Until Fire Fire Marshal & 1 iPlans: Fire Sprinkler, Fire Safety Plans Fire Building Mag, Mfr, Yes, !Required to be retained for Completion + 180 Fire FR-037.5 lConstruction Documents (Final, Approved by Demolished OD, Ppr S/I After QC 'days; CFC §106,4; GC §34090 et seq Prevention Ahe Fire Department Only) Minimum 5 &OD ears Fire Fire Yes: Marshal & Public Information Education (when produced FR-038 Minimum 2 1 Mag, Mfrl S / 1 After QC Department Preference; GC §34090 Fire internally) years OD, Ppr &OD Prevention Copies - Community Develop 'Record Drawings ("As-Builts") and CAD FR-039 When No Mag Mfr, S i After! Yes- GC §34090.7 ! Copies, drawings of buildings Longer i OD, Ppr Building 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: 02/18/2025 Ver- 13.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 image: Destroy Office of 1 Retention Total Media I=Import i Paper Recurd . No Records Description Retention vital? Options M=Mfr after I Comments Reference (OFR) S=Scan Imaged & QC If the record is not listed here, refer to the Retention for Ci=lde Standards Retentions begin when the act is completed, and =1 a fall file tder Le,g_ last document + 2 years), since destruction is normaltyaertorrr �db file folder. HOLDS. Litioation, complaints, claims> oubfic records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion), OPERATIONS I SUPPRESSION 'Apparatus & Equipment (LARGE) Records & I Department Preference to be in compliance Yes: Fire 1 FR-040 jesting 1 Disposal + 2 Mag Mfr, 1 S/I with NFPA Standards for in-service automotive After QC 'fire Operations years OD, Ppr & OD apparatus; NFPA 1911.4.7.3 & Annex C.5 Ladder, Hose, Pump Testing GC §34090 !Department Preference; OSHA requires 5 Human FR-041 Personnel Training File - Tests, Bulletins, Separation + Mag, Mfr, S i Yes: Afteryears for safety records; 8 CCR §3203 et seq., . .8 CCR 14300,33(a); 29 CFR 1627.3(b)(2), 29 Resources Certificates, Field Training, etc. 5 years OD, Ppr QC & OD. CFR 1904.33, 29 CFR 1904.44; LC §6429(c); Mag, Mfr, S/I GC §§12946, 12960, 34090 Yes. After QC GC §34090 et seq. Fire FR-042 Plans When When Operations I Superseded OD, Ppr &OD Expiration of Yes Fire Self-contained Breathing Apparatus (SCBA) Certificate - Mag, Mfr, S I !Certificates are issued for 3-5 years; GC After QC i 1 FR-043 Operations and Bottles Minimum 2 OD, Ppr 1§34090 et. seq. & OD years Fire I Station Log Books (Incidents -kept at Fire P Mag, Mfr, S/I Yes. Retained for historical and administrative value; I Ar QC fte FR-044 Operations 'Stations) OD, Ppr �GC §34090 & OD Lead Dept. FR-045 'Vehicle Safety Checks Daily Vehicle 2 years Mag, Mfr, S/I Yes: After QC GC §34090 !Inspections / Daily Equipment Checks OD, Ppr z &OD 1 EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Image: Destroy i Office of Record Retention No. Records Description Total Vital? Media I=Import Paper after 1 Comments Reference Retention 1 Options i M=Mfr Imaged & (OFR) -canQC'd? If the record is not listed here, refer to the Retention for City -Wide Standards �Ieled� and Lial - a full file folder (ea last document + 2 years), since destruction is normally performed b f We folder. 0 Retentions begin when the act is c�o _y HOLDS: Litigation, comolaints. claims, t)ublic records act requests, audits and/or invest' ns suspend normal rotes tidr ari ads retention resumes after settlement or completion). HUMAN RESOURCES 'Department preference- EEOC/FLSA/ADEA .(Age) requires 3 years for promotion, demotion, Human I Classification Reorganization Studies Minimum 3 Mag, Mfr, Yes: After 'transfer, selection, or discharge; State Law HR-001 Resources .(for employee classifications and years OD, Ppr S/I 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 for EEOC/FLSA/ADEA (Age) requires 3 years Human HR-002 Specifications Job Classification Specifications Job Minimum Superseded Mag, Mfr, 1 S/I Yes: After for promotion, demotion, transfer, selection, or Resources Descriptions + 4 years OD, Ppr QC & OD discharge; State Law requires 4 years; 29 1CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 112960,34090 'Department preference; EEOC/FLSA/ADEA -(Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law Human HR-004 Resources �Compensation Surveys & Studies 3 years Mag, Mfr OD, Ppr S/I Yes: After QC & OD ' requires 2 -3 years; retirement benefits is 6 years from last action 29 CFR 1602.31 & .1 627.3(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 Yes: After Years for promotion, demotion, transfer, Human HR-005 !Confidential Investigations Separation 6 Yes: Until Separation Mag, Mfrl OD, Ppr S/I QC & OD -selection, or discharge; State Law requires 4 Resources years :years; 29 CFR 1602.31 & 1627.3(b)(ii), GC 1§§12946, 12960, 34090; 29 USC 1113, LC 1174 Human HR-0017 Resources DMV -Addition, Deletion Form Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 1 GC §34090 EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Image: Destroy 1 Office of Record Retention No. I Records Description Total Media Vital? I=Import Paper after Comments I Reference Retention Options M=Mfr Imaged & (OFR) S=Scan I 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 rile folder (e,g, last document + 2 yea since destruction is nonnallyperformed by Me folder. HOLDS: Litioation. Lm ations suspend normal retention periods (retention resumes after settlement or completion). mlaints, claims. joublic records act requests, ,audits and/or in estiq Department preference, Transitory or source Human DMV-Pull Notices, Waivers for Pull When Mag Mfr, Yes: After records not retained in the ordinary course of Resources HR-008 Notices Superseded OD, Ppr S/I QC & OD business; CHP audits every 2 years; Bureau of or Separate 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 - negative tests; EEOC FLSA ADEA (Age) Human 1 Resources HR-009 !Eligible Pool Lists, Drug & Alcohol Test 5 years MagMfr, , OD, Ppr 1 Yes: After S/I QC & OD requires 3 years physical examinations-, State I Results, Training, BIT Inspections, etc. Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 'Equal Opportunity Employment All State and Federal laws require retention HumanComplaints California Civil Rights Minimum MagMfr, Yes: After until final disposition of formal complaint; State "fully Resources HR-010 Department (CRD) /Department of Fair Separation+ , OD, Ppr S/I QC & OD and finally requires 4 years after Employment &Housing (DEER or 4 years disposed"; 2 CCR 1101 (c); GC §§12946, EEOC) Claims Harassment Claims 112960,34090 Human I !Equal Opportunity Employment - EEOC I Mag Mfr Yes: After 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR Resources HK-Ul 1 Reports (EEO-4 Reports); EDD Reports 3 years I OD, Ppr S/I QC & OD 1602.32; GC §34090 !Department Preference to match Personnel Files; EEOC/FLSA/ADEA (Age) requires 3 Human Separation+ Yes: Until Mag, Mfr, i Yes: After Years for promotion, demotion, transfer, 'y Resources HR-012 ;Grievances 6 years Separation OD, Ppr S/I QC & OD selection, or discharge-, State Law requires 4 !years; 29 CFR 1602.31 & 1627.3(b)(ii), GC 1§§12946, 12960, 34090; 29 USC 1113, LC 1174 -Required for I year from termination or 3 years from hiring, whichever is later, EEOC / FLSA iADEA Human Separation + Mag, Mfr, Yes - After (Age) requires 3 years for "any other Resources HR-013 I I-9s 3 years OD, Ppr S/I QC & OD forms of employment inquiry'; State Law 'I requires 2 -3 years; 8 CFR 274a.2; 29 CFR .1 627.3(b)(1); GC §§12946, 12960, 34090- INA 1274A(b)(3); INS Rule 274a.l(b)(2) 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Image: Destroy Office of Total Media I=Import Paper after Record I Retention No. Records Description Retention Vital? Options M=Mfr Comments Reference Imaged & (OFR) 2C'd? If the record is not listed here, refer to the Retention for City -Wide Standards ...�!.§=Scan Retentions be in when the act is completed, and imolv a full file folder e. last document + 2 years), since destruction is normally performed bL file folder. __ mmwdmd� HOLDS Lit! complaints, claims, public records act requests, audits and/or invest! =ons str&end normal retention enods (retention resumes after settlement or completion J_ Department preference (protects City in the !event of past employee misconduct); State law Human 1LiveScan Fingerprint Clearance Forms - z Separation Mag Mfr. '.requires 4 years after a personnel action; DOJ Yes: After HR-014 Resources 'for Employees, Contractors, Volunteers, + 4 years S/I OD, Ppr i allows retention for legitimate business needs; QC & OD Interns must be maintained in a secure and !confidential file; DOJ Information Bulletin No. GC §§12946, 12960, 34090, Human HR-015 Negotiation Binders I Notes, Side ILetters, 10 years Yes while Mag, Mfr, S/I Yes: After Department preference; 29 CFR 405.9; GC Resources i Correspondence, etc. current OD, Ppr i QC & OD A34090 Department Preference; statute of limitations for retirement benefits is 6 years from last 'Personnel Files -All Employees action; EEOC/FLSA/ADEA (Age) requires 3 Human Separation + Yes: Until Mag, Mfr, S/I Yes: After lyears for promotion, demotion, transfer, HR-017 Resources (Part-time employee's files are forwarded 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 Separation + Yes: Until I Mag, Mfr, S/I Yes: After years for promotion, demotion, transfer, HR-018 Resources Applicants) 6 years Separation OD, Ppr QC & OD iselection, or discharge; State Law requires 4 1years; 29 CFR 160231 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 53237.2(b), LC 1198.5 Separation + 30 years, Department preference; Files maintained 'Personnel Files -Medical Records all OR -separately; Claims can be made for 30 years Human 1 (employees) 1 Termination Yes: Until Mag, Mfr, 1 S/I Yes: After for toxic substance exposure; 8 CCR HR-019 Resources of Benefits + Separation OD, Ppr QC&OD §3204(d)(1) et seq., 8 CCR 5144, 8 CCR tus it T sts & Includes Breathing Apparatus Fit Tests & 5 years '15400.2- 29 CFR 1910.1020(d)(1)(i), GC LiveScan Log (whichever !§§12946, 12960, 34090 is 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Image: Destroy Office of Record Retention No., Records Description Total I Vital? Media I=Import Paper after Comments Reference Retention Options M=Mfr Imaged & I (OFR) i i S=Scan QC'd? If the record is not listed here, refer to the Retention for Ca -Wide Standards Retentions be art when the act Is completed, and hmp jy a_ full file folder e. .last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, coaLIartfs. c/airtts, public records act requests-, audits andlor investigations suspend normal retention _periods (retention resumes after settlement or corns Department preference; EEOC FLSA ADEA Human Mag, Mfr, Yes: After I (Age) requires 1-3 years; State Law requires 4 Resources HR-020 !Recruitment Database - NeoGov 4 years S/I QC & OD OD, Ppr 29 CFR 1602 et seq & 1627.3(a)(5) and 1 iyears, '(6), 2 CCR 1101 3(c); 8 CCR 1§11040(7.( c)), GC §§12946, 12960, 34090 -Recruitment Files - Full-time Employees Department preference; EEOC FLSA ADEA Human I(Includes Applications (Unsuccessful), 'Advertisements, Minimum 4 Mag, Mfr. Yes: After (Age) requires 1-3 years State Law requires 4 Resources HR-021 Job Brochures Test years S/I OD, Ppr QC & OD 2y ears; 29 CFR 1602 et seq & 1627.3(a)(5) and ;Data, Rating Sheets, Questions Eligible (6), 2 CCR 1101 3(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 HR-0 22 of the City (Attrition, Benefits, Minimum Minimum 3 Mag, Mfr, (es After S/I Department GC §34090 artment preference, Resources !Succession Planning, etc.) years OD, Ppr I QC & OD 'Department Preference; OSHA requires 5 -years for safety records, -Calif. Labor Division is required to keep their OSHA records 7 years, ' Training - Harassment Prevention and Ethics Training is 5 EEOC/FLSA/ADEA Violence in the Workplace (for others, years, I(Age) requires 3 years for promotion, demotion, Human see the City-wide Schedule) HR-023 5 years Mag, MTr, Yes: After S/I !transfer, selection, or discharge; State Law Resources ODPpr QC & OD , -requires 4 years; 8 CCR §3203 et seq., 8 CCR (Attendance Rosters, Outlines and 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR Materials) 1904.33, 29 CFR 1904.44- LC §6429(c)- GC i§§12946, 12960, 34090, 53235.2(b), LC §6401.9(f) Human Verifications of Employment, Child When No Mag, Mfr, Yes: After Not an Agency record Content does NOT Resources HR-023.5 !Support, etc. (From lenders or other Longer [a] S/I OD, Ppr QC & OD relate in a substantive way to the conduct of the i i (outside companies) I public's business-, GC §34090 et seq EL SEGUNDO, CA @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Image: Destroy I Total Media I=Import Paperafter Record Retention No.! Records Description Retention Vital? Options M=Mfr Imaged & Comments I Reference (OFR) swscart if the record is not listed here, refer to the Retention for City -Wide Standards Retentions be2in when the act is ga�eted, and imply a full file folder e._ . last document + 2 years), since destruction is normaVperformed by file folder. 'HOLDS. Liti ation, coo laints claims- public records act requests, audits andlor investi ations suspend normal retention peridds retention resumes after settlement or comletipw Workers' Compensation or Disability Separattion + 'Department preference; Claims can be made Claims / Employee or Volunteer Accident 30 years, for 30 years for toxic substance exposure; Human I Reports OR Termination Mfr, Mag, Yes: After Claims are required for five years after the end Resources HR-024 I of Benefits + OD, Ppr S/I QC & OD of compensation, or injury, whichever is longer8 Includes all Employee Accident, Incident, CCR 5144, 8 CCR 15400.2; 29 CIFIR or Injury Reports, Refusal of Medical 5 years 11910.1020(d)(1)(i), GC §§12946, 12960, Treatment of an Industrial Accident (whichever 134090 is fonaer) Human -,Workplace Violence — Hazard 'identification, Mag, Mfr, Yes: After Resources HR-024.5 evaluation, correction, 5 years OD, Ppr S/I QC&OD LC §6401.9(f), 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: 02/18/2025 Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY SERVICES Page ITSD-1 Office of 1 Image: Destroy Record Retention Records Description Total Media I=Import !Paperafter Vital? . Comments Reference (OFR) No. Retention Options M=Mfr imaged & S=Scan i QCA? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is cojgIeted, and imply a full file folder L%"Iast document + 2years), since destruction is file folder. gg=a��� f HOLD!LLit' atiori, Complaints. claims, public records act requests. audits and/or investiqations suspend normal retention 9 aridds reterrtiort resumes after settlement or corn pletion)- INFORMATIOR 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 Reouired 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 1 Information i 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 seq. Services Reauired Information Software Licenses, Warrantees, Installation When No Technology ITS-005 Longer Mag. ;Department preference; GC §34090 et seq. Services Media i Used ;UNALTERABLE MEDIA/ IMMUTABLE CLOUD For legal compliance for Trustworthy Electronic Information I 'BACKUP Records (when the electronic record serves as Technology I (WORM / DVD-r / CD-r I Blue Ray - ly ITS-006 P OD the official record); must be stored in a "safe Services _R) or other unalterable media that does not land separate location"; GC 34090, 12168.7, permit additions, deletions, or 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: 02/18/2025 Ver. 11 .O RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Image: Destroy Office of Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments Reference (OFR) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for Ci L Wide Standards Retentions begin when the act is completed. and imply a full file folder (e,q. last document+ 2 since destruction is normallEerfbrrned by file folder HOLDS. Liti- ation, comoleints, claims, public records act requests. audits andlor invest. ations Suspend normal retention periods (retention resumes after settlement or corn tion . POLICE ADMINISTRATION I CHIEF I INTERNAL INVESTIGATIONS I SUPPORT SERVICES Police lConcealed Weapon Permits (CCW) - Civilians Expiration + Mag, Mfr, Yes: DOJ manages the sale and transfer of firearms; PD-001 Admin Retirees 2 years I OD, Ppr S/I After QC Non -records (State is OFR); most agencies Mag, Mfr, &OD retain for 2 years; GC §34090 Yes: After Police !Crime Statistics Uniform Crime Reporting PD-002 Admin WCR): ANNUAL OD, Ppr Q C & 0 _D!, Police !Crime Statistics Uniform Crime Reporting I! Mag, Mfr, Yes: After. PD-003 Admin I .(UCR), NIBRS Statistical Reporting: 5 years I OD, Ppr I S / I §34090 i QC & OD' IPERIODIC (Monthly, Bi-monthly, etc.) ;Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 �years; Uniform Admin. Requirements for Grants Homeless Services: Supportive Housing, Mag, Mfr, Yes: to Local Governments is 3 years from ' Police PD-004 ROutreach, Rapid Re -housing, Continuing Care 5 years OD, Ppr S I After QC =expenditure report or final payment of grantee Admin Grants, etc. ' & OD 'or subgrantee; 2 CFR 200.334; 24 CFR -91.105(h), 92.505, 92.508, 570.490, & i570 502(a) 29 CFR 97.42; GC §34090; 24 CFR 9821�8 !Department Preference; State & Federal laws 'Internal Investigations: Sustained WITHOUT require retention until final disposition of formal Yes: Police PD-005 Sustained Finding of Misconduct as defined Final Disposition 1 Mag, Mfrl S/I complaint; State requires 2 years after action is After QC Admin i in PC §832.7, Not Sustained and Officer 5 years OD, Ppr taken; Statute of Limitations is 4 years for &OD 'Involved Shootings misconduct; EVC §1045(b)(1), GC §§12946, _L34090. PC §§801.5, 803(c), 832 5. VC §2547 Police Internal investigations: Sustained WITH Final 1 Mag, Mfr, Yes: PD-005.1 'Sustained Finding of Misconduct as defined 0 Disposition + I OD, Ppr I S/I After QC I PC §832.7- GC §34090 Admin din 15 e4ars 1 ears I &OD i 1 Mag Mfr Yes: Original Workers Compensation part of Police PD-006 Admin Light Duty Reports 2 2 years y rs OD, Ppr S/I 1 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Image: Destroy Office of' Total 1 Media I=Import Paper Record Retention No Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) i S=Scan Imaged &I QQ'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be when the act is Completed, and =1 a full file folder e. last document + 2 ears), since destruction jLa=jerfdm by file folder, HOLDS: Litioation, corm Taints, claims, public records act requests, audits andlor investioations suspend normal retention --riods (retention resumes after settlement or completion), !Claims can be made for 30 years for toxic -substance exposure EEOC/FLSA/ADEA (Age) Police (Training -POST Data, Files and Printouts (Training Separation + Mag, Mfr, 1 S/I Yes: After requires 3 years for promotion, demotion, PD-007 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 _o _n Peace !Report to the State Commission on Peace Police (POST S Officer Standards and Training (POST Mag, Mfr, I Yes After rF PD-007.5 Admin en employment, -Commission) of peace officer employment, oym t, 2 years OD, Ppr S/I GC §34090 C §34090 QC&O D , dgement compliant, finding, disposition, orjudgement pursuant to §PC 13510.9 L -Department Preference, EEOC's basic Yes: Yes: requirement is I year after action; Bureau of Police PD-008 Assignments (Schedules) 7 years Mag, Mfr Current r Schedule OD, Ppr S/I After QC I.National Affairs recommends 2 years for work Admin & OD !schedules; 29 CFR 516.6(1), 29 CFR 1602.14, only o on nly GC 34090 ANIMAL REGULATION Police Mag Mfr, 1 Yes: Animal PD-009 Animal Licenses 2 years OD, Ppr S/I After QC GC §34090 Reg. &OD Police 1 Mag Mfr 1 Yes: 'GC Animal PD-010 Animal Control County Reports Lists 2 years OD, Ppr S/I 1 After QC §34090 Reg. &OD Police Animal PD-010,1 'Animals - Record of All Efforts to Contact 2 years Mag'Mfr ' S / 1 Yes: After QC FA §§31108.3 and 31752, 1; GC §34090 Req. Owner and/or Microchip's Primary Registrant OD,Ppr & OD I INVE aTFGATINS (ALL) Police 'Background Checks for Business Licenses: Expiration of Mag, Mfr, ;Yes: After' Investig. PD-01 I 'Bingo, Massage Technicians & Parlors, License + 2 OD, Ppr 1 S/I GC §34090 QC&OD� Peddlers, Taxi, etc. ears I Mag, Mfr, S/I Yes: After !Retained for administrative value-, GC §34090 Police .Background Files - CCW, Employees, 1 PD-012 Separation + Invests g, i Volunteers & Reservists 30 ears X _ 0D, Ppr QC&ODg 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Image: Destroy Office of Record Retention No. Records Description Total Media Vital? I=Import Paper i 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 he in when the act is completed, and iMpty a full folder le-g. Iasi' document + 2 Lears), since destruction is normally erformed 6 file folder. HOLDS.* Litiqation, coo taints, claims, public records act requests audifs and/or invest'gations suspend normal retention Ceriods (retention resumes after settlement or completion), Police PD-013 Background Files - U Visas, T-Visas with INS 1 4 years I Mag, Mfr, S/I Yes: After Per Immigration; GC §34090 Investig. 1 Letters Victims of Crime OD, Ppr QC & OD Department Preference; EEOC FLSA ADEA Police PD-014 Background Files - Unsuccessful Applicants 5 years Mag Mfr. 1 S/I Yes'. (Age) requires 3 years; State Law requires 4 After QC Investig- ,(Not Hired) I OD, Ppr !years; 29 CFR 1627.3(a)(5) and (6), 8 CCR & OD §11040.7( c), GC §§12946, 34090 Police i Mag Mfr, 1 S/I 1 Yes After Notes destroyed in the regular course of �PD�-015 :Investig, stl Field Interview Cards (may include photos) 1 year OD, Pp r QC & OD business; GC §34090 et seq. Yes: 'Based on DOJ Inventory Requirements; Some When No Police PD-016 ?Guns: Dealers Record of Sale Longer Mag, Mfr, S/I After QC 'dealers have an automated link to DOJ; GC Investig. Reauired OD, Ppr &OD §34090 Misleading, obsolete or unreliable information is Police PD-01 7 'Intelligence Reports 5 years Mag, Mfr, OD, Ppr S/I Yes: required to be destroyed- remaining records After QC I must not be retained longer than 5 years; 28 Investig. &OD :CFR 23.20(h); GC 34090 RECORDS and PROPERTY Follows Police Records I PD-018 iArrest Reports (LA County Booking #) Retention of Yes: BeforeMag, Mfr, 1 S i Yes: After' !Department Preference- GC §34090 Crime Disposition - OD, Ppr 1 1 QC & OD 1 & Prop. ReDort (Auction Receipts & Records 4 Mag, Mfr, S/I Yes: After QC Consistent with auditing standards GC §34090 Finance 1 PD-019 (Evidence) years I OD, Ppr & OD Police PD-020 Background Clearance Letters (Not 3 years Mag, Mfr, 1 S/I Yes: After Department preference; GC §34090 Investig. 'Employees) 1 OD, Ppr iQC&OD P e Police Reports i Mag, Mfr, I Yes: I Records PD-021 iCitations: Marijuana Citations or (less 2 years S/ After QC !GC §34090, H&S §11361.5 & Pro than 28.5 grams) OD, Ppr & OD Police Records PD-022 Citations: Misdemeanor Traffic, Parking, or 2 years Mag, Mfr, S/I Yes: After QC Statute of Limitations is up to two years; Also 1 'Criminal OD, Ppr See Crime Reports; GC §34090, PC §802 & OD I & Prop. EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Image: Destroy I Office of RecordRetention No Records Description Total Retention Media I=Import Vital? Options M=Mfr Pa t Paper p after Comments I Reference (OFR) S=Scan Imaged , 8� If the record is not listed here, refer to the Retention for City -Wide Standards Retentions de in when the act is completed, and imply a full file folder (_ , last document + 2 years), since destruction is normally erfornmed by file folder. OLDS. Liti atmon, cerrm Iaints, claims, public records act requests, audits andlor investi ations suspend normal retention periods retention resumes after settlement or completion)- Department Preference; Domestic Violence ;incident reports are required or a minimum of 5 ;years; Provided there are no outstanding -warrants, unrecovered weapons, criminal Police / Crime Reports: Felonies and Misdemeanors 7 years or Yes: Before' Mag, Mfr, Yes: After !deaths, they are not historically significant, and Records PD-023 'ALL except those otherwise specifically upon DOJ OD, Ppr ' S / I QC & OD'it is not classified under PC §800 & 290 and & Prop. ;mentioned in this retention schedule Notification ,Disposition 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, i 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 r�_ I ; Police / Crime Reports: Marijuana less than 28.5 or Arrest (if N0 i Mag, Mfr, S / I Yes: ("Shall' Destroy); GC §§68152(c)(8), 34090; After QC Records PD-025 & Prop. ;grams Conviction) OD, Ppr 'H&S §11361.5 & OD + 2 vears Police / Crime Reports: Misdemeanor Marijuana 1§11357(e) - Juvenile on School Grounds Offender is Yes: Before; Mag, Mfr, Yes: After (Courts and other Agencies "Shall' destroy); Records PD-026 ;during School Hours (with procedure in H&S 18 Years Old Disposition OD, Ppr S / I QC & OD H&S§ 11361.5 et seq., 11357(e) & Prop. §11361.5) Police Crime Reports: Missing Person Reports P Yes: Before; Mag, Mfr S / I 1 Yes: After Dept. Preference; Also see Crime Reports; GC Records , PD-027 (unsolved) Disposition OD, Ppr QC & OD :§34090 & Prop. - Police / Records PD-028 'Crime Reports: Public Assist and other Non- 2 years Mag, Mfr, , S / I Yes: After QC iAlso see Crime Reports, GC §34090 & Pro p- Criminal Police Contact Reports& 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Image, Destroy Office of 'Retention Total Media I=Import Paper Record No.! Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) Imaged & S=Scan I QQ'd? if =the record is not listed here, refer to the Retention for 21= Standards Retentions begiwhen the act is c�eted, and imply a full file folder (e.g. last document + 2 yeaaL since destruction is nor=erforrr� d file folder: MOLD a: Ll= complainLi 2/a "ms. public records "re uests audits andlor invest ations suspend normal retention aefiods to sus n�onvalmteSn (retention resumes after settlement or completion), �'end "shall" destroy; Individual petitions -District Police/ Records lCrime Reports: Sealed Cases ("Factual PD-029 Date of Arrest + 3 . Mag, Mfr, S/I 1 Yes: Attorney; PD concurs that person is factually After QC &Prop. Innocence") years 0 P OD, Ppr innocent, then seals record; GC §34090; PC 4 §851.8(a) . Crime Reports: Sealed Cases (e.g. I 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 1 PD-030 Assault, Child Abuse or Severe Neglect, + 5 years (or Mag, Mfr, S/I !After QC illness occurring after age of majority, & Prop. �'(Substantiatecl),outstancling stolen property, Court Order) OD, Ppr :whichever is later Sealing for Juveniles and & OD Wards of the Court retained for 5 years- CCP including firearms, or lost firearms Yes: Before Mag Mfr M340.1, GC §34090; W&I §781(d) Yes: !Department preference to accommodate 'statute Police 'Crime Reports: Sealed Juvenile and Ward Age of Records PD-030.1 Cases - Childhood Sexual Assault - Before Majority + 22 Disposition OD, Ppr S/I After QC of limitations for victims, CCP §§340.1. & Prop. ;January1,2024 years &OD GC §34090 Yes: Before, Mag, Mfr, S/I Yes: Department preference to accommodate I !statute limitations for CCP Police DR Reports Crime Reports Sealed Juvenile Ward Cases Records PD-030.2 and -Childhood P Disposition OD, Ppr After QC of victims; §§340,1, & Prop. I [Sexual Assault - After January 1, 2024 Mag, Mfr, I &OD GC §34090 Yes - !Individual petitions Court ("Shall" Destroy); GC Police/ I 'Crime Reports: Vacatur Relief Granted by 'Court Court Order Records PD-030 5 -Victim of Human Trafficking + 1 year OD, Ppr S/I After QC §34090; PC §§236.14(k); 236.15(k) & Pr & OD Police Ma Mfr, 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 iDepartment Preference (follows crime report Yes - Records Drug Registrants (maintained in RMS) Narcotic PD-032 5 years 0 Mag, Mfr, S/I i retention); Registration is required for 5 years; After QC & Prop. Registrants OD, Ppr GC §34090, H&S §11590 et seq., H&S &OD 1 1§111594 94(a) Police(Criminal Mag, Mfr Yes: !Statute of Limitations is 1 year for property Records', Evidence Sheets (Property cards and records) Report OD, Ppr S/I 1 After QC seized by officers- CCP §340(d)- GC §34090 & Prop. 1 1 Retention) &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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Destroy Office of i Media Image: I=Import I 1 PaperTotal Record lRetention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged If the record is not listed here-, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and i=/ a full file folder (e.g, last document + 2 ears), since destruction is norrnall..fpetformed bL file folder. HOLDS: Litigation, cairn claims, public records act re- ugsts, ,audits and/or investigations suspend normal retention periods (retention resumes after settlement coat letiorr If artifact over $10,000, artifact is permanent - Police/ Records 1 PD-034 'Evidence Sheets: Found Property Lawfully P Mag Mfr i S/I Yes. After QC 1 1 Statute of Limitations is up to 3 years (recovery is 1 CCP disposed (over $10000) , OD, &OD rty by police year) from seized property & Pro p- §338(c), 340(4), 341 (a); GC §34090 i Yes - If artifact over $10,000, artifact is permanent - Police Records PD-035 Evidence Sheets: Found Property Lawfully 2 years Mag mtr, I S/I After Q C of Limitations is up to 3 years (recovery .disposed (under $10,000) OD, Ppr &OD from seized property by police is 1 year); CCP & Prop. 1 Mag, Mfr1 S/I Yes: After QC §338(c), 340(4), 341(a); GC §34090 Department Preference (registration pursuant Police Records PD-035.2 Gang Registrants: Adults & Juveniles Minimum 5 years OD, Ppr &OD ito PC 186.3(a)); GC §34090 & Prop. -P-011ce Records PD-035.5 'Gang Registrants: Adults Shared Gang 5 years Mag, Mfr, S/1 Yes: After QC A !Department Preference (registration pursuant IDatabases OD, Ppr 1 to PC 186.30(a)); 11 CCR 773.8; GC §34090 & Prop. & OD Department Preference (registration pursuant Police I PD-035.6 'Gang Registrants: Juveniles Shared Gang 3 Mag, Mfr, i S/I Yes: After QC to PC 186.30(a)); Records are destroyed Records .Databases years Hretention OD, Ppr &OD �pursuant to W&I §781; 11 CCR 774; PC & Prop. 1§186.30, GC §34090 et seq. Police Records PD-036 !Officer Recordings: Body -Worn Cameras - P (Mag) I PC§ 832.18(b)(5)(E); GC §34090.6 et seq. LOGS of Access or Deletion of Data & Prop. Follows Police ;Officer Recordings: Body -Worn Cameras - that t for i Records PD-037 'ARE evidence, Officer Involved Shootings I Evidence, (Mag) R PC§ 832.18(b)(5)(B)&(C)- GC §34090.6 et seq. I & Prop - Detention or Arrest/ Complaints Minimum 2 years Police/ Records PD-038 i Officer Recordings: Body -Worn Cameras - that 60 days (Mag) PC§ 832.18(b)(5)(A); GC §34090.6 et seq. & Prop. are NOT evidence 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Image - Destroy Office of Total 1 Media I=Import Paper Record Retention No Records Description Retention Vital? Options M=Mfr after 1 Comments Reference (OFR) S=Scan j Imaged & QQ'd? If the record is not listed here, refer to the Retention for City -Wide Standards Reten=ns 6e in when the act is completed. and moly a full file folder (eg last document + 2 years), since destruction is n2=2jgerformed brile folder. HOLDS. Litigation, complaints, claims, public records act requests, audits and/or investiaations sus pend normal retention periods �retention resumes after settlement or com letion)- !Department preference; Recordings that Police Records PD-039 Officer Recordings: Mobile Audio/Video 'Recordings 1 year (Mag) become evidence are stored with evidence, & Prop. that are not evidence consistent with Lexipol requirements; GC 1 §34090.6(a) Police When No 'Recordings that become evidence are stored Records PD-039.2 Officer Recordings: Automated License Plate i Longer Mag with evidence; Does not record regular and & Prop. !Reader Data ALPR Recordings Reauired When No ongoing operations; GC §34090.6 et se 'Recordings that become evidence are stored Police Records PD-039.5 Officer Recordings- Drone (Unmanned Aerial Longer (Mag) with evidence; Does not record regular and & Prop. Vehicle) Recordings Reauired ongoing operations; GC §34090.6 et seq; Department Preference; Non -records used for Yes: Police Records PD-040 Pawn Slips Secondhand 2 years Mag, Mfr, 1 S/I 'investigations'. Originals entered into the State After QC & Prop. OD, Ppr Automated Property System; most agencies 1 &OD I retain for 2 years; GC §34090 Police Follows Records PD-041 Photos: Crime Scenes Retention of Crime Mag, Mfr , S/I OD, Ppr Yes: After! See appropriate Crime Report 'QC & OD & Prop. Report Police/ Mag, Mfr, Yes: Atter Records PD-042 Photos: Mug Shots P S/1 OD, Ppr Retained for administrative value; GC §34090 QC & OD & Prop - Police Mag Mfr Yes: Records PD-043 Photos: Request Forms 2 years S/I I After QC Department Preference; GC §34090 & Prop. 1 OD, Ppr &OD Police Expiration of Mag, Mfr, S/I Yes: Department Preference; Non -records (Court is i After QC Records PD-044 Restraining Orders Order OD, Ppr OFR)- GC §34090 & Pro & OD Police Follows Yes: Records PD-045 ?Search Warrants Retention of Mag, Mfr, i S/I After QC !Copies- Court is OFR; GC §34090 & Prop. Crime OD, Ppr &OD Report _j 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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Image: Destroy 1 Office of Paper Record !Retention NO. Records Description Total Vital? Media I=Import after Comments I Reference (OFR) Retention Options M=Mfr Imaged c S=San 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 (ej,_kqv document + 2 years J. since destruction is normalle g==y file folder. HOLDS.- Litiqiation, "laints, claims, public records act Muests, audits andlor inve ations sus'pend normal retention eriods retention resumes after settlement or completion), Police P Mag Mfr 1 Yes: !Pursuant to PC §290 et seq.; If released from Records PD-046 !!Sex Offender Registrations or Death of OD, Ppr S/I After QC CAY, records are destroyed after age 25 or & Pro Reciistrant & OD 1sealing pursuant to W&I §781; Police Records i PD-046. ISTOP Source Data, Audit Log Racial and 3 years Mag Mfr S/I Yes: -11 CCR 999.229; GC 11 CCR 999.2289' After QC & Prop, Identity Profiling Act (RIPA) Annual Report OD, Ppr &OD §§12525.5, 3400 Police/ When No Mag, Mfr, Yes: -Transitory Non -Record; Courts are OFR; GC Records. PD-047 !Subpoenas and Subpoena Logs Longer OD, Ppr S/I I After QC §34090 & Prop. Reauired &OD 1 Police Records PD-048 Taxi Permits (Backgrounds) Expiration + Mag, Mfr, I S/I Yes: i After QC GC §34090 & Prop. 2 ears y OD, P pr &OD Police Follows Records PD-049 !Video Interviews evidence (Meg) 'Department Preference- GC §34090 & Prop. I retention) Police Yes Records PD-050 !Weapons, Lost Stolen, Serialized, if no activity Until Found i Mag Mfr S/I 6 !Department Preference (Based on DOJ After C Q & ProD. :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; Police Backups Computer Backups (Police Disaster When No Mag, Mfr, Yes: Consistent with City ITSD; Considered a copy IT PD-051 Recovery Computer Backups) Longer Yes , ODPpr S/I After QC and can be destroyed when no longer required; Required & OD retention based on administrative value; recycle tapes, GC §34090 et seq. Police PD-05� Daily Crime Report No. Log: Case Numbers P Mag, Mfr, Yes S/I Yes- After 1 1GC §34090 IT [(Maintained by MIS) OD, Ppr 1 QC&ODI Police I PD-054 Recordings of Telephone Calls - Front Desk 100 days (Mag) Department preference; (legally mandated for IT I land Watch Commander 100 days); GC §§34090, 34090.6 Police PD-055 Video Recordings - Employees I City 1 year (Meg) 1 year is required when video recording regular IT Operations / Holding Cell ongoing operations of the City; GC §34090.6(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: 02/18/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Destroy Office off Total Image: Paper Media [=Import Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference Imaged (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and 4n,"l a full file folder le-q- last document + 2 years), since destruction is normally performed bK Me folder, HOLDS. Litiqation, corn faints, claims, public records act re rusts. audits and/or investigations suspend normal retention eriods (retention resumes after settlement or cores letion). When No N 0 Does not record regular ongoing operations of Police Video Recordings - Public Areas (Streets, PD-056 i Longer g I (Mag) IT ,Sidewalks, Lobbies, Hallways, etc.) i uir Re ed the City (preliminary drafts); GC §34090 etc. EL SEGUNDO, CA. @1995 - 2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Total Media Image: Destroy I=ImportPaper after.1 Record Retention No.. Records Description Retention Vital? Options M=Mfr Comments I Reference Imaged & I (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for QL-Wide Standards Retentions he I when the act is co feted, and imply a full file folder (e-,last document + 2 years), since destruction is normally perfortned by file folder. HOLDS-, Litigation, coa�rnls, claims. public aa!L=uests, audits andlor inv=r` ations sus end normal retention periods (retention resumes after settlement or completrora PUBLIC WORKS I ENGINEERING City Clerk& Public Works PW-001 !Abandonments /Vacations (Streets)/ P 1 1 Yes (all) 1 Mag, Mir, S/I 1 Yes: After I GC §34090 et seq. Engineering, "Survey File OD, Ppr QC & OD Assessment Districts Sewer Districts Districts/ !Maintenance Districts Landscape & Lighting Lighting Department Preference; Statute of Department Public Works 1 PW-002 Engineering i/ Street Improvement Districts P Yes: Until I Completed Mag, Mfr, OD, Ppr S/I Yes: After is 4 - 10 years (for Errors & QC & OD CCP 337. 1 !(FORMATION, BOUNDARIES, ENGINEERS i §§337. (a), REPORTS) 337.15, 343; GC §34090.7 'Capital Improvement Projects (CIP): 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 1 !!Project Administration, Certified Payrolls, !Construction After Funding Yes- Until I Mag, Mfr, 1 Yes: After 'Standards=4-7 years- Statute of PW-003 Engineering 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, lWrongful Death=comp. + 5 years, !Minutes, Project Schedules, Progress whichever is Developers=comp. + 10 years- CCP meetings, Real Estate Appraisals, RFIs & longer §337 et. seq., GC §34090 1 Responses, etc. Capital Improvement Projects (CIP): 'Permanent File Public Works Yes: Until 1 Mag, Mfr, I Department preference; retained for Yes: After 1 PW-004 Engineering !Plans, Specifications, Successful Proposal, Change Orders, Materials Testing Reports, P Completed OD, Ppr S/I idisaster preparedness purposes; GC QC & OD 1§34090 !Grading Permits, Hazardous Materials Plans, !Notice of Completion, Photos, Soils Reports, 'Studies, Submittals, Surveys, etc. Public Works 1 PW-005 [Capital Improvement Projects (CIP): 2 years] - ----------- Mag, Mfr, S/I Yes: After 1GC §34090 Engineering. Unsuccessful Proposals OD, Ppr QC & OD I ------------- Public Works PW-006 'Capital Improvement Projects (CIP): Where !City is NOT the Lead Agency (Grade When No Longer g Mag, Mfr, S/I Yes: After Non -records (another agency is the Engineering Separation, etc.) Required lir 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: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Im port -Paper after: Comments I Reference (OFR) Retention Options M=Mfr 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 rrra IV a full file folder document + 2 ears,), since destruction is normallyperfortned by file folder, HOLDS. Litigation, public records act requests, audits and/or in ves tia tio s sus end normal retention p e nods retention resume after settlement or c omple lion) Public Works 1 CCTV Collection Line Inspection Tapes I Department Preference- GC §34090 et Engineering PW-007 Video Inspections Video Tapes or Digital 10 years (Mag) 1 seq. Recordings (all lines) Yes: While 'Department preference- Some Department Public Works PW-008 Correspondence - Regulatory Agencies Minimum 2 Active Mag, Mfr, S/I Yes: After from Regulatory Engineering I years Issues OD, Ppr I QC & OD Agencies need to be retained for long Mag, Mfr, I periods of time; GC §34090 Yes: After 1 Department Preference; GC §34090 Public Works 1 1 PW-009 -Design I Engineering OD, Ppr I QC & CID City Clerk PW_0 10 Easements P Yes (all) Mag Mfr, S/I Yes: After 1 Department Preference (copies); GC OD, Ppr QC & OD Public Works PW-01 1 Encroachment Permits - Permanent Mag, Mfr, S/I Yes: After Department Preference-, GC §34090 P Engineering I Encroachments OD, Ppr QC & OD 1 Public Works E Engineering Studies Surveys - Preliminary Minimum 5 Mag, Mfr, Yes. After Engineering PW-0 12 Studies I Project Assessments (Not years OD, Ppr QC & OD Department Preference; reference; GC §34090 �Acquired or Developed) Mag, M S/I Yes: After Department Preference; GC §34090 Public Works Engineering Studies Surveys (City Built PW-0 13 P Engineering Projects) OD, Ppr QC & OD Public Works Engineering I PW-014 lGeotechnical and Soils Reports P Mag, Mfr, OD, Ppr 1 S/I Yes: After QC & OD Department Preference-, GC §34090 Public Works PW-0 15 !Grading Permits & Plans P MagMfr, , S/I Yes- After Department Preference; GC §34090 Engineering 1 OD, Ppr QC & CID i Drafts should be destroyed; Some maps Public Works I :Maps, Plans and Record Drawings (Capital "As-Builts", Mag, Mfrl ;are also retained by Planning, Selected Yes- After 1 in Public Works for Engineering' PW-016 Improvement Project Record P Yes (all) OD, Ppr S/I maps are retained QC & OD Drawings, etc.) administrative purposes, GC §34090, .34090.7 Department preference NPIDES Public Works 1 PW-017 NPDES Permits - Stormwater Expiration + 5 Yes: Yes: Until Mag, Mfr S/I Yes: After I Monitoring records required for 3 years Engineering years xp OD, Ppr QC & OD '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: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Image: Destroy Record Retention No.. Records Description Total Vital? Media I=Im port I Paper after' Comments I Reference (OFR) Retention Options M=Mfr I Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions bain. when the act is corn leted, and imply a full file document + 2 Lo.�L.Las.t yea2lsince destruction is norfnalt b file folder gefformed y f HOLDS., Wigation, complaints, clagns, public records act re pests, audits and/or investkqatio s sus end retention periods (retention resumes after settlement or completion). i Department preference; NPDES Public Works I PW-0 18 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 lin Federal law; 40 CFR §§122.21, 122.41, 122.44 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 I POTW reports are required for 3 years; .40 CFR 403.12; GC §34090 City Clerk & Public Works PW-020 ! Rights of Way P Yes (all) Mag, Mfr, S/I [Yes: After Department preference (copies); GC Engineering 1 OD, Ppr QC&OD 1§34090-7 ------------------ Public Works I PW-021 Standard Construction Drawings Details P Mag, Mfr, S/I Yes: After : - Department Preference- GC §34090 I Engineering Plans OD, Ppr QC&OD Public Works 1 PW-022 'Subdivisions P Mag, Mfr S/I Yes: After 'Official record held by City Clerk; GC Engineering 1 OD, Ppr QC & OD §34090,7 Department preference; entered into Public Works! PW-023 Underground Service Alerts (USA's) Dig 3years Mag, Mfr, S/I DigAlert Software' - the Excavator, Yes: After Regional Notification Operator and the Engineering !Alerts-- City 11 OD, Ppr QC & OD Cetner all have an obligation to retain for Ye Yes s �MagMfr, M: S/I 3 years; GC §§4216.2(f), GC §34090 Yes Department Preference; GC §34090 Public Works 'Urban Water Management Plans (UWMP) PW-024 _,C",� "Jvvvrl Urban r I vvl"�' Management 10 years Engineering R 0 OD, Ppr r QC & OD Public Works Vulnerability Assessment Emergency When Superseded - M Mag, Mfir. Yes: After Confidential; 42 USC 300i-2 (c); GC PW-025 Engineering Response Plan Risk & Resiliency 'Assessment Minimum 51 0 OD, Ppr S/I I 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: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Image: Destroy Record Retention No. Records Description Total Media Vital? I=Import Paper after[ . Comments I Reference (OFR) Retention Options M=Mfr I Imaged & S=Scan i QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is corn feted, and =1 a full file- folder �.e_last document + 2 earIsince destruction is normatl performed by file folder. HOL Liti ataon, cornpfaints. claims,"ubfic records act requests. audits and/or investi at srrs suspend normal retention periods (retention resumes after settlement or comnletion). Department preference; SSMPs are Wastewater Sewer System Management 1 required to be updated every 6 5 years; Public Works PW-026 Plans (SSMP) and Audits, Sanitary Spills 'Overflow 10 years Mag, Mfr_ Yes: After I SSOs are required for a minimum of 5 S/I Engineering Prevention Plan (SSOPP) and OD, Ppr QC !years- 40 CFR 122.410)(2)- SWRC13 Sanitary Sewer Overflow Response Plan General Order 2006-03, - & 2022-0103- DWQ; GC §34090 ENGINEERING - PRIVATE DEVELOPMENT Public Works Some maps ;Drafts should be destroyed, Engineering !Maps, Plans and Record Drawings (Final Mag, Mfr, -are also retained by Planning; Selected 1 Yes- After i 1 PW-027 Maps, Parcel Maps, Right of Way, Tract P Yes (all) S/I maps are retained in Public Works for Private 'Maps, etc.) OD, Ppr QC & OD I ;administrative purposes; GC §34090, Develop. 134090.7 ENGINEERING -TRAFFIC &TRANSPORTATION Public Works' Engineering 1 PW-028 Plans - Transportation Superseded + Mag, Mfr, Yes (all) Yes. After S/I Department Preference- GC §34090 Traffic & !Master 5 years OD, Ppr QC&OD Trans. Public Works Engineering 1 PW-029 Permits 2 years 1 Mag, Mfr, Yes. After! S/I GC §34090QC Traffic & OD Ppr OD, Ppr & OD Trans Public Works Engineering Traffic & PW-030 'Residential Parking Permits 2 years Mfr, M OD, 0 , Pp r J� Yes: After S/I GC §34090 1 QC&OD Trans. Public Works Engineering 1 PW-031 Transportation Minimum 5 Mag, Mfr, 1 Yes: After S/I Department Preference- GC §34090 Traffic & years OD, Ppr QC & OD Trans. EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Image: Destroy Record Retention No. Records Description TotalMedia Retention Vital? i Options I=Import'Paper M=Mfr i after; I Comments Reference Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be_qin when the act is completed, and imply a full file folder last document + 2 years , since destruction is notmally performed by file folder. ,ea HOLL"ation, complaints, claims, public records act requests, audits and/or investiatiorrs sus end rtorrrtal retention oetiods retention resumes after settlementor co leti�trt Public Works Engineering 1 PW-032 !Traffic Calming Requests Minimum 2 Mag, Mfr, 1 S/I Yes: After Department preference; GC §34090 Traffic & years OD, Ppr QC&OD Trans, Public Works Engineering Traffic Commission PIN-033 Minimum 2 Mag, Mfi S/I Yes: After. ;Department Preference; GC §34090 0 Traffic & fAGENDAS, AGENDA PACKETS years OD, Ppr QC & OD Trans. Public Works Engineering Traffic Commission PW-034 P Mag, Mfr, S/I Yes: After UG §34090 Traffic & BYLAWS OD, Ppr QC & OD Trans. Public Works I IDepartment preference (required every 5 Engineering I PW-035 -Traffic Speed Surveys 10 years Mag, Mfrl OD, Ppr S/I Yes- After i years, but can be extended to 7 or 10 OD Traffic & QC & years); GC §34090 Trans. Public Works 1 Engineering PW-036 'Traffic Studies /Traffic Counts 10 years Mag, Mfr. S/I Yes: After?' I Department preference; GC §34090 Traffic & i OD, Ppr QC&OD Trans. GENERAL SERVICES EQUIPMENT MAINTENANCE & FLEET Lead Depart. PW-037 1AQMD 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- 1related); If a motor carrier, required for Public Works Indefinite - Mag, M-fr, 118 months after vehicle is sold; CHP Yes- After' PW-038 !Fleet Management Database I Minimum Life of OD, Ppr S/I requires life of vehicle- OSHA requires 1 QC&OD Fleet the Vehicle year 49 CFR 8 CCR § 3203(b)(1) 396.21 (b)(1); 49 CFR 396.3(c); CCP §337 et seq., GC §34090 EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Image I Destroy Record ;Retention No. _ Records Description Total Media Vital? I=1m port p Paper after! , Comments Reference (OFR) 1 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 be Lin when the act is com feted, end im l a full file folder (e.g.last document + 2 years), since destructtns normally erformed by file folder HOLDS: Litigation. complaints, claims, g blic records act requests, audits aradJor investi atidns suspend end normal retention periods retention resumes after settlement or corgi lotion . 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 Yes: After preference; GC §34090 _ Manuals Epui ment OD, Ppr ' QC & OD =Department Public Works Pressure Vessel Certifications or Permits (Air Current + 2 Mag, Mfr. Yes: After Department GC §34090 et. / ! PW-041 Previous S/I preference; Fleet Compressors, Propane, etc.) Certificates OD, Ppr QC & OD seq. Pre -Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Mag, Mfr, Yes: After 13 CCR 1234(e); VC 34505.5(c); 49 Lead Depart. = PW-042 Vehicle Inspections /Daily Equipment 2 years OD, Ppr S / I QC & OD 1CFR 396.11; GC §34090 ,Checks Public Works Mag, Mfr, Yes: After 22 CCR 66266.130(c)(5), H&S / PW-043 Used Oil Disposal 3 years OD, Ppr S / I QC & OD ;§25250.18(b), 25250.19(a)(3) et seq. Fleet Public Works _ / Division I RWork Orders / Service Requests / Service Indefinite - Mag, Mfr ;Yes: After Providing PW-044 Tracker CMMS DATABASE (Computerized Minimum 5 r 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 Mag, Mfr, ;Yes: After Preliminary drafts (the database is the Providing PW-045 Tracker -All Information Entered in CMMS Longer OD, Ppr S / I QC & OD ;original); GC §34090 Service / ;Database Required Work EL SEGUNDO, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Image: Destroy Record Retention No. Records Description Total Media Vital? I=Im port 'Paper after Comments Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? ff the record is not listed tiere, refer to the Retention for 2=ide Standards Retentions begin when the act is comg1eted, and =Py a full file folder I.L. document + 2 �ears , since destruction is normall erfon-ned b file folder. .last HOLDS: Liti anon, complaints, claims,vublic �records act requests, audits alidlorinvestigatio s suspend normal retention p nods ;19M tention resumes after setfle= 'Work Orders / Service Requests / Service I Public Works Tracker - NOT entered in CMMS Database Division .(or partial information entered into CMMS Providing PW-046 -Database) 5 years Mag, Mfr, J I S/I I Yes: After !City preference; CCP §§338 et seq., 340 Service '(Division OD, Ppr QC & OD let seq., 342, GC §34090 Work providing service retains originals; ;Division requesting service is considered a 'cou) GENERAL SERVICES I GOVERNMENT BUILDINGS Public Works Government PW-047 'Elevator Permits When Mag, Mfr, Mag, Mr, S/I Yes: After i §34090 Buildings Superseded 0 D, Ppr OD, Ppr i QC & OD 'Hazardous lag Mfr Mag. Mfr, IV Department Preference; 40 CFR 262.40, Yes- After Lead Depart. PW-048 fe Materials Manifests P OD, Ppr Sil 8 CCR 3204(d)(1)(A), 22 CCR 66262.40; QC&OD 10 years Mag, Mfr, F I S/I iGC §34090 Yes. After i IDepartment Preference; GC §34090 f iHazardous Materials Manifests - State Lead Depart. PW-049 Reports Disposal of I OD, Ppr QC & OD [Operations & Maintenance Manuals 0 & M M is 0 & M Lead Depart. FIW-050 Mag, Mfr1 S/I Yes: After' i !Department preference- GC §34090 Manuals EauiDment j OD, Ppr QC & OD Community Services Recreation OR Public PVV-051 ISwimming Pool Chemical Readings & 2-years Mag, Mfr. I S/I Yes: After 22 CCR 65523; GC §34090 Works ! Additions OD, Ppr 1 QC & OD Government Buildings Public Works Division I Work Orders Service Requests Service i Indefinite - Mag, Mfr, Yes- After! Providing PW-052 Tracker CMMS DATABASE (Computerized Minimum 5 OD, Ppr i S/I Data is interrelated; GC §34090 QC*& OD Service Maintenance Management System) years Work EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Destroy Image: Office of Record Retention No. Records Description Total Media Vital? I=Import Paper after! Comments Reference Retention i Options !111 M=Mfr Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for 2Standards .­Wide Retentions begin when the act is coMleted, and imply a full file folder last document + 2 LeaM since destruction is normally gerformed by file folder ,ea HOLDS. Litiqation, complaints, claims, public records actre audits , andlorinvestigatio suspend normal retention periods retention resumes after settlement or completio24 Public Works Division -Work Orders Service Requests Service When No Mag, Mfr, Yes: After Preliminary drafts the database is the Providing PW-053 iTracker - All Information Entered in CMMS Longer OD, Ppr S/I QC & OD !original)- GC §34090 Service Database Required Work GENERAL SERVICES I STORMWATER Public Works Work Orders Service Requests Service Division iTracker / Inspections / Maintenance / Spills Indefinite - Mag, Mfr, Yes: Afterl Providing PW-054 Responses / Repairs / Mitigations - Minimum 5 OD, Ppr S/I Data is interrelated, GC §34090 QC & OD Service ICMMS DATABASE (Computerized years Work Maintenance Management System) Public Works Work Orders Service Requests Service E_ Division Tracker Spills and Responses Repairs When No Mag, Mfr, Yes: After ;Preliminary drafts (the database is the S/I Providing 1 PW-055 Mitigations - All Information Entered in Longer OD, Ppr QC&OD original), GC §34090 Service 'CMMS Database Required Work GENERAL SERVICES I WASTEWATER -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 Wastewater Recordings & Reports (all lines) Superseded of business)- GC §34090 et seq. Public Works Yes: While i 'Department preference; Some General 1 PW-057 'Correspondence Regulatory Agencies Minimum 2 Mag, Mfr, Active OD, Ppr Yes: After ,correspondence from Regulatory S/I QC & OD iAgencies need to be retained for long Services Wastewater years Issues !periods of time; GC §34090 Public Works General Daily Vehicle & Equipment Safety Checks Ily Mag, Mfr, 1 1 Yes: After I PW-058 Services �DMV Reports / Daily Work Reports / Vehicle 2 years OD, Ppr 1 2 S/I §34090 QC & OD i Inspections Daily Equipment Checks Wastewater EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Total Media Image: Destroy I Import Paper after! Record Retention No. Records Description Retention Vital? Options M=Mfr Comments I Reference Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for 2L-Wide Standards Retentions ha in when the act is completed, and im2/V a full file folder (e.g, last document + 2 years . since destruction is rrcarrrrall erformed by Me folder. HOLDS., Llauon, complaints, claims, L "blic records act requests. audits and/or invest! gations suspend normal retention aeriods (retention resumes after settlement or c2zlletioU2, Public Works General I Services Measurements PW-059 Flow Measurements Flow Meas r7 5 years Mag, Mfr, OD, Ppr S/I I Yes: After Department preference; GC §34090 QC & OD Wastewater Public Works Department Preference; NPIDES General PW-060 'FOG (Fats, Oil & Grease) Hot Spots FOG Fats Oil& Grease) Hot Spots 5 years Mag, Mfr, 1 S/I Yes: After 'Monitoring records required for 3 years; 3POTW Services OD, Ppr QC & OD reports are required for 3 years; Wastewater .40 CFR 403.12; GC §34090 Public Works 'Lift Station - Inspections, Maintenance, tj I p M Department Policy (sewage sludge is General I i S t I !Repairs, Service Requests, Alarm pa I u ss Alarm PW-061 5 years Mag, Mfr, S/I Yes: After req u WC §13263.2(b) et ;required ired for 5 years), Services itor Recording, Logs, Charts, Flow Monitoring, cor 1 0 s C s low Monitoring, OD, Ppr QC & OD 40 CFR 122.410)(2)GC §34090 Wastewater 0 ag I gs rm I s Voltage Readings, Permits V it Permits Public Works General .. PW-062 ;Operations & Maintenance Manuals 0 & M !Manuals Disposal of Mag, Mfr, S/I Yes: After Department preference, GC §34090 OD i Services Equipment OD, Ppr QC & Wastewater Public Works 1 General 1 Lift Pumping Station Logs Sewer Lift Station PW-063 P Mag, Mfr, S/I Yes- After i Department Preference; GC §34090 Services i Logs Motor Logs, etc, OD, Ppr QC & OD Wastewater Public Works I Required for a minimum of 5 years, General Services )ift PW-064 Sanitary Sewer Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S/I Yes: After 'SWRCB Order 2002-0103-DWQ & 2006- QC & OD 103; Wastewater 40 CFR 122.410)(2); GC §34090 Public Works !Department preference; Monitoring General i Services PW-065 Waste Discharge Monitoring Reports 5 years Mag, Mfr, OD, Ppr S/I Yes- After QC & OD records required for 3 years in Federal 'law; 40 CFR§§122.21, 122.41 Wastewater I EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Image: Destroy 1. Record 'Retention No. 1 Records Description Total Vital? I Media I=Import Paper afterl Comments I Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here. refer to the Retention for Cit - Y-Wide Standards Retentions he in when the act is cop feted, and =-y a full file folder (e,g, last document + 2 years), since destruction is norrnal! pe!fbrrnqd by file folder ., HOLDS. Litr_ ation. coMlainis, records act requests, audits artdlorinvestrga s suspend normal retention eriods (retention resumes after settlement or comrVetion), 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 Service 'Maintenance Management System) years QC&OID Work Public Works I Division Work Orders Service Requests Service When No Providing PW-067 Tracker - All Information Entered in CMMS Longer Mag, Mfir S/I 1 Yes- After Preliminary drafts (the database is the Service iDatabase Required OD, Ppr QC & OD �original); GC §34090 Work Work Orders Service Requests Service Public Works. Tracker - NOT entered in CMMS Database I Division (or partial information entered into CMMS Providing 1 Database) PW-068 5 years Mag, Mfr, S/I Yes: After 'City preference; CCP §§338 et seq., 340 Service OD, Ppr QC&OD let seq., 342, GC §34090 '(Division providing service retains originals; Work 'Division requesting service is considered a cop) PARK MAINTENANCE Public Works PW-069 Memory Trees Memory Benches Benches Mag, Mfr, S/I Yes: After Department Preference; GC P OD, Ppr §34090 QC&OID Park Maint. Lead Depart. I Manuals �Operations & Maintenance Manuals 10 & M 10 & M PW-070 Disposal of Mag, Mfr, S/I Yes- After Department preference; GC §34090 Manuals Eauipment OD, Ppr QC & OD .Department Preference (agricultural !pesticide Public Works I 'Pesticide Mag, Mfir, Yes: After records are required for 2 I PW-071 Application Use 2 years OD, Ppr S) QC & OD GC §34090; 3 CCR 6623; 40 Park Maint. 'years); jCFR 110.3(d) Public Works ro Playground Inspections I Playground PW-072 10 years Mag, Mfr, i S/I Yes- After ' Department Preference; GC §34090 Park Maint. Maintenance 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: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 1 Office of Image: Destroy Record Retention No. Records Description Total Retention Vital? Media Options I=Import M=Mfr ;Paper after Comments I Reference Imaged & (OFR) I S=Scan I QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is comleted, and iLUI a full file document + 2 ears, since destruction is normally performed by file folder. HOLDS: Lifi-qation, complaints, claims, aublic records act requests. audits andlor investi ations suspend normal retention p nods retention resumes after settlement or completion). Public Works 'Tree Mag, Mfr, Yes: After PW-073 Trimming Crew Schedule City Tree Trimming 10 years OD, Ppr S/I Department Preference; GC §34090 QC & OD Park Maint. Public Works i iTree Maintenance Database (WV:estCoast Coast Minimum 10 Mag, Mfr. Yes: After I PW-074 z lArborist) years OD, Ppr S/I Department Preference; GC §34090 QC & OD Park Maint. SOLID WASTE Public Works i JAB 939 Compliance SB 1383 Compliance Mag, Mfr, Department preference; SB 1383 Yes: After I 1 Solid Waste PW-075 .(Organic Waste Collection and Recycling) ESolid 10 years 10 years OD, Ppr S/I compliance is required for 5 years; 14 QC &OD Waste Tonnage Reports EMinimurn Mag, Mfr, 1 S)i 1CCR § 18995.2; GC §34090 Yes: After. Department Preference; GC §34090 Public Works Environmental Committee PW-076 2 I Solid Waste AGENDAS, AGENDA PACKETS r years . OD, Ppr QC & OD Public Works PW-077 Environmental Committee P Mag, Mfr, i i S/I Yes: After GC §34090 Solid Waste MINUTES, BYLAWS OD, Ppr QC & OD I Department preference to meet any 'Environmental grants or subventions; NPDES Public Works PW-078 Programs Conservation 5 years Mag, Mfr. S/I Yes: After Monitoring re cords required for 3 years Solid Waste JPrograms: Beach Cleanups, etc. OD, Ppr QC & OD in Federal law; 40 CFR §§122.21, Mag, Mfr, S/I 122.41, 122.44 Yes: After j Department Preference- GC §34090 Public Works PW-079 !Environmental Work Plan Superseded + Solid Waste 5 years Expiration + 2 OD, Ppr QC & OD Public Works 1 to PW-080 'Exemptions from Mandatory Trash Services 1 Mag, Mfr, I S/I Ppr Yes: After Department P reference; GC §34090 QC & OD I Solid Waste years 1 OD, Public Works PW-081 W t Haulers, Trash Company, Solid Waste Expiration + 2 Mag, Mfr, I S/I Yes: After, Department Preference; GC §34090 Solid Waste 'Vendor Permits and Applications years OD, Ppr QC & OD Public Works PW-082 !Hazardous Materials Manifests P Mag, Mfr1 S/I Yes: After 1 1 Department Preference; GC §34090 Solid Waste OD, Ppr I QC & OD Public Works; 1 PW-083 'Hazardous Materials Manifests - State 10 years 1 Mag, Mfr, i S/I Yes: After i� Department Preference; GC §34090 I Solid Waste i Reports I OD, Ppr QC&OD Public works PW-084 !Solid Waste - Recycling - SIRRE (Source 10 years Mag Mfr S/I I Yes: After Department Preference; GC §34090 i Solid Waste I i Reduction and Recycling Element) OD, Ppr — QC&OD EL SEGUNDO, CA. 01995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Image: Destroy Record Retention No.Records Description Total Vital? Media I=Import ' Paper after'. Comments I Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for atL-Wide Standards Retentions bamin when the act is Fm e-g. last document + 2 years), since destruction is normal and impj a full file folder L _ly erforme by file folder performe galeted, HOLDS: L=ation, 2=Laints, cl�irns, uhTic records act reauests. audits and/or investiqatio s sus end retention enods (retention rp.,wimos after settlement or completion). Public Works 1 Solid Waste PW-085 Solid Waste Enforcement Letters L 5 years Mag, Mfr, 1 OD, PDr S I Yes- After Department Preference; GC §34090 QC & 0D STREETS Public Works PW-086 'Graffiti Removal Weed Abatement 2 years I Mag,Mfr, S/I Yes: After ' !GC §34090 Streets OD, Ppr QC & OD Department preference; NPDES Public Works Inspections (Contractor's work in Right -of- PW-087 3 years Mag, Mfr, S/, Yes: After IMonitoring records required for 3 years gin Streets Way) OD, Ppr QC & OD Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Sidewalk Inspections & Repairs: Bicycle PW-088 10 years years Mag, Mfr, S/I 'I-- A. Yes- After 1 !Department Preference; GC §34090 Streets ;Ways, Curbs, Sidewalks, etc. 1 OD, Ppr QC & OD Public Works 1 PW-089 Street Signal Outages & Maintenance 2 years years Mag, Mfr, I S/I Yes- After 1 1GC §34090 Streets OD, Ppr QC & OD I !Department preference; N PDES Public Works 1 Mag, Mfr, Yes: After Monitoring records required for 3 years Streets PW-090 Sweeping 3 years OD, Ppr S/I I QC & OD in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works Division !Work Orders Service Requests Service vice Indefinite - Mfr, Providing PW-091 -Tracker CMMS DATABASE (Computerized (Computerized Minimum 5 Mag, OD, Ppr S/I Yes: After. Data is interrelated; GC §34090 QC & OD Service :Maintenance Management System) years Work Public Works Division Work Orders Service Requests Service !Tracker When No Mag, Mfr, Yes: After 'Preliminary drafts (the database is the Providing PW-092 - All Information Entered in CMMS Longer OD, Ppr S/I QC & OD original); GC §34090 Service Database Required Work EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Image: Destroy Office of Record 1 Retention No. Records Description Total Retention Media Vital? i Options I=Im port Paper after, Comments Reference 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 irra t a foil file folder (6-g. last docu2jaLL2aars), since destruct/ors iLr ormetl _ erfcrmed by file folder. HOLDS: "t ation, cum glaints, claims, public records act re guests, audits rtdlor investr atic rs suspend normal retention periods (retention resumes after settlement or coma le !Work Orders I Service Requests / Service Tracker - NOT entered in CMMS Database Public Works 1(or partial information entered into CMMS Division Database) 5 Mag, Mfr, Yes: After !City preference; CCP §§338 et seq., 340 S/I Providing PW-093 years OD, Ppr QC & OD et seq., 342, GC §34090 Service !(Division providing service retains originals; Work Division requesting service is considered a cou). WATER DISTRIBUTION Department Preference; exceeds Public Works 1 1 Backflow: Cross -Connection Backflow PW-094 5 years Mag, Mfr, Yes: After, 1SWRC13 Cross -Connection Control S/' Policy Handbook Section 3.5.1 requires Water Dist. I Device inspections and Maintenance OD, Ppr QC & ODrecords be retained for the previous ! !three calendar years; GC §34090 Mag, Mf r Yes: After CCR 5157(d)(14) & (e)(6); 29 CFR Lead Depart. PW-095 Confined Space Entries 3 years OD, Ppr S/I QC & OD '1910.146(e)(6)- GC §34090 15 years is required in State and Federal Public Works !Customer Concerns I Customer Complaints: Mag, Mfr. Yes: After -law for any complaints; 40 CFR Water Dist. PW-096 Odor I Taste / Visual Complaints (regarding 5 years OD, Ppr S/IQC & OD 122.410)(2) & 40 CFR 141.33(b); 22 Potable Water) CCR 64470 Environmental Agencies I Regulatory I Public Works i !Agencies PW-097 Minimum 2 Mag, Mfr, Mag, Mfr, I I Yes: After' S/I Preference; GC §34090 Water Dist. z years OD, Ppr 0 QC & OD (EPA, DHS, etc.) !Department Preference; Meets Public Works 'Fire Flow Test Applications and Witness to 10 Mag, Nifir, M M Yes: After California Department of Public Health S/I I Water Dist. PW-098 ;Test years OD, Ppr 0 1 QC & OD requirements (3 years); GC §34090; 17 CCR 7605 Public Works I Hydrant Inspections I Flushing Turning PVV-099 10 years I Mag, Mfr, I Yes- After Department preference; GC §34090 et S/I I Water Dist. Sheets / Valve Exercises / Valve Activations OR, Ppr QC & OD seq. EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Image Destroy Total Media I=Im port p I Paper after' Record Retention No. Records Description _ p Retention Vital? Options M=Mfr Comments / Reference Imaged & (OFR) S=Scan QC'd? If the record is not listed here. refer to the Retention for City -Wide Standards Retentions be in when the aet rs cc rrr feted, and iL / a full file folder . , last document + 2 years), since destruction is normali erformed bL file folder. HOLDS.- Litigation, complaints. claims, public records act a nests, audits and/or investl atidns suspend normal retention _ anods retention resumes after settlement or completion), Lead Depart. ` PW-100 Lockout-Blockout / Lockout-Tagout 2 years Mag, Mfr, OD, Ppr S / I ; Yes: After ?GC §34090 QC & OD i Public Works PW-101 Meter Change Cards / Replacement Cards Upon Disposal ! Mag, Mfr, ! S / I 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 S / I Non -records QC & OD i Required Public Works PW-103 Operations & Maintenance Manuals / O & M Disposal of Mag, Mfr. S / I Yes: After preference; GC §34090 / Lead Div. ;Manuals E ui ment Indefinite - OD, Ppr Mag, Mfr, QC & OD ;Department Data is interrelated; system qualifies as Yes: After. "trusted Public Works 1SCADA Database (Supervisory Control and / Water Dist. _ PW-104 Data Acquisition) Minimum 5 Yes OD, Ppr S / I system"; GC §§34090, QC & OD a ears 12168.7 Public Works 1 PW-105 ITemporary Hydrant Meters - Rentals (Pools, 'End of Rental . Mag, Mfr, S / 1 Preliminary drafts not retained in the Yes: After ;ordinary course of business; GC §34090 / Water Dist. j ;Construction) OD, Ppr QC & OD let seq. Department preference; entered into - _ Lead Depart.: PW-106 Underground Service Alerts (USA's) / Dig 3 years Mag, Mfr, S / I Yes: After DigAlert Software; the Excavator, Operator and the Regional Notification Alerts --City OD, Ppr QC & OD Cetner all have an obligation to retain for Mag, Mfr S / I 3 years; GC §§4216,2(f); GC §34090 Yes: After CFR 141.33(a); 22 CCR §64470 Public Works Water Analysis &Sampling: Bacteriologl PW-108 5 years / Water Dist. &Organics OD, Ppr QC & OD i40 i Lab Reports & Chains of Custody: Chemical Mag, Mfr, Department preference (10 years is Yes: After Public Works PW-109 (Includes Chlorine Residuals, Disinfectant 10 years I S / I required); 40 CFR 141.33(a); 22 CCR / Water Dist. Residuals, Disinfection Byproducts, and OD, Ppr QC & OD '§§64470, 64537, 64692 Disinfection Byproduct Precursors) Public Works ; PW-109.2 Public Notices -Potable Water (Tier 1, 2, or 3 years Mag, Mfr, S / I Yes: After 122 CCR §64470, GC §34090 / Water Dist. 3) 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: 02/18/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 5 Image: 1 Destroy Office of Record Retention No. Records Description Total Media Vital? i I=Import Paper after I! CommentsReference 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 coMletea, and imply a full file folder g, last document+ 2 years), since destruction is norm2 performed by file folder, HOLDS: Litigation, complaints, claims, public records act requests, audits araoior investigatio suspend normal retention periods (retention resumes after settlement or completion). Public Works Mag, Mfr, Yes - After Department preference (covers 2 1 1 Water Dist. 1 PW-109.5 ;Reservoirs: Dive Videos ea s 10 years OD, Ppr S QC -mandated cycles), GC §34090 Public Works PW-109.6 !Reservoirs: Flushing, Disinfection and nimum m Minimum 3 Mi3 IvIag, Mfr, S Flushing, Disinfection, Inspection and Yes -After Cleaning is required for 3 years; 22 CCR Water Dist. -Cleaning years years OD, Ppr QC 1, OD 1§64604(c); GC §34090 Public Works PW-1 09.7 Reservoirs: Inspection Reports, P P Mag, Mfr, S Yes - After 1 !Department preference; GC §34090 Water Dist. 'Maintenance Records OD, Ppr QC & OD Required for 12 years or 2 compliance Public Works i PW-1 10 lWater Analysis & Sampling: Lead & Copper 12 years years Mag, Mf r, S/I Yes: After cycles; 22 CCR 64400.25- 22 CCR Water Dist. OD, Ppr QC & OD i§64470; 22 CCR 64690.80- 40 CFR 1141.33(a); 40 CFR 141.91 Public Works I PW_1 11 'Water Pressure Charts years 5 years 5 y Mag, Mfr. S/I Yes: After Department Preference; GC §34090 et /Water Dist. OD, Ppr i QC&OD seq. 'Department preference; Required for 12 Public Works 1 PW-11 12 !Water Quality Reports Consumer 1 years 12 years 1 2 1 Mag, Mfr, S/I Yes: After !years or 2 compliance cycles; 22 CCR i Water Dist. Confidence Reports OD, OD, Ppr QC & OD §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a) 40 CFR 141.91 Copies - When Mag, Mfr Yes: After City Clerk PW-1 13 "Water Supply Agreements 0 L No Longer Yes OD, Ppr S/I QC & OD GC §34090.7 Re2uired Public Works 1 Minimum 24 M I Ir Mag, Mfr, I Yes: After Department preference-, GC §34090 et Water Dist. PW-1 14 Water Usage Reports years v OD, Ppr I S/I I QC&OD seq. Public Works Well History Well Decommissions or P Mag, Mfr, S/I Yes: After I Department Preference-, GC §34090 et Water Dist. PW-11 15 'Abandonments OD, Ppr QC & OD ;seq. EL SEGUNDO, CA. @1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Adopted: 02/18/2025 Do not duplicate or distribute without prior written permission Ver. 4.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Image: I Destroy Office of Record -Retention No.. Records Description Total Vital? Media 1 I=Import. Paper after Comments Reference Retention Options 1 M=Mfr Imaged & (OFR) S=Scan I QC'd? "'e record is not listed here, refer to the Retention for W-Wide Standards If the Retention s b24n when the act is conWlqteLand irn 1v a full file folder (e.g- last document + 2 vears), since destruction is nor=lj ge by Me fo/der HOLDS: ublic records act reauests. audits andlor investigations sus end normal retention vefiods (retention resumes after settlement or coin letaon 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 S/I OD, Ppr QC & OD 1CCP §§ 337 et seq. GC §§ 911.2, 945, 34090, Risk Settle + 5 PC §832. 34090.6 5 Manag. vears) 'Claim must be filed within 1 year, lawsuit within City 2 years; complaints against peace officers Attorney & Finance RM-002 Claims - Not Juveniles Tort Claims Settle + 5 Yes: Until Mag, Mir, S/I Yes: After within 5 years; Statute of Limitations for contracts is 4 years, wrongful death for Risk 'Liability Claims years Settlement OD, Ppr QC & OD construction is completion + 5 years, CCP §§ Manag. .337 et seq.; GC §§ 911.2. 945, 34090, 34090.6; PC §832.5 Final I Department Preference- Covers various statute Risk I RM-003 Claims Against Others (Damage to City Settlement + Yes. Until Mag, Mfr, S/I Yes: After iof limitations; CCP §§ 337 et seq.; GC §§ Manage. Property, etc.) 5 years Resolution OD, Ppr QC & OD 911.2, 34090, 34090.6; PC §832.5 Risk Insurance Policies & Certificates (City - Completion Yes: Before Mag, Mfr, Y es- After Consistent with Agreement retention; CCP Manage. RM-004 1 NOT liability insurance): Fire, + 5 years Expiration S/I OD, Ppr QC & OD !§§337; GC §34090 Flood, etc. Risk Insurance Policies & Certificates (City - Yes: Before Mag, Mfr, I Yes: After For protection from litigation; CCP §§337. GC Manage. RM-005 Eowned): lCMA, Self-insurance & Liability P Expiration OD, Ppr S/I QC & OD .§34090 & Public), Workers Compensation I Calif. Labor Division is required to keep their Risk !OSHA Inspections& Citations, Log 200 and Mag, Mfr, S/I Yes. After records 7 years OSHA requires 5 years- State Manage. i RM-006 !Log 300, 301, 301 A, etc. 5 years OD, Ppr QC & OD law requires 2 years; 8 CCR §3203(b)(1), GC 1§34090; LC §6429(c) Department Preference; OSHA requires 5 Risk i Mag, Mfr , Yes* After ,& years for safety records; 8 CCR §3203 et seq., CFR 1627.3(b)(2), 29 Manage. 1 RM-007 !Safety Committee Minutes 5 years 0 S/I OD, Ppr 1 QC OD 18 CCR 14300.33(a); 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: 02/18/2025 INDEX — RECORDS RETENTION SCHEDULES Y 2-25 Update Abbreviations: CW — City Wide (Used by ALL Departments) CA — City Attorney CC — City Clerk CM — City Manager CS — Community Services — Library and Recreation CT — City Treasurer DS — Development Services F — Fire FIN — Finance HR — Human Resources ITSD — Information Technology Services PD — Police PW — Public Works RM — Risk Management 1099's / 1096's / DE542 (California Report of Independent Contractors).......................................................................... 941 Forms......................................................................................................................................................................... A AB 939 Compliance / SIB 1383 Compliance (Organic Waste Collection and Recycling) / Solid Waste Tonnage Reports Abandonments / Vacations (Streets) / Rights of Way........................................................................................................ Abandonments / Vacations (Streets) / Survey File........................................................................................................... Abandonments, Well......................................................................................................................................................... Abandonments: Private Development Projects / Job Files: Permanent Files.................................................................... AbatementCase Files....................................................................................................................................................... Retention Schedule Index — El Segundo - FY 24-25 Update 01995-2016 Gladwell Governmental Services, Inc- (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number FIN-2 FIN-3 Page 1 of 62 Page Number Absentee Applications, Roster of Absentee Applications: Elections................................................................................................. CC-5 Absentee Identification Envelopes: Elections.................................................................................................................................. CC-5 Access Database / Binders of Historic Actions / Project Log Index....................................................................................................DS-8 Accident Report / Injury Reports / Incident Reports: PUBLIC..........................................................................................................CW-1 Accident Reports from Employees............................................................................................................................ .................... HR-5 Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements — GRANT -FUNDED ........ ............. ........... ...... FIN-2 Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements — NOT GRANT FUNDED., ....... .......... _......... . FIN-2 AccountsPayable............................................................................................................................................. ...... _. ............. FIN-2 Accounts Receivable Write -Offs (due to non-payment)..............................................................................................................__ FIN-3 Accounts Receivable, Cash Receipts (Paramedic Billing, TOT, etc.).............................................................................................. FIN-2 ACFR - Annual Comprehensive Financial Reports / Audit Reports.................................................................................................. FIN-1 ActivityGuide / Class Schedules...........................................................................................................................................,...,.......CS-3 AdditionForm — DMV....................................................................................................................................................................... HR-1 Address Files, Building — Permanent Documents.............................................................................................................................DS-1 Ad -Hoc City Council Subcommittees...............................................................................................................................................CW-2 Adjustment Posting: Billing Registers................................................................................................................_............................FIN-5 Adjustments to Customer accounts: Water Billing......................................................................................................r,...,............... FIN-6 Administration Election File (Correspondence to candidates or FPPC)........................................................................................ CC-4 Administration File: Capital Improvement Projects (CIP).................................................................................................................PW-1 Administration File: Private Development Projects / Job Files..........................................................................................................DS-3 Administration, Distribution, etc. — Municipal Code....................................................................................................................a__ CC-6 Administrative Correspondence — ROUTINE (Content relates in a SUBSTANTIVE way) ................................................ __... .. _CW-2 Administrative Records — Agreements & Contracts.....................................................................................................__ ........,......CW-1 Administrative: Fire Criminal & Citations, Service Requests — Investigation Reports......................................................................... F-7 AdoptedBudgets..........................................................................................................................................................._.....__......_. FIN-1 Adults Shared Gang Databases: Gang Registrants.........................................................................................................................PD-6 Advertisements: Recruitment Files - Full-time Employees......................................................................................................._...., HR-4 AdviceFiles / Subject Files..................................................................................................................................... _........................CA-1 Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund) ................................... ....... .. _...... ,.....,. CT-1 Advisory Boards, Recruitments: Applications, Interview Notes............................................................................................,........., CM-3 Agencies are the Lead (e.g. Air Quality Studies, etc.).......................................................................................................................DS-8 Agency Report of Public Official Appointments (FPPC Form 806).................................................................................................. CC-6 Agenda Packets - Arts & Culture Advisory Committee.....................................................................................................................CS-1 Agenda Packets - Boards, Commissions, & Committees......................................................................................._ _,....................CW-1 Agenda Packets - Community Cable Advisory Council......................................................................................._,...,,..,...,.,a..,..,.,... CM-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 2 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Agenda Packets - Diversity, Equity and Inclusion Committee Agendas........................................................................................... CM-1 Agenda Packets - Environmental Committee............................................................................................................................._ PW 11 Agenda Packets - Library Board of Trustees Agendas.....................................................................................................................CS-2 Agenda Packets - Planning Commission..........................................................................................................................................DS-7 Agenda Packets / Staff Reports: City Council................................................................................................................................... CM-1 Agenda Packets Senior Housing Board (Park Vista)........................................................................................................................DS- AgendaPackets, Golf Course Subcommittee............................................................................................................................___FIN-1 Agenda Packets, Investment Committee..........................................................................................................................................CT-' Agenda Packets, Recreation & Parks Commission..........................................................................................................................CS- Agenda Packets, Traffic Commission.......................................................................................................................................... _ PitW-- AgendaPackets: City Clerk.............................................................................................................................................................. CC-1 Agenda Packets: Economic Development Advisory Commission Agendas.................................................................................... CM-2 AgendaStaff Reports........................................................................................................................................................................ CC-1 Agendas - Arts & Culture Advisory Committee.................................................................................................................................CS-1 Agendas - Diversity, Equity and Inclusion Committee Agendas .................................. :.............................................................. .a....CM-1 Agendas — Environmental Committee............................................................................................................................................ PW-11 Agendas - Library Board of Trustees................................................................................................................................................CS•- Agendas, Agenda Packets - Boards, Commissions, & Committees.................................................................................................CW-1 Agendas, Golf Course Subcommittee.............................................................................................................................................. FIN-1 Agendas, Recreation & Parks Commission ......................................................................................................................................CS- Agendas, Senior Housing Board (Park Vista ....................................................................................................................................DS- Agendas, Traffic Commission.......................................................................................................................................................... PW Agendas: Economic Development Advisory Commission............................................................................................................... CM-2 Agreements & Contracts - ALL Send ALL Originals to the City Clerk..........................................................................................CW-1 Agreements & Contracts Approved by Council: Retirement Agreements (PERS).......................................................................... CC-2 Agreements & Contracts Approved by Council: MOUs - Memorandas of Understanding............................................................... CC-2 Agreements & Contracts Approved by Council: Subdivision, LLA's (Lot Line Adjustments), & LSA's (Lot Split Agreements) ....,... CC-2 Agreements & Contracts Approved by Council: Title Insurance, Land Records......................................................................... _. CC-2 Agreements & Contracts: ADMINISTRATION RECORDS...............................................................................................................CW-1 Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED: all contractual obligations (Amendments, Scope of Work) ..... CC-1 Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED: all contractual obligations (Amendments, etc.) ............. CC-2 Agreements / Reserves, Volunteer — Successful Applicants - Recreation........................................................................................CS= Agreements / Reserves, Volunteer — Unsuccessful Applicants - Recreation ....................................................................................CS- Agreements, Revocable Lease / Encroachments............................................................................................................................ CC-7 Agreements/Reserves, Volunteer - Successful Applicants................................................................................................................CS-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 3 of 62 01995-2016 Gladwell Governmental Services, Inc- (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Agreements/Reserves, Volunteer - Unsuccessful Applicants...........................................................................................................CS-3 AHIMT - All -Hazards Incident Management Team............................................................................................................................. F-2 Air Compressors: Pressure Vessel Certifications or Permits — Equipment Maintenance & Fleet ..................................................... PW-6 AirportNoise Documents..................................................................................................................................................................DS-9 Alarm Plans and Sprinkler Plans (large format drawings) - Copies..................................................................................................... F-6 Alarm Recording, Logs, Charts, Flow Monitoring, Voltage Readings, Permits — Lift Station............................................................ PW-9 Alarm, Fire: Billing............................................................................................................................................................................... F-3 Alcohol & Drug Test Results, Training, BIT Inspections, etc. - Drug Testing Program / DOT Testing ............................................. HR-2 AlcoholicBeverage Applications........................................................................................................................................................CS-3 Alley Improvements: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................ CC-1 All -Hazards Incident Management Team (AHIMT)............................................................................................................................. F-2 Alternative Payment Plans, Deferrals, etc. — Water Billing.............................................................................................................. FIN-6 Ambient Sound: Temporary Use Permits / Special Use Permits / Temporary Entitlements.............................................................. DS-8 AmbulanceInventory Logs................................................................................................................................................................. F-1 Amendments, General......................................................................................................................................................................DS-6 Amendments, Zoning Text................................................................................................................................................................DS-8 Amendments: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED.......................................................................... CC-1 Amendments: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED................................................................. CC-2 Amortization, Alternative Payment Plans, Deferrals, etc. — Water Billing........................................................................................ FIN-6 Analysis & Sampling, Water: Bacteriological & Organics........................................................................................................... PW-14 Analysis & Sampling, Water: Chemical.........................................................................................................................................PW-15 Analysis& Sampling: Lead & Copper........................................................................................................................................... PW-15 AnimalControl County Reports / Lists..............................................................................................................................................PD-2 AnimalLicenses................................................................................................................................................................................ PD-2 AnimalRegulation.............................................................................................................................................................................PD-2 Animals - Record of All Efforts to Contact Owner and/or Microchip's Primary Registrant................................................................PD-2 Annexations................................................................................................................................................................................__ CC-2 Annexations / Boundaries / Consolidations / LAFCO.......................................................................................................................DS-5 Annual / Quarterly Reports, Pretreatment — Industrial Pre-Treatment............................................................................................. PW-3 Annual Comprehensive Financial Report (ACFR)........................................................................................................................... FIN-1 Annual Discontinuations of Residential Service Report: Water Billing............................................................................................. FIN-6 Annual Fire Inspections / Business Inspection Files / Annual Inspections, Life & Safety Inspections ................................................ F-6 AnnualInspections Billing................................................................................................................................................................... F-3 Annual Inspections, Life & Safety Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) ....... F-6 Annual Reports: Reports and Studies (Other than Historically Significant).................................................................................._CW-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 4 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Annual State or Federal: State Controller's Report, Street Report, etc............................................................................................ FIN-2 Apparatus & Equipment (LARGE) Records & Testing — Fire............................................................................................................... F-8 Appeals - Payment Delinquency & Impending Discontinuation: Water Billing................................................................................. FIN-6 Appeals.......................................................................................................................................................................................... _ CW-1 Applicants, Unsuccessful (Not Hired): Background Files — Police.................................................................................................... PD-3 Applicants, Unsuccessful: Background Packets — Fire....................................................................................................................... F-2 Application Form, Preliminary (required for a housing development project that includes residential units).................................._DS-8 Applications — Recruitment for Boards and Commissions, Advisory Boards................................................................................... CM-3 Applications - Volunteer Applications & Agreements - Successful Applicants - Recreation......................................................... .... CS-5 Applications - Volunteer Applications & Agreements - Unsuccessful Applicants - Recreation.........................................................CS-6 Applicationsfor Library Cards...........................................................................................................................................................CS-2 Applications for vacancies on the Council: Working or Administration Election File (Correspondence to candidates or FPPC) ... CC-4 Applications, Business License....................................................................................................................................................._ FIN-3 Applications, Correspondence — Unsuccessful: Grants..................................................................................................................CW-3 Applications, Ejection Letters, - Sports.............................................................................................................................................CS-4 Applications, Haulers, Trash Company, Solid Waste Vendor........................................................................................................PW-11 Applications, Transportation Dial-A-Ride..........................................................................................................................................CS-5 Applications, Unsuccessful: Recruitment Files - Full-time Employees.........................................................................................._. HR-4 Applications, Volunteer - Successful Applicants...............................................................................................................................CS-2 Applications, Volunteer - Unsuccessful Applicants...........................................................................................................................CS-3 Appraisal Reports, Real Estate (Acquisition or Sale): Property NOT purchased, Loans not funded, etc . ........................................ CW-5 Appraisal Reports, Real Estate (Acquisition or Sale): Purchased Property, Funded Loans ........................................................ a...CW-5 Approvals, Modification / Deviations from Code Requirements.......................................................................................................DS-2 Appurtenances and SFR (Single Family Residential): Building Plans and Construction Documents - Finalled .......................... .... DS-1 AQMD Permits (Generators, etc.) — General Services / Equipment Maintenance & Fleet............................................................... PW-5 Architects: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................................ CC-1 Arrest or Detention: Officer Recordings — Body -Worn Cameras — that ARE evidence.................................................................... PD-6 ArrestReports (LA County Booking#)...............................................................................................................................................PD-3 Arson: Investigation Reports — Fire Capital Crimes & Suspected Capital Crimes.......................................................................... F-7 Arts & Culture Advisory Committee Agendas, Agenda Packets.....................................................................................................CS-1 Arts & Culture Advisory Committee Minutes....................................................................................................................................CS-1 As-Builts........................................................................................................................................................................................... PW-2 As-Builts and CAD drawings of buildings — Fire.................................................................................................................................. F-7 Assault & Neglect, Sexual: Crime Reports Crime Reports...............................................................................................................PD-4 Assembly Permits: Fire Code Permits / Film Permits, Special Event Permits.................................................................................... F-7 Retention Schedule Index — Ell Segundo - FY 24-25 Update Page 5 of 62 ©1995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Assessment District Ballots - Prop. 218 proceedings: Elections...................................................................................................... CC-5 Assessment Districts / Sewer Districts / Maintenance Districts - FORMATION, BOUNDARIES, ENGINEERS REPORTS ........... PW-1 Assignments, Work (Schedules) - Police...........................................................................................................................................PD-2 AssistedVoters List: Elections......................................................................................................................................................... CC-5 Associated Conditions of Approval: Planning Project Files - Permanent Entitlements (All) .................................................... ........... DS-7 Attachments & Permits: Building Permits / Building Address Files — Permanent Documents ................................................ ........... DS-1 Attendance Rosters, Outlines and Materials; includes Ethics & Safety & Tailgates: Training — ALL COURSE RECORDS ... ._._--- .CW-6 Attendance Rosters: Training - Harassment Prevention and Violence in the Workplace................................................................ HR-4 Attrition: Studies & Surveys Conducted on Behalf of the City........................................................................................................e, HR-4 Auction Receipts & Records (Evidence)............................................................................................................................................PD-3 Audio Recordings or Video Recordings of Meetings / Audio Tapes — Boards & Committees Meetings .......................................... CM-3 Audio Recordings or Video Recordings of Meetings / Audio Tapes — City Council Meetings.......................................................... CM-3 Audio Tapes - Boards, Commissions, & Committees Meetings...................................................................................................... CM-3 AudioTapes — City Council Meetings.............................................................................................................................................. CM-3 AuditLetters, Management.............................................................................................................................................................. FIN-1 Audit Reports / Annual Comprehensive Financial Report (ACFR)...................................................................................................FIN-1 AuditWork Papers........................................................................................................................................................................... FIN-1 Audits, Single..................................................................................................................................................................................FIN-1 Auto -Billing Authorizations: Water Billing......................................................................................................................................... FIN-6 Awards & Certificates to the City..........................................................................................................................................._....... CM-1 B Back Up Documents / Budget Adjustments..................................................................................................................................... FIN-1 Backflow: Cross -Connection Backflow Device Inspections and Maintenance............................................................................... PW-13 Background Checks for Business Licenses: Bingo, Massage Technicians & Parlors, Peddlers, Taxi . ................................. .......... PD-2 Background Checks from Fire or PD: Recruitment Files - Full-time Employees............................................................................... HR-4 Background Clearance Letters (Not Employees)..................................................................................................................___._......PD-3 Background Files - CCW, Employees, Volunteers & Reservists.........................................................................................5, ..........PD-2 Background Files - U Visas, T-Visas with INS Letters / Victims of Crime.........................................................................................PD-3 Background Files - Unsuccessful Applicants (Not Hired) — Police....................................................................................................PD-3 Background Files, Fire Department (Successful Applicants).................................................................................................... _... HR-3 Background Packets - UNSUCCESSFUL Applicants — Fire............................................................................................................. F-2 Backgrounds- Taxi Permits......................................................................................................................................................_.......PD-8 Backups / Computer Backups (ALL Disaster Recovery Computer Backups)........................................................................... _ ITSD-1 Backups / Computer Backups (Police Disaster Recovery Computer Backups).................................................................................PD-8 Backups and Copies of Checks - El Segundo Unified School District School..................................................................................CS-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 6 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Bacteriological & Organics — Water Analysis & Sampling.............................................................................................................PW-14 Balance Sheet, Financial Reports Finance Reports created from Database............................................................ ...................... FIN-2 Ballots— After Election: Elections..................................................................................................................................................... CC-5 Ballots- After Recount: Elections.................................................................................................................................................... CC-5 BankDraft: Billing Registers............................................................................................................................................................ FIN-5 BankStatements...............................................................................................................................................................................CT-1 Bank Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, etc ........................................ FIN-1 Bankruptcies— Utility Billing............................................................................................................................................................ FIN-5 Banners: Temporary Use Permits / Special Use Permits / Temporary Entitlements ................................................. ____ ... ........... DS-8 Batch Activity Reports / Payroll Processing File............................................................................................................................... FIN-3 Beach Cleanups: Environmental Programs / Conservation Programs.......................................................................................,...PW-11 Behested Payment Report FPPC Form 803.................................................................................................................................... CC-6 Benefit Deduction Authorizations, Garnishments, etc. - Payroll Benefit Files.................................................................................. FIN-3 Benefits: Studies & Surveys Conducted on Behalf of the City .................. ................................................................. _..... ......,........ HR-4 Bicycle Ways, Curbs, Sidewalks: Sidewalk Inspections & Repairs................................................................................................PW-12 Bid Submittals - Formal Bids Only: Specification / RFP and Responses, Unsuccessful Bids and Proposals, etc ........................... CC-2 Bids & Quotes from Vendors (Quotes may be submitted by the Department)................................................................................. FIN-4 Bids, Unsuccessful — Franchise Agreements (e.g. Cable TV, Electric, Gas, etc.)............................................................................ CC-6 Bids, Unsuccessful........................................................................................................................................................................... CC-2 BikewayPlans...................................................................................................................................................................................DS-7 Billing Registers / Reports, Daily Update, Bank Draft, Adjustment Posting, etc....................................................... .... FIN-5 Billing, Water: Appeals - Payment Delinquency & Impending Discontinuation................................................................................ FIN-6 Billing, Water: Auto -Billing Authorizations........................................................................................................................................ FIN-6 Billing, Water: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ...................... FIN-6 Billing, Water: NSF Checks / Adjustments to Customer accounts................................................................................................... FIN-6 Billing, Water: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc................................................................ FIN-6 Billing, Water: Policy on Discontinuation of Residential Service for Nonpayment........................................................................... FIN-6 Billing, Water: Report of Annual Discontinuations of Residential Service........................................................................................ FIN-6 Billing: Alarms, Annual Inspections, Life & Safety Inspections, Sprinkler Testing, etc........................................................................ F-3 Binders of Historic Actions / Project Log Index / Access Database..................................................................................................DS-8 Binders, Negation / Notes, Side Letters, Correspondence, etc....................................................................................................... HR-3 Bingo, Massage Technicians & Parlors, Peddlers, Taxi — Background Checks for Business Licenses ................... ........................ PD-2 BIT Inspections, etc. - Drug Testing Program / DOT Testing........................................................................................................... HR-2 Blue Ray-R or other unalterable media IMMUTABLE CLOUD BACKUP...................................................................__............... ITSDA Board and Commissions Vacancies - Maddy Act List...................................................................................................................... CM-2 Retention Schedule Index — Ell Segundo - FY 24-25 update Page 7 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Boards and Commissions, Recruitments: Applications, Interview Notes......................................................................................... CM-3 Boards, Commissions & Committees: External Organizations.......................................................................................................CW-2 Boards, Commissions, & Committees: AGENDAS, AGENDA PACKETS.......................................................................................CW-1 Boards, Commissions, & Committees: AUDIO RECORDINGS or VIDEO RECORDINGS of Meetings / Audio Tapes .................. CM-3 Boards, Commissions, & Committees: MINUTES, BYLAWS...........................................................................................................CW-1 Body -Worn Cameras — LOGS of Access or Deletion of Data........................................................................................................PD-6 Body -Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints ..................................... PD-6 Body -Worn Cameras- that are NOT evidence.................................................................................................................................PD-6 Bonds: Debt Official Statements / Certificates of Participations (COPs)......................................................................................... FIN-1 Books, Alcoholic Beverage Applications...........................................................................................................................................CS-3 Boundaries / Consolidations / LAFCO..............................................................................................................................................DS-5 Boundaries, Engineers Reports — Assessment Districts / Sewer Districts / Maintenance Districts ................................................. PW-1 Bridges: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................................... CC-1 Brochures, Manuals, Newsletters & Reports: Reference Materials - YOUR Department.................................................................CW-5 Brochures, Manuals, Newsletters & Reports: Reference Materials - OTHER Department...............................................................CW-5 Brochures, Manuals, Newsletters & Reports: Reference Materials - OUTSIDE ORGANIZATIONS................................................CW-5 BudgetAdjustments......................................................................................................................................................................... FIN-1 Budgets- Adopted / Final................................................................................................................................................................ FIN-1 Building Address Files — Permanent Documents..............................................................................................................................DS-1 BuildingPermit Database.................................................................................................................................................................DS-1 Building Permits / Building Address Files — Permanent Documents..................................................................................................DS-1 BuildingPlans - Expired....................................................................................................................................................................DS-1 BuildingPlans - Withdrawn...............................................................................................................................................................DS-1 Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI -FAMILY DWELLINGS .............DS-2 Building Plans and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES ........DS-1 BuildingSafety...................................................................................................................................................................... DS-1 — DS-3 Buildings: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................................. CC-1 Bulletins: Personnel Training File - Fire............................................................................................................................................... F-8 Business Emergency Plans / Hazardous Materials Disclosures......................................................................................................... F-5 BusinessInspection Files................................................................................................................................................................... F-6 Business Inspections (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) .................................................... F-5 Business License Applications, Licenses and Renewals, Letters.................................................................................................... FIN-3 BusinessLicense Database............................................................................................................................................................. FIN-3 Business Licenses Background Checks: Bingo, Massage Technicians & Parlors, Peddlers, Taxi..................................................PD-2 BusinessServices............................................................................................................................................................... FIN-2 — FIN-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 8 of 62 ©1995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Bylaws - Boards, Commissions, & Committees................................................................................................................................CW-1 Bylaws - Community Cable Advisory Council Minutes.................................................................................................................... CM-3 Bylaws- Environmental Committee............................................................................................................................................—PW-11 Bylaws- Planning Commission..................................................................................................................................................--...DS-7 Bylaws, Golf Course Subcommittee................................................................................................................................................. FIN-1 Bylaws, Investment Committee.........................................................................................................................................................CT-1 Bylaws, Recreation & Parks Commission.........................................................................................................................................CS-4 Bylaws, Senior Housing Board (Park Vista)......................................................................................................................................DS-5 Bylaws, Traffic Commission............................................................................................................................................................. PW-5 C Cable Advisory Council Agenda Packets....................................................................................................................................... CM-3 Cable Advisory Council Minutes & Bylaws.................................................................................................................................... CM-3 CableTV Programming................................................................................................................................................................... CM-4 Cable TV: Franchise Agreements - Unsuccessful bids............................................................................................................. — CC-6 CADdrawings of buildings — Fire......................................................................................................................................................... F-7 Cal OES Strike Team Reimbursements............................................................................................................................................. F-3 Calendars: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).........................................................CW-3 CalHome, CDBG & HOME: Housing Programs - NO RECAPTURE / RESALE RESTRICTIONS.............................................-.—DS-5 CalHome, CDBG & HOME: Housing Programs - WITH Recapture or Resale Restrictions.................................................... ....... DS-4 CaliforniaBuilding Codes (CBC, etc.)................................................................................................................................................DS-2 California Civil Rights Department (CRD) / Equal Opportunity Employment — Complaints............................................................... HR-2 California Library Literacy Services (CLLS): Grants — SUCCESSFUL Reports................................................................................CS-1 California Library Services Act (CLSA): Grants — SUCCESSFUL Reports.......................................................................................CS-1 CalmingRequests, Traffic................................................................................................................................................................. PW-5 CaIPERS- Retirement Reports....................................................................................................................................................... FIN-4 Campaign Disclosure (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED ..... CC-3 Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) ,..... CC-3 Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES .............................. CC-3 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK ...................... CC-4 Campaign Reports (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate -controlled) ................................... CC-3 CancelledChecks............................................................................................................................................................................ FIN-3 Candidate Statements (to be printed in the sample ballot).............................................................................................................. CC-4 Candidates, Successful - Elections - Nomination Papers................................................................................................................ CC-4 Candidates, Successful (Elected Officials) — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) ............— CC-3 Candidates, Unsuccessful — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501)........................................ CC-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 9 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Candidates, Unsuccessful - Elections - Nomination Papers.................................................................................................... Candidates, Unsuccessful — Electronically Filed — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) Candle Permits: Fire Code Permits / Film Permits, Special Event Permits.............................................................................. Capital Crimes & Suspected Capital Crimes (Arson, etc.) — Investigation Reports.................................................................. Capital Improvement Project "As-Built".................................................................................................................................... Capital Improvement Projects (CIP): Administration File...................................................................................................... Capital Improvement Projects (CIP): Permanent File............................................................................................................. Capital Improvement Projects (CIP): Where City is NOT the Lead Agency (Grade Separation, etc.) ............................... Capital Improvement Projects (CIP): Unsuccessful Proposals............................................................................................. CaseFiles, Abatement............................................................................................................................................................. Cash Receipts: Accounts Receivable (Paramedic Billing, TOT, etc.)...................................................................................... Cashed Checks -(maintained by the bank).............................................................................................................................. CBC- California Building Codes............................................................................................................................................... CCTV Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings (all lines) ....................... CCTV Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings & Reports (all lines) ........ CCW, Employees, Volunteers & Reservists — Background Files.............................................................................................. CDBG & HOME: Housing Programs - NO RECAPTURE / RESALE RESTRICTIONS........................................................... CDBG & HOME: Housing Programs - WITH Recapture or Resale Restrictions................................................................... CDBG / Reimbursable Claims / Subventions / FEMA Claims / OES Claims (SUCCESSFUL) ............................................... CD-r / Blue Ray-R or other unalterable media IMMUTABLE CLOUD BACKUP....................................................................... CDs (Certificates of Deposit) / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund) ..... CEQA: Correspondence and staff notes that provide insight into the project or the agency's CEQA compliance ................... CERT - Citizen's Emergency Response Training / Neighborhood Training............................................................................. Certificate of Election, Oath of Office: Elections - HISTORICAL.............................................................................................. Certificate of Occupancy: Building Permits / Building Address Files — Permanent Documents ................................................ Certificates / Recognitions (includes requests)........................................................................................................................ Certificates of Deposit (CDs) / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund) ..... Certificates of Insurance (Normally filed with Agreement)....................................................................................................... Certificates of Participations (COPs)...................................................................................................................................... Certificatesto the City.............................................................................................................................................................. Certificates, Insurance (City -owned - NOT liability insurance): Fire, Flood, etc....................................................................... Certificates, Insurance (City -owned): ICMA, Self-insurance & Liability (General & Public), Workers Compensation ............. Certificates: Personnel Training File - Fire................................................................................................................................ Certificationsof Election.......................................................................................................................................................... Certifications, Lifeguard........................................................................................................................................................... ....... CC-4 ...... CC-3 ..... F-7 .... F-7 PW-2 PW-1 ....... PW-1 PW-1 PW-1 ... DS-3 ,....FIN-2 ... CT-1 ........ DS-2 PW-2 .... PW-8 ..... PD-2 ......... DS-5 ......... DS-4 ........ CW-4 ..... ITSD-1 a.,.. ... CT- 1 .... DS-6 ..... F-3 ... CC-4 ... DS-1 .,,,.... CM-2 ...... CT-1 ..,.,... CC-2 ........ FIN-1 CM-1 RM-1 RM-1 ..... F-8 ..,.. CC-4 ........ CS-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 10 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Certified Payrolls, CIP - Capital Improvement Projects: Administration File................................................................................ PW-1 Certified Unified Program Agencies / Environmental Safety — CUPA......................................................................................... F-5 — F-6 Chains of Custody: Chemical (includes Chlorine Residuals, Disinfectant Residuals, Disinfection Byproducts).............................PW-14 Challenged & Assisted Voters List: Elections.................................................................................................................................. CC-5 Change Cards, Meter / Replacement Cards.................................................................................................................................. PW-14 ChangeOrders................................................................................................................................................................................ FIN-4 Change Orders, CIP - Capital Improvement Projects: Permanent File.......................................................................................... PW-1 Charts, Flow Monitoring, Voltage Readings, Permits — Lift Station................................................................................................... PW-9 Chats, Notes, etc. — Video Conference: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ............ CW-3 Check Copies / Invoices and Backup / Credit Card Statements — GRANT-FUNDED...................................................................... FIN-2 Check Copies / Invoices and Backup / Credit Card Statements — NOT GRANT FUNDED.............................................................. FIN-2 Check Register (Detail) - Includes Grant Funded and Non -Grant Funded....................................................................................... FIN-2 Checklists: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).........................................................CW-3 Checks - Cashed (maintained by the bank)......................................................................................................................................CT-1 Checks / Warrants (Payroll Only) / Cancelled Checks..................................................................................................................... FIN-3 Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank) .......................... FIN-5 Checks, Returned (NSF, etc.).......................................................................................................................................................... FIN-5 Checks, Voided.................................................................................................................................................................................CT-1 Chemical— Water Analysis & Sampling......................................................................................................................................... PW-15 Chemical (includes Chlorine Residuals, Disinfectant Residuals, Disinfection Byproducts) — Lab Reports & Chains of Custody... PW-14 Chemical Inventory Reporting / New Construction, Site Assessments............................................................................................... F-5 ChemicalUse Report Form..............................................................................................................................................................CW-6 Chief / Internal Investigations / Support Services................................................................................................................. PDA — PD-2 Child or Elder Abuse - Unsolved: Crime Reports...............................................................................................................................PD-4 Child Support, etc. (From lenders or other outside companies)...................................................................................................... HR-4 Chlorine Residuals: Lab Reports & Chains of Custody: Chemical................................................................................................. PW-14 CHIPInspections — Recreation..........................................................................................................................................................CS-5 CHIP Inspections - Transportation Dial-A-Ride.................................................................................................................................CS-5 CHPInspections.............................................................................................................................................................................. PW-6 Christmas Tree Lots: Temporary Use Permits / Special Use Permits / Temporary Entitlements...................................................... DS-8 Chronological Files: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way).....................................................CW-2 Chronological History of Mayors and City Council........................................................................................................................... CC-3 CIP - Capital Improvement Projects: Administration File............................................................................................................. PW-1 CIP - Capital Improvement Projects: Permanent File.................................................................................................................... PW-1 CIP (Capital Improvement Projects): Where City is NOT the Lead Agency (Grade Separation, etc.) ....................................... PW-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 11 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent CIP (Capital Improvement Projects): Unsuccessful Proposals........................................................................................ Citations & Criminal (Administrative, Infraction, or Misdemeanor), Service Requests — Investigation Reports ................... Citations & Inspections, OSHA - Log 200 and Log 300, 301, 301A, etc.............................................................................. Citations and Complaints (All are misdemeanors. Includes inspections, warrants, etc.) .................................................... Citations, Outside Firm Collections, Property Tax, Sales Tax, Utility Tax - Receipts.......................................................... Citations: Marijuana Citations or Reports (less than 28.5 grams)........................................................................................ Citations: Misdemeanor Traffic, Parking, or Criminal.......................................................................................................... Citizen Complaints/Concerns (operational)........................................................................................................................ Citizen's Emergency Response Training / Neighborhood Training..................................................................................... CityAttorney....................................................................................................................................................................... CityAttorney Opinions......................................................................................................................................................... City Attorney: FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected) City Built Projects — Engineering Studies / Surveys............................................................................................................ CityClerk - Notary Public.................................................................................................................................................... CityClerk............................................................................................................................................................................ City Council Agenda - Treasurer's Report .......................................................................................................................... City Council Agenda Packets / Staff Reports....................................................................................................................... City Council and Volunteers: Oaths of Office...................................................................................................................... City Council AUDIO RECORDINGS or VIDEO RECORDINGS of Meetings / Audio Tapes .............................................. City Council Correspondence (directly to and from Council Members).............................................................................. City Council Members: FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS ..................... CityCouncil Minutes........................................................................................................................................................... CityCouncil Office............................................................................................................................................................. CityCouncil Resolutions..................................................................................................................................................... City Council Subcommittees / Ad -Hoc City Council Subcommittees................................................................................. CityIncorporation, Logo, City Seal.................................................................................................................................... City is NOT the Lead Agency (Grade Separation, etc.) - Capital Improvement Projects (CIP)......................................... Cit Ma a er R. Cif Council Office Page Number ............ PW-1 ............... F-7 ............ RM-2 ......... .... CA-1 ............. CT-1 ......... I... PD-3 ............. PD-3 ............ CW-2 ........ I...... F-3 CA-1 — CA-2 .............CA-1 ........,... CC-6 ............ PW-2 ............. CC-3 . CC-1 — CC-3 ............ CT-1 ............. CM-1 ............. CC-7 ............. CM-3 ............ CM-1 ............. CC-6 ............. CC-6 CM-1 — CM-3 ............. CC-7 .............CW-2 ............. CC-3 ............. PW-1 yn g y..................................................................................................................................... CM-1 — CM-3 City Manager: FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected) ............ CC-6 CityManager's Correspondence...................................................................................................................................................... CM-1 City Operations / Holding Cell — Video Recordings...........................................................................................................................PD-8 CityTreasurer.................................................................................................................................................................................... CT-1 City Treasurer: FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected) .......... CC-6 CityTree Trimming........................................................................................................................................................................ PW-11 CITY WIDE (Used by all Departments).............................................................................................................................. CW-1 — CW-6 Retention Schedule Index — El Segundo - FY 24-25 Update 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page 12 of 62 Page Number Claims- Juveniles...........................................................................................................................................................................CA-1 Claims- Juveniles........................................................................................................................................................................... RM-1 Claims— Not Juveniles....................................................................................................................................................................CA-1 Claims — Not Juveniles Tort Claims / Liability Claims.................................................................................................................... RM-1 Claims Against Others (Damage to City Property, etc.)................................................................................................................... RM-1 ClaimsForms................................................................................................................................................................................... CC-3 Claims, Worker's Compensation or Disability.................................................................................................................................. HR-5 Class Registration / Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Liability Forms / Permissions ....................CS-3 ClassSchedules / Activity Guide......................................................................................................................................................CS-3 Classification / Reorganization Studies (for employee classifications and department structures) ................................................. HR-1 Cleaning— Reservoirs.................................................................................................................................................................... PW-15 Clearance Letters, Background (Not Employees)............................................................................................................................. PD-3 Clippings(Newspaper)......................................................................................................................................................................CW-4 CLLS (California Library Literacy Services): Grants — SUCCESSFUL Reports................................................................................CS-1 ClosedSession Materials.................................................................................................................................................................CA-1 CLSA (California Library Services Act): Grants — SUCCESSFUL Reports.......................................................................................CS-1 CMMS Database (Computerized Maintenance Management System) - Work Orders — Maintenance & Fleet ................................ PW-6 CMMS Database (Computerized Maintenance Management System) — Work Orders / Service Requests - Stormwater ............... PW-8 CMMS Database (Computerized Maintenance Management System)............................................................................................ PW-7 CMMS Database (Computerized Maintenance Management System): Work Orders, Service Requests - Wastewater ................ PW-10 CMMS Database (Computerized Maintenance Management System): Work Orders / Service Requests - Streets ...................... PW-12 Code Enforcement / Abatement Case Files......................................................................................................................................DS-3 CodeEnforcement............................................................................................................................................................................. DS-3 CollectionAgency Assignments....................................................................................................................................................... FIN-3 Collection Agency Assignments / Write Offs...................................................................................................................................'FIN-5 Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings (all lines) .......................................... PW-2 Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings & Reports (all lines) ........................... PW-8 Commendations / Certificates / Recognitions (includes requests)................................................................................................... CM-2 Commercial, Multi -Family Dwellings, Places of Public Accommodation: Building Plans and Construction Documents - Finalled ... DS-2 Commissions & Committees: External Organizations....................................................................................................................CW-2 Commissions & Committees: MINUTES, BYLAWS.........................................................................................................................CW-1 Commissions, & Committees: AGENDAS, AGENDA PACKETS....................................................................................................CW-1 Commissions, & Committees: AUDIO RECORDINGS or VIDEO RECORDINGS of Meetings / Audio Tapes ............................... CM-3 Committees Internal - Attended by employees: All Records........................................................................................................CW-2 Committees: AGENDAS, AGENDA PACKETS...............................................................................................................................CW-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 13 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Committees: AUDIO RECORDINGS or VIDEO RECORDINGS of Meetings / Audio Tapes.......................................................... CM-3 Committees: External Organizations..............................................................................................................................................CW-2 Committees: MINUTES, BYLAWS...................................................................................................................................................CW-1 Communications.................................................................................................................................................................. CM-3 — CM-4 Community Cable Advisory Council Agenda Packets.................................................................................................................... CM-3 Community Cable Advisory Council Minutes & Bylaws................................................................................................................. CM-3 Community Programming / Government Access Channel / Cable TV Programming...................................................................... CM-4 Community Referrals / Correspondence...........................................................................................................................................CS-3 CompensationSurveys & Studies................................................................................................................................................... HR-1 CompensationSurveys & Studies.................................................................................................................................................... HR-1 Complaints (All are misdemeanors. Includes inspections, warrants, etc.)........................................................................................CA-1 Complaints (Written correspondence received or sent).....................................................................................................................DS-2 Complaints / Concerns from Citizens (operational).........................................................................................................................CW-2 Complaints / Department of Fair Employment & Housing (DFEH or EEOC) Claims California Civil Rights Department (CRD) ..... HR-2 Complaints, EMS................................................................................................................................................................................ F-1 Complaints: Odor / Taste / Visual Complaints (regarding Potable Water)..................................................................................... PW-13 Complaints: Officer Recordings — Body -Worn Cameras — that ARE evidence................................................................................PD-6 Compliance History (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies)....................................................... F-5 Compliance Orders, Stop Work Notices: Inspection Construction Notices / Inspection Notices......................................................DS-2 Computer Backups (ALL Disaster Recovery Computer Backups)................................................................................................ ITSD-1 Computer Backups (Police Disaster Recovery Computer Backups).................................................................................................PD-8 Computerized Maintenance Management System - CMMS DATABASE — Work Orders — Maintenance & Fleet ........................... PW-6 Computerized Maintenance Management System - CMMS DATABASE — Work Orders / Service Requests - Stormwater........... PW-8 Computerized Maintenance Management System - CMMS DATABASE — Work Orders, Service Requests - Wastewater ......... PW-10 Computerized Maintenance Management System - CMMS DATABASE — Work Orders / Service Requests - Streets ................ PW-12 Computerized Maintenance Management System - CMMS DATABASE (Computerized Maintenance Management System)...... PW-7 Concealed Weapon Permits (CCW) — Civilians / Retirees...............................................................................................................PD-1 Concerns / Customer Complaints: Odor / Taste / Visual Complaints (regarding Potable Water) .................................................. PW-13 Conditional Use Permits (CUPs) - Planning Project Files - Permanent Entitlements (All) .................................................................DS-7 Conditionsof Approval - Fire.............................................................................................................................................................. F-7 ConfidentialInvestigations............................................................................................................................................................... HR-1 Confidential Specifications / Job Descriptions.................................................................................................................................. HR-1 Configuration Network Maps & Plans........................................................................................................................................... ITSD-1 ConfinedSpace Entries................................................................................................................................................................. PW-13 ConformanceZoning.........................................................................................................................................................................DS-8 Retention Schedule Index — El Segundo - FY 24-25 Update Page 14 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number CongestionManagement Plan..........................................................................................................................................................DS-5 Conservation Programs: Beach Cleanups, etc......................................................................................................................... __ PW-11 Consolidated Action Plan and the related Action Plans / PHA Plans................................................................................................DS-4 Consolidations/ LAFCO....................................................................................................................................................................DS-5 Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI -FAMILY DWELLINGS................................a ....... ...DS-2 Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES ..................... ......... .... ......DS-1 Construction Drawings / Details / Plans - Standard........................................................................................................................... PW-3 Construction Inspections, Private Development Projects / Job Files: Administration File .......................................... ............... ....... DS-3 Construction Manager's Logs, CIP - Capital Improvement Projects: Administration File............................................................. PW-1 Construction Notices / Inspection Notices (Correction Notices, Compliance Orders, Stop Work Notices) ................... ..................... DS-2 ConstructionStandards.................................................................................................................................................................... PW-2 Consulting: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED..................................................................... CC-2 ConsumerConfidence Reports...................................................................................................................................................... PW-15 Contact Animal Owner and/or Microchip's Primary Registrant.......................................................................................___............PD-2 Contaminated Soil (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) ................................ F-6 Continuing Care Grants — Homeless Services.............................................................................................................._..................PD-1 ContinuingEducation.......................................................................................................................................................................... F-1 Contractor Correspondence / Project Administration - Residential Sound Insulation .................................................. ................. ..... DS-9 Contractors, Volunteers, Interns - LiveScan Fingerprint Clearance Forms............................................................................_.......... HR-3 Contracts & Agreements - ALL Send ALL Originals to the City Clerk.........................................................................................CW-1 Contracts Approved by Council: Retirement Agreements (PERS)..................................................................................___. _.... CC-2 Contracts Approved by Council: Subdivision, LLA's (Lot Line Adjustments), & LSA's (Lot Split Agreements) ............................... CC-2 Contracts Approved by Council: MOUs - Memorandas of Understanding....................................................................................... CC-2 Contracts Approved by Council: Title Insurance, Land Records..................................................................................................... CC-2 Contracts: ALL INFRASTRUCTURE OR IMAGED: all contractual obligations (Amendments, Scope of Work) ............................. CC-1 Contracts: ALL NON -INFRASTRUCTURE OR IMAGED: all contractual obligations (Amendments, Scope of Work) ................... CC-2 Controlled Substance Logs, Inventories / Ambulance Inventory Logs................................................................................................ F-1 Copies of Checks - El Segundo Unified School District School.........................................................................................................CS-1 Copies of Deeds: Private Development Projects / Job Files: Permanent Files............................................................ ...................... DS-4 Copiesof Incident Reports — Fire....................................................................................................................................................... F-4 Copies of Resolutions and Ordinances: Planning Project Files - Permanent Entitlements (All) .................................... .................... DS-7 Copies of resolutions, final results; Certificate of Election, Oath of Office: Elections - HISTORICAL .............................. __....,...... CC-4 Copiesor Duplicates of any Record.................................................................................................................................................CW-2 COPs (Certificates of Participations)................................................................................................................................_.........,.. FIN-1 Correction Notices, Compliance Orders, Stop Work Notices: Inspection Construction Notices / Inspection Notices ... ....... ___ ...... DS-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 15 of 62 01995-2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Correction, incident logs, investigations, etc. — Workplace Violence................................................................................................ HR-5 Correspondence - Regulatory Agencies - Wastewater.................................................................................................................. PW-8 Correspondence- Regulatory Agencies........................................................................................................................................PW-2 Correspondence — Routine - Content relates in a SUBSTANTIVE way.......................................................................................CW-2 Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)....................................................... ................. _CW-3 Correspondence — Unsuccessful: Grants............................................................................................................................,.,.......CW-3 Correspondence (Agreements & Contracts).....................................................................................................................................CW-1 Correspondence from the City Legislation..................................................................................................................._.................., CM-4 Correspondence from the City Supporting or Opposing proposed Legislation................................................................................. CM-4 Correspondence with PUC — Utilities Administration....................................................................................................................... CC-8 Correspondence, CEQA / Environmental Determinations and staff notes that provide insight into the project ............ ..................... DS-6 Correspondence, City Council (directly to and from Council Members)......................................................................................__ CM-1 Correspondence, City Manager's.................................................................................................................................................... CM-1 CouncilSubcommittees...................................................................................................................................................................CW-2 Covenants.......................................................................................................................................................................................... DS-2 Covenants: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED.............................................................................. CC-1 CRD (California Civil Rights Department) / Equal Opportunity Employment — Complaints............................................................... HR-2 Credit Card Receipts — GRANT-FUNDED........................................................................................................................................ FIN-2 Credit Card Statements — GRANT-FUNDED.................................................................................................................................... FIN-2 Credit Card Statements — NOT GRANT FUNDED........................................................................................................................... FIN-2 Crime Report No. Log: Case Numbers (Maintained by MIS)................................................................................................,.....,....,.PD-8 Crime Reports — Sealed Juvenile and Ward Cases — Childhood Sexual Assault — After January 1, 2024..................................... PD-5 Crime Reports: Felonies & Misdemeanors - ALL Except Those Specifically Mentioned In the Retention Schedule ............... ...... PD-4 Crime Reports: Homicides / Falsification of Public Records, Kidnapping, Unsolved Child or Elder Abuse, etc . .......... ............. ......PD-4 Crime Reports: Marijuana less than 28.5 grams..............................................................................................................................PD-4 Crime Reports: Misdemeanor Marijuana — Juvenile on School Grounds during School Hours ................................................ PD-4 Crime Reports: Missing Persons Reports (unsolved)........................................................................................................................ PD-4 Crime Reports: Public Assist and other Non -Criminal Police Contact Reports..............................................................................PD-4 Crime Reports: Sealed Cases ("Factual Innocence")................................................................................................,,,.,..............PD-5 Crime Reports: Sealed Cases (e.g. Juveniles) Except those with Childhood Sexual Assault, Child Abuse, etc . ....... ................... PD-5 Crime Reports: Sealed Juveniles and Ward Cases - Childhood Sexual Assault — Before January 1, 2024.................................PD-5 Crime Reports: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) .............. ___ .............. PD-5 CrimeScenes Photos........................................................................................................................................................................PD-7 Crime Statistics / Uniform Crime Reporting (UCR), NIBRS Statistical Reporting: PERIODIC (Monthly, Bi-monthly)........................PDA Crime Statistics / Uniform Crime Reporting (UCR): ANNUAL..........................................................................................................PD-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 16 of 62 ©1995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Criminal & Citations (Administrative, Infraction, or Misdemeanor), Service Requests — Investigation Reports.... ................ _ ............ F-7 Criminal: Citations.............................................................................................................................................................................PD-3 Cross -Connection Backflow Device Inspections and Maintenance: Backflow...................................................... ............. _........... PW-13 CUPA (Certified Unified Program Agencies).............................................................................................................................. F-5 — F-6 CUPA Self -Audit, State Summary Report........................................................................................................................................... F-5 CUPs (Conditional Use Permits): Planning Project Files - Permanent Entitlements (All) ......................................... ......................... DS-7 CUPs: Private Development Projects / Job Files: Administration File...............................................................................................DS-3 CUPs: Private Development Projects / Job Files: Permanent Files....................................................................................................DS-4 Curbs, Sidewalks: Sidewalk Inspections & Repairs....................................................................................................................... PW-12 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (regarding Potable Water) ................................. PW-13 D Daily Crime Report No. Log: Case Numbers (Maintained by MIS)....................................................................................,...............PD-8 DailyDeposits (Detail Backup)............................................................................. .............................. ................ ...........CS-4 DailyEquipment Checks — Recreation.............................................................................................................................................CS-5 Daily Equipment Checks - Transportation Dial -A -Ride .................................................... ........ ........................_,,,.....CS-5 DailyEquipment Checks............................................................................. ....... ...........,., ...,,, ............. ........, ...............,....... F-8 DailyEquipment Checks...................................................................................... .._...... ......,......................,, PW-6 DailyEquipment Checks................................................................................................._ ....,.,...,...,...,. ....... ............................ PW-8 Daily Inspections, CIP - Capital Improvement Projects: Administration File ..... .................. ............................... ,...... ..,._..... PW-1 DailyUpdate: Billing Registers............................................................................. ......... ....................... .......... ....,..... FIN-5 Daily Vehicle & Equipment Safety Checks / DMV Reports / Daily Work Reports / Vehicle Inspections ........................................... PW-8 Daily Vehicle Inspections — Recreation............................................................................................................................................CS-5 Daily Vehicle Inspections - Transportation Dial-A-Ride........................................................................ ............................... ...... ..,..CS-5 DailyVehicle Inspections......................................................................................................................................,.....,...,.................CS-3 DailyVehicle Inspections.................................................................................................................................................................PW-6 Daily Vehicle Inspections / Daily Equipment Checks........................................................................................... .............................. F-8 Daily Work Reports / Vehicle Inspections / Daily Equipment Checks.............................................................................................. PW-8 Damageto City Property.................................................................................................................................................................. RM-1 Data / Layers - GIS (both City-wide and Specialized)..................................................................................,...,,......................... __CW-3 Database, Building Permit................................................................................................................................................................DS-1 Database, Business License...........................................................................................................................................................,. FIN-3 Database, Financial Services.......................................................................................................................................................... FIN-1 Database, Fire RMS Incident............................................................................................................... ................,... F-4 Database, Fleet Management............................................................................................................................................,.,............ PW-5 Database, GIS / Data / Layers (both City-wide and Specialized)........................................................ .................................. ..........CW-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 17 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Database, Recreation........................................................................................................................ Database, Recruitment (NeoGov)..................................................................................................... Database, SCADA (Supervisory Control and Data Acquisition)....................................................... Database, Tree Maintenance (West Coast Arborist)........................................................................ Database, Utility Billing..................................................................................................................... Databases, Adults Shared Gang: Gang Registrants........................................................................ Databases, Juveniles Shared Gang: Gang Registrants.................................................................... DE542 (California Report of Independent Contractors)..................................................................... DE-6, DE-5, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans) DealersRecord of Sale..................................................................................................................... Debt Official Statements / Certificates of Participations (COPs)....................................................... Decommissions or Abandonments, Well.......................................................................................... Dedications: Private Development Projects / Job Files: Permanent Files ......................................... Deduction Authorizations, Garnishments, etc. - Payroll Benefit Files ................................................ Deeds: Property owned by City (property acquisition files).............................................................. Deferrals, etc. — Water Billing........................................................................................................... DeletionForm - DMV........................................................................................................................ Delinquency & Impending Discontinuation: Water Billing................................................................. DepartmentFiles................................................................................................................................ Department of Fair Employment & Housing (DFEH or EEOC) Claims ............................................. Department of Justice Validation Lists.............................................................................................. Department Safety Committee Minutes............................................................................................ Design & Construction Standards...................................................................................................... Design Review - Planning Project Files - Permanent Entitlements (All) ............................................ Designated Employees — FPPC 700 Series Forms (Statement of Economic Interests) ................... Destruction Lists / Retention Schedule: Records Management........................................................ Details / Plans / Construction Drawings — Standard......................................................................... Detention or Arrest: Officer Recordings — Body -Worn Cameras — that ARE evidence .................... Development / Private Development................................................................................................. Development: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED ........................... Deviations from Code Requirements................................................................................................ DFEH or EEOC Claims California Civil Rights Department(CRD).................................................... DHS: Environmental Agencies / Regulatory Agencies — Water Distribution ..................................... Dial -A -Ride Applications................................................................................................................... Dial -A -Ride Monthly Reports — Transit............................................................................................. Retention Schedule Index — El Segundo - FY 24-25 Update 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number ............................................. CS-4 ............................................ HR-4 .......................................... PW-14 _................. PW-11 ..................a..,,..,.............. FIN-5 ........................................ PD-6 ................... PD-6 ............................................ FIN-2 .......................................... FIN-3 ............................................. PD-3 _.............................. FIN-1 ........ PW-15 ..................................... DS-4 ........................................... FIN-3 ..................................... CC-3 ............... FIN-6 ................ HR-1 ....................................... FIN-6 ......................................... CM-1 ........... HR-2 ............................................. PD-5 .......................................... F-3 ................................. PW-2 ............ DS-7 ............ CC-5 ............................................ CC-7 ............... PW-3 .................................... PD-6 .............................. DS-3 — DS-4 .......................................... CC-1 _....................... DS-2 ......................................:...... HR-2 ................. ,,,... ..,... .......... PW-13 .......................... .................... CS-5 _................................. CS-5 Page 18 of 62 Page Number Dial -A -Ride Vehicle & Equipment History Files................................................................................................................................CS-5 Dial -A -Ride Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks / CHP Inspections ........................ ........ CS-5 DifficultParticipants..........................................................................................................................................................................CS-4 Dig Alerts — City — Water Distribution........................................................................................................................................ _ PW-14 DigAlerts — City.............................................................................................................................................................................. PW-3 Digital Recordings & Reports (all lines) — CCTV Collection Line...........................................................................................n,....... PW-8 Digital Recordings (all lines) — CCTV Collection Line..................................................................................................................... PW-2 DirectorHearings / Adjustments.......................................................................................................................................................DS-6 Disability or Worker's Compensation Claims / Employee or Volunteer Accident Reports................................................................ HR-5 Disabled Tax Exemptions — Utility Users......................................................................................................................................... FIN-6 DisasterPreparedness Manuals, etc.................................................................................................................................................. F-3 Disaster Recovery Computer Backups - Police.................................................................................................................................PD-8 Disaster Recovery Computer Backups......................................................................................................................................... ITSD-1 Disaster Service Worker Certification, Roster, etc.: Citizen's Emergency Response Training ............................................... ___ ...... F-3 Discharge Monitoring Reports, Waste............................................................................................................................................. PW-9 Discontinuations of Residential Service Report: Water Billing......................................................................................................... FIN-6 Disinfectant Residuals: Lab Reports & Chains of Custody: Chemical............................................................................................ PW-14 Disinfection and Cleaning — Reservoirs......................................................................................................................................... PW-15 Disinfection Byproduct Precursors: Lab Reports & Chains of Custody: Chemical........................................................................ PW-14 Disinfection Byproducts: Lab Reports & Chains of Custody: Chemical.......................................................................................... PW-14 Disposal: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED................................................................... _. CC-2 Disruptive Patrons / Patron Complaints / Incident Reports...............................................................................................................CS-1 Distribution, Municipal Code............................................................................................................................................................ CC-6 Districts / Sewer Districts / Maintenance Districts - FORMATION, BOUNDARIES, ENGINEERS REPORTS ................................ PW-1 DiveVideos — Reservoirs............................................................................................................................................................... PW-15 Diversity, Equity and Inclusion Committee Agendas, Agenda Packets......................................................................................... CM-1 Diversity, Equity and Inclusion Committee Minutes........................................................................................................................ CM-2 DMV- Addition, Deletion Form............................................................................................................................................_......... HR-1 DMV Reports / Daily Work Reports / Vehicle Inspections / Daily Equipment Checks..................................................................... PW-8 DMV-Pull Notices, Waivers for Pull Notices..................................................................................................................................... HR-2 Dog Parks, Parking, Traffic Calming: Petitions................................................................................................................................ CC-7 DOJValidation Lists......................................................................................................................................................................_....PD-5 DOTProgram................................................................................................................................................................................... PW-6 DOT Testing / Drug Testing Program - Eligible Pool Lists, Drug & Alcohol Test Results, Training, BIT Inspections, etc ................ HR-2 DR Reports / Crime Reports — Sealed Juvenile and Ward Cases — Childhood Sexual Assault — After January 1, 2024 ......_..... PD-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 19 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Drafts & Notes: Drafts that are revised (retain final version).............................................................................................................CW-3 Drainage, Private Development Projects / Job Files: Permanent Files.............................................................................................DS-4 Drawings - Fire Alarm Plans and Sprinkler Plans - Copies.................................................................................................................. F-6 Drawings.......................................................................................................................................................................................... PW-2 Drawings ("As-Builts") and CAD drawings of buildings — Fire.............................................................................................................. F-7 Drawings, Construction / Details / Plans - Standard......................................................................................................................... PW-3 Drone (Unmanned Aerial Vehicle) Recordings: Officer Recordings...........................................................................................—...PD-7 Drug & Alcohol Test Results, Training, BIT Inspections, etc. - Drug Testing Program / DOT Testing ............................................. HR-2 Drug Registrants (maintained in RMS) — Narcotic Registrants.........................................................................................................PD-5 Drug Testing Program / DOT Testing - Eligible Pool Lists, Drug & Alcohol Test Results, Training, BIT Inspections, etc................. HR-2 Duplicatesof any Record..................................................................................................................................................................CW-2 DVD-r / CD-r / Blue Ray-R or other unalterable media IMMUTABLE CLOUD BACKUP............................................................... ITSD-1 E EarningsRegister............................................................................................................................................................................. FIN-3 Easements........................................................................................................................................................................................ CC-4 Easements........................................................................................................................................................................................ PW-2 Easements: Private Development Projects / Job Files: Permanent Files..........................................................................................DS-4 Economic Development Advisory Commission Agendas, Agenda Packets.............................................................................-- CM-2 Economic Development Advisory Commission Minutes................................................................................................................. CM-2 EDD Reports - Equal Opportunity Employment - EEOC Reports (EEO-4 Reports): EDD Reports ................................................. HR-2 Education, Public (when produced internally) — Fire............................................................................................................................ F-7 EEOC Claims California Civil Rights Department (CRD)................................................................................................................. HR-2 EEOC Reports (EEO-4 Reports): EDD Reports............................................................................................................................... HR-2 EIRs - Environmental Determinations: Environmental Impact Reports — Inside City Boundaries....................................................DS-6 EIRs - Environmental Determinations: Environmental Impact Reports — Outside City Boundaries ............................................. —DS-6 EIRs - Environmental Determinations: Environmental Impact Reports — Correspondence, staff notes............................................DS-6 EjectionLetters, - Sports...................................................................................................................................................................CS-4 El Segundo Unified School District - School Libraries Management Invoices, Backups and Copies of Checks..............................CS-1 ElderAbuse - Unsolved: Crime Reports........................................................................................................................................—. PD-4 Elected Officials (Successful Candidates) — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) ................ CC-3 Election File — Working or Administration (Correspondence to candidates or FPPC)..................................................................... CC-4 Elections - Assessment District Ballots, Prop. 218 proceedings...................................................................................................... CC-5 Elections- Ballots - After Election...............................................................................................................................................-- CC-5 Elections- Ballots - After Recount.................................................................................................................................................... CC-5 Elections - Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK ..._ CC-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 20 of 62 01995-2016 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Elections - Campaign Reports (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate -controlled) ................. CC-3 Elections - Candidate Statements (to be printed in the sample ballot)............................................................................................ CC-4 Elections- Certificates of Election................................................................................................................................................... CC-4 Elections - Challenged & Assisted Voters List................................................................................................................................. CC-5 Elections— Consolidated................................................................................................................................................... _ CC-3 — CC-5 Elections - HISTORICAL (Sample ballot, copies of resolutions, final results; Certificate of Election, Oath of Office) ...................... CC-4 Elections - Inspector Receipts for Ballots......................................................................................................................................... CC-5 Elections - Nomination Papers: SUCCESSFUL CANDIDATES...................................................................................................... CC-4 Elections - Nomination Papers: UNSUCCESSFUL CANDIDATES.................................................................................................. CC-4 Elections — Petitions (Initiative, Recall or Referendum) — IF INSUFFICIENT.................................................................................. CC-4 Elections — Petitions (Initiative, Recall or Referendum) — IF SUFFICIENT...................................................................................... CC-4 Elections- Precinct Maps................................................................................................................................................__............ CC-4 Elections - Precinct Officer Appointments........................................................................................................................................ CC-5 Elections- Roster of Voters............................................................................................................................................................. CC-5 Elections— Stand Alone........................................................................................................................................................ CC-5 — CC-8 Elections- Tally Sheets................................................................................................................................................................... CC-5 Elections - Vote -by -Mail Applications / Absentee Applications, Roster of Absentee Applications.................................................... CC-5 Elections - Vote -by -Mail Identification Envelopes / Absentee Identification Envelopes .................................................... _............ CC-5 Elections- Voter Index Original....................................................................................................................................................... CC-5 Elections -Voter Index Copies used as the Voting Record at Polling Places................................................................................... CC-5 Electric: Franchise Agreements - Unsuccessful bids.................................................................................................................... CC-6 Electronic Patient Care Report Database: Patient Care Reports / PCRs / Paramedic Release Forms: ADULTS ............................. F-1 Electronic Patient Care Report Database: Patient Care Reports / PCRs / Paramedic Release Forms: JUVENILES ......................... F-2 Elements and Amendments, General...............................................................................................................................................DS-6 ElevatorPermits............................................................................................................................................................................... PW-7 Eligible Lists: Recruitment Files - Full-time Employees..................................................................................................................... HR-4 Eligible Pool Lists, Drug & Alcohol Test Results, Training, BIT Inspections, etc. - Drug Testing Program / DOT Testing .............. HR-2 e-mail: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way) ......................................................... __ ............ CW-2 email: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way)...........................................................................CW-2 e-mail: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ............................................... _ .............. CW-3 email: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)................................................... ............. CW-3 EmergencyMedical Services...................................................................................................................................................... F-1 — F-2 Emergency Plans / Disaster Preparedness Manuals, etc................................................................................................................... F-3 Emergency Response Plan / Risk & Resiliency Assessment.......................................................................................................... PW-3 Employeeclassifications Studies..................................................................................................................................................... HR-1 Retention Schedule Index — Ell Segundo - FY 24-25 Update Page 21 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written consent Page Number Employee Committees Internal - Attended by employees: All Records.......................................................................................CW-2 EmployeeFiles — All Personnel Files............................................................................................................................................... HR-3 Employee or Volunteer Accident Reports / Worker's Compensation or Disability Claims............................................................... HR-5 Employees / City Operations / Holding Cell — Video Recordings.......................................................................................................PD-8 Employees, Contractors, Volunteers, Interns - LiveScan Fingerprint Clearance Forms................................................................... HR-3 Employees, Volunteers & Reservists — Background Files................................................................................................................. PD-2 Employment Verification, Child Support, etc. (From lenders or other outside companies).............................................................. HR-4 EMS / Emergency Medical Services........................................................................................................................................... F-1 — F-2 EMS / Paramedic Training Records / Continuing Education............................................................................................................... F-1 EMSComplaints................................................................................................................................................................................. F-1 EMS Transportation (Paramedic Release Forms): ADULTS Includes a-PCR Report Database....................................................... F-1 EMS Transportation (Paramedic Release Forms): JUVENILES Includes a-PCR Report Database .................................................. F-2 Encroachment Permits - Permanent Encroachments................................................................................................................... PW-2 Encroachments / Revocable Lease Agreements or Licenses.......................................................................................................... CC-7 Encroachments, Private Development Projects / Job Files: Permanent Files.................................................................................. DS-4 Enforcement Actions (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies)..................................................... F-5 Enforcement Files (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies)......................................................... F-5 EnforcementLetters, Solid Waste.................................................................................................................................................. PW-12 Engineering— Private Development................................................................................................................................................ PW-4 Engineering— Traffic & Transportation................................................................................................................................ PW-4 — PW-5 Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) ................................ PW-2 Engineering Studies / Surveys (City Built Projects)......................................................................................................................... PW-2 Engineering.......................................................................................................................................................................... PW-1 — PW-4 Engineers Reports — Assessment Districts / Sewer Districts / Maintenance Districts / Landscape & Lighting ................................. PW-1 Enterprise System Catalogue (posted on line)............................................................................................................................. ITSD-1 Entitlements, Temporary (Christmas Tree Lots, Ambient Sound, Banners).....................................................................................DS-8 Environmental Agencies / Regulatory Agencies (EPA, DHS, etc.) — Water Distribution................................................................. PW-13 Environmental Committee - AGENDAS, AGENDA PACKETS..................................................................................................... PW-11 Environmental Committee - MINUTES, BYLAWS......................................................................................................................... PW-11 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. — Inside City Boundaries ....... DS-6 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) - Outside City Boundaries ...DS-6 Environmental Determinations: Correspondence and staff notes that provide insight into the project..............................................DS-6 Environmental Determinations: Correspondence and staff notes that provide insight into the project..............................................DS-6 Environmental Determinations: Planning Project Files - Permanent Entitlements (All).....................................................................DS-7 Environmental Impact Reports (EIRs) — Correspondence and staff notes that provide insight into the project................................DS-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 22 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Environmental Impact Reports (EIRs), Negative Declarations, etc.) — Inside City Boundaries ........................................ - .............. DS-6 Environmental Impact Reports (EIRs), Negative Declarations, etc.) — Outside City Boundaries.....................................................DS-6 Environmental Programs / Conservation Programs: Beach Cleanups, etc.................................................................................... PW-11 Environmental Safety — CUPA (Certified Unified Program Agencies)........................................................................................ F-5 — F-6 EnvironmentalWork Plan.............................................................................................................................................................. PW-11 Environmental: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED........................................................................ CC-1 EOC Activations / Cal OES Strike Team Reimbursements................................................................................................................ F-3 EPA: Environmental Agencies / Regulatory Agencies — Water Distribution.................................................................................. PW-13 e-PCR Database: Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): ADULTS ................................. F-1 e-PCR Database: Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): JUVENILES ............................ F-2 Equal Opportunity Employment - Complaints / Department of Fair Employment & Housing (DFEH or EEOC) Claims .................. HR-2 Equal Opportunity Employment - EEOC Reports (EEO-4 Reports): EDD Reports......................................................... —............. HR-2 Equipment (LARGE) Records & Testing — Fire................................................................................................................................... F-8 Equipment Applications, Books, Alcoholic Beverage Applications....................................................................................3..............CS-3 EquipmentChecks.........................................................................................................................................................--................ F-8 EquipmentChecks........................................................................................................................................................................... PW-6 EquipmentChecks............................................................................................................................................................—............ PW-8 Equipment History Files - Transportation Dial -A -Ride Vehicle..........................................................................................................CS-5 Equipment Maintenance & Fleet / General Services........................................................................................................... PW-5 — PW-7 Equipment Safety Checks / DMV Reports / Daily Work Reports / Vehicle Inspections / Daily Equipment Checks ......................... PW-8 Equity, Diversity and Inclusion Committee Agendas, Agenda Packets......................................................................................... CM-1 Equity, Diversity and Inclusion Committee Minutes........................................................................................................................ CM-2 EthicsTraining — ALL COURSE RECORDS....................................................................................................................................CW-6 EthicsTraining Certificates............................................................................................................................................................... CC-5 Evaluation, correction, incident logs, investigations, etc. — Workplace Violence.............................................................................. HR-5 Evaluations (Program Feedback or Evaluations)..............................................................................................................................CS-4 EventPermits....................................................................................................................................................................._..............CW-6 Evidence Sheets (Property cards and records)................................................................................................................................PD-5 Evidence Sheets: Found Property Lawfully disposed (under $10,000)...........................................................................................PD-6 Evidence Sheets: Found Property Lawfully disposed (over $10,000)..............................................................................................PD-6 Exemptions from Mandatory Trash Services................................................................................................................................. PW-11 Expenditure. Financial Reports Finance Reports created from Database....................................................................................... FIN-2 ExpiredBuilding Plans......................................................................................................................................................................DS-1 Extensionof Time for Permit or Plans...............................................................................................................................................DS-2 External Organizations — Boards, Commissions & Committees.......................................................................................................CW-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 23 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number F FAA Financial Information / Grant Funding - Residential Sound Insulation.......................................................................................DS-9 Facility Use Permits and Equipment Applications, Books, Alcoholic Beverage Applications............................................................CS-3 Factual Innocence (Sealed Cases): Crime Reports..........................................................................................................................PD-5 Falsification of Public Records: Crime Reports.................................................................................................................................PD-4 Fats, Oil & Grease (FOG) / Hot Spots............................................................................................................................................. PW-9 FederalTax Deposits, Adjustments, etc.......................................................................................................................................... FIN-3 Federal: State Controller's Report, Street Report, etc..................................................................................................................... FIN-2 Fee & Charge / Liability Waiver Forms / Release of Liability Forms / Permissions / Sign -in Sheets................................................CS-3 Feedback, Program or Evaluations — Surveys / Evaluations................................................................................................... ......... CS-4 Felonies & Misdemeanors — ALL Except Those Specifically Mentioned In the Retention Schedule: Crime Reports .......................PD-4 FEMAClaims / OES Claims (SUCCESSFUL).................................................................................................................................CW-4 FEMA Reimbursements / EOC Activations / Cal OES Strike Team Reimbursements....................................................................... F-3 FEMA Reports / FEMA Reimbursements / EOC Activations / Cal OES Strike Team Reimbursements ............................................. F-3 Field Interview Cards (may include photos)......................................................................................................................................PD-3 Field Training: Personnel Training File - Fire....................................................................................................................................... F-8 Files, Department.............................................................................................................................................................................. CM-1 Files, Personnel (Full-time and Part-time)........................................................................................................................................CW-4 Film Permits, Special Event Permits (assembly permits, candle permits, tent permits, fire hydrant use, open flame, etc.) ............... F-7 FinalBudgets................................................................................................................................................................................... FIN-1 Final Inspection Reports: Building Permits / Building Address Files — Permanent Documents.........................................................DS-1 Final Maps — Private Development Engineering.............................................................................................................................. PW-4 Final results; Certificate of Election, Oath of Office: Elections - HISTORICAL................................................................................. CC-4 Finance/ Accounts Payable............................................................................................................................................................ FIN-2 Finance/ Business Services............................................................................................................................................... FIN-2 — FIN-3 Finance/ Management........................................................................................................................................................ FIN-1 — FIN-2 Finance/ Payroll...........................................................................................................................................................:..... FIN-3 — DIN-4 Financial Reports / Finance Reports created from Database / Registers - Balance Sheet, etc ....................................................... FIN-2 Financial Reports: Annual State or Federal: State Controller's Report, Street Report, etc............................................................ FIN-2 Financial Reports: Year-end General Ledger................................................................................................................................. FIN-2 FinancialServices Database........................................................................................................................................................... FIN-1 Fingerprint Clearance Forms - for Employees, Contractors, Volunteers, Interns............................................................................. HR-3 Fire/ Emergency Medical Services............................................................................................................................................ F-1 — F-2 Fire / Environmental Safety — CUPA (Certified Unified Program Agencies)............................................................................... F-5 — F-6 FireAdministration...................................................................................................................................................................... F-2 — F-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 24 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number FireAlarm Billing................................................................................................................................................................................. F-3 Fire Capital Crimes & Suspected Capital Crimes (Arson, etc.) — Investigation Reports...................................................................... F-7 Fire Citations / Notice of Violations..................................................................................................................................................... F-6 Fire Code Permits / Film Permits, Special Event Permits (assembly permits, candle permits, tent permits, fire hydrant use ............ F-7 Fire Construction Documents (Final, Approved by the Fire Department Only) - Plans........................................................................ F-7 Fire Criminal & Citations (Administrative, Infraction, or Misdemeanor), Service Requests — Investigation Reports ............................ F-7 Fire Department Background Files (Successful Applicants)............................................................................................................ HR-3 Fire Flow Test Applications and Witness to Test........................................................................................................................... PW-13 Fire Hydrant Use: Fire Code Permits / Film Permits, Special Event Permits...................................................................................... F-7 FireIncident Reports........................................................................................................................................................................... F-4 FireMarshal / Fire Prevention..................................................................................................................................................... F-6 — F-7 FirePrevention............................................................................................................................................................................ F-6 — F-7 FireRMS Incident Database............................................................................................................................................................... F-4 Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) - Plans ......................................... F-7 Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) - Plans .................. F-7 Fire: Insurance Policies & Certificates (City -owned - NOT liability insurance)................................................................................. RM-1 Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, etc..... FIN-1 Fit Tests for Breathing Apparatus — Fire.............................................................................................................................................. F-4 Five Year Consolidated Action Plan and the related Action Plans / PHA Plans............................................................................... DS-4 FleetManagement Database........................................................................................................................................................... PW-5 Fleet..................................................................................................................................................................................... PW-5 — PW-7 Flood: Insurance Policies & Certificates (City -owned - NOT liability insurance).............................................................................. RM-1 FlowMeasurements......................................................................................................................................................................... PW-9 Flow Monitoring, Voltage Readings, Permits — Lift Station............................................................................................................... PW-9 Flushing / Turning Sheets / Valve Exercises / Valve Activations — Hydrants................................................................................. PW-13 Flushing, Disinfection and Cleaning — Reservoirs......................................................................................................................... PW-15 FOG(Fats, Oil & Grease) / Hot Spots............................................................................................................................................. PW-9 Form 501: Campaign Disclosure Statements - SUCCESSFUL CANDIDATES (Elected Officials) ................................................. CC-3 Form 501: Campaign Disclosure Statements - UNSUCCESSFUL CANDIDATES.......................................................................... CC-3 Form 501: Campaign Disclosure Statements - UNSUCCESSFUL CANDIDATES, CANDIDATES, ELECTRONICALLY FILED.. CC-3 Formal Bids: Specification / RFP and Responses, Unsuccessful Bids and Proposals, etc............................................................. CC-2 Formation, Boundaries, Engineers Reports — Assessment Districts / Sewer Districts / Maintenance Districts ............................... PW-1 FPPC 400 Series Forms & Form 501: UNSUCCESSFUL CANDIDATES..................................................................................... CC-3 FPPC 400 Series Forms & Form 501: UNSUCCESSFUL CANDIDATES, CANDIDATES, ELECTRONICALLY FILED .............. CC-3 FPPC 400 Series Forms & Form 501: SUCCESSFUL CANDIDATES (Elected Officials).............................................................. CC-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 25 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number FPPC 400 Series Forms: Elections — Campaign Reports THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK ... CC-4 FPPC 400 Series Forms: OTHER COMMITTEES (PACS - not candidate -controlled): Elections — Campaign Reports .................. CC-3 FPPC 700 Series Forms (Statement of Economic Interests) DESIGNATED EMPLOYEES........................................................... CC-5 FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected) .................................. CC-6 FPPC Form 801 (Gift to Agency Report)......................................................................................................................................... CC-6 FPPC Form 802 (Tickets Provided by Agency Report)................................................................................................................... CC-6 FPPC Form 803 (Behested Payment Report)................................................................................................................................. CC-6 FPPC Form 806 (Agency Report of Public Official Appointments).................................................................................................. CC-6 Franchise Agreements - Unsuccessful bids (e.g. Cable TV, Electric, Gas, etc.).......................................................................... CC-6 Franchises: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED..................................................................... CC-2 Full-time Employees Recruitment..................................................................................................................................................... HR-4 G Gang Registrants: Adults & Juveniles...............................................................................................................................................PD-6 Gang Registrants: Adults Shared Gang Databases......................................................................................................................PD-6 Gang Registrants: Juveniles Shared Gang Databases.................................................................................................................... PD-6 Garnishments, etc. - Payroll Benefit Files......................................................................................................................................... FIN-3 Gas: Franchise Agreements - Unsuccessful bids......................................................................................................................... CC-6 General File Correspondence — ROUTINE (Content relates in a SUBSTANTIVE way)................................................................CW-2 GeneralPlan Working Papers..........................................................................................................................................................DS-6 General Plan, Elements and Amendments.......................................................................................................................................DS-6 General Services / Equipment Maintenance & Fleet........................................................................................................... PW-5 — PW-7 GeneralServices / Government Buildings........................................................................................................................... PW-7 — PW-8 GeneralServices / Stormwater........................................................................................................................................................ PW-8 GeneralServices / Wastewater......................................................................................................................................... PW-8 — PW-10 GeneralWorking Papers...................................................................................................................................................................DS-6 Generator Operation Logs / Inspections — General Services / Equipment Maintenance & Fleet ..................................................... PW-6 Generators — AQMD Permits — General Services / Equipment Maintenance & Fleet...................................................................... PW-5 Geological Reports: Building Permits / Building Address Files — Permanent Documents.................................................................DS-1 Geotechnical / Geological Reports: Building Permits / Building Address Files — Permanent Documents ......................................... DS-1 Geotechnicaland Soils Reports....................................................................................................................................................... PW-2 Giftto Agency Report FPPC Form 801............................................................................................................................................ CC-6 Giftsto Library ...................................................................................................................................................................................CS-1 GIS Database / Data / Layers (both City-wide and Specialized)......................................................................................................CW-3 Golf Course Subcommittee - AGENDAS, AGENDA PACKETS..................................................................................................... FIN-1 GolfCourse Subcommittee - MINUTES, BYLAWS......................................................................................................................... FIN-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 26 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Government Access Channel / Cable TV Programming.................................................................................................................. CM-4 GovernmentBuildings.......................................................................................................................................................... PW-7 — PW-8 Grade Separation: Where City is NOT the Lead Agency - Capital Improvement Projects (CIP)..................................................... PW-1 GradingPermits & Plans.................................................................................................................................................................. PW-2 Grading Permits, CIP - Capital Improvement Projects: Permanent File........................................................................................ PW-1 Grading Permits: Building Permits / Building Address Files — Permanent Documents......................................................................DS-1 GraffitiRemoval / Weed Abatement.............................................................................................................................................. PW-12 Grant Funding - FAA Financial Information - Residential Sound Insulation.......................................................................................DS-9 Grant -Funded Vendor File / Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements ......................... FIN-2 Grants / CDBG / Reimbursable Claims / Subventions / FEMA Claims / OES Claims (SUCCESSFUL)...........................................CW-4 Grants: (UNSUCCESSFUL Applications, Correspondence)............................................................................................................CW-3 Grants: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED........................................................................... CC-2 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), etc. SUCCESSFUL Reports .........CS-1 Grievances (Escalated from Human Resources)...............................................................................................................................CA-1 Grievances........................................................................................................................................................................................ HR-2 Guns: Dealers Record of Sale..........................................................................................................................................................PD-3 H Hallways, etc. (Public Areas) — Video Recordings.............................................................................................................................PD-9 Harassment Claims - Equal Opportunity Employment — Complaints................................................................................................ HR-2 HarassmentPrevention Training..................................................................................................................................................... HR-4 Haulers, Trash Company, Solid Waste Vendor Permits and Applications..................................................................................... PW-11 Hazard identification, evaluation, correction, incident logs, investigations, etc. — Workplace Violence ............................................ HR-5 Hazardous Materials Disclosures / Business Emergency Plans......................................................................................................... F-5 Hazardous Materials Enforcement Actions (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) ................... F-5 Hazardous Materials Manifests — Government Buildings................................................................................................................. PW-7 HazardousMaterials Manifests — Solid Waste............................................................................................................................... PW-11 Hazardous Materials Manifests - State Reports (Government Buildings)......................................................................................... PW-7 Hazardous Materials Manifests - State Reports (Solid Waste)....................................................................................................... PW-11 Hazardous Materials Notifications / Hazardous Waste Treatment Notifications................................................................................. F-5 Hazardous Materials Plans, CIP - Capital Improvement Projects: Permanent File....................................................................... PW-1 Hazardous Materials Responses — Environmental Safety................................................................................................................... F-6 Hazardous Materials Responses — Fire Prevention............................................................................................................................. F-6 Hazardous Waste Enforcement Actions (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) ....................... F-5 Health Insurance Portability and Accountability Act (HIPPA) Policies and Procedures...................................................................... F-1 Hearings/ Adjustments — Planning Director.....................................................................................................................................DS-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 27 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)...................................................................... F-1 Historic Actions Binders / Project Log Index / Access Database......................................................................................................DS-8 Historical Elections (Sample ballot, copies of resolutions, final results; Certificate of Election, Oath of Office) .............................. CC-4 Historical Records of Significant Historical Value — Library ..............................................................................................................CS-1 HistoricalRecords............................................................................................................................................................................. CC-6 Historical Treasurers Records (samples of old Leather-bound books)..............................................................................................CT-1 HistoricalValue — Zoning Maps........................................................................................................................................................ DS-9 Historically Significant City Publications issued............................................................................................................................... CC-7 Historically Significant Reports and Studies.....................................................................................................................................CW-5 Historyof Mayors and City Council.................................................................................................................................................. CC-3 HoldingCell — Video Recordings.......................................................................................................................................................PD-8 Home Repair, Low -Mod, CalHome, CDBG & HOME: Housing Programs - NO RECAPTURE / RESALE RESTRICTIONS ...........DS-5 Home Repair, Low -Mod, CalHome, CDBG & HOME: Housing Programs - WITH Recapture or Resale Restrictions ...................DS-4 HOME: Housing Programs - NO RECAPTURE / RESALE RESTRICTIONS...................................................................................DS-5 HOME: Housing Programs - WITH Recapture or Resale Restrictions...........................................................................................DS-4 Homeless Services: Supportive Housing, Outreach, Rapid Re -housing, Continuing Care Grants, etc . ........................................... PD-1 Homicides: Crime Reports................................................................................................................................................................PD-4 Hose: Apparatus & Equipment (LARGE) Records & Testing — Fire.................................................................................................... F-8 HotSpots - FOG (Fats, Oil & Grease)............................................................................................................................................. PW-9 Housing and Senior Housing (Park Vista)............................................................................................................................ DS-4 — DS-5 Housing Programs: All, Home Repair, Low -Mod, CalHome, CDBG & HOME NO RECAPTURE / RESALE RESTRICTIONS ........ DS-5 Housing Programs: All, including Home Repair, Low -Mod, CalHome, CDBG & HOME WITH Recapture or Resale Restrictions DS-4 Housing: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED.......................................................................... CC-2 HUDReports (ALL Reports to HUD)................................................................................................................................................DS-5 HumanResources................................................................................................................................................................ HR-1 — HR-5 Hydrant Inspections / Flushing / Turning Sheets / Valve Exercises / Valve Activations................................................................ PW-13 Hydrant Meters, Temporary - Rentals (Pools, Construction)......................................................................................................... 1 PW-14 I-9s................................................................................................................................................................................................... HR-2 ICMA: Insurance Policies & Certificates (City-owned)..................................................................................................................... RM-1 Imaged or Infrastructure — Agreements & Contracts: all contractual obligations (Amendments, Scope of Work) ........................... CC-1 Imaged or Non -infrastructure — Agreements & Contracts: all contractual obligations (Amendments, Scope of Work) ................... CC-2 Immutable Cloud Backup / (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media ...................................................... ITSDA Impending Discontinuation (initial, Final): Water Billing................................................................................................................... FIN-6 Incident logs, investigations, etc. — Workplace Violence.................................................................................................................. HR-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 28 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Incident Reports / Disruptive Patrons / Patron Complaints...............................................................................................................CS-1 IncidentReports from Employees.................................................................................................................................................... HR-5 Incident, Injury Reports: PUBLIC....................................................................................................................................................CW-1 Incidents, Swimming Pool.................................................................................................................................................................CS-5 Incidents: Station Log Books (kept at Fire Stations)........................................................................................................................... F-8 Inclusion, Diversity and Equity Committee Agendas, Agenda Packets......................................................................................... CM-1 Inclusion, Diversity and Equity Committee Minutes........................................................................................................................ CM-2 Income Verifications: Senior Housing / Park Vista Apartments........................................................................................................DS-5 IncorporationCity Logo, City Seal................................................................................................................................................... CC-3 Industrial Pre -Treatment Annual Quarterly...................................................................................................................................... PW-3 Industrial, Commercial, Multi -Family Dwellings: Building Plans and Construction Documents - Finalled........................................DS-2 Informal Bids & Quotes from Vendors (Quotes may be submitted by the Department)................................................................... FIN-4 Information / Education, Public (when produced internally) — Fire....................................................................................................... F-7 Information Technology Services Department.............................................................................................................................. ITSD-1 InformationTechnology, Police............................................................................................................................................. PD-8 - PD-9 Infraction: Fire Criminal & Citations, Service Requests — Investigation Reports................................................................................. F-7 Infrastructure or Imaged — Agreements & Contracts: all contractual obligations (Amendments, Scope of Work) ........................... CC-1 In -House Task Forces: Committees Internal - Attended by employees: All Records...................................................................CW-2 Initiative Petitions: Elections — IF INSUFFICIENT........................................................................................................................... CC-4 Initiative Petitions: Elections — IF SUFFICIENT............................................................................................................................... CC-4 InjuryReports from Employees....................................................................................................................................................... HR-5 InjuryReports: PUBLIC...................................................................................................................................................................CW-1 Inspection Construction Notices / Inspection Notices (Correction Notices, Compliance Orders, Stop Work Notices) ......................DS-2 Inspection Notices (Correction Notices, Compliance Orders, Stop Work Notices)............................................................. ............... DS-2 Inspection Reports, Final: Building Permits / Building Address Files — Permanent Documents ......................................... ............... DS-1 Inspection Reports, Maintenance Records — Reservoirs............................................................................................................... PW-15 Inspection Reports, Special: Building Permits / Building Address Files — Permanent Documents ........................................ ............ DS-1 Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings (all lines) — CCTV Collection Line ............................. PW-2 Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings & Reports (all lines) — CCTV Collection Line... ........... PW-8 Inspections & Citations, OSHA - Log 200 and Log 300, 301, 301A, etc........................................................................................... RM-2 Inspections & Repairs, Sidewalks: Bicycle Ways, Curbs, Sidewalks, etc...................................................................................... PW-12 Inspections (Contractor's work in Right-of-Way)............................................................................................................................. PW-12 Inspections/ Daily Equipment Checks............................................................................................................................................. PW-8 Inspections / Maintenance — Playground....................................................................................................................................... PW-10 Inspections Generator Logs — General Services / Equipment Maintenance & Fleet........................................................................ PW-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 29 of 62 ©1995-2016 Gladwell Governmental Services, Inc- (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Inspections, Business (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) ................................................... F-5 Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring — Lift Station ................. PW-9 Inspections, Video / Video Tapes or Digital Recordings & Reports (all lines) — CCTV Collection Line ........................................... PW-8 Inspections: Annual Fire Inspections / Business Inspection Files / Annual Inspections, Life & Safety Inspections ............................ F-6 Inspections: Citations and Complaints (All are misdemeanors)........................................................................................................CA-1 Inspector Receipts for Ballots: Elections.......................................................................................................................................... CC-5 InstallationMedia.......................................................................................................................................................................... ITSD-1 Instant Messaging: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)............................................CW-3 Insurance Certificates (Normally filed with Agreement)................................................................................................................... CC-2 Insurance Certificates, CIP - Capital Improvement Projects: Administration File......................................................................... PW-1 Insurance Certificates: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED ................................................... CC-2 Insurance Policies & Certificates (City -owned - NOT liability insurance): Fire, Flood, etc............................................................... RM-1 Insurance Policies & Certificates (City -owned): ICMA, Self-insurance & Liability (General & Public), Workers Compensation ..... RM-1 InsuranceRatings — Fire...................................................................................................................................................................... F-4 IntelligenceReports..........................................................................................................................................................................PD-3 Inter -Library Loan Records - Reports to the State Library (for reimbursement)................................................................................CS-1 Internal Investigations / Support Services............................................................................................................................. PD-1 — PD-2 Internal Investigations: Sustained WITH Sustained Finding of Misconduct as defined in PC §832.7........................................PD-1 Internal Investigations: Sustained WITHOUT Sustained Finding of Misconduct as defined in PC §832.7..................................PD-1 InternetUser Statistics......................................................................................................................................................................CS-2 Interns - LiveScan Fingerprint Clearance Forms.............................................................................................................................. HR-3 Interview Notes — Recruitment for Boards and Commissions, Advisory Boards............................................................................. CM-3 Interviews, Video...............................................................................................................................................................................PD-8 Investigation Reports — Fire Capital Crimes & Suspected Capital Crimes (Arson, etc.)............................................................... F-7 Investigation Reports — Fire Criminal & Citations (Administrative, Infraction, or Misdemeanor), Service Requests ................ F-7 Investigations(ALL).............................................................................................................................................................. PD-2 — PD-3 Investigations, etc. — Workplace Violence........................................................................................................................................ HR-5 Investigations, Internal: Sustained WITH Sustained Finding of Misconduct as defined in PC §832.7.......................................PD-1 Investigations, Internal: Sustained WITHOUT Sustained Finding of Misconduct as defined in PC §832.7.................................PD-1 Investment Account Statements, Pars Statements, Bank Reconciliations, etc............................................................................... FIN-1 InvestmentCommittee Agenda Packets.........................................................................................................................................CT-1 Investment Committee Minutes & Bylaws.......................................................................................................................................CT-1 Investments / Certificates of Deposit (CDs) / Advisor Reports and Statements / Trade Tickets / LAIF............................................ CT-1 Invitations: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).........................................................CW-3 Invoices (Management), Backups and Copies of Checks - El Segundo Unified School District School...........................................CS-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 30 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Invoicesand Backup — GRANT-FUNDED........................................................................................................................................FIN-2 Invoices and Backup / Credit Card Statements — NOT GRANT FUNDED....................................................................................... FIN-2 IRS 5500 Forms (Employee Benefit Plans).....................................................................................................................................FIN-3 ISOInsurance Ratings — Fire............................................................................................................................................................... F-4 J Job Brochures: Recruitment Files - Full-time Employees................................................................................................................. HR-4 JobDescriptions.............................................................................................................................................................................. HR-1 Job Files / Private Development Projects: Administration File...........................................................................................................DS-3 Job Files / Private Development Projects: Permanent Files........................................................................................................__.DS-4 JointPower Authorities — Fire.............................................................................................................................................................. F-4 Joint Powers: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED........................................................................... CC-1 Journal Entries / Back Up Documents / Budget Adjustments..........................................................................................................FIN-1 Juvenile on School Grounds during School Hours: Crime Reports — Misdemeanor Marijuana ................................................ ...... _PD-4 JuvenilesClaims.............................................................................................................................................................................. RM-1 Juveniles Shared Gang Databases: Gang Registrants....................................................................................................................PD-6 K Kidnapping: Crime Reports...............................................................................................................................................................PD-4 L Lab Data / Sampling Data (by address) (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) ........................ F-6 Lab Reports & Chains of Custody: Chemical (includes Chlorine Residuals, Disinfectant Residuals, Disinfection Byproducts).. ... PW-14 Lab Test Reports: Building Permits / Building Address Files — Permanent Documents.................................................................... DS-1 Ladder: Apparatus & Equipment (LARGE) Records & Testing — Fire................................................................................................. F-8 LAFCO Annexations / Boundaries / Consolidations.........................................................................................................................DS-5 LAIF Local Agency Investment Fund ..CT-1 Land Records - Agreements & Contracts Approved by Council....................................................................................................... CC-2 LandUse Studies / Plans / Reports..................................................................................................................................................DS-6 Landscape & Lighting / Street Improvement Districts - FORMATION, BOUNDARIES, ENGINEERS REPORTS .......................... PW-1 Large -Format Drawings................................................................................................................................................................... PW-2 Lawsuit / Litigation Files / Court Case Files......................................................................................................................................CA-2 Layers- GIS (both City-wide and Specialized)................................................................................................................................CW-3 Lease Agreements or Licenses - Revocable / Encroachments........................................................................................................ CC-7 Leases: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED........................................................................... CC-2 LegalCase Files...............................................................................................................................................................................CA-2 Legal Services: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED............................................................... CC-2 Legislation (Correspondence from the City Supporting or Opposing proposed Legislation)........................................................... CM-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 31 of 62 01995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Letters, Renewals — Business License............................................................................................................................................ FIN-3 Letters: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way).............................................................. ___ .... CW 2 LiabilityClaims................................................................................................................................................................................. RM-1 Liability Waiver Forms / Release of Liability Forms / Permissions / Sign -in Sheets.........................................................................CS-3 Liability: Insurance Policies & Certificates (City-owned).................................................................................................................. R -1 Library Board of Trustees Agendas, Agenda Packets...................................................................................................................CS-2 Library Board of Trustees Minutes...................................................................................................................................................CS-2 LibraryCard Applications...........................................................................................................................................................,,_.....CS-2 Library Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), etc. SUCCESS FUL......,....CS-1 Library Management System / Database..........................................................................................................................................CS-2 Library Services and Construction (LSCA): Grants — SUCCESSFUL Reports.................................................................................CS-1 Library Services and Technology (LSTA): Grants — SUCCESSFUL Reports............................................................................_......CS-1 Library................................................................................................................................................................................... CS-1 -- CS-3 Licenses, Business License.............................................................................................................................................................FI [-3 Licenses, Revocable Lease / Encroachments........................................................................................................................._.,..... CC- Liens & Releases: Code Enforcement / Abatement Case Files........................................................................................................DS-3 Life & Safety Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) ....................................... F-6 Life & Safety Inspections Billing ... F-3 LifeguardCertifications.....................................................................................................................................................................CS-3 Lift Station - Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring,........-,....... PW-9 LightDuty Reports — Police...............................................................................................................................................................PD-1 List of Projects (Historical Excel File) - Residential Sound Insulation............................................................................................,,..DS-9 LitigationFiles / Legal Case Files.....................................................................................................................................................CA-2 LiveScan Fingerprint Clearance Forms - for Employees, Contractors, Volunteers, Interns.............................................................. HR-3 LLA's (Lot Line Adjustments), & LSA's (Lot Split Agreements): Agreements & Contracts Approved by Council ............................ CC-2 Loan Records, Inter -Library Reports to the State Libra for reimbursement .CS-1 LoansFunded — Real Estate Appraisal Reports......................................................................................................................._..,.,.CW-5 Loans not funded, etc. — Real Estate Appraisal Reports.................................................................................................................CW-5 Loans: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED............................................................................ CC-2 Lobbies, Hallways, etc. (Public Areas) — Video Recordings.............................................................................................................. PD-9 LocalAgency Investment Fund, LAIF...............................................................................................................................................CT-1 Lockout- Blockout / Lockout-Tagout...............................................................................................................................................PW-14 Lockout-Tagout......................................................................................................................................................................s........ PW-14 Log - Daily Crime Report No.: Case Numbers (Maintained by MIS).................................................................................................PD-8 Log 200 and Log 300, 301, 301A, etc. — OSHA Inspections & Citations.......................................................................................... RM-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 32 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Log Books, Station (Incidents — kept at Fire Stations)......................................................................................................................... F-8 Log Index — Planning Projects / Access Database / Binders of Historic Actions..............................................................................DS-8 Logs.................................................................................................................................................................................................. CC-7 Logs, Charts, Flow Monitoring, Voltage Readings, Permits — Lift Station......................................................................................... PW-9 Logs, Inventories — Controlled Substance / Ambulance Inventory Logs........................................................................._,................... F-1 Logs: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).................................................................CW-3 Lost / Stolen Weapons, Serialized, if no activity from date of report and CLETS purge ........................................... Lot Line Adjustments - Planning Project Files - Permanent Entitlements (All)..................................................................................DS-7 Lot Line Adjustments (LLA's), & LSA's (Lot Split Agreements): Agreements & Contracts Approved by Council ............................ CC-2 Lot Line Adjustments: Private Development Projects / Job Files: Administration File ......................................... ....... ......... .............. DS-3 Lot Line Adjustments: Private Development Projects / Job Files: Permanent Files ............................................. ................ .............. DS-4 Lot Split Agreements (LSA's): Agreements & Contracts Approved by Council......................................................,,...,,...,................ CC-2 Low Income Tax Exemptions — Utility Users.................................................................................................... _...... ... FIN-6 Low -Mod, CalHome, CDBG & HOME: Housing Programs - NO RECAPTURE / RESALE RESTRICTIONS...................................DS-5 Low -Mod, CalHome, CDBG & HOME: Housing Programs - WITH Recapture or Resale Restrictions..........................................DS-4 LSA's (Lot Split Agreements): Agreements & Contracts Approved by Council..................................................................-.,,..,....... CC-2 LSCA (Library Services and Construction): Grants — SUCCESSFUL Reports.................................................................................CS-1 LSTA (Library Services and Technology): Grants — SUCCESSFUL Reports...................................................................................CS-1 M Maddy Act List (Board and Commission Vacancies)....................................................................................................................... CM-2 Mailing Lists: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ........................... .......................... CW-3 Maintenance- Playground......................................................................................................................................._ .................. PW-10 Maintenance& Fleet, Equipment........................................................................................................................................ PW-5 — PW-7 Maintenance Districts / Landscape & Lighting - FORMATION, BOUNDARIES, ENGINEERS REPORTS........a............................ PW-1 MaintenanceRecords — Reservoirs............................................................................................................................................... PW-15 Maintenance, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring — Lift Station ..................................... PW-9 ManagementAudit Letters............................................................................................................................................................... FIN-1 Management Invoices, Backups and Copies of Checks - El Segundo Unified School District School ................ .... ......................... CS-1 ManagementPlan............................................................................................................................................................................. DS-5 Management Reports / Measure "A" / Single Audits ............ FIN-1 ManagementSystem / Database......................................................................................................................................................CS-2 Management........................................................................................................................................................................FIN-1 — FIN-2 Manifests- State Reports (Solid Waste)......................................................................................................................................... PW-11 Manuals, Newsletters & Reports: Reference Materials - OTHER Department.................................................................................CW-5 Manuals, Newsletters & Reports: Reference Materials - OUTSIDE ORGANIZATIONS .................................... ___ ..... ................ CW-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 33 of 62 01995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Manuals, Newsletters & Reports: Reference Materials - YOUR Department...................................................................................CW-5 Maps - Private Development Engineering......................................................................................................................--............ PW-4 Maps................................................................................................................................................................................................ PW-2 Maps & Plans: Planning Project Files - Permanent Entitlements (All)...............................................................................................DS-7 Marijuana (less than 28.5 grams): Crime Reports............................................................................................................ —.............PD-4 Marijuana (Misdemeanor) — Juvenile on School Grounds during School Hours: Crime Reports ............................... ....................... PD-4 Marijuana Citations or Reports (less than 28.5 grams)...............................................................................................a3-..................PD-3 Massage Technicians & Parlors, Peddlers, Taxi — Background Checks for Business Licenses ................................. ....................PD-2 MasterMailing - List Prop 218......................................................................................................................................................... FIN-5 Master of Candidate's Packet: Working or Administration Election File (Correspondence to candidates or FPPC) ..................... CC-4 Master Plans — Transportation - Engineering — Traffic & Transportation.......................................................................................... PW-4 Master Plans, Specific Plans, Bikeway Plans, etc............................................................................................................................DS-7 Material Safety Data Sheets (MSDS) / Chemical Use Report Form................................................................................-- ............CW-6 Materials and Outlines: Training - Harassment Prevention and Violence in the Workplace............................................................ HR-4 Materials and Outlines; includes Ethics & Safety & Tailgates: Training — ALL COURSE RECORDS .............................. ............... CW-6 Materials Manifests — Solid Waste.................................................................................................................................................. PW-11 Materials Responses — Fire Prevention............................................................................................................................................... F-6 Materials Testing Reports, CIP - Capital Improvement Projects: Permanent File......................................................................... PW-1 Measure"A" / Single Audits.............................................................................................................................................................. FIN-1 Measurements, Flow........................................................................................................................................................................ PW-9 Mediaand Communications................................................................................................................................................ CM-3 — CM-4 Media, Unalterable (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable IMMUTABLE CLOUD BACKUP ..........,-- ......... ITSD-1 MedicalFile (all employees)............................................................................................................................................................ HR-3 Meeting Minutes, CIP - Capital Improvement Projects: Administration File................................................................................. PW-1 MeetingMinutes, Staff - Fire............................................................................................................................................................... F-5 Meeting Room Registrations: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)........,, --.............CW-3 Memoranda of Understanding (MOUs) / Mutual Aid Agreements / Joint Power Authorities — Fire ...................................................... F-4 Memorandas of Understanding (MOUs) — Agreements & Contracts Approved by Council.............................................................. CC-2 Memorandums: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way) .......................................... ................. CW-2 MemoryTrees / Memory Benches................................................................................................................................................. PW-10 Meter Change Cards / Replacement Cards................................................................................................................................... PW-14 MetropolitanInformation................................................................................................................................................................ PW-14 Minutes - Arts & Culture Advisory Committee...................................................................................................................................CS-1 Minutes - Community Cable Advisory Council...............................................................................................................--............. CM-3 Minutes - Diversity, Equity and Inclusion Committee......................................................................................................_................. CM-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 34 of 62 01995-2016 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Minutes- Environmental Committee.............................................................................................................................................. PW-11 Minutes- Library Board of Trustees........................................................................................................................................ ...,,...CS-2 Minutes- Planning Commission.......................................................................................................................................................DS-7 Minutes, Bylaws - Boards, Commissions, & Committees: ......................................................................................... ___ ................. CW- 1 Minutes, Golf Course Subcommittee................................................................................................................................................ FIN-1 Minutes, Investment Committee....................................................................................................................................,....................CT-1 Minutes, Recreation & Parks Commission........................................................................................................................................CS-4 Minutes, Safety Committee.............................................................................................................................................................. RM-2 Minutes, Senior Housing Board (Park Vista)....................................................................................................................................DS-5 Minutes, Traffic Commission............................................................................................................................................................ PW-5 Minutes: City Council...............................................................................................................................................................,..,... CC-6 Minutes: Economic Development Advisory Commission................................................................................................................. CM-2 Miscellaneous Planning Research Projects (by property address).................................................................................... .............DS-7 Miscellaneous Reports: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way) ........................ ....................... CW-2 Misdemeanor Marijuana — Juvenile on School Grounds during School Hours: Crime Reports ................................... .........,,,,,.,_ ..... PD-4 Misdemeanor Traffic, Parking, or Criminal: Citations.........................................................................................................................PD-3 Misdemeanor: Fire Criminal & Citations, Service Requests — Investigation Reports ................................................ ......a_..,, .... ,........ F-7 Misdemeanors - ALL Except Those Specifically Mentioned In the Retention Schedule: Crime Reports ........................ .................. PD-4 Missing Persons Reports: Crime Reports (unsolved).......................................................................................................................PD-4 Misuseof Public Funds: Crime Reports............................................................................................................................................PD-4 Mitigations - All Information Entered in CMMS Database - Stormwater.................................................................................,.,... PW-8 Mitigations (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) .................... _............ .......... F-6 Mobile Audio/Video Recordings that are not evidence: Officer Recordings.....................................................................................PD-7 Modification Approvals / Deviations from Code Requirements.........................................................................................................DS-2 Monitoring and Reporting - NPDES - Stormwater.......................................................................................................-.,.................. PW-3 Monthly Reports — Transit / Transportation Dial-A-Ride............................................................................................................a... CS-5 MotorLogs....................................................................................................................................................................................... PW-9 MOUs - Memorandas of Understanding: Agreements & Contracts Approved by Council............................................................... CC-2 MOUs (Memoranda of Understanding) / Mutual Aid Agreements / Joint Power Authorities — Fire ...................................................... F-4 MOUs: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................................... CC-1 MSDS (Material Safety Data Sheets) / Chemical Use Report Form.................................................................................................CW-6 MugShots.........................................................................................................................................................................................PD-7 Multi -Family Dwellings, Places of Public Accommodation: Building Plans and Construction Documents - Finalled ... ___ ....... ...... DS-2 Municipal Code Administration, Distribution, etc...................................................................................................... ____ ............ CC-6 MunicipalCode Supplement Books......................................................................................................................................__....... CC-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 35 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Mutual Aid Agreements / Joint Power Authorities — Fire......................................................................................................... N NarcoticRegistrants............................................................................................................................................................... Negative Declarations - Correspondence and staff notes that provide insight into the project ............................................... Negative Declarations — Inside City Boundaries................................................................................................................... Negative Declarations — Outside City Boundaries................................................................................................................ Neglect, Sexual: Crime Reports: Crime Reports................................................................................................................... Negotiation Binders / Notes, Side Letters, Correspondence, etc........................................................................................... NeighborhoodTraining.......................................................................................................................................................... NeoGovRecruitment Database........................................................................................................................................... NEPA: Correspondence and staff notes that provide insight into the project or the agency's CEQA compliance ................. Network Configuration Maps & Plans................................................................................................................................... New Construction, Chemical Inventory Reporting................................................................................................................ Newsletters & Reports: Reference Materials - OTHER Department..................................................................................... Newsletters & Reports: Reference Materials - OUTSIDE ORGANIZATIONS....................................................................... Newsletters & Reports: Reference Materials - YOUR Department........................................................................................ NewspaperClippings............................................................................................................................................................. Newsrack Permits - Engineering — Traffic & Transportation.................................................................................................. NIBRS Statistical Reporting: PERIODIC (Monthly, Bi-monthly)............................................................................................ NoiseDocuments, Airport ..................................................................................................................................................... Nomination Papers: Elections - SUCCESSFUL CANDIDATES........................................................................................... Nomination Papers: Elections UNSUCCESSFUL CANDIDATES......................................................................................... Non -Infrastructure or Imaged — Agreements & Contracts: all contractual obligations (Amendments, Scope of Work) ........ Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final): Water Billing ............ Nonviolent Crimes (Victim of Human Trafficking): Crime Reports......................................................................................... Not Grant Funded Vendor File / Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements ........ Not Sustained and Officer Involved Shootings WITHOUT Sustained Finding of Misconduct as defined in PC §832.7 . NotaryPublic......................................................................................................................................................................... Notes, CEQA / Environmental Determinations and staff notes that provide insight into the project ...................................... Notes, Recordings — Video Conference: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) Notes: Drafts that are revised (retain final version)................................................................................................................ Notice of Completion, CIP - Capital Improvement Projects: Permanent File...................................................................... Notice of Payment Delinquency & Impending Discontinuation (Initial, Final): Water Billing ................................................. Notice of Violation (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) ........................................... Noticeof Violations / Fire Citations........................................................................................................................................ ......I.. F-4 ..... PD-5 .... DS-6 .... DS-6 ...... DS-6 ........... P D-4 .......... HR-3 ..... F-3 ,.._.. HR-4 .......... DS-6 ... ITSD-1 ........ F-5 ....... ,... CW-5 ......,....CW-5 ..... ..... CW-5 ...... CW-4 ....... PW-4 ....... PD-1 ...... DS-9 .,.,...,... CC-4 .......... CC-4 ........... CC-2 ...,....... FIN-6 ........ I... PD-5 ........... FIN-2 .....PD-1 ....,... CC-3 ..a......... DS-6 .......... CW-3 _....,... CW-3 .......... PW-1 .... FIN-6 ....... F-5 .............. F-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 36 of 62 01995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Notices, Public — Potable Water (Tier 1, 2 or 3)............................................................................................................................. PW-14 Notices: Public Hearing Notices and Proofs of Publications.........................................................................................................._CW-4 Notifications / Hazardous Waste Treatment Notifications................................................................................................................... F-5 NPDES/ Permits - Stormwater......................................................................................................................................................... PW-2 NPDES Reporting and Monitoring - Stormwater................................................................................................................................ PW-3 NSF Checks / Adjustments to Customer accounts: Water Billing.................................................................................................... FIN-6 NSFChecks......................................................................................................................................................................................FIN-5 O O & M Manuals — General Services / Equipment Maintenance & Fleet........................................................................................... PW-6 O& M Manuals — Government Buildings.......................................................................................................................................... PW-7 O& M Manuals — Park Maintenance.............................................................................................................................................. PW-10 O& M Manuals - Wastewater............................................................................................................................................................ PW-9 O& M Manuals — Water Distribution............................................................................................................................................... PW-14 OASDI.............................................................................................................................................................................................. FIN-3 Oath of Office: Elections - HISTORICAL.......................................................................................................................................... CC-4 Oaths of Office: City Council and Volunteers.................................................................................................................................... CC-7 Odor / Taste / Visual Complaints (regarding Potable Water) - Customer Concerns / Customer Complaints ................................ PW-13 OESClaims (SUCCESSFUL)..........................................................................................................................................................CW-4 Offers of Dedication: Processed resented to Council .. CC-7 OfficerInvolved Shootings: Crime Reports.......................................................................................................................................PD-4 Officer Involved Shootings: Officer Recordings — Body -Worn Cameras — that ARE evidence........................................................ PD-6 Officer Recordings: Body -Worn Cameras — LOGS of Access or Deletion of Data....................................................................... PD-6 Officer Recordings: Body -Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints ....PD-6 Officer Recordings: Body -Worn Cameras - that are NOT evidence................................................................................................PD-6 Officer Recordings: Drone (Unmanned Aerial Vehicle) Recordings.................................................................................................PD-7 Officer Recordings: Mobile Audio/Video Recordings that are not evidence.....................................................................................PD-7 OilDisposal...................................................................................................................................................................................... PW-6 Open Flame: Fire Code Permits / Film Permits, Special Event Permits............................................................................................. F-7 Operations & Maintenance Manuals / O & M Manuals — General Services / Equipment Maintenance & Fleet ............................... PW-6 Operations & Maintenance Manuals / O & M Manuals — Government Buildings..........................................................................._ PW-7 Operations & Maintenance Manuals / O & M Manuals — Park Maintenance................................................................................... PW-10 Operations & Maintenance Manuals / O & M Manuals - Wastewater............................................................................................... PW-9 Operations & Maintenance Manuals / O & M Manuals — Water Distribution.................................................................................. PW-14 Operations/ Suppression.................................................................................................................................................................... F-8 Ordinances....................................................................................................................................................................................... CC-7 Retention Schedule Index — El Segundo - FY 24-25 Update Page 37 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Ordinances, Copies: Planning Project Files - Permanent Entitlements (All).......................................................................................DS-7 Organic Waste Collection and Recycling....................................................................................................................................... PW-11 Organics— Water Analysis & Sampling......................................................................................................................................... PW-14 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, etc............................................................................................. RM-2 Outdoor Events: Temporary Use Permits / Special Use Permits / Temporary Entitlements ............................. ............................._... DS-8 Outlines and Materials: Training - Harassment Prevention and Violence in the Workplace............................................................ HR-4 Outlines and Materials; includes Ethics & Safety & Tailgates: Training — ALL COURSE RECORDS ................. ............................ CW-6 Outreach / Community Referrals / Correspondence....................................................................................... ......CS-3 Outside Firm Collections, Property Tax, Sales Tax, Utility Tax - Receipts....................................................... ...............,....... _.,...... CT-1 P Painting: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED......................................................................... CC-2 Paramedic Billing: Accounts Receivable, Cash Receipts.............................................................................. ......... ...................FIN-2 Paramedic Release Forms (EMS transportation): ADULTS Includes a-PCR Report Database........................................................ F-1 Paramedic Release Forms (EMS transportation): JUVENILES Includes a-PCR Report Database ............................................ ...... F-2 Paramedic Training Records / Continuing Education......................................................................................................................... F-1 Parcel Maps - Planning Project Files - Permanent Entitlements (All)............................................................... .................. ............. ..DS-7 Parcel Maps — Private Development Engineering........................................................................................................................... PW Park Improvements: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................ CC-1 ParkMaintenance............................................................................................................................................................ PW--10 — PW 11 ParkVista - AGENDAS, AGENDA PACKETS.................................................................................................................................DS-6 ParkVista - MINUTES, BYLAWS................................................................................................................................................,.....DS-b Park Vista Apartments (Property Management / Tenant Records, Income Verifications, etc. are Contracted) . ............................... DS-6 ParkVista............................................................................................................................................................................... DS-4 — DS-6 ParkingPermits - Residential................................................................................................................................._,.....,..........,.....,. PW 4 Parking, or Criminal: Citations..........................................................................................................................................................PD-3 Parking, Traffic Calming: Petitions................................................................................................................................................... CC-7 Pars Statements, Bank Reconciliations, etc.................................................................................................................................... FIN-1 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): ADULTS Includes a-PCR Report Database ......... F-1 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation): JUVENILES Includes a-PCR Report Database... F-2 PatronApplications for Library Cards...............................................................................................................................................CS-2 Patron Complaints / Incident Reports / Disruptive Patrons................................................................................................................CS-1 Paving: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED........................................................................... CC-2 PawnSlips / Secondhand.................................................................................................................................................................PD-7 Payment Delinquency & Impending Discontinuation: Water Billing.................................................................................................F11-6 Payment Delinquency Notice & Impending Discontinuation (Initial, Final): Water Billing................................................................FIN-6 Retention Schedule Index — El Segundo - FY 24-25 Update Page 38 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. — Water Billing.............................................................. FIN-6 PaymentStubs (mailed) / Utility Receipts........................................................................................................................................ FIN-5 Payroll Check Registers / Earnings Register.............................................................................................................._ _.................FIN-3 Payroll Employee Files: Benefit Deduction Authorizations, Garnishments, etc................................................................................ FIN-3 PayrollProcessing File..................................................................................................................................................................... FIN-3 Payroll Processing Report / Payroll Registers / Payroll Check Registers / Earnings Register........................................................ FIN-3 Payroll Registers / Payroll Check Registers / Earnings Register......................................................................................................FIN-3 PayrollTax Returns.......................................................................................................................................................__............. FIN-3 Payroll................................................................................................................................................................................. FIN-3 — DIN-4 PCRs / Paramedic Release Forms (EMS transportation): ADULTS Includes a-PCR Database........................................................ F-1 PCRs / Paramedic Release Forms (EMS transportation): JUVENILES Includes a-PCR Database .................................................. F-2 Peace Officer Standards and Training (POST Commission) — Report to the State Commission...................................................... PD-2 Peddlers, Taxi — Background Checks for Business Licenses...........................................................................................................PD-2 Permanent Entitlements (All) — Planning Project Files..................................................................................................................... DS-7 Permanent File: Capital Improvement Projects (CIP)................................................................................................._.................... PW-1 Permanent Files: Private Development Projects / Job Files.............................................................................................................DS-4 Permissions/ Sign -in Sheets............................................................................................................................................................CS-3 Permissions to Receive Copies of Plans (to and from architects)....................................................................................................DS-3 PermitDatabase, Building................................................................................................................................................................DS-1 Permits— Lift Station........................................................................................................................................................__............. PW-9 Permits & Attachments: Building Permits / Building Address Files — Permanent Documents...........................................................DS-1 Permits& Plans, Grading................................................................................................................................................................. PW-2 Permits(Special Event)....................................................................................................................................................................CW-6 Permits/ NPDES - Stormwater........................................................................................................................................................ PW-2 Permits, AQMD (Generators, etc.) — General Services / Equipment Maintenance & Fleet ........................................... ___ ............. PW-5 Permits, Building / Building Address Files — Permanent Documents.................................................................................................DS-1 Permits, Concealed Weapon — Civilians / Retirees.....................................................................................................___...............PD-1 Permits, Elevator..........................................................................................................................................................a..,............... PW-7 Permits, Encroachment - Permanent Encroachments.................................................................................................................. PW-2 Permits, Facility Use and Equipment Applications, Books, Alcoholic Beverage Applications .................................... ....................... CS-3 Permits, Fire Code / Film Permits, Special Event Permits................................................................................................................. F-7 Permits, Haulers, Trash Company, Solid Waste Vendor................................................................................................................ PW-11 Permits, Newsrack - Engineering — Traffic & Transportation............................................................................................................. PW-4 Permits, Pressure Vessel (Air Compressors, Propane, etc.) — General Services / Equipment Maintenance & Fleet ..................... PW-6 Permits, Residential Parking............................................................................................................................................................ PW-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 39 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Permits, Special Event......................................................................................................................................................................CS-4 Permits, Taxi (Backgrounds).............................................................................................................................................................PD-8 Permits, Temporary Use / Special Use Permits / Temporary Entitlements (Christmas Tree Lots, Ambient Sound, Banners)....._.DS-8 PERS / FICA & Medicare Adjustments........................................................................................................................................_.,. FIN-3 PERS Report - Retirement Reports (CaIPERS).............................................................................................................................. FIN-4 PersonnelFiles - All Employees..................................................................................................................................................... HR-3 Personnel Files - Fire Department Background Files (Successful Applicants)......................................................................... HR-3 Personnel Files - Medical File (all employees)................................................................................................................................ HR-3 PersonnelFiles (Full-time and Part-time).........................................................................................................................................CW-4 Personnel Supervisory Files (Supervisor's Notes).........................................................................................................................CW-4 Personnel Training File - Tests, Bulletins, Certificates, Field Training, etc. — Fire............................................................................... F-8 PersonnelWork Schedules..............................................................................................................................................................CW-4 PesticideApplication / Use............................................................................................................................................................ PW-10 Petitions (initiative, Recall or Referendum): Elections — IF INSUFFICIENT.................................................................................... CC-4 Petitions (Initiative, Recall or Referendum): Elections — IF SUFFICIENT........................................................................................ CC-4 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.)........................................................... CC-7 PHAPlans.........................................................................................................................................................................................DS-4 Photographs...................................................................................................................................................................................... CW-5 Photos(Public Relations)................................................................................................................................................................. CM-3 Photos, CIP - Capital Improvement Projects: Permanent File....................................................................................................... PW-1 Photos, Private Development Projects / Job Files: Administration File.............................................................................................DS-3 Photos: Crime Scenes....................................................................................................................................................................... PD-7 Photos: Mug Shots............................................................................................................................................................................PD-7 Photos: Request Forms....................................................................................................................................................................PD-7 PinkSlips......................................................................................................................................................................................... CC-8 Places of Public Accommodation, Tenant Improvements: Building Plans and Construction Documents - Finalled ................. ........ DS-2 Plan Check Review / Plan Review / Extension of Time for Permit or Plans.................................................................................,...DS-2 PlanChecks / Conditions of Approval - Fire....................................................................................................................................... F-7 Plan Review / Extension of Time for Permit or Plans.......................................................................................................................DS-2 Plan, Elements and Amendments, General......................................................................................................................................DS-6 PlanningCommission - AGENDA PACKETS...................................................................................................................................DS-7 PlanningCommission — MINUTES, BYLAWS.................................................................................................................................DS-7 Planning Commission Members: FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS .................... CC-6 Planning Commission Resolutions..................................................................................................................................................DS-7 Planning Project Files - Permanent Entitlements (All)...................................................................................................................,...DS-7 Retention Schedule Index — El Segundo - FY 24-25 Update Page 40 of 62 01995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Planning Research Projects (by property address)........................................................................................................................DS-7 Planning................................................................................................................................................................................ DS-5 — DS-9 Plans- Private Development Engineering....................................................................................................................................... PW-4 Plans................................................................................................................................................................................................ PW-2 Plans & Maps: Planning Project Files - Permanent Entitlements (All)...............................................................................................DS-7 Plans / Details / Construction Drawings - Standard......................................................................................................................... PW-3 Plans/ Reports — Land Use............................................................................................................................................................... DS-6 Plans, Building - Expired................................................................................................................................................................... DS-1 Plans, Building — Withdrawn.............................................................................................................................................................DS-1 Plans, CIP - Capital Improvement Projects: Permanent File......................................................................................................... PW-1 Plans, Fire Alarm and Sprinkler Plans (large format drawings) - Copies............................................................................................. F-6 Plans, Grading................................................................................................................................................................................. PW-2 Plans, Master Plans, Specific Plans, Bikeway Plans, etc................................................................................................................. DS-7 Plans, Pre-Fire..................................................................................................................................................................................... F-8 Plans: Fire Sprinkler, Fire Safety Plans / Fire Construction Documents (Final, Approved by the Fire Department Only) .................. F-7 Playground Inspections / Playground Maintenance....................................................................................................................... PW-10 PLF (Public Library Foundation): Grants — SUCCESSFUL Reports.................................................................................................CS-1 Police Administration / Chief / Internal Investigations / Support Services............................................................................. PD-1 — PD-2 Police Disaster Recovery Computer Backups...................................................................................................................................PD-8 PoliceInformation Technology.............................................................................................................................................. PD-8 - PD-9 Policies & Certificates, Insurance (City -owned - NOT liability insurance): Fire, Flood, etc.............................................................. RM-1 Policies & Certificates, Insurance (City -owned): ICMA, Self-insurance & Liability (General & Public), Workers Compensation .... RM-1 Policies and Procedures, HIPPA (Health Insurance Portability and Accountability Act)..................................................................... F-1 Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - YOUR Department..............................CW-5 Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - OTHER Department............................CW-5 Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - OUTSIDE ORGANIZATIONS .............CW-5 Policy on Discontinuation of Residential Service for Nonpayment: Water Billing............................................................................ FIN-6 PoolChemical Readings & Additions...............................................................................................................................................CS-4 PoolChemical Readings & Additions.............................................................................................................................................. PW-7 PoolIncidents...................................................................................................................................................................................CS-5 POST Commission (Peace Officer Standards and Training) - Report to the State Commission.......................................................PD-2 POST Data, Files and Printouts (Training Courses).........................................................................................................................PD-2 Potable Water (Tier 1, 2 or 3) — Public Notices.............................................................................................................................. PW-14 PowerPointPresentations................................................................................................................................................................ CM-3 PrecinctMaps.................................................................................................................................................................................. CC-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 41 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Precinct Officer Appointments - Elections......................................................................................................................................... CC-5 Pre -Fire Plans — Fire............................................................................................................................................................................ F-8 Preliminary Application Form (required for a housing development project that includes residential units) ............ ____ .... _............ DS-8 Preliminary Drafts: Correspondence (Content NOT Substantive)..................................................................................................CW-3 Preliminary Review File (No Final Application).................................................................................................................__............DS-8 Preliminary Studies / Project Assessments (Not Acquired or Developed).......................................................... ......... ....,,,.......... PW-2 Presentations/ Speeches................................................................................................................................................................ CM-3 PressReleases................................................................................................................................................................................ CM-4 Press Releases, Photos — Public Relations...................................................................................................................................... CM-3 Press Releases: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way) .............................. ____ ................ CW-2 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) — Equipment Maintenance &Fleet ........................... PW-6 Pretreatment Annual / Quarterly Reports Industrial Pre-Treatment................................................................................................. PW-3 Pre -Trip Inspections — Recreation....................................................................................................................................................CS-5 Pre -Trip Inspections - Transportation Dial-A-Ride............................................................................................................................CS-5 Pre -Trip Inspections / DOT Program / CHIP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections ................................ PW-6 Private Development Projects / Job Files: Administration File...........................................................................................................DS-3 Private Development Projects / Job Files: Permanent Files.............................................................................................................. DS-4 PrivateDevelopment............................................................................................................................................................. DS-3 — DS-4 PrivateDevelopment, Engineering.................................................................................................................................................. PW-4 Private Lab Verifications, Private Development Projects / Job Files: Administration File ..................................... ..,.,.....,._............... DS-3 Privilege Suspension Record (Difficult Participants).........................................................................................................................CS-4 Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - YOUR Department ................ .............. .............. CW-5 Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - OTHER Department ............... a.......... ,_.., ........... CW-5 Procedures, Brochures, Manuals, Newsletters & Reports: Reference Materials - OUTSIDE ORGANIZATIONS ...........................CW-5 Procedures, HIPPA (Health Insurance Portability and Accountability Act).......................................................... ....._,,....................... F-1 Proclamations / Commendations / Certificates / Recognitions (includes requests)......................................................................... CM-2 Production Homes: Building Plans and Construction Documents - Finalled........................................................ ............................. DS-2 Professional Services: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED .................................................... CC-2 Program Feedback or Evaluations — Surveys / Evaluations.............................................................................................................CS-4 ProgramSign Ups (e.g. Summer Reading)......................................................................................................................................CS-2 ProgramWorking Files.................................................................................................................................................................... CM-2 Programsand Projects — Fire............................................................................................................................................................... F-4 Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.)........................................................... ........... ............. DS-8 Progress meetings, CIP - Capital Improvement Projects: Administration File.............................................................................. PW-1 Project/ Program Working Files...................................................................................................................................................... CM-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 42 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Project Administration - Residential Sound Insulation.......................................................................................................................DS-9 Project Administration (Agreements & Contracts)............................................................................................................................CW-1 Project Administration, CIP - Capital Improvement Projects: Administration File ............................ ......................... ....._.............. PW-1 Project Assessments (Not Acquired or Developed).................................................................................._,.........,..,....._.,..,.......... PW-2 Project Log Index / Access Database / Binders of Historic Actions......................................................e...... ...... ,............................... DS-8 Project Schedules (Agreements & Contracts)..................................................................................................................................CW-1 Project Schedules, CIP - Capital Improvement Projects: Administration File .................................. ..................... ........ __........... PW-1 Projectsand Programs - Fire.............................................................................................................................................................. F-4 Proofsof Publications Notices..........................................................................................................................................................CW-4 Prop 218 Notices: Master Mailing List............................................................................................................. ................. FIN-5 Prop218 Notices: Undeliverable Mail................................................................................................................................_.,........... FIN-5 Prop218 proceedings: Elections..................................................................................................................................................... CC-5 Propane: Pressure Vessel Certifications or Permits — Equipment Maintenance & Fleet ........................ ........ .............,,.,.,,..,........... PW-6 Property & Property Restrictions: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED ............................................ CC-1 Property (Purchased), Funded Loans — Real Estate Appraisal Reports .............................................. .........,...__........ ,..................... CW-5 Propertyacquisition files.................................................................................................................................................................. CC-3 Property cards and records — Evidence Sheets.............................................................................................................__ _ ..............PD-5 Property Deeds / Offers of Dedication: Processed (presented to Council)...................................................................................... CC-7 PropertyDisposal / Sale...................................................................................................................................._............................. FIN-4 Property Management: Senior Housing / Park Vista Apartments......................................................................... _...,......,.............DS-5 Property NOT purchased, Loans not funded, etc. — Real Estate Appraisal Reports ......................... ................................. ............. CW-5 Propertyowned by City — Title Reports............................................................................................................................................ CC-8 Property owned by City (property acquisition files)................................................................................................__...................... CC-3 PropertyRecords......................................................................................................................................_ .... _.......... ........ PD-3 — PD-8 PropertySales, Real Estate Surplus..................................................................................................... _....................................... CC-7 Property Tax, Sales Tax, Utility Tax - Receipts............................................................................................................ _................. CT-1 Proposal - Successful CIP - Capital Improvement Projects: Permanent File.....................................9,,..............,,.,..-...,,,.............. PW-1 Proposal, Successful: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED.............................................................. CC-1 Proposal, Successful: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED ....... ,... _....................................... CC-2 Proposals, Unsuccessful - Capital Improvement Projects (CIP): ............................................................... ____............................ PW-1 Proposals, Unsuccessful..............................................................................................................................................__................ CC-2 Public Areas (Streets, Sidewalks, Lobbies, Hallways, etc.) — Video Recordings ................................. ......... _......... ....,..,.................. PD-9 Public Assist and other Non -Criminal Police Contact Reports: Crime Reports .................................... ................................. ............. PD-4 PublicHearing Notices (Mailed)........................................................................................................................................................CW-5 PublicHearing Notices......................................................................................................................................................................CW-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 43 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Public Information / Education (when produced internally) — Fire................................................................................. Public Library Foundation (PLF): Grants — SUCCESSFUL Reports............................................................................ Public Notices — Potable Water (Tier 1, 2 or 3)............................................................................................................ Public Officials (elected & not elected) - FPPC 700 Series Forms (Statement of Economic Interests) ....................... Public Records Requests, Miscellaneous......................................................................................................... _.,.,,,. Public Records Requests: Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way) ....................... Public Relations - City Produced Publications, Press Releases, Photos .............................................. .................... PublicWorks / Engineering.................................................................................................................... Publications (City Produced), Press Releases, Photos — Public Relations.................................................................. Publications issued by the City - Historically Significant.............................................................................................. Pull Notices — DMV, Waivers for Pull Notices............................................................................................................. Pump Testing: Apparatus & Equipment (LARGE) Records & Testing — Fire ........................................ Pumping Station Logs / Sewer Lift Station Logs / Motor Logs, etc............................................................................ Pumpkin Lots: Temporary Use Permits / Special Use Permits / Temporary Entitlements ........................................... Purchase Orders, Requisitions, Quotes, Change Orders..................................................................... ...... Purchasing........................................................................................................................................... „ Q Quarterly Payroll Tax Returns...................................................................................................................................... Quarterly Reports, Pretreatment — Industrial Pre-Treatment....................................................................................... Questionnaires (that the City issues)............................................................................................................................ Questions Recruitment Files - Full-time Emplo ees Page Number F-7 ...................CS-1 ,,,,,,,,,,,,,,,, P�1--14 .................. CC-6 .... CC-7 ........... ....... CW 2 .................. CM'-3 ..... P1#-1 — PW-4 .............. _ CM-3,,,,,,,,,,,,,,,,,, CC-7 .............. HR-2 ................ Fs8 ............. PIt g ................... DS-8 ........... FIW4 ,. FIN-4 y...................................................................................... ....... Quotes from Vendors (Quotes may be submitted by the Department).................................................................................... R Racial and Identity Profiling Act (RIPA) Annual Report ........................................................................................................... Rape: Crime Reports............................................................................................................................................................... Rapid Re -housing, Continuing Care Grants, etc. — Homeless Services.................................................................................. Rating Sheets: Recruitment Files - Full-time Employees............................................................................. Real Estate Appraisal Reports (Acquisition or Sale): Property NOT purchased, Loans not funded, etc...., Real Estate Appraisal Reports (Acquisition or Sale): Purchased Property, Funded Loans ....................... Real Estate Appraisals, CIP - Capital Improvement Projects: Administration File ................................ _ Real Estate Surplus Property Sales............................................................................................................ Recall Petitions: Elections — IF INSUFFICIENT.......................................................................................... Recall Petitions: Elections — IF SUFFICIENT............................................................................................. Receipts (Citations, Outside Firm Collections, Property Tax, Sales Tax, Utility Tax) .................................. Receipts / Daily Deposits (Detail Backup).................................................................................................. Retention Schedule Index — El Segundo - FY 24-25 Update ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FIN-3 PW-3 CW-6 H R-4 FIN-4 ....... PD-8 ...... PD-4 PD-1 H R-4 ,.,,__.CW-5 ....... CW-5 .... PW-1 .,,.... CC-7 ...., CC-4 CC-4 CT-1 Page 44 of 62 Page Number Recognitions (includes requests)..................................................................................................................................................... CM-2 Reconciliations, Bank Statements, Fiscal Agent Statements, etc.................................................................................................... FIN-1 Record Drawings - Private Development Engineering..................................................................................................................... PW-4 RecordDrawings............................................................................................................................................................................. PW-2 Record Drawings ("As-Builts") and CAD drawings of buildings — Fire................................................................................................. F-7 Recordings — Video Conference: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ......................CW-3 Recordings of Telephone Calls - Front Desk and Watch Commander.............................................................................................PD-8 Recordings, Audio or Video of Meetings - Boards, Commissions, & Committees Meetings........................................................... CM-3 Recordings, Audio or Video of Meetings / Audio Tapes — City Council Meetings............................................................................ CM-3 Recordings, Digital & Reports (all lines) — CCTV Collection Line.................................................................................................... PW-8 Recordings, Digital (all lines) — CCTV Collection Line..................................................................................................................... PW-2 Recordings, Officer: Body -Worn Cameras — LOGS of Access or Deletion of Data.......................................................................PD-6 Recordings, Officer: Body -Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints ...PD-6 Recordings, Officer: Body -Worn Cameras - that are NOT evidence...............................................................................................PD-6 Recordings, Officer: Drone (Unmanned Aerial Vehicle) Recordings................................................................................................PD-7 Recordings, Officer: Mobile Audio/Video Recordings that are not evidence....................................................................................PD-7 Recordings, Video - Employees / City Operations / Holding Cell.....................................................................................................PD-8 Recordings, Video - Public Areas (Streets, Sidewalks, Lobbies, Hallways, etc.)............................................................................PD-9 Recordsand Property........................................................................................................................................................... PD-3 — PD-8 Records Management Committee: Committees Internal - Attended by employees: All Records................................................CW-2 Records Management: Destruction Lists / Retention Schedule....................................................................................................... CC-7 RecordsRequests, Miscellaneous................................................................................................................................................... CC-7 Recreation & Parks Commission - AGENDAS, AGENDA PACKETS.............................................................................................CS-4 Recreation & Parks Commission MINUTES, BYLAWS...................................................................................................................CS-4 RecreationDatabase........................................................................................................................................................................CS-4 Recreation............................................................................................................................................................................. CS-3 — CS-6 RecruitmentDatabase (NeoGov)..................................................................................................................................................... HR-4 Recruitment Files - Full-time Employees.......................................................................................................................................... HR-4 Recruitments for Boards and Commissions, Advisory Boards: Applications, Interview Notes ........................................................ CM-3 Recycling - SRRE (Source Reduction and Recycling Element).................................................................................................... PW-11 Redevelopment: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED...................................................................... CC-1 Reference Checks: Recruitment Files - Full-time Employees........................................................................................................... HR-4 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: YOUR Department ............................... CW 5 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: OTHER Department.............................CW-5 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: OUTSIDE ORGANIZATIONS ..............CW-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 45 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Referendum Petitions: Elections — IF INSUFFICIENT..................................................................................................................... CC-4 Referendum Petitions: Elections — IF SUFFICIENT........................................................................................................................ CC-4 Referrals/ Correspondence..............................................................................................................................................................CS-3 Refusal of Medical Treatment of an Industrial Accident................................................................................................................... HR-5 Regional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.) ...........................DS-8 Registers - Finance Reports created from Database / Balance Sheet, Revenue, Expenditure. Trial Balance, etc ......................... FIN-2 Registrants, Gang Registrants: Adults & Juveniles..........................................................................................................................PD-6 Registration / Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Liability Forms / Permissions / Sign -in Sheets ...CS-3 Registrations, Sex Offender............................................................................................................................................................ .PD-8 Regulatory Agencies (EPA, DHS, etc.) — Water Distribution..........................................................................................................PW-13 Regulatory Agencies Correspondence - Wastewater....................................................................................................................... PW-8 Regulatory Agencies Correspondence............................................................................................................................................ PW-2 Reimbursable Claims / Subventions / FEMA Claims / OES Claims (SUCCESSFUL).....................................................................CW-4 ReleaseForms (Photos of Children, etc.).........................................................................................................................................CS-2 Release of Liability Forms / Permissions / Sign -in Sheets................................................................................................................CS-3 Releases & Liens: Code Enforcement / Abatement Case Files........................................................................................................ DS-3 Releases, Press............................................................................................................................................................................... CM-4 Remedial Action Records (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) ..................... F-6 Renewals, Business License........................................................................................................................................................... FIN-3 Renewals, Letters — Business License............................................................................................................................................ FIN-3 Reorganization Studies (for employee classifications and department structures).......................................................................... HR-1 Repairs - All Information Entered in CMMS Database - Stormwater........................................................................................... PW-8 Repairs & Inspections, Sidewalks: Bicycle Ways, Curbs, Sidewalks, etc...................................................................................... PW-12 Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring, Voltage Readings, Permits — Lift Station .............. PW-9 ReplacementCards, Meter............................................................................................................................................................ PW-14 Report of Annual Discontinuations of Residential Service: Water Billing.....................................................................................2... FIN-6 Report to the State Commission on Peace Officer Standards and Training (POST Commission)....................................................PD-2 Reporting and Monitoring - NPDES - Stormwater........................................................................................................................... PW-3 Reports— Land Use...........................................................................................................................................................................DS-6 Reports— Transit / Transportation Dial-A-Ride.................................................................................................................................CS-5 Reports / Finance Reports created from Database / Registers - Balance Sheet, Revenue, Expenditure. Trial Balance, etc. ........ FIN-2 Reports and Studies (Historically Significant)...................................................................................................................................CW-5 Reports and Studies (Other than Historically Significant).................................................................................................................CW-5 Reportsto HUD.................................................................................................................................................................................DS-5 Reports to the State Library Loan Records.......................................................................................................................................CS-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 46 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Reports: Accident / Injury / Incident.................................................................................................................................................CW-1 Reports: Annual State or Federal: State Controller's Report, Street Report, etc............................................................................ FIN-2 Reports: Reference Materials - OTHER Department........................................................................................................................CW-5 Reports: Reference Materials - OUTSIDE ORGANIZATIONS.........................................................................................................CW-5 Reports: Reference Materials - YOUR Department..........................................................................................................................CW-5 Reports: Year-end General Ledger.................................................................................................................................................. FIN-2 Requests & Permissions to Receive Copies of Plans (to and from architects).................................................................................DS-3 Requests for Copies of Incident Reports — Fire................................................................................................................................... F-4 Requests for Public Records, Miscellaneous................................................................................................................................... CC-7 Requests from Other Cities: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)..............................CW-3 Requisitions, Quotes, Change Orders.............................................................................................................................................. FIN-4 Reserves, Volunteer — Successful Applicants - Recreation..............................................................................................................CS-5 Reserves, Volunteer - Successful Applicants...................................................................................................................................CS-2 Reserves, Volunteer — Unsuccessful Applicants - Recreation..........................................................................................................CS-6 Reserves, Volunteer - Unsuccessful Applicants...............................................................................................................................CS-3 Reservists— Background Files..........................................................................................................................................................PD-2 Reservoirs: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED.............................................................................. CC-1 Reservoirs: Dive Videos............................................................................................................................................................... PW-15 Reservoirs: Flushing, Disinfection and Cleaning....................................................................................................................... PW-15 Reservoirs: Inspection Reports, Maintenance Records............................................................................................................ PW-15 ResidentialParking Permits............................................................................................................................................................. PW-4 Residential Sound Insulation Homeowner File / RSI Homeowner File (for each property) / Window & Door Replacements .........DS-10 ResidentialSound Insulation.............................................................................................................................................. DS-9 — DS-10 Resolutions- Planning Commission.................................................................................................................................................DS-7 Resolutions and Ordinances, Copies: Planning Project Files - Permanent Entitlements (All)...........................................................DS-7 Resolutions: City Council.................................................................................................................................................................. CC-7 Respiratory Fit Tests for Breathing Apparatus — Fire........................................................................................................................... F-4 Responses, Hazardous Materials — Environmental Safety.................................................................................................................. F-6 Responses, Hazardous Materials — Fire Prevention............................................................................................................................ F-6 RestrainingOrders............................................................................................................................................................................PD-7 Retention Schedule: Records Management.................................................................................................................................... CC-7 Retirement Agreements (PERS): Agreements & Contracts Approved by Council........................................................................... CC-2 RetirementReports..........................................................................................................................................................................FIN-4 ReturnedChecks (NSF, etc.)........................................................................................................................................................... FIN-5 Revenue, Financial Reports Finance Reports created from Database............................................................................................ FIN-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 47 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number ReviewFile (No Final Application)...................................................................................................................................—.............DS-8 Revised Drafts (retain final version).................................................................................................................................................CW-3 Revocable Lease Agreements or Licenses / Encroachments......................................................................................................... CC-7 RFIs & Responses, CIP - Capital Improvement Projects: Administration File...........................................................................,... PW-1 RFP and Responses, Unsuccessful Bids and Proposals, etc.......................................................................................................... CC-2 Right of Way — Private Development Engineering........................................................................................................................... PW-4 Rightsof Way................................................................................................................................................................................... PW-3 Rightsof Way..................................................................................................................................................................._...,.,.,....,.., CC-1 Rights of Way, Private Development Projects / Job Files: Permanent Files ................... ...................................................... ............DS-4 RIPA - Racial and Identity Profiling Act Annual Report Source Data............................................................................................,,.... PD-8 Risk& Resiliency Assessment................................................................................................................................... ..................... PW-3 RiskManagement............................................................................................................................................................,....,........... RM-1 Roster of Absentee Applications: Elections...................................................................................................................................... CC-5 Rosterof Voters - Elections.............................................................................................................................................................. CC-5 Rosters, Waivers, Applications, Ejection Letters, - Sports................................................................................................................CS-4 Routine Correspondence - Content relates in a SUBSTANTIVE way........................................................................................—CW-2 RSI Homeowner File (for each property) / Window & Door Replacements....................................................................................DS-10 RSI projects (provided by the City to Contractors)..........................................................................................................................DS-10 S Safety & Life Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) ................. ...... F-6 Safety Checks / DMV Reports / Daily Work Reports / Vehicle Inspections / Daily Equipment Checks.............................n..,.......... PW-8 Safety Committee Minutes — Fire Department.................................................................................................................................... F-3 SafetyCommittee Minutes............................................................................................................................................................... RM-2 Safety Data Sheets (SDS) / MSDS (Material Safety Data Sheets) / Chemical Use Report Form .............................. .......... ............CW-6 Safety Training - ALL COURSE RECORDS............................................................................................................................--....CW-6 SalesTax, Utility Tax - Receipts.............................................................................................................................................—....... CT-1 Sample ballot, copies of resolutions, final results; Certificate of Election, Oath of Office: Elections - HISTORICAL ....................... CC-4 Sampling Data (by address) Lab Data (Fire / Environmental Safety — CUPA (Certified Unified Program Agencies) .......................... F-6 Sampling, Water: Bacteriological & Organics............................................................................................................................PW-14 Sampling, Water: Chemical.........................................................................................................................................a-..............PW-15 Sanitary Sewer Overflow Response Plan.....................................................................................................................................—PW-4 Sanitary Sewer Overflows (SSOs) - Wastewater............................................................................................................................... PW-9 Sanitary Spills Overflow Prevention Plan (SSOPP)......................................................................................................................... PW-4 SB 1383 Compliance (Organic Waste Collection and Recycling) / Solid Waste Tonnage Reports ............................................... PW-11 SCADA Database (Supervisory Control and Data Acquisition)..................................................................................................... PW-14 Retention Schedule Index — El Segundo - FY 24-25 Update Page 48 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number ScanLogs........................................................................................................................................................................................ CC-7 SCBA (Self-contained Breathing Apparatus) and Bottles — Fire.......................................................................................................... F-8 School District - School Libraries Management Invoices, Backups and Copies of Checks..............................................................CS-1 Scope of Work: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED........................................................................ CC-1 Scope of Work: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED............................................................... CC-2 SDS (Safety Data Sheets) / MSDS (Material Safety Data Sheets) / Chemical Use Report Form....................................................CW-6 Sealed Cases ("Factual Innocence"): Crime Reports.......................................................................................................................PD-5 Sealed Cases (e.g. Juveniles) Except those with Childhood Sexual Assault, Child Abuse, etc. — Crime Reports............................PD-5 Sealed Juvenile and Ward Cases — Childhood Sexual Assault — After January 1, 2024: Crime Reports.......................................PD-5 Sealed Juveniles and Ward Cases - Childhood Sexual Assault — Before January 1, 2024: Crime Reports....................................PD-5 SearchWarrants...............................................................................................................................................................................PD-7 SecondhandPawn Slips...................................................................................................................................................................PD-7 Self-contained Breathing Apparatus (SCBA) and Bottles — Fire.......................................................................................................... F-8 Self-insurance & Liability: Insurance Policies & Certificates (City-owned)....................................................................................... RM-1 SeniorHousing (Park Vista).................................................................................................................................................. DS-4 — DS-5 Senior Housing / Park Vista Apartments (Property Management / Tenant Records, Income Verifications, etc. are Contracted) ....DS-5 Senior Housing Board (Park Vista) - AGENDAS, AGENDA PACKETS..........................................................................................DS-5 Senior Housing Board (Park Vista) - MINUTES, BYLAWS..............................................................................................................DS-5 SeniorTax Exemptions — Utility Users............................................................................................................................................. FIN-6 ServiceApplications.......................................................................................................................................................................... FIN-5 Service Requests / Service Tracker - All Information Entered in CMMS Database — Maintenance & Fleet ................................. PW-6 Service Requests / Service Tracker - All Information Entered in CMMS Database — Government Buildings .............................. PW-8 Service Requests / Service Tracker - All Information Entered in CMMS Database - Stormwater................................................ PW-8 Service Requests / Service Tracker - All Information Entered in CMMS Database - Wastewater ............................................. PW-10 Service Requests / Service Tracker - All Information Entered in CMMS Database - Streets ..................................................... PW-12 Service Requests / Service Tracker - NOT entered in CMMS Database — Maintenance & Fleet ................................................... PW-7 Service Requests / Service Tracker - NOT entered in CMMS Database - Wastewater................................................................ PW-10 Service Requests / Service Tracker - NOT entered in CMMS Database - Streets....................................................................... PW-13 Service Requests / Service Tracker CMMS DATABASE (Computerized Maintenance Management System) .............................. PW-7 Service Requests / Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Stormwater......... PW-8 Service Requests / Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Wastewater ...... PW-10 Service Requests / Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Streets .............. PW-12 Service Requests CMMS DATABASE (Computerized Maintenance Management System) — Maintenance & Fleet ...................... PW-6 Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring, Voltage Readings, Permits — Lift Station .............................. PW-9 Service Tracker - All Information Entered in CMMS Database — Government Buildings............................................................. PW-8 Retention Schedule Index — El Segundo - FY 24-25 Update Page 49 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written consent Page Number Service Tracker - All Information Entered in CMMS Database — Maintenance & Fleet................................................................ PW-6 Service Tracker - All Information Entered in CMMS Database - Stormwater............................................................................... PW-8 Service Tracker - All Information Entered in CMMS Database - Streets....................................................................................PW-12 Service Tracker - All Information Entered in CMMS Database - Wastewater.............................................................................PW-10 Service Tracker - NOT entered in CMMS Database — Maintenance & Fleet.................................................................................. PW-7 Service Tracker - NOT entered in CMMS Database - Streets...................................................................................................... PW-13 Service Tracker - NOT entered in CMMS Database - Wastewater............................................................................................... PW-10 Service Tracker CMMS DATABASE (Computerized Maintenance Management System) — Maintenance & Fleet ......................... PW-6 Service Tracker CMMS DATABASE (Computerized Maintenance Management System).............................................................. PW-7 Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Stormwater........................................ PW-8 Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Wastewater ..................................... PW-10 Service Tracker CMMS DATABASE (Computerized Maintenance Management System) - Streets ........................................ _.. PW-12 Settlement: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED.............................................................................. CC-1 Sewer Districts / Maintenance Districts / Landscape & Lighting - FORMATION, BOUNDARIES, ENGINEERS REPORTS .......... PW-1 Sewer Lift Station Logs / Motor Logs, etc........................................................................................................................................ PW-9 Sewer System Management Plans (SSMP) and Audits, Sanitary Spills Overflow Prevention Plan (SSOPP)................................ PW-4 Sewers: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED................................................................................... CC-1 SexOffender Registrations...............................................................................................................................................................PD-8 Sexual Assault & Neglect: Crime Reports................................................................................................................................._....PD-4 SFR (Single Family Residential) and Appurtenances: Building Plans and Construction Documents - Finalled..............................DS-1 Shuttles: Beach, Lunchtime, etc. - Daily Logs, Passenger Counts, etc................................................................................. .......... CS-5 Sick Leave: Studies & Surveys Conducted on Behalf of the City.................................................................................................... HR-4 Side Letters, Correspondence, etc. . HR-3 Sidewalk Inspections & Repairs: Bicycle Ways, Curbs, Sidewalks, etc..........................................................................................PW-12 Sidewalks, Lobbies, Hallways, etc. (Public Areas) — Video Recordings............................................................................................PD-9 Sidewalks: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED............................................................................... CC-1 Sidewalks: Sidewalk Inspections & Repairs...................................................................................................................................PW-12 SignalOutages & Maintenance..................................................................................................................................................... PW-12 SignificantHistorical Value — Library ................................................................................................................................................CS-1 Sign -in Sheets.......................................................................................................................................................................__._...CS-3 SingleAudits..................................................................................................................................................................................... FIN-1 Single Family Residential - SFR and Appurtenances: Building Plans and Construction Documents - Finalled...............................DS-1 Site Assessments / Mitigations (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) ..,......... F-6 Site Assessments, Chemical Inventory Reporting.............................................................................................................................. F-5 Site Plans - Planning Project Files - Permanent Entitlements (All).................................................................................................... DS-7 Retention Schedule Index — El Segundo - FY 24-25 Update Page 50 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Site Plans: Building Permits / Building Address Files — Permanent Documents................................................................................DS-1 SLRC (State Literacy Resource Centers): Grants — SUCCESSFUL Reports...................................................................................CS-1 Slurry Seals: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED.......................................... ................ CC-2 Social Media Postings: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)........__ ....... .................. CW-3 Software Licenses, Warrantees, Installation Media...................................................................................................................... ITSD-1 SoilsReports.................................................................................................................................................................................... PW-2 Soils Reports, CIP - Capital Improvement Projects: Permanent File............................................................................................. PW-1 Soils Reports, Private Development Projects / Job Files: Permanent Files......................................................................................DS-4 Soils Reports: Building Permits / Building Address Files — Permanent Documents ............................................. .......... ................... DS-1 Solid Waste - Recycling - SRRE (Source Reduction and Recycling Element).............................................................................. PW-11 SolidWaste Enforcement Letters.................................................................................................................................................. PW-12 Solid Waste Tonnage Reports SB 1383 Compliance (Organic Waste Collection and Recycling) ................................................. PW-11 Solid Waste Vendor Permits and Applications.............................................................................................................................. PW-11 SolidWaste......................................................................................................................................................................PW-11 —PW-12 Sound Insulation Homeowner File / RSI Homeowner File (for each property) / Window & Door Replacements...........................DS-10 SoundInsulation, Residential............................................................................................................................................. DS-9 — DS-10 Source Data Racial and Identity Profiling Act (RIPA) Annual Report ...............................................................................................PD-8 SourceReduction and Recycling Element..................................................................................................................................... PW-11 SpaceEntries, Confined....................................................................................................................................____ .... ,............... PW-13 Speaker Cards (submitted at public meetings).................................................................................................................................CW-6 Speaker Slips: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ...................... ............................. CW-3 SpecialEvent Permits.......................................................................................................................................................................CS-4 Special Event Permits (assembly permits, candle permits, tent permits, fire hydrant use, open flame, etc.) .................................... F-7 SpecialEvent Permits.......................................................................................................................................................................CW-6 Special Inspection Reports: Building Permits / Building Address Files — Permanent Documents.....................................................DS-1 Special Studies (Not related to a specific project)......................................................................................................._.....................DS-8 SpecificPlans, Bikeway Plans, etc.................................................................................................................... ____ ....................DS-7 Specific Plans: Private Development Projects / Job Files: Administration File........................................................,...,.................... DS-3 Specific Plans: Private Development Projects / Job Files: Permanent Files...................................................................................... DS-4 Specification / RFP and Responses, Unsuccessful Bids and Proposals, etc.................................................................................. CC-2 Specifications Used for Residential Sound Insulation / RSI projects (provided by the City to Contractors) ....... ..... __...................DS-10 Specifications, CIP - Capital Improvement Projects: Permanent File............................................................................................ PW-1 Specifications, Confidential.............................................................................................................................................................. HR-1 Speeches / PowerPoint Presentations...................................................................................................................._...................... CM-3 SpeedSurveys, Traffic..................................................................................................................................................................... PW-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 51 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Spills and Responses - All Information Entered in CMMS Database - Stormwater................................................................ Split Lots: Private Development Projects / Job Files: Administration File................................................................................... Split Lots: Private Development Projects / Job Files: Permanent Files...................................................................................... Sports — Rosters, Waivers, applications, Ejection Letters, etc................................................................................................... SportsCouncil - All Records...................................................................................................................................................... Sprinkler Plans (large format drawings) - Copies...................................................................................................................... Sprinkler Testing Billing SRRE (Source Reduction and Recycling Element).................................................................................................................. SSMP - Sewer System Management Plans and Audits, Sanitary Spills Overflow Prevention Plan (SSOPP) .......................... SSOPP - Sanitary Spills Overflow Prevention Plan................................................................................................................... SSOs Sanitary Sewer Overflows - Wastewater.......................................................................................................................... StaffMeeting Minutes — Fire...................................................................................................................................................... Staff notes, CEQA / Environmental Determinations and staff notes that provide insight into the project .................................. StaffReports.............................................................................................................................................................................. StaffReports: City Council......................................................................................................................................................... Staff Reports: Planning Project Files - Permanent Entitlements (All)........................................................................................ Staff Video Conference Chats, Notes, etc.: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) Standard Construction Drawings / Details / Plans.................................................................................................................... Standard Specifications Used for Residential Sound Insulation / RSI projects (provided by the City to Contractors) .............. State Commission on Peace Officer Standards and Training (POST Commission) - Report .................................................... StateController's Report ............................................................................................................................................................ State Literacy Resource Centers (SLRC): Grants — SUCCESSFUL Reports........................................................................... State or Federal: State Controller's Report, Street Report, etc................................................................................................. StateSummary Report Self-Audit............................................................................................................................................. Statement of Economic Interests - FPPC 700 Series Forms DESIGNATED EMPLOYEES..................................................... Statement of Economic Interests: FPPC 700 Series Forms: PUBLIC OFFICIALS (elected & not elected) .............................. Statements, Bank...................................................................................................................................................................... Statements, Bank Fiscal Agent Statements, Trustee Statements, Investment Account etc ..................................................... Station Log Books (Incidents - kept at Fire Stations)................................................................................................................ Stolen Weapons, Serialized, if no activity from date of report and CLETS purge..................................................................... STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report ......................................................... Stop Work Notices: Inspection Construction Notices / Inspection Notices............................................................................... Stormwater................................................................................................................................................................................ StormwaterPermits................................................................................................................................................................... Stormwater, Private Development Projects / Job Files: Permanent Files................................................................................. ... PW-8 .... DS-3 I—... DS-4 .....CS-4 ...CS-6 ..... F-6 ..... F-3 PW-11 ...... PW-4 PW-4 PW-9 ..... F-5 DS-6 CC-1 CM-1 ..... DS-7 ..,..CW-3 ...... PW-3 ..... DS-10 ... PD-2 FIN-2 ,.,....CS-1 FIN-2 ......... F-5 CC-5 CC-6 ..... CT-1 ...... FIN-1 ..... F-8 ... PD-8 ..... PD-8 —.... DS-2 .... PW-8 .... PW-2 .,..... DS-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 52 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Street & Alley Improvements: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED .................................................. CC-1 Street Improvement Districts - FORMATION, BOUNDARIES, ENGINEERS REPORTS................................................................ PW-1 StreetReport .................................................................................................................................................................................... FIN-2 StreetSignal Outages & Maintenance........................................................................................................................................... PW-12 StreetSweeping............................................................................................................................................................................. PW-12 Streets.............................................................................................................................................................................. PWA 2 — PWA 3 Streets, Sidewalks, Lobbies, Hallways, etc. (Public Areas) — Video Recordings............................................................................... PD-9 Streets: Vacations............................................................................................................................................................................ CC-7 StrikeTeam Reimbursements............................................................................................................................................................ F-3 Structural Observation Reports: Building Permits / Building Address Files — Permanent Documents..............................................DS-1 Studies— Transportation.................................................................................................................................................................. PW-4 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.).............................................................. HR-4 Studies(Historically Significant)........................................................................................................................................................CW-5 Studies (Other than Historically Significant)......................................................................................................................................CW-5 Studies/ Counts - Traffic.................................................................................................................................................................. PW-5 Studies/ Plans / Reports — Land Use................................................................................................................................................ DS-6 Studies, CIP - Capital Improvement Projects: Permanent File...................................................................................................... PW-1 Studies, Engineering / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) ................................ PW-2 Studies, Engineering / Surveys (City Built Projects)........................................................................................................................ PW-2 Subcommittees / Ad -Hoc City Council Subcommittees...................................................................................................................CW-2 Subdivision, LLA's (Lot Line Adjustments), & LSA's (Lot Split Agreements): Agreements & Contracts Approved by Council ......... CC-2 Subdivisions..................................................................................................................................................................................... PW-3 Subdivisions: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED........................................................................... CC-1 SubjectFiles / Advice Files................................................................................................................................................................CA-1 Submittals, Bids - Formal Bids Only: Specification / RFP and Responses, Unsuccessful Bids and Proposals, etc ....................... CC-2 Submittals, CIP - Capital Improvement Projects: Permanent File.................................................................................................. PW-1 Subpoenas (Miscellaneous), Requests for Public Records, Miscellaneous.................................................................................... CC-7 Subpoenasand Subpoena Logs....................................................................................................................................................... PD-8 Subventions / FEMA Claims / OES Claims (SUCCESSFUL)..........................................................................................................CW-4 Successful — Grants / CDBG / Reimbursable Claims / Subventions / FEMA Claims / OES Claims.................................................CW-4 Successful Applicants - Volunteer Applications & Agreements / Reserves......................................................................................CS-2 Successful Applicants - Volunteer Applications & Agreements / Reserves - Recreation..................................................................CS-5 Successful Applicants: Personnel Files - Fire Department Background Files............................................................................. HR-3 Successful Candidates - Elections - Nomination Papers................................................................................................................. CC-4 Successful Candidates (Elected Officials) — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) ................ CC-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 53 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Successful Proposal, CIP - Capital Improvement Projects: Permanent File.................................................................................. PW-1 Successful Proposal: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED............................................................... CC-1 Successful Proposal: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED ...................................................... CC-2 Suicide: Crime Reports.....................................................................................................................................................................PD-4 SummerReading: Program Sign Ups...............................................................................................................................................CS-2 Supervisor's Notes (Personnel Files)................................................................................................................................................CW-4 Supervisory Control and Data Acquisition (SCADA) Database...................................................................................................... PW-14 Supervisory Files Personnel (Supervisor's Notes).........................................................................................................................CW-4 SupplementBooks, Municipal Code................................................................................................................................................ CC-6 SupplyAgreements, Water............................................................................................................................................................ PW-15 Supply Inventories: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ........................ ................... CW-3 SupportServices.................................................................................................................................................................., PD-1 — PD-2 Supporting or Opposing proposed Legislation................................................................................................................................. CM-4 Supportive Housing, Outreach, Rapid Re -housing, Continuing Care Grants, etc. — Homeless Services ......... ................................ PD-1 Suppression......................................................................................................................................................................................... F-8 SurplusProperty Disposal / Sale..................................................................................................................................................... FIN-4 SurplusProperty Sales, Real Estate................................................................................................................................................ CC-7 Survey File / Vacations (Streets) / Abandonments.......................................................................................................................... PW-1 SurveyRecord Maps....................................................................................................................................................................... PW-2 Surveys& Studies............................................................................................................................................................................ HR-1 Surveys / Engineering Studies (City Built Projects).......................................................................................................................... PW-2 Surveys / Evaluations (Program Feedback or Evaluations)..............................................................................................................CS-4 Surveys / Questionnaires (that the City issues)................................................................................................................................CW-6 Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.).............................................................................. HR-4 Surveys, CIP - Capital Improvement Projects: Permanent File..................................................................................................... PW-1 Surveys, Engineering / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) ............................... PW-2 Suspected Capital Crimes (Arson, etc.) — Investigation Reports......................................................................................................... F-7 Suspension Record (Difficult Participants)........................................................................................................................................CS-4 SwimmingPool Chemical Readings & Additions..........................................................................................................,.,..................CS-4 Swimming Pool Chemical Readings & Additions............................................................................................................................. PW-7 SwimmingPool Incidents..................................................................................................................................................................CS-5 T Tailgates: Training - ALL COURSE RECORDS...............................................................................................................................CW-6 TallySheets: Elections.................................................................................................................................................................... CC-5 Tapes - Boards, Commissions, & Committee Meetings.................................................................................................................. CM-3 Retention Schedule Index — El Segundo - FY 24-25 Update Page 54 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Taste / Visual Complaints (regarding Potable Water) - Customer Concerns / Customer Complaints ........................................... PW-13 Tax Exemptions (Low Income / Senior / Disabled), Utility Users..................................................................................................... FIN-6 Taxi — Background Checks for Business Licenses...........................................................................................................................PD-2 TaxiPermits (Backgrounds)..............................................................................................................................................................PD-8 TechnologyServices..................................................................................................................................................................... ITSD-1 TechnologyServices Department................................................................................................................................................. ITSD-1 Telephone Calls, Recordings of - Front Desk and Watch Commander............................................................................................PD-8 Telephone Messages: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).......................................CW-3 Temporary Hydrant Meters - Rentals (Pools, Construction).......................................................................................................... PW-14 Temporary Use Permits / Special Use Permits / Temporary Entitlements (Christmas Tree Lots, Ambient Sound, Banners) ........... DS-8 Tenant Improvements, Production Homes: Building Plans and Construction Documents - Finalled................................................DS-2 Tenant Records: Senior Housing / Park Vista Apartments...............................................................................................................DS-5 Tent Permits: Fire Code Permits / Film Permits, Special Event Permits............................................................................................. F-7 Tentative Subdivisions - Planning Project Files - Permanent Entitlements (All)................................................................................DS-7 Test Data: Recruitment Files - Full-time Employees......................................................................................................................... HR-4 Testing Lab Final Reports, Private Development Projects / Job Files: Administration File...............................................................DS-3 Tests: Personnel Training File - Fire.................................................................................................................................................... F-8 Text Messages: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).................................................CW-3 Thank Yous: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)......................................................CW-3 Tickets Provided by Agency Report FPPC Form 802...................................................................................................................... CC-6 TimeCards / Time Sheets............................................................................................................................................................... FIN-4 TimeSheets / Time Cards............................................................................................................................................................... FIN-4 Title Insurance, Land Records - Agreements & Contracts Approved by Council............................................................................. CC-2 TitleReports: Property owned by City............................................................................................................................................. CC-8 Tonnage Reports SIB 1383 Compliance (Organic Waste Collection and Recycling)..................................................................... PW-11 TortClaims / Liability Claims............................................................................................................................................................ RM-1 TOT: Accounts Receivable, Cash Receipts..................................................................................................................................... FIN-2 TPMs: Private Development Projects / Job Files: Administration File...............................................................................................DS-3 TPMs: Private Development Projects / Job Files: Permanent Files...................................................................................................DS-4 Tract Maps - Private Development Engineering.............................................................................................................................. PW-4 Trade Tickets / LAIF (Local Agency Investment Fund)....................................................................................................................CT-1 Traffic & Transportation - Engineering................................................................................................................................. PW-4 — PW-5 TrafficCalming Requests................................................................................................................................................................. PW-5 TrafficCalming: Petitions................................................................................................................................................................. CC-7 TrafficCommission - MINUTES, BYLAWS..................................................................................................................................... PW-5 Retention Schedule Index — El Segundo - FY 24-25 Update Page 55 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Traffic Commission AGENDAS, AGENDA PACKETS.................................................................................................................... PW-5 TrafficSpeed Surveys...................................................................................................................................................................... PW-5 TrafficStudies / Traffic Counts......................................................................................................................................................... PW-5 Traffic, Parking, or Criminal: Citations...............................................................................................................................................PD-3 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety & Tailgates) ............ CW-6 Training - Harassment Prevention and Violence in the Workplace (for others, see the City-wide Schedule) .................................. HR-4 TrainingCertificates, Ethics............................................................................................................................................................. CC-5 Training Courses — Police / POST Data, Files and Printouts............................................................................................................PD-2 Training File - Tests, Bulletins, Certificates, Field Training, etc. — Fire................................................................................................ F-8 Training, BIT Inspections, etc. - Drug Testing Program / DOT Testing............................................................................................ HR-2 Train -Wrecking: Crime Reports........................................................................................................................................................PD-4 Transitory Correspondence (Content NOT Substantive)................................................................................................................CW-3 Transmittal Letters: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)...........................................CW-3 Transportation Dial -A -Ride Applications...........................................................................................................................................CS-5 Transportation Dial -A -Ride Monthly Reports — Transit.....................................................................................................................CS-5 Transportation Dial -A -Ride Vehicle & Equipment History Files........................................................................................................CS-5 Transportation Dial -A -Ride Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks / CHP Inspections ........CS-5 TransportationEngineering.................................................................................................................................................. PW-4 — PW-5 Transportation Master Plans - Engineering — Traffic & Transportation............................................................................................. PW-4 Transportation Shuttles: Beach, Lunchtime, etc. - Daily Logs, Passenger Counts, etc . .................................................................. CS-5 TransportationStudies..................................................................................................................................................................... PW-4 Trash Company, Solid Waste Vendor Permits and Applications................................................................................................... PW-11 TrashServices Exemptions........................................................................................................................................................... PW-11 Travel Expense Reimbursements — GRANT-FUNDED.................................................................................................................... FIN-2 Treason: Crime Reports.................................................................................................................................................................... PD-4 Treasurers Records, Historical (samples of old Leather-bound books)............................................................................................. CT-1 Treasurer's Report ............................................................................................................................................................................CT-1 Tree Crew Schedule / City Tree Trimming..................................................................................................................................... PW-11 Tree Maintenance Database (West Coast Arborist)...................................................................................................................... PW-11 Tree Trimming: Agreements & Contracts: ALL NON -INFRASTRUCTURE OR IMAGED............................................................... CC-2 Trial Balance, Financial Reports Finance Reports created from Database.................................................................................... FIN-2 Trip Permits / Fee & Charge / Liability Waiver Forms / Release of Liability Forms / Permissions / Sign -in Sheets ..........................CS-3 Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, etc .............................................. FIN-1 TSMs: Private Development Projects / Job Files: Administration File...............................................................................................DS-3 TSMs: Private Development Projects / Job Files: Permanent Files...................................................................................................DS-4 Retention Schedule Index — El Segundo - FY 24-25 Update Page 56 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Turn On / Turn Offs (includes Work Orders) Turning Sheets / Valve Exercises / Valve Activations — Hydrants......................................................................................... T-Visas with INS Letters / Victims of Crime — Background Files............................................................................................ U U Visas, T-Visas with INS Letters / Victims of Crime — Background Files.............................................................................. UCR (Uniform Crime Reporting), NIBRS Statistical Reporting: PERIODIC (Monthly, Bi-monthly)......................................... Unalterable Media / Immutable Cloud Backup / (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media ............... Undeliverable Envelope: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ......................... UndeliverableMail — Prop 2018 Notices................................................................................................................................ Underground Service Alerts (USA's) / Dig Alerts — City — Water Distribution........................................................................ Underground Service Alerts (USA's) / Dig Alerts — City....................................................................................................... Uniform Crime Reporting (UCR), NIBRS Statistical Reporting: PERIODIC (Monthly, Bi-monthly)......................................... Uniform Crime Reporting (UCR): ANNUAL.......................................................................................................................... Unmanned Aerial Vehicle (Drone) Recordings: Officer Recordings...................................................................................... Unsolved Child or Elder Abuse: Crime Reports..................................................................................................................... Unsuccessful Applicants - Volunteer Applications & Agreements / Reserves....................................................................... Unsuccessful Applicants - Volunteer Applications & Agreements / Reserves - Recreation ................................................... Unsuccessful Applicants (Not Hired): Background Files — Police.......................................................................................... Unsuccessful Applicants: Background Packets — Fire........................................................................................................... Unsuccessful Bids and Proposals.......................................................................................................................................... Unsuccessful bids Franchise Agreements (e.g. Cable TV, Electric, Gas, etc.)..................................................................... Unsuccessful Candidates — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) ............................... Unsuccessful Candidates - Elections - Nomination Papers................................................................................................... Unsuccessful Candidates, Electronically Filed — Campaign Disclosure Statements (FPPC 400 Series Forms & Form 501) Unsuccessful Grants (Applications, Correspondence)........................................................................................................... Unsuccessful Proposals - Capital Improvement Projects(CIP):........................................................................................... UrbanWater Management Plans (UWMP)........................................................................................................................... UsageWater.......................................................................................................................................................................... USA's - Underground Service Alerts / Dig Alerts — City — Water Distribution........................................................................ USA's (Underground Service Alerts / Dig Alerts — City......................................................................................................... UsedOil Disposal................................................................................................................................................................. UserStatistics - Internet......................................................................................................................................................... UST Closures (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) ......................... Utilities Administration (Correspondence with PUC, etc.)..................................................................................................... Utilities: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED......................................................................... -- .FIN-6 .... PW-13 ....... PD-3 ..... PD-3 PD-1 ITSD-1 .... CW-3 ....... FIN-5 ....,. PW-14 ......... PW-3 ... PD-1 ...PD-1 ........ PD-7 ........... PD-4 ....... CS-3 ...... CS-6 ...... PD-3 ..—....... F-2 .......... CC-2 --..... CC-6 .......... CC-3 ... CC-4 .... CC-3 ...... CW-3 ..... I.... PW-1 ...... PW-3 .,. PW-15 PW-14 ..... PW-3 ....... PW-6 ...,,.,.... CS-2 ............. F-6 .......... CC-8 —....... CC-1 Retention Schedule Index — El Segundo - FY 24-25 Update Page 57 of 62 01995-2016 Gladwell Governmental Services, Inc- (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number UtilityBilling Database..................................................................................................................................................................... FIN-5 UtilityBilling.......................................................................................................................................................................... FIN-5 — FIN-6 UtilityReceipts................................................................................................................................................................................. FIN-5 UtilityTax - Receipts.......................................................................................................................................................................... CT-1 Utility Users Tax Exemptions (Low Income / Senior / Disabled)...................................................................................................... FIN-6 UWMP - Urban Water Management Plans...................................................................................................................................... PW-3 V Vacations......................................................................................................................................................................................... CC-7 Vacations (Streets) / Abandonments / Survey File.......................................................................................................................... PW-1 Vacations (Streets) / Rights of Way.................................................................................................................................................. CC-1 Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes): Crime Reports...............................................PD-5 Valve Exercises / Valve Activations — Hydrants............................................................................................................................. PW-13 Variances - Planning Project Files - Permanent Entitlements (All).................................................................................................... DS-7 Vehicle & Equipment History Files - Transportation Dial-A-Ride......................................................................................................CS-5 Vehicle & Equipment Safety Checks / DMV Reports / Daily Work Reports / Vehicle Inspections................................................... PW-8 VehicleInspections...........................................................................................................................................................................CS-3 VehicleInspections.......................................................................................................................................................................... PW-6 Vehicle Inspections / Daily Equipment Checks................................................................................................................................... F-8 Vehicle Inspections / Daily Equipment Checks................................................................................................................................ PW-8 VehicleSafety Checks — Recreation.................................................................................................................................................CS-5 Vehicle Safety Checks - Transportation Dial-A-Ride........................................................................................................................CS-5 VehicleSafety Checks..................................................................................................................................................................... PW-6 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks................................................................................... F-8 VehicleTitles / Pink Slips................................................................................................................................................................. CC-8 Vendor File / Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements — GRANT -FUNDED ................. FIN-2 Vendor File / Accounts Payable / Check Copies / Invoices and Backup / Credit Card Statements — NOT GRANT FUNDED......... FIN-2 VendorList....................................................................................................................................................................................... FIN-4 Verifications of Employment, Child Support, etc. (From lenders or other outside companies)........................................................ HR-4 Vessel Certifications, Pressure or Permits (Air Compressors, Propane, etc.) —Equipment Maintenance & Fleet ............................ PW-6 Victim of Human Trafficking (Nonviolent Crimes): Crime Reports.....................................................................................................PD-5 Victimsof Crime — Background Files................................................................................................................................................. PD-3 Video Conference Chats, Notes, Recordings: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).. CW-3 Video Inspections / Video Tapes or Digital Recordings & Reports (all lines) — CCTV Collection Line ............................................ PW-8 Video Inspections / Video Tapes or Digital Recordings (all lines) — CCTV Collection Line............................................................ PW-2 VideoInterviews................................................................................................................................................................................PD-8 Retention Schedule Index — El Segundo - FY 24-25 Update Page 58 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Video Recordings - Employees / City Operations / Holding Cell..................................................................................................PD-8 Video Recordings - Public Areas (Streets, Sidewalks, Lobbies, Hallways, etc.).............................................................................PD-9 Video Recordings of Meetings / Audio Tapes - Boards, Commissions, & Committees Meetings ............................................. _.... CM-3 Video Recordings of Meetings / Audio Tapes — City Council Meetings........................................................................................... CM-3 Video Recordings that are not evidence: Officer Recordings...........................................................................................................PD-7 Video Tapes or Digital Recordings & Reports (all lines) — CCTV Collection Line............................................................................ PW-8 Video Tapes or Digital Recordings (all lines) — CCTV Collection Line........................................................................................... PW-2 Videos, Dive — Reservoirs.............................................................................................................................................................. PW-15 Violations Resulting in a Release (Contaminated Soil, UST Closures / Violations Resulting in a Release, Site Assessments) ......... F-6 Violencein the Workplace Training................................................................................................................................................. HR-4 Visitors Logs: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive) ............................................... .....CW-3 Visual Complaints (regarding Potable Water) - Customer Concerns / Customer Complaints....................................................... PW-13 Voice Mails: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).......................................................CW-3 VoidedChecks.................................................................................................................................................................................. CT-1 Voltage Readings, Permits — Lift Station.......................................................................................................................................... PW-9 Volunteer Applications & Agreements / Reserves - Successful Applicants......................................................................................CS-2 Volunteer Applications & Agreements / Reserves - Successful Applicants - Recreation.......................................................... ........ CS-5 Volunteer Applications & Agreements / Reserves - Unsuccessful Applicants..................................................................................CS-3 Volunteer Applications & Agreements / Reserves - Unsuccessful Applicants - Recreation........................................................ ...... CS-6 Volunteer or Employee Accident Reports / Worker's Compensation or Disability Claims............................................................ _ HR-5 Volunteers & Reservists — Background Files.....................................................................................................................................PD-2 Volunteers, Interns - LiveScan Fingerprint Clearance Forms........................................................................................................... HR-3 Volunteers: Oaths of Office.............................................................................................................................................................. CC-7 Vote -by -Mail Applications / Absentee Applications, Roster of Absentee Applications: Elections..................................................... CC-5 Vote -by -Mail Identification Envelopes / Absentee Identification Envelopes: Elections.................................................................... CC-5 Voter Index Copies used as the Voting Record at Polling Places: Elections................................................................................... CC-5 VoterIndex Original: Elections......................................................................................................................................................... CC-5 Voters List, Challenged & Assisted: Elections................................................................................................................................. CC-5 Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment............................................................... PW-3 W W-2's................................................................................................................................................................................................FIN-4 W-4's................................................................................................................................................................................................FIN-4 W-9s................................................................................................................................................................................................. FIN-2 Waiver Forms / Release of Liability Forms / Permissions / Sign -in Sheets......................................................................................CS-3 Waiversfor Pull Notices.................................................................................................................................................................- HR-2 Retention Schedule Index — El Segundo - FY 24-25 Update Page 59 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number Waivers, Applications, Ejection Letters, - Sports..............................................................................................................................CS-4 Ward Cases — Childhood Sexual Assault — After January 1, 2024: Crime Reports........................................................................PD-5 Ward Cases - Childhood Sexual Assault — Before January 1, 2024: Crime Reports.......................................................................PD-5 Warrant (Check) Register (Detail) - Includes Grant Funded and Non -Grant Funded.......................................................................FIN-2 Warrantees, Installation Media..................................................................................................................................................... ITSD-1 Warrants (Payroll Only) / Cancelled Checks.................................................................................................................................... FIN-3 Warrants: Citations and Complaints (All are misdemeanors)...........................................................................................................CA-1 WasteDischarge Monitoring Reports.............................................................................................................................................. PW-9 Wastewater / Sewer System Management Plans (SSMP) and Audits, Sanitary Spills Overflow Prevention Plan (SSOPP) ........... PW-4 Wastewater........................................................................................................................................................................ PW-8 — PW-10 Water Analysis & Sampling: Bacteriological & Organics........................................................................................................... PW-14 WaterAnalysis & Sampling: Lead & Copper................................................................................................................................ PW-15 Water Analysis & Sampling: Chemical........................................................................................................................................... PW-15 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation................................................................................. FIN-6 Water Billing: Auto -Billing Authorizations......................................................................................................................................... FIN-6 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ....................... FIN-6 Water Billing: NSF Checks / Adjustments to Customer accounts.................................................................................................... FIN-6 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc................................................................. FIN-6 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment............................................................................ FIN-6 Water Billing: Report of Annual Discontinuations of Residential Service......................................................................................... FIN-6 WaterDistribution............................................................................................................................................................ PW-13 — PW-15 WaterPressure Charts.................................................................................................................................................................. PW-15 Water Quality Reports / Consumer Confidence Reports............................................................................................................... PW-15 WaterSupply Agreements............................................................................................................................................................. PW-15 Water Turn On / Turn Offs (includes Work Orders)......................................................................................................................... FIN-6 WaterUsage Reports.................................................................................................................................................................... PW-15 Water: Agreements & Contracts: ALL INFRASTRUCTURE OR IMAGED...................................................................................... CC-1 Weapon Permits (CCW) — Civilians / Retirees...................................................................................................................................PD-1 Weapons, Lost / Stolen, Serialized, if no activity from date of report and CLETS purge..................................................................PD-8 Web pages: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive).......................................................CW-3 Webpages: Correspondence — Transitory/Preliminary Drafts (Content NOT Substantive)........................................................CW-3 WeedAbatement........................................................................................................................................................................... PW-12 Well Decommissions or Abandonments........................................................................................................................................ PW-15 Well History / Well Decommissions or Abandonments.................................................................................................................. PW-15 Window & Door Replacements / Residential Sound Insulation Homeowner File / RSI Homeowner File (for each property) ......... DS-10 Retention Schedule Index — El Segundo - FY 24-25 Update Page 60 of 62 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number WithdrawnBuilding Plans.................................................................................................................................................................DS-1 Witnessto Test Applications.......................................................................................................................................................... PW-13 WorkAssignments (Schedules) - Police...........................................................................................................................................PD-2 Work Orders - Water Turn On / Turn Offs....................................................................................................................................._.. FIN-6 Work Orders / Service Requests / Service Tracker - All Information Entered in CMMS Database — Maintenance & Fleet ......... PW-6 Work Orders / Service Requests / Service Tracker - All Information Entered in CMMS Database — Government Buildings....... PW-8 Work Orders / Service Requests / Service Tracker - All Information Entered in CMMS Database - Stormwater ......................... PW-8 Work Orders / Service Requests / Service Tracker - All Information Entered in CMMS Database - Wastewater ...................... PW-10 Work Orders / Service Requests / Service Tracker - All Information Entered in CMMS Database - Streets .............................. PW-12 Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Database — Maintenance & Fleet ........................... PW-7 Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Database - Wastewater ........................................ PW-10 Work Orders / Service Requests / Service Tracker - NOT entered in CMMS Database - Streets ................................................ PW-13 Work Orders / Service Requests / Service Tracker CMMS DATABASE (Computerized Maintenance Management System) ....... PW-7 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) - Stormwater...... ,....... PW-8 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) - Wastewater........... PW-10 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) - Streets ................... PW-12 Work Orders, Requests CMMS DATABASE (Computerized Maintenance Management System) - Maintenance & Fleet ............. PW-6 WorkPapers, Audit.......................................................................................................................................................................... FIN-1 WorkPlan, Environmental............................................................................................................................................................. PW-11 WorkSchedules, Personnel.............................................................................................................................................................CW-4 Worker's Compensation or Disability Claims / Employee or Volunteer Accident Reports................................................................ HR-5 Workers Compensation: Insurance Policies & Certificates (City-owned)......................................................................................... RM-1 Working or Administration Election File (Correspondence to candidates or FPPC)...................................................................... CC-4 Workplace Violence — Hazard identification, evaluation, correction, incident logs, investigations, etc ............................................ HR-5 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media IMMUTABLE CLOUD BACKUP ................................................ ITSD-1 Write-Offs......................................................................................................................................................................................... FIN-5 Write -Offs (due to non-payment)...................................................................................................................................................... FIN-3 X Y Year-end General Ledger................................................................................................................................................................FIN-2 YouthSports Council - All Records...................................................................................................................................................CS-6 Z Zone Change - Planning Project Files - Permanent Entitlements (All)..............................................................................................DS-7 Zoning Amendments, Zoning Text Amendments...............................................................................................................................DS-8 ZoningConformance.........................................................................................................................................................................DS-8 Retention Schedule Index — El Segundo - FY 24-25 Update Page 61 of 62 ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Zoning Maps of Significant Historical Value Zoning Text Amendments ........................... Retention Schedule Index — El Segundo - Fv 24-25 update 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page Number DS-9 DS-8 Page 62 of 62