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HomeMy WebLinkAbout2023-037 - ResolutionRESOLUTION NO. 2023-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO.2022- 032 WHEREAS_, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and -consistent- record keeping systems,' and improve -productivity by . providing records- and'.information in a timely manner to'individdais requiring them; and WHEREAS, California Government Code Section 34090 provides a procedure whereby any City record Which has served its purpose and is no longer required may be destroyed; and , WHEREAS, the State of California: fas:adopted records retention _guidelnes"for various government records; and - WHEREAS, the City Attorney -has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of -- California Government Code Section 34090; and WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2022. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct. Section 2. Resolution No. 2022-032 is hereby rescinded. Section 3. The City Council hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit "A", attached, hereto and incorporated herein by this reference, as the City's Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon. the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga. Section 4. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the City Council, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record,./ Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification. Section 5. The term "records" as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media,. instruments, Resolution No. 2023-037 - Page 1 of 3 writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq. Section 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. Resolution No. 2023-037 - Page 2 of 3 PASSED, APPROVED, and ADOPTED this 1 gth day of April, 2023. ATTEST: Q'a A-t(el'plj -, J nice C. Reynolds, Ci Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 1 gth day of April, 2023. AYES: Hutchison, Kennedy, Michael, Scott, Stickler NOES: None ABSENT: None ABSTAINED: None Executed this 20th day of April, 2023, at Rancho Cucamonga, California. J ice C. Reynolds, City Jerk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon Resolution No. 2023-037 - Page 3 of 3 EXHIBIT A HOW TO USE RETENTION SCHEDULES ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented -in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • .Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. Destruction of an original record that has exceeded its retention period must be authorized according to City Policies& Procedures Drior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) _ Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd / Trustworthy Electronic Record: "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&l: 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. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after - (in office) Retention Options M=Mfr Center) Imaged 8� S=Scan C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, audits, public records act requests, and/or investigations suspend normal retention nerinds retention resumes after settlement or completion). GIITiYL-W. ,IDE-{,Usedlb-7AlI1lD artments Human Accident, Incident, Injury Copies - Copies - Resources / CW-001 reports: PUBLIC 8� EMPLOYEES, with associated - When No When No Mag, Copies retained for reference; Risk MSDS, if a chemical was. Longer Longer. Ppr GC §§34090.7, 60200 Management involved Required Required Accounts Payable, Invoices, Petty Cash, Warrant Requests, Copies - Copies - All originals go Finance Finance CW-002 etc. When No When No Yes: Before Mag, ); GC (these are copies); Longer Longer Payment Ppr §§34090.7, 60200 ALL backup is forwarded to Required Required Finance Lead Dept. CW-002.1 Administrative Hearings 2 years 2 years MP rr GC "W4090 - Brown Act challenges must be Affidavits of Publications / filed within 30 or 90 days of Lead Dept. CW-003 Public Hearing Notices / Legal 2 years 2 years Mfr OD, action; Statute of Limitations Advertising / Affidavits of Ppr on Municipal Government Posting actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Copies - Copies - Mag, City Clerk CW-004 Agenda Packets /.Staff When No When No Mfr, OD, S Yes: After GC §§34090.7, 60200 Reports: City Council Longer Longer Ppr . QC &OD Required Required Copies - Copies - Mag, Yes: Upon Ensure the City Clerk receives City Clerk CW-005 Agreements & Contracts ALL When No When No Mfr, OD, S Completio all original agreements; GC ORIGINALS Longer Longer Ppr n §§34090.7, 60200 Required Required RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments I Reference Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C-d7 Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Some Grants require audits; Grants covered by a Agreements &Contracts: Consolidated Action Plan are ADMINISTRATIVE FILES 10 years or Completion + required for 5 years; Uniform (with Grant Funding) After 10 years or Admin. Requirements for Funding After Funding Mag, Yes: Upon Grants to Local Governments . Lead Dept. p CW-006 (Correspondence, Insurance Completion Agency Agency Audit, Yes: Before Mfr, OD, S/I Completio is 3 years from expenditure Certificates, Project Audit, if if required, Completion Ppr n report or final payment of Administration, Project required, whichever is grantee or subgrantee; 2 CFR Schedules, Certified Payrolls, whichever is longer 200.334; 24 CFR 91.105(h), Invoices, Logs, RFP, etc.) longer 92.505, 570.490, & 570.502(a), 29 CFR 97.42;- OMB Circular A 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Covers E&O Statute of Limitations; Published Audit Agreements & Contracts: Standards=4-7 years; Statute ADMINISTRATIVE FILES of Limitations: Contracts & Lead CW-007 Completion + Yes: Before Mag, Yes: Upon Spec's=4 years, Wrongful Death=comp. Dept.' (Correspondence, Project Completion 10 years 1years Completion Mfr, OD, S/I Completio + 5 years, . Administration, Project ,0 Ppr n Developers=comp. + 10 years, Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, RFP, etc.) termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". /f you are the OFR, refer to your department retention schedule. Retentions 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, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL Lead Dept. C1N-008 PROPOSALS or RESPONSES 2 years 2 years," `: Mag' GC §§34090, 60201 et seq. to RF.Ps (Request for Ppr Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract Copies - Copies - Finance CW-009 Audits / Audit Reports / Annual When No When No Mag, Copies; GC §§34090.7, 60200 Financial Reports Longer Longer Ppr Required Required CW-010 Bids: See Agreements & Contracts Department Staff Meetings Staffing Dept. CW-011 (all Records, including 2 years 2 years Mag, GC §§34090 et seq., 60201 et Minutes and Recordings, Ppr seq. Department Awards Boards, Commissions, & Committees: External When No When No CW-012 Organizations Longer Longer Mag Non -records Required Required Ppr' (e.g. County Board of Supervisors) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved .Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of .Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media 1=Import (OFR (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? Retentions apply to the department that -is NOT the Office of Record OFR , or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Boards, Commissions, & Committees: Residents Brown Act challenges must be Staffing Dept. CW-013 Advisory Bodies Formed by Minimum 2 Minimum 2 Mag, filed within 30 or 90 days of CITY COUNCIL years years Ppr action; GC §§34090, AGENDAS, AGENDA 54960.1(c)(1) PACKETS Boards, Commissions, & Committees: Residents Department preference; State Staffing Dept. CW-014 Advisory Bodies Formed by 2 years 2 years Mag' law only requires for 30 days; CITY COUNCIL OD GC §54953.5(b) AUDIO RECORDINGS of Meetings / Audio Tapes Boards, Commissions, & Department Preference; Video Committees: Residents recording of meetings are only Staffing Dept. CW-015 Advisory Bodies Formed by Minimum 3 Minimum 3 Mag, required for 90 days if audio or CITY COUNCIL years years OD another record is -made; GC VIDEO RECORDINGS of §§34090.7, 34090 Meetings / Audio Tapes Boards, Commissions, & Committees: Residents Mag, Staffing Dept. CW-016 Advisory Bodies Formed by P P Mfr, OD, S No GC §§34090, 60201 et seq. CITY COUNCIL Ppr MINUTES & BYLAWS Copies - Copies - Mag, Final must be filed with County Finance CW-017 Budgets -Finals When No When No Yes: Current Mfr, OD, S/I Yes: After Auditor; GC §§34090.7, 60200, Longer Longer Fiscal Year Ppr 5 years 40802, 53901 Required Required RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged 8� C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be 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: Liti ation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Cash Receipts Detail / Backup Copies - Copies - Finance CW-018 /Accounts Receivable Detail / When No When No Mag, GC §§34090.7, 60200 Refund Detail' Longer Longer Ppr Required Required Lead. - _ Minimum 2 'Minimum '2 ' Mag, City preference; GC §§34090, (Requesting) CW-019 City Attorney Opinions years years Ppr 60201 et seq. Dept., Copies - Copies - Human When No When No Yes: Before Mag, Yes: After Resources / CW-020 Claims Longer Longer Final Mfr, OD, S/I Final GC §§34090.7, 34090.6 Risk Required Required Disposition Ppr Disposition Management (Final (Final Disposition) Disposition) City preference; Statute of Limitations.for personal Lead Complaints /Concerns from Minimum 2 Minimum 2 Mag, property, fraud, etc. is 3 years; (Responding) CW-021 Citizens years years Ppr Claims must be filed within 6 Dept. months; CCP §340 et seq.; 342, GC §§ 911.2, 34090, 60201 et seq. Human Send to Send to Mag' Resources CW-022 Complaints Against Employees Human Human Ppr GC §§34090.7, 60200 ; Resources Resources CW-023 Contracts: See Agreements Copies - Copies - Lead Dept. -CW-024. Copies or duplicates of any When No When No Mag Ppr GC §§34090.7, 60200 record Longer Longer Required Required RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged 8� S=Scan C-d? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the actis completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Dept. that Authors Correspondence - ROUTINE Document or CW-025 (e.g. Administrative, Chronological, 2 years 2 years Mag, GC §§34090, 60201 et seq. Receives the General Files, Letters, Ppr City's Original Memorandums, Reading File, Working Files, etc.) Document RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to, our department retention schedule. Retentions begin when the act is completed, and imply a full We folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Correspondence - Electronic and paper records _ TRANSITORY / are filed and retained based PRELIMINARY DRAFTS, upon their CONTENT. Interagency and Intraagency Records, e-mails, electronic Memoranda NOT retained in records, or social media the ordinary course of business postings where the Content relates in a substantive way to Content NOT Substantive, or the conduct of the public's business, or that ARE made or NOT made or retained for the N retained for the purpose of Dept. that purpose of preserving the preserving the informational Authors informational content for content for future reference are Document future reference When No When No . Mag' saved by printing them out and or CW-026 Longer Longer Ppr placing in a file folder, or Receives the (e.g. calendars, checklists, e-mail Required Required saving them electronically in a City's Original or social media posting, flyers, folder outside the e-mail Document invitations, instant messaging, system; If not mentioned here, inventories, logs, mailing lists, or if in question, consult the meeting room registrations, speaker cards, staff _ City Attorney to determine if a videoconference chats, notes and record is considered transitory recordings, supply inventories, / preliminary drafts. GC telephone messages, text §§34090, 60201 et seq., GC , messages, transmittal letters, §6252; 64 Ops. Cal. Atty. Gen. thank yous, requests from other 317 (1981)); City of San Jose cities, undeliverable envelopes, v. Superior Court (Smith). visitors logs, voice mails, S218066. Supreme Court of webpages, etc.) California, 2017 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver.12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) L Options M=Mfr RetentionI Center) Imaged & S=Scan I C,d? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Deeds, Easements, Final Copies - Copies - City Clerk CW-027 Orders of Condemnations, When No When No Mag, Send all originals to the City Liens, Recorded Documents, Longer Longer Ppr Clerk; GC §§34090.7, 60200 Rights of Ways (All) Required . Required Deposit Accounts /Trust Close + 5 Close + 5 Mag, Department preference; meets Lead Dept. CW-028 Accounts / Refundable Ppr auditing standards; GC Deposits years years . §§34090, 60201 et seq. Transitory or source records not retained in the ordinary 2 years After 2 years After course of business; CHP Lead Dept. CW-029 DMV Pull Notices Superseded or Superseded Mag Ppr audits every 2 years; Bureau of National Affairs recommends 2 Separated or Separated years for all supplementary Personnel records; GC §§34090, 60201 et seq. As long as the drafts and notes are not retained in the "Regular Drafts &Notes: Drafts that are When No When No Mag, Course of Business". Consult Lead Dept. CW-030 revised (retain final version) Longer Longer Ppr the City Attorney to determine Required Required if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention /-Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? - after (in office) Retention Options M=Mfr Center) Imaged &S=Scan C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti afion, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW-031 (both City-wide and Longer Longer. Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Lead Dept. CW-032 Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §§34b90, 60201 et seq. Applications, Correspondence) Ppr Meets auditing standards; Grants / CDBG / Reimbursable Grants covered by a Claims / FEMA Claims / OES Consolidated Action Plan are Claims (SUCCESSFUL required for 5 years; Uniform Reports, other records required After Admin. Requirements for to ass the funding agency's P 9 9 enc Ys Funding After Funding Grants to Local Governments audit, if required) q ) Agency Agency Audit, Mag, is 3 years from expenditure Lead Dept. CW-033 2 years Audit, if if required - Ppr report or final payment of Applications (successful), grant Required - Minimum 5 grantee or subgrantee; 2 CFR agreement, program rules, Minimum 5 years 200.334; 24 CFR 91.105(h), regulations & procedures, reports years � 92.505, 570.490, & 570.502(a), to grant funding agencies, 29 CFR 97.42; OMB Circular A - correspondence, audit records, 110 & A-133; GC §§34090, completion records 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments I Reference Inactive Paper Active total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) _ S=Scan Imaged & C'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be 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: Liti ation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention enods retention resumes after settlement or completion). Send all grievances to Human Copies - Copies - Resources; All State and Human Grievances and Informal When No When No Yes: Before Mag, Federal laws require retention Resources CW-034 Complaints (Employees) Longer Longer, Disposition Ppr until final disposition of formal Required Required complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Litigation Files / Lawsuits / Court Case Files Final Final Yes: Until Mag, Department preference; CCP Lead Dept. CW-035 Resolution + 5 Resolution + 5 Settlement Ppr §§ 337 et seq.; GC §§ 911.2, Send Final Settlement Agreements years years 34090, 34090.6 to the City Clerk When No When No Preliminary drafts not retained Lead Dept. CW-036 Leave Slips / Time Off Longer Longer Mag, in the Regular Course of Requests Required Required Ppr Business GC §§34090, 60201 et seq. Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a Material Safety Data Sheet record of the chemical / (MSDS) / Safety Data Sheet substance / agent, where & (SDS) Chemical Use Report While Mag, Yes - After when it was used is maintained Lead Dept. CW-037 Form (or records of the Chemical In 30 years 30 years Mfr, OD, S QC & OD for 30 years; Applies to chemical / substance / agent, Use Ppr qualified employers; Claims where & when it was used) can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC _ §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11. Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments f Reference (OFR) Inactive - Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan - C'd7 Retentions apply to the department that is NOT the Office of Record OFR , or the "Lead De artment". ff you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). . Copies - Copies - Mag, Originals maintained by City City Clerk CW-038 Minutes - City Council When No Longer When No Longer Yes (all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090.7, 60200 Copies - Copies - Return any whole unused City Clerk CW-039 Municipal Code (these are When No When No Yes: Current Mag, Mfr, OD, I No codes to the City Clerk; Originals maintained by City copies) Longer Longer Original Ppr Clerk Permanently; GC _ Required Required §§34090, 60201 et seq. When No When No Non -records - may 6e obtained Lead Dept. CW-040 Newspaper Clippings Longer Longer Ppr from the newspaper company; _ Required Required GC §§34090, 60201 et seq. Notices: Public Hearing Statute of Limitations on Staffing Dept. CW-041 Notices and Proofs of 2 years 2 years Mag, Municipal Government actions Publications Ppr is 3 - 6 months; GC §§34090, 60201 et seq. . Copies.- Copies - Mag, Originals maintained by City City Clerk CW-042 Ordinances - City Council When No When No Yes (all) Mfr, OD, S No Clerk Permanently; GC Longer Required Longer Required Ppr §§34090, 60201 et seq. Human Resources / Send to Send to . Risk CW-043 OSHA Inspections or Citations Human Human, Ppr GC §§34090.7, 60200 Management Resources Resources Ensure records kept in Human Personnel Files (Department- Do Not Retain Do Not Retain Before Mag, Department files comply with Resources CW-044 level Files) in in Separation Ppr City policy (all originals are Departments Departments sent to Human Resources); GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total I=Importafter (OFR) (Records LVital?Media (in office) RetentionOptions M=Mfr Center) Imaged & S=Scan C'd7 Retentions apply to the department that is NOT the Office of -Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be 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: Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Shred After Shred After Notes maintained in a separate Incororation Incorporation folder to be incorporated into Personnel Files (Supervisor's ipnto into Before Mag, performance evaluation, or to Lead Dept. CW-045 Notes) Performance Performance Annual Ppr document progressive Evaluation or Evaluation or Evaluation discipline; GC §§34090 et seq., Documented Documented 60201 et seq. Discipline Discipline When No When No Mag' Preliminary Drafts; destroy Lead Dept. CW-046 Unused Photographs Longer Longer Ppr unnecessary photographs. GC Required Required §§34090, 6252, 6254(a) Lead Dept. CW-047 Public Relations /Press 2 years 2 years Mag' GC §§34090, 60201 et seq. Releases Ppr Lea_ d Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, S Yes: After Department preference; GC Ppr QC &OD §§34090, 60201 et seq. Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Ppr Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h) Not accessible to the public until purchase has been Lead Dept. Real Estate Appraisal Reports: Mag, completed; meets grant (Who Ordered CW-050 Purchased Property, Funded 2 years Minimum 3 Minimum 5 Mfr, OD, S Yes: After auditing requirements; 2 CFR the Appraisal) Loans years years Ppr QC &OD 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 " RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments'/ Reference Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention. Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? Retentions apply to the department that is NOT the Office of Record OFR , or the "Lead Department".. Ifyou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention eiiods retention resumes after settlement or completion). Records Destruction. Lists / Copies - Copies - City Clerk CW-051 Certificate of Records When No Longer When No Longer Mag, Ppr GC §§34090.7,. 60200 Destruction Required . Required Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No CW-052 Produced by OUTSIDE Longer Longer Ppr' Non -Records ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Statewide guidelines propose Lead Dept. CW-053 Manuals, Newsletters, etc: Minimum 2 Minimum 2 Mag; superseded + 2 or 5 years; GC Produced by YOUR years years Ppr §§34090, 60201 et seq. Department - Reference Materials: Policies, Procedures, Brochures, Flyers, When When Mag, Lead Dept. CW-054 Manuals, Newsletters, etc: Superseded Superseded Ppr Copies; GC §§34090.7, 60200 Produced by OTHER Departments CW-055 Reference or Working Files: See Correspondence Reports and Studies Mag, Administratively and Lead. Dept. CW-056 (Historically significant -e.g., 10 years P P Mfr, OD, S/I Yes: After 10 years Historically significant, therefore retained permanently; Zoning Studies) Ppr GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments I Reference Inactive Paper Active 'Total Media I=Import - (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? Retentions apply to the department that is NOT the Office of Record OFR , or the "Lead Department". If you_are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies (other ag years;. statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 10 years P' prr, propose 2 years; If historically reports - e.g. Annual Reports) significant, retain permanently; GC §§34090, 60201 et seq. Copies - Copies - Mag, Originals maintained by City City Clerk CW-058 Resolutions - City Council When No When No Yes (all) Mfr, OD, S No Clerk Permanently; GC Longer Longer Ppr §§34090.7, 60200 Required Required Lead Dept. CW-059 Special Projects / Subject Files Minimum 2 Minimum 2 Mag, Department Preference; GC / Issue Files years years Ppr §§34090; 60201 et seq. et seq. Surveys / Questionnaires (that the City issues) If a summary of the data is Mag Lead Dept. CW-060 compiled, the survey forms are 2 years 2 years Pp�' GC §§34090, 60201 et seq. considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) Time Cards / Time Sheets Copies - Copies - Mag Finance / CW-061 (Finance keeps the originals When No When No , Mfr, OD, S / I Yes: After GC §§34090.7, 60200 et seq. Payroll with employee signatures) Longer Longer Ppr QC & OD Required Required When No When No Preliminary drafts (the time- Lead Dept. CW-062 Time Off Requests Longer Longer Ppr card is the final record); GC Required 1 1 Required I I 1 1 §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ven 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments I Reference Inactive Paper Active Total Media 1=_Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd.7 Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be 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: Liti ation, claims, complaints, :audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required Training - ALL COURSE to keep their OSHA records 7 RECORDS years; EEOC/FLSA/ADEA Yes: When (Age) requires 3 years forInactive Lead Dept. CW-063 (Attendance Rosters, Outlines 2 years 5 years 7 years fr, Mfr, OD, - S promotion, demotion, transfer, and Materials; includes Ethics, Ppr selection, or discharge; State Harassment Prevention & Law requires 2 -3 years for Safety Training &Tailgates) personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 ver. 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion . ANIMA ItSERVI.GES Animal Indefinite IndqNo Department preference; Data is Services AS-001 Animal Registration Database (Minimum 3 (Min Mag interrelated; GC §34090 years) e When No Wh Considered transitoryAnimal AS-002 Animal Registration Report Longer Lo Mag, Ppr preliminary draft (the database is Services Required Required the original); GC §34090, GC §6252 Animal Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq. Animal AS-004 Bite Reports / Rabies Control 3 years 3 years Yes Mag, Ppr Department Preference; GC Services Records §34090 et seq. Animal 3 years is required; FA Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal 3 years is required; FA Services AS-006 Drug Logs 3 years 3 years Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Investigations / Problem Files Resolution + Resolution + Department Preference; GC Services AS-007 (barking, loose dogs, dangerous 4 years 4 years Mag, Ppr §34090 et seq. dog reports, etc.) Animal Medical Records, Surgical 3 years is required; FA Services AS-008 Records, X-rays 3 years 3 years Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Meet and Greet / Animal 3 years is required; FA Services AS-009 Adoption Contracts 3 years 3 years Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Notices to Comply, Warning Department preference; GC Services AS-010 Letters / Notices / Citation Books 3 years 3 years Mag, Ppr §34090 (Off leash, etc.) RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Vera 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Retention No. Records Description Retention / Disp osition Comments /Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, andimply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ationssuspend normal retention.periods retention resumes after settlement or completion). Animal AS-011 Officer's Daily Log 2 years 2 years - Mag, Ppr GC §34090, GC §6252 Services 3 years is required for animal Animal treatment records; FA §32003(e), Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Record of All Efforts to Contact FA §31108.3 and 31752.1; GC Owner and/or Microchip's Services-: AS-012.5 2 years 2 years _ Map. Ppr 3 4090 Primary Registrant - 3 years is required; FA Animal AS-013 Rescue Partnerships / Foster 3 years 3 years Mag, Ppr §32003(e), PC §597.1(d); CCP Services Care Partnerships _ §§336(a), 337 et. seq., GC §34090 Animal AS-014 Ride -a -Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq. Services Strays /Incoming Animals / 3 years is required; FA Animal AS-015 Impound Records / Impound 3 years 3 years Mag, Ppr §32003(e), PC §597.1(d); CCP Services Cards / "Relinquishments" §§336a, 337 et. seq" GC - §34090 0 Animal AS-016 Volunteer Hours. 2 years 2 years Mag, Ppr GC §34090 et seq. Services RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved ` Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 office of Record Retention No. (OFR) Records Description Retention / Disposition Image: Destroy Inactive Paper Active Total Media I=Import (in office) (Records Retention Vital? Options M=Mfr after Center) 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-a. last document + 2 vearst since destruction is normally nerfnrmed by file folder Building & Safety Building & Safety Building & Safety Building & Safety Building & Safety records act BL-001 Address Assignments / Changes / Corrections P BL-002 )Address Files / Building Permits I P BL-003 I Building Permit Database BL-004 Building Plans - Cancelled, Expired or Withdrawn Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, BL-005 MULTI -FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Indefinite Upon Expiration, Cancellation or Withdrawal P Mag, P Mfr, OD, S / I Ppr Mag, P Yes (all) Mfr, OD, S Ppr Indefinite Yes (all) Mag Upon Expiration, Mag, Cancellation Mfr, OD, S or Ppr Withdrawal Mag, P Yes (all) Mfr, OD, S Ppr resumes Comments / Reference or completion). • I No Department Preference; GC §34090 Department preference; Yes: After Statewide guidelines propose QC & OD permanent; GC §34090, H&S §19850 Department Preference - Data is interrelated; GC §34090, H&S §19850 Department preference; Yes: After Preliminary drafts not retained QC & OD in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Department Preference; Law requires for the life of the building for commercial and Yes: After common interest dwellings only; QC & OD Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver..9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference (OFR) Inactive Paper Active . Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed by file folder HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Department preference; Plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height.(b) Garages and other structures appurtenant to buildings described under Building Plans - Finalled - SINGLE Mag, subdivision (a).(c) Farm or Building & BL-006 FAMILY RESIDENTIAL - SFR and P P : Yes Mfr, OD, S Yes: After ranch buildings. Safety APPURTENANCES Ppr QC & OD (d) Any one-story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not, however, apply to a steel frame or concrete building. CBC requires 180 days from _ completion date; CBC 104.7 & - 107.5, H&S§19850, GC §34090 Building & California Building Code / When Attorney preference for Safety BL-007 California Standard Code (12 Superseded P P Mag, Ppr reconstruction issues; GC Parts) §50022.6 Building & BL-008 Certificate of Occupancy (CofO) P P Yes (all) Mag' Mfr, D, S Yes: After Department Preference; GC Safety r,0 QC & OD §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Active Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Construction Notices / Building & BL-009 Inspection Notices 2 years " 2 years Mag, Ppr GC §34090 Safety (correction notices, compliance orders, stop work notices, etc.) Building & Safety BL-010 Plan Check Comments When Finalled When Finalled Mag, Ppr Preliminary Drafts; GC §34090 Building & When No When No Preliminary Drafts (the database Safety gL-011 Reports: Building Activity Longer Longer Mag, Ppr is the original); GC §34090 Required Required Building & Requests & Permissions to Safety BL-012 Receive Copies of Plans (to and 2 years .2 years Mag, Ppr GC §34090 from Architects) RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media 1=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction -is normally performed by file folder. . HOLDS: Litigation, complaints, claims,. public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITiYLCLERK Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight- . Department preference; Board, Fire Protection District Mag, Mf r , fr Yes: After Includes final budget and final City Clerk CC-'001 Board, Public Safety 2 years P P OD, P S / I QC & OD audit reports / CAFR; GC Commission, All §34090 Subcommittees of the City Council (Public Works Subcommittee, etc.) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver..16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No. Records Description Retention I Disposition Inactive Image: Destroy Comments I Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/orinvesti ations suspend normal retentionperiods retention resumes after settlement or completion). Agreements & Contracts -ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract Department Preference; All includes all contractual infrastructure contracts obligations (e.g. Specifications should be permanent for and Successful Proposal / emergency preparedness; Scope of Work) Statute of Limitations is 4 City Clerk CC-002 Completion P P Yes: Before Mag, Mfr, S Yes: Upon years; 10 years for Errors & Completion OD, Ppr Completion Omissions; land records are Examples of Infrastructure: permanent by law; CCP §337 Architects, Buildings, bridges, et. seq., GC §34090; covenants, development, Contractor has retention environmental, Joint. Powers, requirements in 48 CFR MOUs, park improvements, 4.703 property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total . Media 1=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? � If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file -folder. HOLDS: Liti at'on, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Agreements & Contracts - ALL (NON -INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Department Preference; Statute of Limitations is 4 Agreement or Contract years; 10 years for Errors & includes all contractual Omissions; land records are City Clerk CC-003 obligations e Specifications 9 � •g• p Completion 10 years Completion + Yes: Before Mag, Ppr permanent by law; CCP and Successful Proposal / 10 years Completion 5 3 Scope of Work) Cont a torhas GC §34090, Contractor retention requirements in 48 Examples of Non -Infrastructure: CFR 4.703(a) Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, S / 1 Yes: After Department preference; GC _- OD, Ppr QC &OD §34090 Board & Commission / City.Clerk CC-005 Committee Maddy Act Lists / 2 years 2 years Mag, Ppr GC §34090 Vacancy Notices Board & Commission City Clerk CC-006 Applications (Successful and 2 years 2 years Mag, Ppr GC §34090 Unsuccessful) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments 1 Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti at'on, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Securities (Performance Bonds, Letters of Credit, CD's, etc.) are normally Bonds (Performance Bonds, Release of Release of released after the Notice of City Clerk CC-007 Subdivision Bonds, Letters of Bond / Letter Bond / Letter Mag, Ppr Completion is filed. Bond / letter may be replaced with a Credit) of Credit of Credit Warranty Bond, which is usually released 1 year after the Notice of Completion date. GC §34090 City Council Subcommittees: All recommendations are City Clerk CC-008 Agendas, Minutes 2 years 2 years Mag, Ppr presented to the City Council; . (Composed solely of less than GC §§34090, 60201 et seq. a quorum of the City Council) City Council, Board & Mag, Mfr, Yes - Y: After Department preference; GC City Clerk CC-009 Commission Historical List of P P OD, Ppr S / I &OD §34090 Members Economic Interest Filings Statements filed electronically (FPPC 700 Series Forms- are required for 10 years; City Clerk CC-044 Statement of Economic 10 years 10 years Mag, Mfr, S / I Yes: After City maintains copies only; Interests): OD, Ppr QC & OD original statements are filed ELECTRONICALLY FILED with FPPC; GC §81009(f)(g); GC §84615 Economic Interest Filings (FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 City maintains original City Clerk CC-010 Statement of Economic 7 years 7 years S / I statements; GC Interests): ALL FILED N OD, Ppr years §81009(d)(e)(f)&(g) PAPER FORMAT RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments I Reference (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Economic Interest Filings City Clerk CC-011 (FPPC Form 602/635) - Lobbyist Authorization 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090 Reporting City Clerk CC-012 FPPC Form 801 (Gift to _7years 7 years Mag, Ppr S / Yes: After 2, Must post on website; FPPC Agency Report). years Opinion; GC §81009(e FPPC Form 802 (Event Ticket Yes: After 2 Should post on website for 4 City Clerk CC-013 / Pass Distributions Agency 7 years 7 years. Mag, Ppr S / I GC §81009(e) Report) years years; City Clerk CC-014 FPPC Form 803 (Behested 7 years 7 years Mag, Ppr S / I Yes: After 2 GC §81009e Payment Report) -years City Clerk CC-015 FPPC Form 804 (Agency P P Mag, Mfr, _ S / I Yes: After 2 FPPC Regulation 18734(c); . Report of New Positions) OD, Ppr years GC §81009e City Clerk CC-016 FPPC Form 805 (Agency P P Mag, Mfr, S / I Yes: After 2 FPPC Regulation 18734(c); Report of Consultants) OD, Ppr years GC §81009e FPPC Form 806 (Agency Yes: After 2 Must post on website GC City Clerk CC-017 Report of Public Official 7 years 7 years Mag, Ppr S / I Appointments) years §34090; GC §81009(e) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.,- all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments I Reference (OFR) Active Total Media I=ImportPaper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). , c ELECTIONS nC;QNSQLID°A,AED Assessment District Ballots, City Clerk CC-018 Protest Letters, & Envelopes - 2 years 2 years Ppr GC §53753(e)(2) Prop. 218 proceedings Campaign Filings (FPPC 400 For Electronic Filings, Data Series Forms & Form 501): that has been maintained for City Clerk CC-019 SUCCESSFUL CANDIDATES 2 years P P Mag, Mfr, S Yes: After 2 at least 10 years may then be archived in a secure format; (Elected Officials) OD, Ppr years Paper must be retained for at All, whether filed electronically least 2 years; GC or not §81009(b)&(g); GC §84615(i) Campaign Filings (FPPC 400 Candidates without Series Forms & Form 501): committees are not required UNSUCCESSFUL to file their statements, City Clerk CC-020 CANDIDATES 5 years 5years Mag, Mfr, S Yes: After 2 reports or copies online or Includes Unsuccessful OD, Ppr years electronically; Paper must be Candidates Without retained for at least 2 years; Committees that Don't File GC §81009(b)&(g);-GC Electronically §84615 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL Statements filed electronically City Clerk CC-020.1 CANDIDATES, 10 years 10 years Mag, Ppr. S/I are required for 10 years; GC ELECTRONICALLY FILED - §81009(b)&(g); GC §84615 WITH or WITHOUT Committees Campaign Filings (FPPC 400 Series Forms): THOSE NOT Paper must be retained for at City Clerk CC-021 REQUIRED TO FILE 4 years 4 years Mag, Ppr least 2 years; GC ORIGINAL WITH CITY CLERK §81009(f)&(g) (copies) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C-d? If the record is not listed here, refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Campaign Filings (FPPC 400 _ Series Forms): OTHER Paper must be retained for at City Clerk CC-022 7 years 7 years Mag, Ppr least 2 years; GC COMMITTEES (PACE -not §81009(c)&(g) candidate -controlled) Department Preference; Statewide guidelines Candidate File: Nomination proposes 4 years for Papers, Candidate Statement Term of Term of successful candidates, 2 City Clerk CC-023 Forms, etc. -SUCCESSFUL Office + 4 Office + 4 Mag, Ppr years for unsuccessful; CA CANDIDATES years years law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 Statewide guidelines Candidate File: Nomination proposes 4 years for Papers, Candidate Statement successful candidates, 2 City Clerk CC-024 Forms, etc. - Election + 4 Election + 4 Mag, Ppr years for unsuccessful; CA UNSUCCESSFUL' years years law states term of office and 4 CANDIDATES years after the expiration of term and does not delineate between the two; EC §17100 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell.Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti at'on, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election - City Clerk CC-025 Services, Candidate 2 years 2 years Mag, Ppr GC §34090 Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections - HISTORICAL Mag, Mfr, Retained for Historical Value; City Clerk CC-026 (copies of resolutions, final 2 years P P OD, Ppr S No GC §34090 results; Certificate of Election) Results + 8 Results + 8 Not accessible to the public; months or months or _ The 8 month retention applies Final Final after election'results, or final City Clerk CC-027 Elections - Petitions (Initiative, Examination Examination Ppr examination if no election, Recall or Referendum) + 1 year after + 1 year afte unless there is a legal or petition petition FPPC proceeding. EC examination examination i §§17200(b)(3), 17400 if insufficient insufficient- ; �__. y,.�.:s 4.',it �S:.7e.{r s t.tii..i _ _ �-.s�'.�:: -4" ' ..� :� �.s' EndrofaElections Sectiorn _ _ _ Y i•s_ t� �; ..ti. -g= �� . .... ,l "'} �' S �."'�..�_ <.�;�,�.- ;,:,.�,-�„< a ,.��• RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK . Page CC-9 Office of Record Retention No. Records Description Retention / Disposition - Inactive Image: Destroy Comments I Reference (OFR) Active Total Media I=Import Paper, after (Records Vital? (in office) Center) Retention Options M=Mfr Imaged & S=ScanQC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is com leted, .a'nd im 1 . a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). City Clerk determines Historical Records, historical significance; Photographs, & Historical records can address a variety City Clerk CC-028 Projects (e.g. Incorporation, P P Mag, Mfr, S No of subjects and media. Some City Seal, Awards of significant OD, Ppr media (e.g. audio and video historical interest, etc.) tape) maybe limited because of the media s life expectancy; GC §34090 Minutes: City Council, Redevelopment Agency, City Clerk. CC-029 Successor Agency, Oversight P P Mag, Mfr, S / I No GC §34090 . Board, Fire Protection District OD, Ppr Board, Public Safety Commission Municipal Code City Clerk CC-030 Administration, Distribution, 2 years 2 years Mag, Ppr GC §34090 etc. Municipal Code History / Mag, Mfr, Yes- After Department preference City Clerk CC-031 Supplements P PS/I OD, Ppr QC'd & OD (retain one of each supplement); GC §34090.7 Oath of Office: City Council, Term of Term of _ Office+ 4 Mag, Mfr, Yes: After Department Preference; GC .City Clerk CC-032 Boards &Commission Office + 4 lz OD, Ppr S / I QC'd & OD §34090 years Members years City Clerk CC-033 Ordinances P P: Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC'd & OD RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=ScanQC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) Mag, Mfr, Yes: After Department preference; only City Clerk CC-034 2 years 2-years ODPpr S / I QC'd & OD 1 year is required; GC See Elections for Initiative,. , §50115 Recall or Referendum Petitions City Clerk CC-035 Public Records Requests / 2 years 2 years Mag, Mfr, S / I Yes: After GC §34090 Request for Records OD, Ppr QC'd & OD Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Mag, Mfr, Department preference; GC City Clerk CC-036 Notices of Completion, P P Yes (all) OD, Ppr S No §34090 et seq. Recorded Agreements / Contracts, Certificate of Compliance, etc. Recordings - AUDIO of City Council, Redevelopment Department preference; State City Clerk CC-037 Agency, Successor Agency, 2 years 2 years Mag, OD law only requires for 30 days; Oversight Board, Fire GC §54953.5(b) Protection District Board, Public Safety Commission Recordings - VIDEO of City Council, Redevelopment I Department Preference; City Clerk CC-038 Agency, Successor Agency, Minimum 3 Minimum 3 Mag, OD Video recording of meetings Oversight Board, Fire years years are only required for 90 days; Protection District Board, GC §§34090.7, 34090 Public Safety Commission City Clerk CC-039 Records Destruction P P I I Mag, Mfr, S / I Yes: After Department preference; GC Authorization Forms, Transfers I I I OD, Ppr QC'd & OD 1§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2�22 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan Q.C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Records Retention Schedules / Mag, Mfr, City Clerk CC-040 Amendments to Records 10 years P P OD, Ppr S / I No GC §34090 et. seq. Retention Schedules Redistricting Web Page / District Boundary Web Page City Clerk GC-046 (Map, Redistricting Process, 10 years 10 years . Mag, Ppr EC §21608(g); GC §34090 Agendas, Calendars, Notice, etc.) Resolutions: City Council, Redevelopment Agency, City Clerk CC-041 Successor Agency, Oversight P P Mag, Mfr, S / I No GC §34090 Board, Fire Protection District OD, Ppr Board, Public Safety Commission Secretary of State Statement of City Clerk CC-045 Facts / Registry of Public 2 years .2 years Mag, Ppr GC §34090 Agencies - When No When No Preliminary drafts used to City Clerk CC-042 Speaker Cards Longer _ Longer Ppr produce minutes; GC §34090 Required Required RANCHO-CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 , Revision Adopted: 3/2/2022 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). C-.ITkYJMWN .TGER City Manager CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090 City CM-001 Annual Reports / Strategic Plans P P Mag, Mfr, S / I Yes: After Department Preference; GC Manager OD, Ppr QC'd & OD §34090 City CM-015 Art in Public Places (City Projects, 5 years P P Mag, Mfr, S / I Yes: After Department preference; GC Manager not Developer Projects) OD, Ppr QC & OD §34090 Brown Act challenges must be City CM-016 Art In Public Places Committee Minimum 2 Minimum 2 MagPpr ' p filed within 30 or 90 days of Manager AGENDAS, AGENDA PACKETS years years action; GC §§34090, 54960.1(c)(1) City CM-017 Art In Public Places Committee P P Mag, Mfr, S No GC §§34090 Manager MINUTES & BYLAWS OD, Ppr City Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090 City CM-003 CityCouncil Correspondence p Minimum 2 Minimum 2 Ma g, Ppr Department Preference; GC Manager years ears §34090 City Council /Commission Contact When No When No Preliminary documents; GC Manager CM-004 Forms Longer Longer. Mag, Ppr §34090 et seq. Required Required City Grand Jury Reports and Department Preference (the Manager CM-005 Responses (Regarding City 5 years 5 years, Mag, Ppr Grand Jury keeps their reports 5 Operations) years); GC §34090 City Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, S / I Yes: After & OD GC §34090 OD, Ppr QC'd RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for Cit -Ifde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi afions suspend normal retention periods retention resumes after settlement or completion). City Projects, Programs, Subject & Minimum 2 Minimum 2_ Department Preference; GC Manager CM-007 Issues (Issues and/or projects will years years Mag, Ppr §34090 vary over time) City Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, S / I Yes: After & OD GC §34090 OD, Ppr QC'd City Manager CM-009 RCN Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. City CM-010 Speech Notes / PowerPoint 2 years 2 years Mag, Ppr GC §34090 et seq. Manager Presentations Copies - Copies - Finance CM-011 Travel /Conferences When No When No Mag, Ppr Invoices are maintained by Longer Longer Finance; GC §34090.7 Required Required Videos (Public activity, etc. Not When No When No Content does not relate in a City CM-012 City Council or Advisory Body Longer Longer ; Mag, Ppr substantive way to the conduct Manager Videos, nor regular, ongoing Required Required of the public's business; GC operations of the City) §34090 et seq. City CM-013 Weekly Reports (News & Notes) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After & OD GC §34090 Manager QC'd COMM.UNII byiIMP.RO,UEMETIT Community CI-001 Citations Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC Improve. years ears §34090 Code Enforcement / Abatement When No Longer When No Longer., Department preference; Case is Community CI-002 Case Files (Includes appeals and Required - Required - Yes: Until Mag, Ppr open until satisfactorily resolved Improve. Code Enforcement Complaint Minimum 2 Minimum 2 Resolution (some cases are not resolved); . Letters) CFC §104.3.4, GC §34090 ears years RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments I Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C-d7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). GOMM_UNIAYLSERVICES Copies - Copies - Risk CS-001 Accident / Incident Reports When No When No Mag, Ppr GC §34090.7 Management (Members of the Public) Longer Longer Required Required Activity / Special Programs / Special Event Files & Reports / ABC When No When No Community Permits, where required Longer Longer Department preference; GC Services CS-002 Required - Required - Mag, Ppr §34090 After School, Children's Programs, Minimum 2 Minimum 2 Cultural Arts, Sports, Seniors, years years Filming, Theatre Programs etc. Community Services CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §340.90 Community Art in Public Places / Artists in Mag, Yes: After Department preference; GC Services CS-004 Residence - Successful P P Mfr, OD, S / I QC & OD §34090 Placements Ppr When No When No Community Art in Public Places / Artists in Longer Longer Department preference; GC Services CS-005 Residence - Unsuccessful Required - Required - Mag, Ppr §34090 Proposals Minimum 2 Minimum 2 years years Artist Contracts Yes: Mag, Yes: Department preference; Community CS-006 Includes Insurance Certificates and Completion 5 years Completion + Before Mfr, OD, S/I Upon Statute of Limitations: Services Administration Records 5 years Completion Ppr Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 Community Services CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver.,15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active- ..Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City- Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act requests, audits and/or investi ations sus end normal retention eriods retention resumes after settlement or completion). Capital Improvement Projects (CIP - where Community Services is the Department preference; Some Lead): Administration File / NOT 10 years or Completion + grant funding agencies require Scanned After 10 years or audits; Statute of Limitations Funding After Funding for Errors & Omissions is 10 Community Project Administration, Certified Upon Agency Agency Yes: Until years; Statute of Limitations: Services CS-008 Payrolls, Community Outreach / Completion Audit, if Audit, if Completed Mag, Ppr Contracts & Spec's=4 years, Notifications, Project Schedules, required, required, Wrongful Death=comp. + 5 Progress meetings, Punch Lists, whichever is whichever is years, Developers=comp. + 10 Real Estate Appraisals, RFls & longer longer years; Statewide guidelines Responses, Temporary Easements, _ propose termination + 5 years;. Construction Manager's Logs, Daily CCP §337 et. seq., GC §34090 Inspections, Daily Logs, etc. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved - Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3L2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP & Addenda, Department preference; Agreement / Contract (copy), Mag, Yes: retained for disaster Community CS-009 Successful Proposal, Change Upon P P Yes: Until Mfr, OD, S/I Complet. preparedness purposes; Services Orders, Geotechnical Studies & Completion Completed Ppr + 10 ears y Statewide guidelines propose Reports, Operations & Maintenance Permanent for Infrastructure Manuals (O&M Manuals,) Materials plans; GC §34090 Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surreys, etc. Class Instructors Contracts Yes: Mag, Yes: Department preference; Community CS-010 Includes Insurance Certificates and Completion 5 years Completion + Before Mfr, OD, S/I Upon Statute of Limitations: Services Administration Records 5 years Completion Ppr Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 Yes: Mag, Yes: Department preference; Community CS-011 Client /Provider Agreements Completion 5 years Completion + Before Mfr, OD, S/I Upon Statute of Limitations: Services 5 years Completion Ppr Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver: 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr . Center) S=Scan Imaged 8 C'd? . If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years),, since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act requests, -audits and/or investi ations sus end normal retention eriods retention resumes after settlement or completion). - �y- - TM'' The Fewn.datin ehtamne d epeFa inidn nn'de Rse 0 of jwRe 2019; 0iL. Staff al Repe is n n filed in then T eGt_ . bd-d-Ft R i2 - I1 n[a9— MfF,,-QD 9-"4 _ - - - filed within 40 0/1 .dnvc of be OF 5496 - GGFRF �p 04� �/e Gi�;pFefefeese; The Fntinnal inrdnnnnrdonno � c.. Cn..wmGe..� - bd�YdAUDIO REGOR // Audie Tapes — !_�"_ (Mag) of juRe 2019 State law pply FeqWFes fe F.3 \ .days; T'_`G §64963.5(b) GOF Rity MaQ— Cn i� 4 _ Fes ,-OD, Cd .NA at'n al inde nde 0 as wvicw T .,� ; " Lead Dept. & CS-015 Credit Card Receipts ' 2 years 2 years. Mag, Ppr City preference (not all detail is Finance sent to Finance); GC §34090 Community CS-016 Customer Relations / Member Indefinite Indefinite- Mag, Ppr Data fields are inter -related; Services Database GC §34090 et seq. Lead Dept. & Deposits /Cash Receipts Detail / City preference (not all detail is Finance CS-017 Backup / Accounts Receivable 2 years 2 years Mag, Ppr sent to Finance); GC §34090, . . Detail / Refund Detail RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) (Records Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims," ublic records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). When No When No Community CS-018 Donations —' Longer Required - Longer Required - Mag, Ppr Department Preference; GC Services Minimum 2 Minimum 2 §34090 years years When No When No Content does not relate in a Community CS-019 Evaluations / Surveys (of programs) Longer -Longer Mag, Ppr substantive way to the conduct Services Required Required of the public's business; GC §34090 Event Service Agreements / ESS Contracts / Special Event Contacts / Yes: Mag, Yes: Department preference; Community CS-020 Professional Service Agreements Com pletion 5 years Completion + Before Mfr, OD, S/I Upon Statute of Limitations: Services (PSAs) 5 years. Completion Ppr Completio Contracts & Spec's=4 years; Includes Insurance Certificates and n CCP §337 et. seq., GC §34090 Administration Records Facility Use Rental Contracts / Field Yes: Community CS-021 Use Contracts / Facility Use 2 years 2 years Before Mag, Ppr GC §34090 Services Requests (includes insurance Event certificates and/or ABC Permit) Community Services CS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090 Lead Dept. & Finance CS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr " City preference (not all detail is sent to Finance); GC §34090 ' When No When No House Reports / Program Files / Longer Longer Community CS-024 Event Files / Sponsored Vouchers / Required - Requited - Mag, Ppr Department Preference; GC Services Coupons (Theatre) Minimum 2 Minimum 2 §34090 Includes Contract Billing years years RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevisionAdopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Record Retention No. I Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active. Total Media I=Import (OFR) (in office) (Records Retention vital? after Options M=Mfr Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Community Lewis Family Playhouse Inactive + 5 Inactive + 5 Department preference (meets. Services CS-025 Memberships years years Mag, Ppr auditing standards); GC §34090 Original Staff Reports are filed Community Park and Recreation Commission Mag, Yes: After in the project file; Brown Act Services CS-026 P P Mfr, OD, S / I 2 years challenges must be filed within AGENDA PACKETS & AGENDAS - Ppr 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Park and Recreation Commission City preference; State law only Community Services CS-027 AUDIO RECORDINGS of Meetings 2 years .2�years Tape (Mag) requires for 30 days; GC / Audio Tapes I §54953.5(b) Park and Recreation Commission Community Mag, Services CS-028 MINUTES RESOLUTIONS & P P Yes Mfr, OD, S No GC §34090 BYLAWS" Ppr Performance Contracts Yes- Mag, Yes: Department preference; Community CS-029 . Includes Insurance Certificates and Completion 5 years Completion + Before Mfr, OD, S/I Upon Statute of Limitations: Services Administration Records 5 years Completion Ppr Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 Community '2 Yes: Services CS-030 Photo. Waivers years 2 years Before Mag, Ppr GC §34090 Event Community CS-031 Recreation Database (Active Net) Indefinite Indefinite Mag Department Preference; data is Services interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.' HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Registration / Applications / Yes: Community Liability Forms / Release of Liability During Services CS-032 Forms / Permissions: Camps, Field 2 years 2 years Class or Mag, Ppr GC §34090 Trips, Authorization to give Program Medicine, etc. Community Yes: Services CS-033 Safety. Inspections 2 years 2 years Before Mag, Ppr GC §34090 Event Community When No When No Preliminary drafts not retained Services CS-034 Schedules / Hours Longer Longer Mag, Ppr in the ordinary course of Required Re uired business; GC §34090 Community Department Preference (meets Services CS-035 Scholarships 5 years 5 years Mag, Ppr auditing standards); GC §34090 Community Senior Advisory Committee - All Services CS-037 Records (Members are not 2 years 2 years Mag, Ppr GC §34090 Appointed by the City Council) Community CS-039 Sign -in /Sign-Out_Sheets for 2 years 2 years Mag, Ppr GC §34090 Services classes and programs Community Sports Advisory Committee -All Services CS-040 Records (Member are not 2 years 2 years _ Mag, Ppr GC §34090 Appointed by the City Council) Community Sports Organizations / Non -Profit When No When No Preliminary drafts not retained. Services CS-041 Organizations (Little League, etc.) Longer Longer Mag, Ppr in the ordinary course of Required I I Required I I I I lbusiness; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell. Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Record Retention No. Records Description Retention / Disposition - Image: Destroy Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Preliminary drafts / Transitory records - NOT made or Community When No When No retained for the purpose of Services CS-042 Sports Score Sheets, Schedules Longer Longer Mag, Ppr preserving the informational . Required Required :, content for future reference, GC §34090; 64 Ops. Cal. Atty. Gen. 317 (1981)) When No When No Community CS-043 Theatre Member Files !Patron Files Longer Required - Longer Required - Yes: Before Mag, Ppr Department Preference; GC Services (Gym, etc.) Minimum 2 Minimum 2 Event §34090 years years When No When No Preliminary drafts not retained Community CS-044 Ticket Stubs Longer Longer Mag, Ppr in the ordinary course of Services Required Re wired business; GC §34090 Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer / Unpaid Intern EEOC/FLSA/ADEA (Age) Applications & Agreements - requires 3 years for promotion, Lead Dept. CS-045 Unsuccessful or.Pending 3 years 3 years Ppr demotion, transfer, selection, Applicants or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946,12960,34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office Recordf Retention No. Records Description Retention / Disposition Image: Destroy Comments I Reference Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards - Retentions begin when the act is completed, and imply a full file folder (e.g. last document +- 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims,: public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Courts treat volunteers as employees; EEOC/FLSA/ADEA Volunteer/ Unpaid Intern (Age) requires 3 years for Applications & Agreements Inactive / Inactive /:.. Mag, promotion, demotion, transfer, Lead Dept. CS-046 (includes emergency contact Separation + Separation + Mfr, OD, S Yes: 1 selection, or discharge; State information) - Successful 3 years 3years Ppr year Law requires 2 -3 years; 29 "8 Applicants CFR 1602.31 & 1627.3(b)(1), CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Community Services CS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 6.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total.._ Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? ecord is not listed here, refer to the Retention for Cit -ode Standards tions be in when the act is com leted, and im / a full file folder e. . last document + 2 ears , since destruction is normal) E erformed b file folder. S: LiLiclation, com taints, claims, public records act re uests, audits and/or investi ations sus end normal retention neriods retention resumes after settlement or completion). DEP.YARTiMENTiOFJINNOU/AuiION[&iTiECHNEOVOGiY Used for Disaster Recovery Depart. of When No When No Purposes Only; Considered a Innovation DOIT-001 Backups - DAILY Longer Longer Yes Mag. copy and can be destroyed & Required Required when no longer required; tapes Technology are in autochangers and are overwritten; GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off -site in Depart. of When No When No commercial storage for disaster Innovation DOIT-002 Backups -WEEKLY Longer Longer Yes Mag. recovery; Considered a copy & Required Required and can be destroyed when no , Technology longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. Depart. of Innovation DOIT-003 Network Configuration Maps & 2 years 2 years Yes Mag. GC §340§0 et seq. & Plans Technology For legal compliance for UNALTERABLE MEDIA / Trustworthy Electronic Records Depart. of IMMUTABLE CLOUD BACKUP / (when the electronic record WORM / DVD-r / CD-r / Blue Ray- Innovation DOIT-004 P P OD serves as the official record); & - R or other UNALTERABLE must be stored in a "safe and separate location"; GC 34090, Technology MEDIA that does not permit additions, deletions, or changes 12168.7, EVC 1550,2 CCR 22620 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 HOUSING, RDA, SUCCESSOR AGENCY Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). E_CQ , OMIC-IDE-CViELFOP.MENTi/IREDEI/ELOP.MENTii/LSUCC-ESS:ORTA'GENCY Economic Develop. / Economic Development Projects, RDA / ED-001 Programs, Subject & Issues Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC Successor (Issues and/or projects will vary years years §34090 Agency over time) Economic Develop. / Department Preference; GC RDA / ED-002 Mobile Home Accords P P Mag, Ppr §34090 Successor Agency Economic Develop. / Department preference, meets RDA / ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr municipal auditing standards; Successor GC §34090 Agency Recorded Documents: ALL - Copies - Copies - Deeds, Easements, Liens & When No When No Mag, Mfr, Finals are maintained by City City Clerk ED-004 Releases, Rights of Way, Notices Longer Longer Yes (all) OD, Ppr S No Clerk; GC §34090 et seq. of Completion, Recorded Required Required Agreements / Contracts, etc. Economic Develop. / Redevelopment Long Range Completion Completion Department preference; GC RDA / ED-005 Property Management Plans, + 10 years + 10 years Mag, Ppr §34090 Successor Oversight Plans Agency RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-2 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (Records, Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion . Economic Develop. / Department Preference for RDA / ED-006 Redevelopment Plans P P Mag, Ppr Historical Purposes; GC §34090 Successor _ Agency Redevelopment Projects & Project Areas - Planning, Building and Economic Engineering retains final Develop. / (Ensure Planning has all Completion Completion documents of construction RDA / ED-007 Environmental Documents, + 10 years + 10 year s Mag, Ppr projects (transfer any CIP project Successor Engineering has all CIP Projects, files to Engineering); Covers Agency and City Clerk has all Real various Statute of Limitations; Property records for Permanent CCP §337 et seq.; GC §34090 retention) Economic Develop. / Completion Completion Department preference,- meets RDA / ED-008 Relocations + 5 years + 5 years Mag, Ppr municipal auditing standards; Successor CCP §337 et seq.; GC §34090- . A enc Foreclosure Notices!Notices of Disposition + H0111SING Disposition + Mag, Ppr City Attorney preference; GC Housing ED-009 Defaults (NOD) 5 years 5 ears §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-3 HOUSING, RDA, SUCCESSOR AGENCY Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.. HOLDS: Litigation, com laints, claims, public records act re uesis, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). . 5 years after PUD requires 5 years after the Housing Programs: Affordable After the � the ; project completion; documents Housin Projects, Rehabilitation, 9 1 Affordability Affordability imposing recapture / resale - CDBG-funded Housing Projects, Period Period restrictions are 5 years after the etc. Terminates, Terminates, affordability period terminates; Housing ED-010 5 years or the or the Mag, Mfr, S / I _ Yes: When Uniform Admin. Requirements WITH a Recapture / Resale Written W Written OD, Ppr Inactive for Grants to Local Governments Restriction Agreement Agreement is 3 years from expenditure Terminates, Terminates, report; 2 CFR 200.334; 24 CFR Deeds are sent to City Clerk Whichever is hichever is 92.508(a)&(c) & 570.502(a)(16), Longer Longer 982.158, 884.214; 29 CFR 97.42, GC §34096 Housing Programs: Affordable p HUD requires 5 years after the Housing, Projects, Rehabilitation, agreement terminates; CDBG-funded Housing Projects, Consistent with Consolidated etc. Loan Pay-off Loan Pay-o Plan Requirements; Required for Housing ED-011 OR OR Mag, Mfr, S / l Yes: After 3-4 years from expenditure or WITHOUT a Recapture / Resale Forgiveness Forgiveness OD, Ppr QC & OD performance report; 2 CFR Restriction + 5 years + 5 years 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, Deeds and Insurance are sent to 884.214; 29 CFR 97.42, GC City Clerk §34090 Loan Applications / Potential Buyers Denied, Cancelled or Housing ED-012 Withdrawn (First Time Home 2 years 2 years Mag, Ppr GC §34090 _ Buyers, Life/Safety, Rehabilitation, HOME etc. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell'Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ENGINEERING]ADMINISiTiRAtiTiI,ONC SEEtGhTrYL-WIDE+ CG'AP.ITAL,P.RO4EC7TtS Capital Improvement Projects Department preference; Some (CIP): Maintenance Projects - Not Involving Professional 5 years or Completion + I grant funding agencies require Design Professional Services After "5 years or.' audits; Statute of Limitations for Engineering (All Records) Funding After Funding Errors & Omissions is not Services / ENG-001 Upon Agency Agency Yes: Until Mag, Ppr applicable; Statute of Capital Completion Audit, if Audit, if Completed Limitations: Contracts & Projects Examples of Maintenance required, required, Spec's=4 years; Statewide Projects: Painting, Pavement whichever is whichever is guidelines propose termination Overlays, Repairs, Ramps, Re- longer longer + 5 years; CCP §337 et. seq., Roof, Sidewalk Repairs, Slurry __ GC §34090 Seals, etc. Capital Improvement Projects (CIP): Administration File / NOT Department preference; Some Scanned 10 years or Completion + grant funding agencies require After 10 years or. audits; Statute of Limitations for Engineering Project Administration, Certified Funding After Funding Errors & Omissions is 10 years; Services / Payrolls, Community Outreach / Upon Agency Agency Yes: Until Statute of Limitations: Contracts Capital ENG-002 Notifications, Project Schedules, Completion Audit, if Audit, if Completed Mag, Ppr & Spec's=4 years, Wrongful Projects Progress meetings, Punch Lists, required, required, Death=comp. + 5 years, Real Estate Appraisals, RFIs & whichever is whichever is Developers=comp. + 10 years; Responses, Temporary longer 9 longer g Statewide guidelines propose Easements, Construction termination + 5 years; CCP Manager's Logs, Daily Inspections, §337 et. seq., GC §34090 Daily Logs, Photos, etc. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media Media 1=Import (OFR) (Records after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Department preference; Engineering Agreement / Contract (copy), retained for disaster Services /Upon Successful Proposal, Change Yes: Until Mag, Yes: preparedness purposes; Capital ENG-003 Orders, Geotechnical Studies & Completion P P • Completed Mfr, OD, S/I Complet. Statewide guidelines propose Projects Reports, Operations & Ppr + 10 years Permanent for Infrastructure Maintenance Manuals (O&M plans; GC §34090 Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Engineering Services / ENG-004 Construction Inspection Indefinite Indefinite Yes Mag Data Fields / Records are Capital Databases interrelated; GC §34090 Projects Engineering Services / ENG-005 Design & Construction Standards - P P Mf OD, S/I Yes: After Department Preference; GC Capital Authored by the City ,, Ppr QC & OD §34090 Projects Drafts should be destroyed; Engineering Drawings, Maps, Plans and Mag' Some maps are also retained Services / ENG-006 Record Drawings, Large -Format P P Yes (all) Mfr, OD, S No by Planning; Selected maps are Capital Drawings,. Capital Improvement Ppr retained in Public Works for Projects Project "As -Built", Base Maps administrative purposes; GC §34090, 34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3. Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (Records vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ENdIRONMENT{AL,P,FiOGR'A'MS Engineering Services / Environment ENG-007 CCTV - Storm Drains 2 years 2 years Mag; Ppr Department preference (Preliminary drafts); GC §34090 .al Programs - Engineering Services / ENG-008 Construction Diversion / Deposit, 10 years 10 years Mag, Ppr Department preference; GC Environment Reimbursement, etc. §34090 al Programs Department preference; Engineering FOG (Fats, Oil & Grease) / Source Monitoring records required for . Services / Environment ENG-009 Control / Pretreatment Annual / 3 years 3 years Mag, Ppr 3 years; POTW reports are al Programs Semi -Annual Reports required for 3 years; 40 CFR 403.12; GC §34090 Engineering Services / Household Hazardous Waste / 14 CCR 18813.4; 22 CCR Environment ENG-010 Recycling/Disposal / Participant 3 years 3 years Mag, Ppr 66262.40 et seq.; GC §34090 al Programs Logs Engineering Mag' Required for a minimum of 5 . Services / ENG-011 Sanitary Spills and Overflows 5 years 5 years .. Mfr, OD, S / I Yes: After years; 40 CFR 122.410)(2); - Environment (SSOs) Ppr. QC & OD SWRCB Order 2006-03; 40 al Programs I I I CFR 122.41Q)(2); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is com leted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Department preference; SB Solid Waste Reduction / 1383 compliance is required for Engineering Recycling / AB 939 Compliance / 5 years; Low -Carbon Fuel Services / ENG-012 Tonnage Reports / SB 1383 10 years 10 years Mag, Ppr Standard regulations credits can Environment Compliance (Organic Waste be received for 10 years, and al Programs Collection and Recycling) are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 et seq. Engineering Services ! ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Ppr Department preference; GC Environment §34090 al Programs Engineering Required for a minimum of 5 Services / Mag, Yes (after years; 40 CFR"122.410)(2); Environment ENG-014 Stormwater Illicit Discharges 5 years 5 years Mfr, OD, S / I 2 years) SWRCB Order 2006-03; 40 al Programs Ppr CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Department Preference; Services / Stormwater Monitoring / NPDES Monitoring records required for Environment ENG-015 Monitoring and Inspection 5 years 5 years Mag, Ppr 3 years; 40 CFR §§122.21, al Programs 122.41, 122.44; CCP §337 et seq: Engineering Required for a minimum. of 5 Services / Mag' Yes: After years; 40 CFR 122.410)(2); Environment ENG-016 Stormwater: Business Inspections 5 years 5 years Mfr, OD, S / I QC & OD SWRCB Order 2006-03; 40 al Programs Ppr CFR §§122.21, 122.41, 122.44; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: InacPaper Active Total Media 1=Import (OFR) (RecVital? after (in office) Options M=Mfr Center)]..Retention Imaged &S=Scan C,d? If the record is not listed here, refer to the Retention for 'City -Wide Standards Retentions begin when the act is com leted, and im / a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or com letion . Engineering Mag' Department preference; Services / ENG-017 Stormwater: NPDES Annual 5 years 5 years Mfr, OD, S / I Yes: After Monitoring records required for Environment Reports Ppr QC 3 years; 40 CFR §§122.21, al Programs 122.41, 122.44 Department Preference; Engineering Monitoring records required for Services / ENG-018 Stormwater: NPDES Permits Expiration + 5 Expiration + Yes: -Until Mag, Ppr 3 years; 40 CFR §§122.21, Environment years 5 years Expiration 122.41, 122.44; CCP §337 et al Programs seq. Department preference; plans Engineering Mag' must be updated every 5 years, Services / ENG-019 Stormwater: TMDL Plan (Total 5 years 5 years. Mfr, OD, S / I Yes: After audits are required every 2 ' Environment Maximum Daily Load) Plan Ppr QC & OD years; SWRCB Order 2006-03; al Programs 4§§122.21, 122.41, 122.44; GC §34090 Engineering Services / Water Quality Management Plans Mag, Yes: After Department preference; GC Environment ENG-020 (Commercial, Private P P Mfr, OD, S / I QC & OD §34090 al Programs Development) _ Ppr RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). GENERAIMENGINEERING Engineering Services / ENG-021 Aerial Maps (Analog / Historical) P P Mag' Mfr, O D, S / I No Department Preference; GC General pr §34090 Engineering Engineering Services / ENG-022 Benchmarks P P Mfr, OD, S/I Yes: After Department Preference; GC General Ppr QC & OD §34090 Engineering Engineering Correspondence - Regulatory Department preference; Some Services / Agencies Not Related to a CIP Minimum 2 Minimum 2 Yes: While Mag, Yes: After correspondence from General ENG-023 (State & Federal Agencies, EPA, years years Active Mfr, OD, S QC Regulatory Agencies need to by Engineering Health Department, etc.) Issues Ppr retained for long periods of time; GC §34090 Encroachment Permits / Engineering Excavation Permits: Temporary Final / Final / Services / ENG-024 (Street Permits, Temporary Completion + Completion + Yes: Until Mag, Ppr GC § 34090 General Construction, Sidewalk Repairs, 2 years 2 years Completion Engineering Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Engineering Encroachments - Permanent Mag, Services / ENG-025 (Permanent structures in the City's P P Mfr, OD, S Yes: After Department Preference; GC General Right of Way) Ppr QC & OD §34090 Engineering Engineering Services / ENG-026 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are General interrelated; GC §34090 Engineering RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records - Vital? after (in office) Retention Options M=Mfr Center)" Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Engineering Services / Engineering Studies / Surveys - Mag, Yes: After Department Preference; GC General ENG-027 Preliminary Studies / Project P -'P Mfr, OD, S/I QC & OD §34090 -Engineering Assessments Ppr Engineering Services / Geotechnical and Soil Reports; Mag, Yes-- After Department Preference; GC General ENG-028 Hydrology Reports (Authored on P P Mfr, OD, S QC & OD §34090 Engineering behalf of the City) Ppr Engineering Mag' Services / ENG-029 Grading Plans, Grading Plans & P "P Mfr, D, S Yes: After Department Preference; GC General Grading Certificates , Pp QC & OD §34090 Engineering C. fig- .� Maq—,��^ Yes: AfteFmFeronnc• (( Assessment vl•StTIQi S—FeFmu{i• QG Gene., iAv.. 42 .� Ce _ .. ro-QlD48AA Engineering Master Plans: Bikeway, Park, Mag, Department preference; Drafts Services / General ENG-031 Pavement; Sewer, Traffic, Transportation, Water Master Plan, P P. Mfr, OD, S Yes: After & OD should be destroyed; GC Ppr QC §34090 Engineering etc. Copies - Copies - City Clerk ENG-032 Public Works Subcommittee When No When No Mag Ppr GC §34090.7 Longer Longer Required Required RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices Copies - of Completion, Recorded When No Mag, Even if documents are e- City Clerk ENG-033 Agreements / Contracts, Certificate Longer P P Yes (all) Mfr, OD, S No recorded, send all finals to the of Compliance, etc. Required Ppr City Clerk; GC §34090 et seq. Send all originals to City Clerk, even if they are e-recorded. LWAND]DE1%ELIrOP..MENTiANDjTiR'ANSP�ORTeA�TiIDN Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq. Private Land Development Projects / Job Files: Administration File Construction Inspections, Statute of Limitations for Errors Engineering Correspondence, Photos, Private & Omissions is 10 years; Services / Lab Verifications, Testing Lab Upon Completion + Yes: Until Statute of Limitations: Contracts Land Dev. & ENG-035 Final Reports, etc. Completion 10 years 10 years Completed Mag, Ppr & Spec's=4 years, Wrongful Transportatio Death=comp. + 5 years, n Examples of Development Developers=comp. + 10 years; Projects: CUPs, Lot Line CCP §337 et. seq., GC §34090 Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record - Destroy Image: _ Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged 8 S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is Completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Rights of Way, Soil Reports, Engineering Stormwater, etc. Department preference; Services / Upon Yes: Until Mag' Yes: After retained for disaster Land Dev. & ENG-036 Dedications, Easements, Completion P P Completed Mfr, OD, S/I QC & OD preparedness purposes; GC Transportatio Abandonments (City Clerk is OFR) - Ppr §34090 n Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs,TSMs Copies - Copies - Police ENG7037 Traffic Collision Reports When r ' Longer No When Longer r Mag Ppr copies; GC §34090.7 Required Required Engineering Services / Land Dev. & ENG-038 Traffic Congestion Management 10 years 10 years Mag Ppr Department preference; GC Transportatio Plans / Transportation Plans §34090 n RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media I=Import (OFR) (Records vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since'destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Engineering Services / Department preference; GC Land Dev. & ENG-039 Traffic Counts 10 years 10 years Mag Ppr §34090 Transportatio n Engineering Services / Land Dev. & ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Transportatio n Engineering Services / Land Dev. & ENG-041 Self -Haul Permits 2 years 2 years Mag Ppr GC §34090 Transportatio - n Engineering Department preference Services / (required every 5 years, but can Land Dev. & ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr be extended to 7 or 10 years); Transportatio GC §34090 n Engineering Services / Transportation Studies / Traffic Mag, Yes: After Department preference; GC Land Dev. & ENG-043 Studies / Warrants: Signals, Stop P P Mfr, OD, S/I QC & OD .§34090 Transportatio Signs, Crossing Guards, etc. Ppr n RCM,UIIR'A. 1 :HOI000?gMONG�A1M,UNICIP'AL UI jT IN TIES Engineering Department Preference; GC Services / RCMU-001 Applications for Service 2 years 2 years Mag, Ppr §34090 RCMU RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver.16.0 . RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of :Record Retention No. I Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complain , claims,.public records act requests, audits and/or investigations suspend normal retention perriods retention resumes after settlement or completion). Lead Dept. RCMU-002 AQMD Permits (Generators, etc.) 5 years 5.years Mag, Ppr 40 CFR 70.6; GC §34090 Engineering Services / RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 RCMU Engineering Bulk Power Log Sheets / Services / RCMU-004 Purchasing / Suppliers 10 years 10 years Mag, Ppr Department Preference; GC RCMU (Evaluations, Financial Data. §34090 Reports- or Studies) Capital Improvement Projects (CIP - RCMU): Administration File / Department preference; Some NOT Scanned (Electricity, Fiber or grant funding agencies require Street Lights Only) 10 years or Completion + audits; Statute of Limitations for After 10 years or Errors &Omissions is 10 years; Engineering Project Administration, Certified Funding After Funding Statute of Limitations: Contracts Services / RCMU-005 Payrolls, Community Outreach / Upon Agency Agency Yes: Until Mag, Ppr & Spec's=4 years, Wrongful RCMU Notifications, Project Schedules, Completion Audit, if AuditJf Completed Death=comp. + 5 years, Progress meetings, Punch Lists, required, required, Developers=comp. + 10 years; Real Estate Appraisals, RFIs & whichever is whichever is . Statewide guidelines propose Responses, Temporary longer longer termination + 5 years; CCP Easements, Construction §337 et. seq., GC §34090 Manager's Logs, Daily Inspections, Daily Logs, etc. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 yer. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of .Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive - Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd7 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 erformed by file folder. HOLDS: Liti ation, complain claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Capital Improvement Projects (CIP - RCMU): Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only Specifications/ RFP & Addenda, Department preference; Agreement / Contract (copy), retained for disaster Engineering Successful Proposal, Change Upon Yes: Until Mag, Yes - preparedness purposes; Services / RCMU-006 Orders, Geotechnical Studies & Completion P P Completed Mfr, OD, S/I Complet. Statewide guidelines propose RCMU Reports, Operations & Ppr + 10 years Permanent for Infrastructure Maintenance Manuals (O&M plans; GC §34090 Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Engineering Customer Information Service Services / RCMU-007 (CIS) Database Indefinite Indefinite Mag Data is interrelated; GC §34090 RCMU Engineering Department of Energy (DOE) & Mag, Services / RCMU-008 Federal Energy Regulatory P P Mfr, OD, S / I Yes (after Department Preference; GC RCMU Commission (FERC) Licenses and Ppr QC) §34090 Regulatory Correspondence Engineering Department of Energy (DOE) & Department Preference; GC Services / RCMU-009 Federal Energy Regulatory P P Mag, Ppr §34090 RCMU Commission (FERC Reports RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) after (in office) (Records Retention Vital? Options M=Mfr Center) Imaged S=Scan & C'd? If the record is not listed here, refer to the Retention for City -ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uesfs, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Copies - Copies - City Clerk RCMU-010 Easements When No When No MOD, fr S Yes: After (copies); GC §34090.7 Longer Longer Ppr QC Required Required Engineering Electricity Drawings / As-Builts / Mag, Yes (after Department Preference Services / RCMU-011 Record Drawings P P Mfr, OD, S / I QC) (Engineering has originals); GC RCMU Ppr §34090.7 Engineering Equipment Records (Manuals, Disposal of Disposal of Department Preference; CCP Services / RCMU-012 Tests, Inspections, Studies, Equipment + Equipment + Mag, Ppr §337 et. Seq., GC §34090 RCMU Reports) 2 years 2 years Engineering Services / RCMU-013 Facility Histories /Infrastructure P P Mag, Mfr, OD, S / I Yes (after Department Preference; GC RCMU Design Ppr QC) §34090 Generator Operation Logs & Lead Dept. RCMU-014 Inspections - Fixed / Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090. Generators Generator Operation Logs & - AQMD Rule 1470; Form Lead Dept. RCMU-015 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators §34090 Engineering Joint Pole Agreements, History, Mag, Yes (after Department Preference; GC Services / RCMU-016 Maintenance (Card Files) P P Mfr, OD, S / I QC) §34090 RCMU Ppr Engineering Joint Pole Invoices /Accounts Mag, Yes (after Department Preference (meets Services / RCMU-017 Receivable 5 years 5 years Mfr, OD, S / I QC) municipal government auditing RCMU Ppr requirements); GC §34090 Engineering ' Department Preference; GC Services / RCMU-018 Load Records 10 years 10 years Mag, Ppr §34090 RCMU RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normall . erformed b >Ile folder. HOLDS: Liti ation, complain , claims, public records act re uesfs, audits and/or investigation sus end normal retention edods retention resumes after settlement or completion). Engineering Services / RCMU-019 Payments / Credit Card Receipts - 5 years 5 years Mag, Ppr Department preference (meets RCMU RCMU auditing standards); GC §34090 .Engineering Services / RCMU-020 Power Operations Reports / 10 years 10 years Mag, Ppr Department Preference; GC RCMU Outage Reports §34090 Engineering Services / RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 RCMU Engineering Power Trading /Power Scheduling Completion + Completion + Department Preference Services / RCMU-022 (Check Out Worksheets) 3 years 2 years 5 years Mag, Ppr (auditing standards are 5 RCMU years); GC §34090 Engineering Services / RCMU-023 Power Trading / Power Scheduling - 3 years 4 years 5 years Mag, Ppr Department Preference; GC RCMU (Confirmations, Invoices) §34090 Engineering Services / RCMU-024 Power Trading / Power Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC RCMU (pathing Sheets) §34090 Engineering Regulatory Agency Audits: CEC, Department Preference; GC Services / RCMU-025 CFTC, CPUC, EPA, FERC, NERC, 10 years 10 years Mag, Ppr §34090 RCMU & Gas NPDES, WECC, etc. Engineering Regulatory Agency Compliance Services / RCMU-026 Reports & Confirmations: 10 years 10 years Mag, Ppr Department Preference; GC RCMU & Gas CPUC, EPA, FERC, NERC, §34090 NPDES, WECC, etc. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments -/ Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Regulatory Agency When No When No - Engineering Services / RCMU-027 Correspondence: ,CPUC, EPA, Longer Required - Longer Required - Mag, Ppr Department Preference_; GC RCMU & Gas FERC, NERC, NPDES, WECC, Minimum 10 Minimum 10 §34090 etc.. - years years Engineering Regulatory Agency Inspections: Mag, Yes (after Department Preference; GC Services / RCMU-028 CPUC, EPA, FERC, NERC, 10 years 10 years Mfr, OD, S / I QC) §34090 RCMU & Gas NPDES, WECC, etc. Ppr Engineering Regulatory Agency Licenses: Mag, Yes (after Department Preference; GC Services / RCMU-029 CPUC, EPA, FERC, NERC, P P Mfr, OD, S / I QC) §34090 RCMU & Gas NPDES, WECC, etc. Ppr Engineering SCADA Database (Electricity) Data is interrelated; system Services / RCMU-030 (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a "trusted system"; . RCMU Acquisition) GC §§34090, 12168.7 Engineering. SCADA Printouts /Reports /Log When No When No Preliminary drafts - if not drafts, Services / RCMU-031 Books Longer Longer Mag, Ppr then 2 years; GC §34090 RCMU Required Required Engineering Services / RCMU-032 Solar Power Production Operating 10. years 10.ygars Mag, Ppr Department Preference; GC RCMU Data Logs /Diaries §34090 Underground Service Alerts Department Preference Lead Dept. RCMU-033 (USA's) 3 years 3 years Mag, Ppr (required for 3 years); GC §§4216.2(d)-& 4216.3(d), 34090 Division Work Orders / Service Requests Providing RCMU-034 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC §34090 Service / (Computerized Maintenance Work Management System) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive' Paper Active Total Media I=Import (OFR) after (in office) (Records Retention Vital? Options M=Mir Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Division Work Orders / Service Requests - When No When No Providing RCMU-035 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts (the database Service / Database Required is the original); GC §34090 Work (Paper drafts) .Required Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing RCMU-036 ` CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: L/ti ation, complaints, claims, public records act reguests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or com letion . /I,�C_C-_O_UNTINGIAND]FINANCIA11 RE T01ZTi IN:G Department Preference; IRS: 4 Finance / 1099's / 1096's / DE542 years after tax is due or paid Accounting FIN-001 (California Report of Independent 2 years 3 years 5 years Mag, Ppr (longer for auditing & contractor & Financial delinquency); Ca. FTB: 3 years; Contractors) Reporting IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 May contain Fire District Accounts Payable / Invoices and independent contractor's Finance / Backup compensation, expense Accounting Yes: Until Mag, Mfr, Yes: After 1 reimbursement, or District credit & Financial FIN-002 (Includes Invoices, Travel 2 years 5 years 7 years, Paid OD, Ppr S / I year card records; Meets municipal Reporting Expense Reimbursements, government auditing standards; Warrant Request, etc.) Published articles show 3 - 7 years; GC §§60201(d)(12), 34090 Finance / Accounts Receivable - Department preference; Meets Accounting FIN-003 Miscellaneous - Damage to 2 Years 3 years 5 years Mag, Mfr, S / I Yes: After auditing standards; GC §34090 & Financial public Property, Invoices to OD, Ppr QC & OD et seq. Reporting Outside Entities, etc. Department Preference (meets Finance / municipal government auditing Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr standards); Statewide guidelines & Financial propose audit + 4 years; Reporting Published articles show 3 - 7 years; GC §34090 Finance / Accounting FIN-004.1 Audits -Annual Financial 2 years P P Mag, Ppr Department Preference GC & Financial Reports §34090 Reporting RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved __ Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record I Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total _ LI=Import Paper after (Records Vita17 (in office) 'Retention M=Mfr Imaged & Center) S=Scan C'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com la' ts, claims, public records act requests, audits and/or investi at' ns suspend normal retention petiods retention resumes after settlement or completion). Department Preference (meets Finance / Audits - Single Audits, Grant municipal government auditing Accounting FIN-005 Audits, IRS Audits, 2 Years 3 years after 5 years after Mag, Ppr standards); Statewide guidelines & Financial Transportation Audits, PERS p Audit Audit propose audit + 4 years; Reporting Audit, etc. Published articles show 3 - 7 years; GC §34090 Bank Statements and Trustee Finance / Statements, Fiscal Agent Department Preference; meets Accounting FIN-006 Statements, Investment Account 2 years 5 years 7 years Mag, Ppr auditing standards; GC & Financial Statements, Bank §§60201(d)(12), 34090, 26 CFR Reporting Reconciliations, Bank Deposits, 31.6001-1 Bank Transmittal Advice - Bonds (Revenue) Official Department Preference; Statute Statements / Transcripts / of Limitations for bonds, Certificates of Participations mortgages, trust deeds, notes or Finance / (COPs) - Includes Continuing Fully Fully debentures is 6 years; Bonds Accounting FIN-007 Disclosure Reports, and all Defeased + Defeased + Yes: Until Mag, Ppr issued by local governments are & Financial Special District Bonds 10 years 10 years Maturity 10 years; There are specific Reporting requirements for disposal of See Bank Statements for unused bonds; CCP §§336 et statement retention. seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance ! Accounting FIN-007.1 Budget Appropriation Transfer 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090 Reporting Finance / CalPERS Reports -Annual Accounting FIN-008 Valuation Reports, Actuarial 2 years 2 years 7 years Mag, Ppr Department Preference; GC & Financial Valuation Reports §34090 Reporting RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total . Vital? Media I=Import Paper after (in office) Center) 'Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Accounting Cash Receipts / Daily Cash Mag, Mfr, Yes: After Department preference; Meets & Financial FIN-009 Summaries / Cashiers Reports / 2 years 3 years 5 years OD, Ppr S / I QC & OD auditing standards; GC §34090 - Reporting Cash Reports /Petty Cash et seq. - May contain Fire District independent contractor's Finance / compensation, expense Accounting Mag, Mfr, Yes: After reimbursement, or District credit & Financial FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 years OD, Ppr S QC card records; Meets municipal government auditing standards; Reporting Published articles show 3 -7 years; GC §§ 34090, 60201(d)(12) Finance / Collections Collection Agency Department preference; Accounting FIN-011 Case Files & Statements / 7 years 7 years Mag, Ppr Delinquencies remain on credit in & Financial Delinquent Accounts reports for years; §34090 Reporting et seq. DE-6, DE-7, DE-9, DE-43, W-3, & Department Preference; IRS: 4 Finance / DE-166, 941 Forms, IRS 5500 _ yrs after tax is due or paid; Ca. Accounting Forms (Employee Benefit Plans), FTB: 3 years; Articles show 7 & Financial FIN-012 PERS / FICA & Medicare 5 years 2 years 7 years \ Mag, Ppr years; IRS Reg §31.6001- Reporting Adjustments - Quarterly Payroll 1(e)(2), R&T §19530; 29CFR Tax Returns / OASDI, Federal 516.5 - 516.6, 29USC 436, GC Tax Deposits, Adjustments, etc. §34090 Produced by Deferred Comp. Finance / - Provider; consistent with Accounting FIN-013 Deferred Compensation (City 2 years 5 years 7 years Mag; Ppr proposed statewide guidelines; & Financial Statements) published articles for bank Reporting statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission - Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total . Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS. Litigation, com lainis, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Department preference; All Finance / tangible property held by Accounting Escheat (Unclaimed money / government agencies escheats & Financial FIN-014 uncashed checks) 5 years 5 years Mag, Ppr after 3 years; Statute of Reporting. Limitations is 1 year for seized . property; CCP §§340(d), 1519; GC §34090 Finance / Accounting FIN-015 FEMA Reimbursement / OES 1 year 9 years 10 years Mag, Ppr Department Preference; GC & Financial Reimbursements §34090 Reporting Finance / Accounting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are & Financial interrelated; GC §34090 Reporting Department Preference (bond auditing purposes; IRS Finance/ r eg u l at i o ns s t a Accounting records should generally be kept & Financial FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr for as long as the bonds are Reporting outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Department Preference; meets Accounting FIN-018 Journal Entries / Journal 2 years 5 years 7 years Mag, Ppr auditing standards; GC & Financial Vouchers §§60201 (d)(1 2), 34090, 26 CFR Reporting 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No. I Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records] Records Total Vital? Media I=Import Paper after (in office) Center) Retention' Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; W-4s are required four years after the Finance / Payroll File (By Employee Name) due date of such tax for the Accounting FIN-019 Separation + 5 years Separation _ + MaP g, pr return period to which the & Financial Includes W-4, other payroll forms 2 years 7 years records relate, or the date such. Reporting tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting Mag, Mfr, Yes: After Department preference for & Financial FIN-020. Payroll Reports -Annual Detail P P OD, Ppr S / I QC & OD SBCERA Buy -backs; GC Reporting §34090 Department preference for Grant Auditing Purposes; May contain independent contractor's Finance / Payroll Reports - Periodic compensation, expense Accounting FIN-021 (includes Deduction Registers, 2ears y 5ears y 7 years Mag, pr P reimbursement, or District credit & Financial Leave Registers, Time card records; Meets municipal Reporting Transaction Reports, etc.) government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Reports, Subsidiary Ledgers, Finance / Reconciliations, Registers, Department preference (The Accounting Transaction HistoriesBalance , When No When No Financial System Database is & Financial FIN-022 Sheets, Revenue & Expenditure Longer Longer Mag, Ppr the original; reports are Reporting Reports, etc. (MONTHLY OR Required Required considered drafts or copies); GC PERIODIC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6. Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan C d? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti 7ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention petiods retention resumes after settlement or completion). Reports: Annual State or Finance / Federal: State Controller's Accounting FIN-023 Report, Local Government 2 Years 3 years 5 years Mag, Mfr, S / I Yes: After Department Preference; Meets & Financial Compensation Report, Gas Tax, OD, Ppr QC & OD auditing standards; GC §34090 Reporting MOE (Maintenance of Effort) Report, Street Report, etc. Finance / Accounting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets & Financial auditing standards; GC §34090 . Reporting Department preference for Grant Finance / Time Sheets /Time Cards / Auditing Purposes; Meets Accounting FIN-025 Overtime Sheets /Overtime 2 years 5 years 7 years Mag, Mfr, S Yes: After 2 municipal government auditing & Financial Cards OD, Ppr years standards; Published articles Reporting show 3 - 7 years; GC §60201 (d)(1 2); GC §34090 Finance / Accounting FIN-025.1 Vehicle Titles (Pink Slips) - All Sale or Sale or Mag, Ppr Department Preference; GC & Financial Vehicles Disposal Disposal. §34090 Reporting Department preference for Grant Finance / Auditing Purposes; Meets Accounting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr municipal government auditing & Financial standards; Published articles Reporting show 3 - 7 years; GC §60201 (d)(1 2); GC §34090 Finance / Vendor Vendor Accounting FIN-027 W-9s Inactive + 3 Inactive + 3 Yes: Until Mag, Mfr, S / I Yes: After Meets IRS auditing standards; & Financial paid OD, Ppr QC & OD GC §34090 Reporting years years RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Records Vital? (in office) Retention . Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -ode Standards Retentions be 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: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUDGETUMANAMEMENT Budgets - Preliminary, Proposed, Finance / Backup Documents When No When No Budget FIN-028 Longer Longer Mag, Ppr Preliminary drafts; GC §34090 Manage. (The Final Budget is maintained Required Required bv the Citv Clerk B.USINESSILICENSE[&IREUEN.UE Finance / Business FIN-029 Business License & Permit Indefinite Indefinite Yes M Mag Data Fields / Records are License & Database interrelated; GC §34090 Revenue Finance / Business FIN-030 Business License &Permit P Mag, Mfr, Yes: After Department preference (Used by License & Applications and Changes P — OD, Ppr S / I QC & OD Planning for Zoning Clearances); Revenue GC §34090 et seq. Finance / Department preference (meets Business FIN-031 Business License & Permit 5 years I 5 years. Mag, Ppr municipal government auditing License & Renewals requirements); GC §34090 et Revenue - I I I Isea. SP.ECIALgD1S1TiRIC7Tj Finance / Special Districts Assessment Districts, Street 1 1. Lighting and Landscape Districts Formation and Boundaries / Engineer;,; FIN-031.5 P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 €N6-930 General Engi n e e r ' s Repo Annual Assessments for Districts En9:aeeFR' g RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Assessment Rolls / Lighting and Department preference; Meets Special FIN-032 Landscape Districts / Special 5 years 5 years Mag, Ppr auditing standards; GC §34090 Districts District Assessment Rolls (to Tax et seq. Assessor for Tax Rolls) Community Parks and Landscape C i t i z e n s' O v e r s i Department preference; Finance / (Landscape Maintenance Formerly Planned Communities Special FIN-033 Districts / Special Districts) 2 years 2 years Mag, OD Citizens' Oversight Committee; Districts State law only requires for 30 AUDIO RECORDINGS of days; GC §54953.5(b) Meetings / Audio Tapes Community Parks and Landscape C i t i z e n s' O v e r s i Formerly Planned Communities Finance / (Landscape Maintenance Mag, Mfr, Citizens' Oversight Committee; Special FIN-034 Districts / Special Districts) P P Yes OD, Ppr S No Send originals to the City Clerk;. Districts GC §34090.7 MINUTES Community Parks and Landscape C i t i z e n s' O v e r s i Department preference; Finance / and Landscape Maintenance Formerly Planned Communities Special FIN-035 Districts Citizens' Oversight Minimum 2 Minimum 2 Mag, Mfr, S / I Yes: After Citizens' Oversight Committee; Districts Committee years years OD, Ppr QC & OD Original Staff Reports are filed in AGENDAS & AGENDA the project file; GC §34090 PACKETS TiREAS.URYJM#NA`G EMENiI Finance / When No When No Preliminary drafts not retained in Treasury FIN-036 Bankruptcies - NOT pursued Longer Longer Mag, Ppr the ordinary course of business; Manage. Required Required GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: - Destroy Comments / Reference (OFR) Active Total Media 1=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here refer to the Retention for Ci -WIde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Department Preference Treasury FIN-037 Bankruptcies - Where a claim is 10 years 10 years Mag, Ppr (negative information remains on Manage. filed credit ratings for 7 years); GC §34090 Finance / Treasury FIN-038 Investment Reports & Backup / 2 years 3 years 5 years Mag, Ppr Department Preference; GC Manage. Treasury Reports §34090 Department Preference; Meets Investments / Arbitrage / auditing standards; Published Finance / Certificate of Deposit / Investment articles show disposal + 7 years Treasury FIN-039 Bonds (Receipts /Advisor 5 years 5 years Yes: Until Mag, Ppr for security brokerage slips; Manage. Reports / Trade Tickets / LAIF Paid statewide guidelines propose (Local Agency Investment Fund)) permanent; FTC Reg's rely on self -enforcement' ; GC§§ 34090, 43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? (in office) Retention Options M=Mfr after Center) S=Scan Imaged 8� 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, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement). F.I REIAOMI N ISrTiR'ATI10 Human Career File: Equipment Shred Upon Shred Upon Mag, City /District Preference (copies); Resources FR-001 Assignments (Turnouts, etc.) Separation Separation Ppr GC § 60200 or Transfer or Transfer Copies - Copies - Finance FR-002 Billings - Fire Alarm Permits, Fire When No When No Mag, Finance keeps originals; GC § Inspections, Fire Permits Longer Longer Ppr §60201 60201 Required Required Fire District Board Agendas, Audio Copies - Copies - City Clerk FR-003 or Video Recordings, Minutes, When No When No Mag, City Clerk keeps originals; GC § Resolutions, Notices Longer Longer Ppr §60201 60201 i Requred Required Fire / FR-004 ISO Insurance Ratings 15 years 15 years Mag' Mfr,O D, S Yes: After Department Preference (rated Admin. Ppr QC & OD every 10 years); GC §60201 Fire / Monthly Statistical Reports /Run When No When No Mag' Considered a preliminary draft / Admin. FR-005 Statistics Longer Longer Ppr copy (the Fire database is the Required Required original); GC §60201 et seq. Copies - Copies - Originals Maintained by City Clerk City Clerk FR-006 Mutual Aid Agreements, Joint When No When No Mag, or County Clerk of the Board power Authorities Longer Longer Ppr Permanently; GC §60201.7 Required Re uired Fire / Programs and Projects Minimum 2 Minimum 2 Mag, Department Preference; GC § Admin. FR-007 , Fir Explorer, CPR Program, Fire years years Ppr 60201 et seq. Service Day, etc.) Fire / FR-008 Requests for Fire Incident Reports 2 years 2 years Mag' GC §60201 Admin. and Fire Investigation Reports Ppr Fire / Admin. FR-009 Ride -A -Long Waivers I 2 years F2 years Ppr' GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Record Series # Records Description Retention I Disposition Image: Comments I Reference Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & If the record is not listed here, refer to the Retention for Ci -WIde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). Fire / Standard Operating Procedures / Superseded Superseded Mag, Statewide guidelines propose Admin. FR-010 Policy & Procedure Manual + 2 years + 2 years Ppr superseded + 2 or 5 years; GC §60201 Fire / FR-011 Subpoenas (Personal Appearance - 2 years - 2 years Mag' GC §60201 Admin. Fire Personnel) Ppr Fire / FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Data is interrelated; GC §60201 et Admin. Ppr seq. epa men pre erence; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep Training Course Records / EMS their OSHA records 7 years; Continuing Education Training Mag, Yes: EEOC/FLSA/ADEA (Age) requires Fire / FR-013 5 years Indefinite Mfr, OD, S When 3 Years for promotion, demotion, Admin. (Attendance Rosters, Outlines and Ppr Inactive transfer, selection, or discharge; Materials) State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / FR-014 Training Database / Log (Target Indefinite Indefinite Mag, Data is interrelated; GC §60201 et Admin. Solutions / Vector Solutions) Ppr seq. Underground Storage Tanks - ALL - Department Preference (required Fire / City or Privately owned) Mag, Yes: for the life of the tank); 23 CCR Admin. FR-015 Location, Soil Remediation, 10 years P P Mfr, OD, S / I After 1 2712(b), H&S §25284.2(i); GC Monitorin Well Records Ppr year 60201 et. seg. GOMMUNINY/AFFAIRSRi RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516_all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series # Records Description - Retention I Disposition Image:, Comments I Reference Destroy Inactive Active Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -Wlde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed by file folder. HOLDS: Litigation, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). When No When No Fire / Longer Longer . Mag, Department Preference; GC Community FR-016 Community Outreach Required - Required - Ppr §60201 Affairs Minimum 2 Minimum 2 ears ears When No When No Fire / Community FR-017 Public Information /Education Longer Required - Longer Required - Mag, Department Preference; GC Affairs (when produced internally) Minimum 2 Minimum-2 Ppr §60201 ears years Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer Applications & EEOC/FLSA/ADEA (Age) requires Lead Dept. FR-018 Agreements - Unsuccessful 3 years 3 years Ppr 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8- CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Courts treat volunteers as employees; EEOC/FLSA/ADEA Volunteer Applications & (Age) requires 3 years for Agreements (includes emergency Inactive / Inactive / Mag, Yes: 1 promotion, demotion, transfer, Lead Dept. FR-019 contact information) -Successful Separation + Separation + Mfr, OD, S year selection, or discharge; State Law Applicants 3 years 3 years Ppr requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Record Series # Records Description Retention /Disposition Comments /Reference Destroy Image: Inactive Paper (OFR) Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) 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 ears since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, public records act re uests, audits and/or investi ations suspend normal retention periods retention begins after settlement). Fire / Volunteer Historical Lists / Minimum 10 Minimum. 10 Mag, Department Preference; GC Community FR-020 Extractions from Volunteer years years Ppr §60201 Affairs Database - C-:SMM.UNITiYIRIS.K Not Less Life of the Life of the Fire. Construction Documents Than 180 Structure or Structure or Fire / (Submittals, Approved Plans, days from Activity, or Activity, Mag, Yes: Community FR-021 Drawings, Applications, Alternate the date of Minimum 5 -or Minimum 5 Mfr, OD, S / I After QC CFC §105.4 et seq. , 104.6 et Risk Means & Methods, and Similar completion Ppr & OD seq.; H&S.§19850 Documents Necessary for Ongoing of the years, years, Fire Code Compliance permitted Whichever is hichever is work Longer Longer Life of the Life of the Fire Inspections - Business Structure or Structure or Fire / Fire Inspection Files / Occupancy Activity, or Activity, or Mag, Yes: Required for the Life of the Marshal & FR-022 Inspections (Approvals, Minimum 5 Minimum 5 Mfr, OD, S / I After QC Structure or Activity, or Minimum 5' Fire Prevention Inspections, Fires, Modification / years, years, Ppr & OD years CFC §§ 104.6 - 104.6.4 Alternative Methods or Materials) Whichever is Whichever is Longer Lon er When No When No Fire / Fire Longer . Longer Yes: Mag, Yes: Marshal & FR-023 Fire Inspections -Citations / Required - Required - Before Mfr, OD, S / I After QC Department Preference; GC § Fire Notice of Violations Minimum 2 Minimum 2 Event Ppr & OD 60201 et seq. Prevention years years Fire / Approved Fire Suppression, Fire Mag, Yes: Department preference (Building Community FR-024 Sprinkler, Fire Alarm, Private Fire P P Mfr, OD, S / I After QC keeps original); CFC 104.6 et seq.; Risk Underground, and High -Piled Ppr & OD GC §§60200, H&S §19850 Combustible Storage Plans. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Record Series # Records Description Retention /Disposition Image: Comments /Reference Destroy Inactive Active Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged 8� S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement . Fire / Community FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Department Preference; GC Risk Ppr §60201 et seq. Copies - Copies - Building FR-026 New Construction Plan Review When No When No Mag, Building keeps originals; GC Longer Longer Ppr §§34090.7, 60201 Required Required When No When No Fire / Community FR-027 Public Information /Education Longer Required - - Longer Required - Mag, Department Preference; GC Risk (when produced internally) Minimum 2 Minimum 2 Ppr §60201 ears years When No When No Fire / Weed Abatement / Vegetation Longer Longer Mag, Department Preference; GC Community FR-028 Abatement / Brush Clearance Required - Required - Ppr §60201 Risk Minimum 2 Minimum 2 Mars rears EMERGENCE XJMANA'G'EMEN7 When No When No Fire / Longer Longer Emergency FR-029 Community &Business Emergency Required - Required - Mag, Department Preference; GC Manage. Response Training Minimum 2 Minimum 2 Ppr §60201 ears years When No When No Fire / Emergency Management Programs Longer Longer Mag, - Department Preference; GC Emergency FR-030 (Ready RC, Mitigation, Required - Required - Ppr §60201 Manage. Preparedness, etc.) Minimum 2 Minimum 2 ears years RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Records Records Description Retention I Disposition Comments I Reference Record Series # Image: Destroy Inactive Active Total Media 1=Import Paper (OFR) (Records Vital? (in office) Retention . Options . M=Mfr after Center) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -mM Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com /aints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). Fire. / Emergency Response & Recovery Mag' Emergency FR-031 / FEMA / OES Reimbursement 10 years 10 years Yes (all) Mfr, OD, S/I No Department Preference; GC Manage. Claims /Strike Team Ppr §60201 Reimbursements When No When No Fire / EOC Activations, After Incident Longer - Longer Mag , Department Preference; GC Emergency FR-032 Reports Required - Required - Yes (all) Mfr, OD, S/I No §60201 Manage. Minimum 2 Minimum 2 Ppr ears I years EMERGENCiYJRESPONS€f/IEMERGENC-iY/MEDICAL'tSER;V,ICES Department Preference - Controlled Substance Logs, Controlled substances are Fire / EMS FR-033 Inventories / Medic Monthly 3 years 3 years Yes Pa9' p required for 2 years after inventory Inventory Logs or transaction; 21 CFR §1304.04, 1310.04 Fire /EMS FR-034 Emergency Medical PCR Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, Database 60201 et seq. EMS Complaints / CQI (Continuous Final Final: Statute of Limitations for health Fire / EMS FR-035 Quality Improvement) / Quality Disposition + Disposition + Pa9' p providers is 3 years; CCP §340.5, Assurance 3 years 3 ears GC §60201 et seq. HIPAA Policies and Procedures Superseded Superseded Mag, Yes: Fire / EMS FR-036 (Health Insurance Portability and + 6 years + 6 years Mfr, OD, S After 1 24 CFR 164.5300) ' Accountability Act) Ppr year Department preference; Paramedic Continuing Education Mag, Yes: is required for 4 years by DPH; 8 Fire./ EMS FR-037 Paramedic Continuing Education Separation + Separation + Mfr, OD, S When CCR §3204(d)(1) et seq., 8 CCR , Rosters and Certificates 4-years 4 years; Ppr Inactive §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946,12960,60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 1 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Record Series # Records Description Retention / Disposition Image: Comments / Reference Destroy - (OFR) Active Inactive Total Media I=Import (Records Vital? Paper after (in office) Retention Options M=Mfr Center) Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention perriods retention begins after settlement). Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended Patient Care Reports / PCRs / by AHIMA for "healthcare Paramedic Release Forms (EMS providers"; Statute of Limitations transportation) / Consent Form with Mag, Yes: for health providers is 3 years; Fire / EMS FR-038 Assignment of Benefits: ADULTS 7 years 7 years Mfr, OD, S After 1 CCP §340.5, GC §60201; H&S (Includes a-PCR Database/ Ppr year §§1797.98(e) 123145; 42 CFR Electronic Patient Care Report 482.24(b); 9 CCR 9444,22 CCR Database) 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Records Record Series Records Description Retention / Disposition Image: Comments / Reference Destroy (OFR) Active Inactive Total Media I=Import (Records Vital? Paper after (in office) Retention Options M=Mfr Center) Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended Patient Care Reports / PCRs / by AHIMA for "healthcare Paramedic Release Forms (EMS Age of Age'of providers"; Statute of Limitations transportation) / Consent Form with Majority, Majority, Mag, Yes: for health providers is 3 years; Fire / EMS FR-039 Assignment of Benefits: Minimum 7 Minimum 7 Mfr, OD, S After 1 CCP §340.5, GC §60201; H&S JUVENILES (Includes a-PCR years, years, Ppr year §§1797.98(e) 123145;.42 CFR Database / Electronic Patient Care whichever is whichever is 482.24(b);.9 CCR 9444, 22 CCR- Report Database) longer longer . 70751(c) & 71551(c); 22 CC 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERG,ENCiYiRESIION$Ef/IF.IREIMARSHAL Fire / - Emergency Alarm Installation Waiver Forms: Mag, Yes: Department preference; CFC §§ Response / FR-040 Smoke and Carbon Monoxide P P Mfr, OD, S / I After QC 104.6—104.6.4-1 GC §60201 et Fire Marshal Ppr & OD' seq. Fire / Emergency FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Data is interrelated; GC §60201 et Response / Ppr seq. Fire Marshal RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 _ RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series # Records Description Retention / Disposition Image: Comments / Reference Destroy Inactive Active Total Media I=Import Paper (OFR) (Records Vital? (in office) Retention Options M=Mfr after Center) 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, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). Fire / Emergency Fire Investigations - Arson & Mag, Yes: Department preference (Capital Response / FR-042 Capital Crimes Only P P Mfr, OD, S / I After QC Crimes have no statute of Fire Marshal Ppr & OD limitations); GC §60201 et seq. Fire / When No When No Emergency Fire Investigations - OTHER Than Longer Longer Mag, Department preference; GC Response / FR-043 Arson & Capital Crimes Required - Required - Ppr §60201 et seq. Fire Marshal Minimum 5 Minimum 5 years years Fire / Approved Fire Suppression , Fire Mag, Yes: Department preference (Building Emergency FR-044 Sprinkler, Fire Alarm, Private Fire P P Mfr, OD, S / I After QC keeps original); CFC 104.6 et seq.; Response / Underground, and High -Piled Ppr & OD GC §§60200, H&S §19850 Fire Marshal Combustible Storage Plans Fire / Emergency Fireflow Testing (CVWD does Life of the Life of the Mag, Yes: Department preference; GC Response / FR-045 testing) Structure Structure or Mfr, OD, S / I After QC §60201 Fire Marshal Activity Ppr & OD Fire / Mag, Yes: Department Preference (City has „ Emergency FR-046 Hazardous Waste Manifests / 5 years P P Mfr, OD, S / I After QC cradle to grave" liability); 40 CFR Response / Certificates of Disposal Ppr & OD 262.40, 8 CCR 3204(d)(1)(A), 22 Fire Marshal' CCR 66262.40 _ Emerre gency enc When No When No Ma Response/ FR-047 Response Planning Longer Longer ' Ppr Preliminary drafts; GC §60201 Fire Marshal Required Required RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series # Records Description Retention /Disposition Image: Comments /Reference Destroy (OFR) Active Inactive Total Media I=Import (Records Vital? Paper after (in office) Retention Options M=Mfr Center) Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, public records act re uests, audits and/or investi ations suspend normal retention periods retention be ins after settlement). Special Event Permits / Fire Code When No When No Fire / Permits / Operating Permits / Longer Longer Yes: Emergency FR-048 Explosives Permits / Fireworks Required - Required - Before Mag, Department preference; GC Response / Permits / Burn Permits (assembly Minimum 2 Minimum 2 Event Ppr §60201 CFC §§ 104.6 — 104.6.4 Fire Marshal permits; candle permits, tent ermits o en flame etc. years years SiT�A.�TiI'ON[UP.ERA�Ti1:ONS1![S_UPPRES:SI.ON Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 years . Ppr' 40 CFR 70.6; GC §60201 Mag, Yes: Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years. Mfr, OD, S When GC §60201 - Ppr Inactive When No When No Daily Vehicle Inspections / Daily Longer Longer Fire / Ops FR-051 Equipment Checks / Safety Required - Required - Ppr GC §60201 Equipment Inspections Minimum 2 Minimum 2 ears years Fire Vehicle, Apparatus, & Disposal of Disposal of Department Preference; If a motor Equipment History Files, Ladders, Vehicle, Vehicle, carrier, required for 18 months etc. Apparatus, Apparatus, Mag, after vehicle is sold; CHP requires Fire / Ops FR-052 or or Ppr life of vehicle; OSHA requires 1-- Certifications, Maintenance, Equipment + Equipment + year; 8 CCR-§ 3203(b)(1); 49 CFR Registrations, Safety Certifications, 2 years 2 years 396.21(b)(1); 49 CFR 396.3(c); etc. CCP §337 et. Seq., GC §60201 Generator Operation Logs & Lead Dept. FR-053 Inspections - Fixed / Stationary 3 years 3 years Mag Ppr' AQMD Rule 1470; GC §60201 - Generators RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Govemmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission - Revision Adopted: 3/2/2022 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Records Record Series # Records Description Retention I Disposition Image: Comments I Reference Destroy Inactive Total Media I=Import Active Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) 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: Liti ation, claims, complaints, public records act re uests, audits and/or investi ations suspend normal retention perdiods retention be ins after settlement). Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. FR-054 Inspections - Portable / 5 years 5 years Mag' 400—E-13a instructions; GC Emergency Generators Ppr §60201 Fire / Ops FR-055 Pre -plan Sheets When When Yes: Before Mag, Preliminary drafts; GC §60201 et . Superseded Superseded Event Ppr seq. Fire / Ops FR-056 Station Log Books / Red Books / Minimum 2 Minimum 2 Yes- Before Mag, Department preference; GC LogBooks years years Event Ppr §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Total, Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or Completion,). H.UMA:NIRESO:URGES Duration of Duration of EEOC / ADEA (Age) requires the Contract the Contract 1 year after benefit plan Benefit Plan Documents and/or and/or Yes: For termination; State Law Human HR-001 (CaIPERS, Optical, Dental, disposition of disposition of Duration of Mag, Ppr requires 2 years after action; - Resources etc.) any any Contract 29 CFR 1627.3(b); 29 USC enforcement enforcement 1027; GC §§12946, 12960, action + 2 action + 2 . 34090, 60201 years years Bureau of National Affairs recommends 2 years for all Classification / Reorganization supplementary Personnel Human HR-002 Studies (for employee Minimum 3 Minimum 3 Mag, Ppr records; Wage rate tables are Resources classifications and department years years 1 or 2 years; State requires 2 structures) years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Bureau of National Affairs recommends 2 years for all supplementary Personnel Human HR-003 Compensation Surveys & Minimum 3 Minimum 3 Mag, Ppr records; Wage rate tables are Resources Studies years years 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human HR-027 COVID-19 Notifications to 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Resources Employees RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments l Reference (OFR) Active Total, Media 1=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti at'on, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; All State and Federal laws Department of Fair require retention until final Human Employment & Housing (DFEH Final Final disposition of formal Resources HR-004 or EEOC) Claims / Harassment Disposition + Disposition + Mag, Ppr complaint; State requires 2 ' Claims 3 years 3 years years after "fully and finally disposed'; 2 CCR 11013 GC - §§12946, 12960, 34090, 60201 2 years After 2 years After Human HR-005 DMV Pull Notices Superseded, Superseded, Ma g, Ppr Department Preference; GC Resources or Upon or Upon §§34090, 60201 et seq. Separation Separation Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) Human Drug & Alcohol Test Results requires 3 years physical Resources HR-006 (All - Positives and Negatives) 6 years 6 years Mag Ppr examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090, 60201; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human 29 CFR 1602.30; 29 CFR. Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 1602.31, 29 CFR 1602.32; , GC §34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active . (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in .when the act is completed, and imply a full file folder (e.g. last document + 2 ears , since destruction is normally performed by file folder. HOLDS: Liti at'on, complaints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; All State and Federal laws Minimum Minimum require retention until final Human Final Final disposition of formal Resources HR-007 Employee Investigations Disposition + Disposition + Mag, Ppr complaint; State requires 2 "fully 3 years 3,years years after and finally disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090, 60201 Human Ethics Training Certificates / GC §§53235.2(b), Resources HR-008 Harassment Prevention 5 years 5 years Mag, Ppr 53237.2(b), 34090, 60201 Training Certificates Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) Human Separation + Separation + requires 3 years for "any Resources HR-009 1-9s 3 years 3 years Mag Ppr other forms of employment, inquiry"; State Law requires 2 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC - _ §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, .refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lifi ation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or com letion . Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, Minimum Minimum transfer, selection, or Human HR-010 Job Descriptions / Superseded Superseded Mag, Mfr, S / I Yes: After discharge; State Law requires Resources Classification Specifications + 6 years + 6 years OD, Ppr QC & OD 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090, 60201 Labor Relations Files - Human HR-011 (Negotiation Notes, 5 years Minimum 5 Minimum 10 Mag, Mfr, S / I Yes: After Department Preference; GC Resources Correspondence, Interpretation years years OD, Ppr QC & OD §§34090, 60201 et seq. of MOU Provisions, Documentation, etc.) Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for Personnel Files - Background promotion, demotion, Human HR-012 Files (Fire, Executives, Separation + 3 years Separation + Mag, Ppr transfer,. selection, or Resources 3 years 6 years discharge; State Law requires Information Technology) 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201'; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total' Media I=Import .Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; statute of limitations for retirement benefits is 6 years Personnel Files - Benefit File from last action; EEOC/FLSA/ADEA (Age) Human Includes Application, Separation + Separation + requires 3 years for Resources HR-013 Evaluations, Policies, Oaths of 3 years 3 years 6 years Mag, Ppr promotion, demotion, Office, PAFs (Personnel transfer, selection, or Action Forms), etc. discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Department Preference; statute of limitations for Personnel Files -Employee retirement benefits is 6 years File from last action; EEOC/FLSA/ADEA (Age) Human HR-014 Includes Application, Separation + 3 years Separation.+ Mag, Ppr requires 3 years for promotion, demotion, Resources Evaluations, Policies, Oaths of 3 years 6 years transfer, selection, or Office, PAFs (Personnel discharge; State Law requires Action Forms), etc. 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ReVISI0f1 Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments I Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd7 If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Whichever Whichever.is Department preference; Files Personnel Files - Medical File is Longer: Longer: maintained separately; (all employees) 24 years, or Separation+ Claims can be made for 30 Termination 30 years, or Yes: After years for toxic substance Human HR-015 Pre -employment Medical Separation + of Benefits Termination Yes: Until Mag, Mfr, S Separation + exposure; 8 CCR 5144, 8 Resources Clearances, ADA 6 years + 5 years, 0 of Benefits + Separation OD, Ppr 1 year CCR 15400.2; 8 CCR Accommodations, Respirator Death of 5 years, or §3204(d)(1) et seq., 29 CFR seq., Fit Tests, etc. Employee + Death of 1910.1020(d)( GC 5 years Employee.+ 5 §§12946, 12960, 34090, years 60201 Department Preference; statute of limitations for retirement benefits is 6 years Personnel Files - Training File from last action; EEOC/FLSA/ADEA (Age) Human Includes Application, Separation + Separation + requires 3 years for _ Resources HR-016 Evaluations, Policies, Oaths of 3 years 3 years 6 years Mag, Ppr promotion, demotion, Office, PAFs (Personnel transfer, selection, or Action Forms), etc. discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Department preference; Per NeoGov Policy; 29 CFR Human HR-027 Recruitment Database 5 years 5 years Mag, Ppr 1627.3(b)(1), 29 CFR Resources (NeoGov) 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Clt -ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. - HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Recruitment and Testing File State Law requires 4 years (Includes Advertisements, EEOC / FLSA / ADEA (Age) Human Applications for Unsuccessful Hiring Hiring requires 1-3 years; ; 29 CFR Resources HR-017 Candidates, Interview Notes, Decision + 4 Decision + 4 Mag, Ppr 1627.3(b)(1), 29 CFR Job Brochures, Test Data, years years 1602.14; 2 CCR 7287.0(c)(2), Testing Analysis & statistical GC §§12946, 12960, 34090, Metric, Job Analysis, Rating 60201 Sheets, Scantrons, etc.) Human Studies & Surveys Conducted 2 years, unless it is a Resources HR-018 on Behalf of the City (Sick 2 years 2 years . Mag, Ppr preliminary draft; GC Leave Attrition Benefits etc.) 1 §§34090 60201 et seq. RISK4IUINNAGEMENT Accident / Incident Reports / Injury Reports (Potential Department preference; CCP Risk Manag. HR-019 Claims - medical and non- 2 years 2 years Mag, Ppr §340.5, GC §§34090, 60201 medical that do not result in a et seq. claim.) Department Preference; GC Risk Manag. HR-020 Claim Runs 5 years 5 years Ppr §§34090, 60201 et seq. Claim must be filed within 6 months, lawsuit within 2 years; complaints against peace officers within 5 years; Risk Manag. HR-021 Claims (Includes Litigated Resolution 5 years Resolution + Yes: Until Mag, Mfr, S Yes: After Statute of Limitations for Claims) 5 years . Resolution OD, Ppr Settled contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Record Retention No. Records Description Retention I Disposition Inactive Image: Destroy Comments I Reference (OFR) Active (Records Total; Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uesis, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Risk Manag. HR-022 Insurance Polices (City -owned P P Mag, Mfr, S l I Yes: After Department Preference; GC policies) OD, Ppr QC & OD §§34090, 60201 et seq. OSHA requires 5 years; State OSHA Logs - 200, 300, 301, Mag, Mfr, Yes: After law requires 2 years; 8 CCR Risk Manag. HR-023 301A, OSHA Inspections or 5 years 5 years OD, Ppr S QC & OD 14300.33, 8 CCR Citations §3203(b)(1), GC §34090; LC• §6429c Risk Manag. HR-024 Subpoenas I Summons 2 years 2 years Mag, Mfr, S / I Yes: After GC §§34090, 60201 et seq. OD, Ppr QC'd & OD Human HR-025 Workers Compensation Claim 5 years 5 years Mag Ppr Meets auditing standards; GC Resources Runs I Monthly Reports §§34090, 60201 et seq. Whichever Whichever is Department preference; Files is Longer: Longer: maintained separately; Workers Compensation Claims 20 years, or Separation + Claims can be made for 30 I Long Term Disability Claims Termination 30 years, or years for toxic substance Human HR-026 (Includes all Accident, Incident, Separation + of Benefits Termination Yes: Until Mag, Mfr, S Yes: After exposure; 8 CCR 5144, 8 Resources or Injury Reports from 10 years + 5 years, of Benefits.+ Separation OD, Ppr QC & OD CCR 15400.2; 8 CCR Employees) Death of 5 years, or §3204(d)(1) et seq., 29 CFR Employee ]Employee Death of 1910.1020(d)(1)(1), GC 5 years + 5 §§12946, 12960, 34090, years 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/orinvestigations suspend normal retention periods retention resumes aftersettlement . LIBRARY Yes: Brown Act challenges must be Board of Library Trustees Mag, Mfr, Library LIB-001 P P Yes OD, Ppr S After 10 filed within 30 or 90 days of action; AGENDA PACKETS & AGENDAS years GC §§34090, 54960.1(c)(1) Board of Library Trustees Library LIB-002 2 years 2 years Mag City Clerk maintains these AUDIO RECORDINGS of Meetings Permanently; GC §34090.7 / Audio Tapes Board of Library Trustees Yes: Library LIB-003 P P Yes Mag, Mfr, S After 10 GC §34090 MINUTES OD, Ppr years Lead Dept. p LIB-004 Cash Receipts Report / Detail / - Backup / Accounts Receivable 2 years 2 years Mag, Ppr City preference (not all detail is & Finance Detail / Refund Detail sent to Finance); GC §34090 Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 When No When No Library LIB-006 Flyers for Library Programs Longer Longer Ppr Preliminary Drafts; GC §34090 Required Required RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off -site Vital? after (in office) Retention Options M=Mfr OD or Mfr) &S=Scan Imaged If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Li ti ation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Final Final Per California State Library Library LIB-007 Services); CLSA (California Library 2 years Expenditure Expenditure .Mag, Ppr Records Management Program Services Act) and PLF (Public + 3 years + 5 years Aements e uir(April 27, 1998 Requirements(p ); GC Library Foundation) ONLY. For all § others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance When No When No Mag, Mfr, Yes: Department preference (the Library LIB-008 Library Card Applications Longer Longer OD, Ppr S When database is the original record); Required Re wired Inactive GC §34090 Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library Volunteer / Unpaid Intern Library LIB-010 Applications & Agreements - 2 years 2 years Ppr GC §34090 Unsuccessful or Waiting Library LIB-011 Library Volunteer / Unpaid Intern 2 years 2 years Ppr GC §34090 Logs (Hours) Department preference (Courts treat volunteers as employees); Library Volunteers / Unpaid Intern Inactive / Inactive / EEOC/FLSA/ADEA (Age) requires Library LIB-012 Applications & Agreements - Separation + Separation + Ppr 3 years for promotion, demotion, transfer, selection, or discharge; Successful 3 years 3 years 29 CFR 1602.31 and _ 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 , Revision Adopted: 3/2/2022 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media I=Import Paper (Off -site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged 8 � 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Library LIB-014 Problem Patron File Minimum 2 Minimum 2 Mag, Ppr Department preference; GC ears ears §§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PLA Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Vital? Retention Options M=Mfr after Center) Imaged &S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). POW NNING Alcohol Beverage Control License When No When No Planning PL-002 Applications (ABC Applications) Longer Longer Mag, Ppr (Non -Records) Required Required Planning PL-003 Annexations / Boundaries / 1 year P P Mfr, OD, S / I Yes: After Land Records; GC §34090 Consolidations / LAFCO Ppr QC & OD Design Review Committee (Subcommittee of Planning Mag' Department preference; Original Planning PL-006 Commission) Minimum 2 P P Mfr, OD, S / I Yes: After Staff Reports are filed in the AGENDAS, AGENDA PACKETS, Years Ppr QC & OD project file; GC §34090 MINUTES Planning PL-031 Entertainment Permits / Massage Expiration + 2 Expiration + Mag, Mfr,O D, S Yes: After Department preference; Business Permits years 2 years r, QC & OD GC§§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Record Retention No. I Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Inactive Paper Active Total Media 1=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Not all internal communications and notes are required to be Environmental Impact Reports saved; "E-mails that do not (EIRs), Negative Declarations, provide insight into the project etc.) I CEQA I NEPA o r t h e a g e n c y' s compliance with respect to the Correspondence and staff notes Project Project p r o j e c t — a r e n that provide insight into the project Approval or Approval or scope of section 21167.6, o r t h e a g e n c v' s Planning PL-033 Denial + 2 Denial + 2 Mag, Ppr subdivision (e) and need not be with respect to the project ey ars Ogg ears 489- retained." Golden Door days Properties, LLC v. Superior the agency, and all i^t^ Court of San Diego County communications,agency (County of San Diego, et al., eluding Staff Retes-elated to a Real Parties in Interest) GEQA tkm (D076605, DO76924, DO76993) (4th Dist. 2020); PRC 21167,6; GC §34090 Environmental Determinations: Usually filed in the project file; Environmental Impact Reports Final environmental Planning PL-009 (EIRs), Negative Declarations, 1 year y P P Mfr OD, S Yes: After determinations are required to etc.) Ppr p QC & OD be kept a "reasonable period of Inside City boundaries, Non- time"; 14 CCR §15095(c); GC Development Projects §34090 Environmental Determinations: Non -records; EIRs and Negative Environmental Impact Reports When No When No Planning PL-010 (EIRs), Negative Declarations, Longer Longer Ppr Declarations within the City etc.) Required Required Boundaries are with the project Outside City boundaries file RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media I=Import Paper (Records vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Planning PL-011 General Plan, Elements and Mag' Yes: After City Clerk Maintains all Agenda Amendments 1 year P P Mfr, OD, S / I QC & OD Packets Permanently; GC Ppr §34090.7 Planning PL-012 Historic Preservation Survey, 1 year P P Mag' Mfrr,,OD, S / I Yes: After Department Preference; GC - Evaluations and Designations pr QC & OD §34090 Planning PL-024 Historic Property Files 1 year P P Mag, Mfr, OD, S Yes: After Department preference; Ppr QC & OD GC§§34090 Planning PL-025 Large Family Day Care Permits Expiration + 2 Expiration + Mf OD, S Yes: After Department preference; years 2 years Ppr QC & OD GC§§34090 Planning PL-013 Master Plans, Specific Plans, Land 1 year P P MfMr OD, S / I Yes: After Department Preference; GC Use Plans, etc. Ppr QC & OD §34090 When No When No Preliminary drafts not retained Planning PL-014 Materials Boards Longer Longer Mag, Ppr in the ordinary course of Required Required business; GC §34090 Planning PL-026 Mills Act Contracts 1 year P P Mag, Mfr, OD, S Yes: After Department preference; Ppr QC & OD GC§§34090 Planning and Historic Preservation Planning PL-015 Commission Mag, Yes: After Department preference; Original AGENDAS & AGENDA 1 year P P Mfr, OD, S / I QC & OD Staff Reports are filed in the PACKETS Ppr project file; GC §34090 Planning and Historic Preservation Department preference; State Planning PL-016 Commission AUDIO RECORDINGS of Meetings 2 years 2 years Mag, OD law only requires for 30 days; / Audio Tapes GC §54953.5(b) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Planning and Historic Preservation Commission Mag, Planning PL-017 MINUTES, BYLAWS & P P Yes Mfr, OD, S No GC §34090 RESOLUTIONS Ppr Planning PL-001 Planning Director Approvals 1 year P P Mag, Mfr, OD, - S / I Yes: After Department preference; GC Ppr QC & OD §34090 Planning Project Log of Department Preference - Data is Planning PL-018 Applications, Database Indefinite Indefinite Yes (all) Mag interrelated; GC §34090, H&S §19850 Planning Project Files - " Approved Entitlements Project (Includes Associated CEQA Approved / Department preference; Final Noticing, Conditions of Approval, Final environmental determinations Planning PL-019 Public Noticing, Environmental Decision, or 1 P P Yes Mag, Mfr, OD, S Yes: After are required to be kept a Determinations, Staff Reports, year if Not QC & OD "reasonable period of time'; 14 Plans & Maps) Approved / Ppr CCR §15095(c); GC§§34090, No Final 34090.7 Examples: Conditional Use Permits Decision (CUPS), Design Review, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Applicant's proposals / plans Preliminary Review / Courtesy When No When No can be destroyed When No Planning PL-027 Review - PLANS, PROPOSALS, Longer Longer Mag, Ppr Longer Required, as no other.Documents belonging to Required Required application has been submitted, Applicant and they are not City records; GC §34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ReVISl011 Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd� If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act re uests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Applicant's proposals / plans Preliminary Review / Courtesy can be destroyed When No Planning PL-020 Review - APPLICATIONS, other 2 years 2 years Mag, Ppr Longer Required, as no application has been submitted, City Records and they are not City records; . GC §34090 Life of Sign, Life of Sign, Mag, Yes: After Department preference; Planning PL-028 Sign Permits Minimum 2 Minimum 2 Mfr, OD, S QC & OD GC§§34090 years years Ppr Planning PL-022 Special Studies Minimum 2 Minimum 2 Mag' Mfr, D, S Yes: After Department Preference; GC years years Ppr QC & OD §34090 Planning PL-029 Street Name Assignments and 1 year P P Mag' Mfr, S Yes: After Department preference; Changes Ppr QC & OD GC§§34090 Temporary Permits / Special Event Permits / Temporary Entitlements (Approved & Unapproved): Minimum 2 Minimum 2 Yes: Mag, Yes: After Department preference; Planning PL-021 years years During Mfr, OD, S QC & OD GC§§34090 Christmas Tree Lots, Pumpkin Event Ppr Lots, Banner Permits, Tree Removal Permits, etc. Trails Committee (Subcommittee Mag, Department preference; Original Planning PL-030 of Planning Commission) Minimum 2 P P Mfr, OD, S / I Yes: After Staff Reports are filed in the AGENDAS, &AGENDA years Ppr QC & OD project file; GC §34090 PACKETS, MINUTES RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uesfs, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Planning PL-024 Zoning Maps (Historically 1 year P P Yes (all)_ Mag, Mfr,O D, S No Department Preference; GC Significant) Ppr §34090.7 Planning PL-025 Zoning Ordinance Amendments, 1ear yPpr P P Yes Mag' Mfr, S / I Yes: After Department Preference Reclassifications / Zone Change 1 year (copies); GC §34090.7 Mag, Yes: After Department preference; GC Planning PL-023 Zoning Verification Letters 1 years P P Mfr, OD, S / I QC & OD §34090 Ppr RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total - Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). IIIIIIIIIIIIER00:111REMEN Procure- PUR-001 Procurement Database (Planet Indefinite Indefinite Yes Mag Data Fields / Records are ment Bids) interrelated; GC §34090 Department Preference; meets municipal government auditing Procure- PUR-002 Purchase Orders /Requisitions 2 years 3 years 5 years Mag, Mfr, S / I No standards; Statute of Limitations ment OD, Ppr is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC ment §34090 Department Preference; meets municipal government auditing Procure- pUR-004 Surplused Equipment /Disposal 2 years 3 years 5 years Mag, Mfr, S / I No standards; Statute of Limitations ment OD, Ppr is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr - GC §34090 ment RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). P.0 8LI_C-IWORKS11IM91 NMENAN CE41iFA`C ILITI ES Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Facilities Generator Operation Logs & Lead Dept. PW-003 Inspections - Fixed / Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470;-GC §34090 Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. PW-004 Inspections - Portable 1 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators §34090 Lead Dept. PW-005 Operations & Maintenance Life of Facility Life of Facility or Mag, Ppr Department Preference; GC Manuals (O&M Manuals) or Equipment Equipment §34090 et. seq. Division Work Orders / Service Requests Providing pW-006 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC §34090 Service / (Computerized Maintenance Work Management System) Work Orders / Service Requests - Providing g All Information Entered in CMMS When No When No Preliminary drafts (the database Service / pW-007 Database Longer Longer Mag Ppr is the original); GC §34090 Work Required Required (Paper drafts) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when: the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally perf6rTned by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing Service / PW-008 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals; Division requesting service is considered a co MAI MiE NAN0Ef/IP.gRKSI&ILKN D:SCXP.E Public Works / Maint. / Parks & PW-009 Arbor Day / Tree City USA, etc. 2 years 2 years Mag, Ppr GC §34090 Landscape Lead Dept. PW-010 Operations & Maintenance Life of Facility Life of Facility Mag, Ppr Department Preference; GC Manuals (O&M Manuals) or Equipment Equipment §34090 et. seq. Public Works / Maint. / PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC Parks & §34090 Landscape Public Works Department Preference / Maint. / PW-012 Pesticide Use Permits & 2 years 2 years Mag, Ppr (agricultural pesticide records Parks & Applications are required for 2 years); GC Landscape §34090; 3 CCR 6623 Public Works / Maint. / PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC Parks & §34090 Landscape RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention eriods retention resumes. after settlement or completion). Public Works / Maint. / PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Ppr Department preference; GC " Parks & §34090 Landscape Public Works / Maint. / PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090 Parks & Landscape Public Works / Maint. / PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference; GC Parks & §34090 Landscape Division Work Orders / Service Requests Providing PW-017 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC §34090 Service / (Computerized Maintenance Work Management System) Work Orders / Service Requests - Division Providing All Information Entered in CMMS When No When No Preliminary drafts (the database Service / PW-018 Database Longer Longer Mag Ppr is the original); GC §34090 Work Required Required (Paper drafts) - Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered -into City Preference; CCP §§338 et Providing PW-019 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342; GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a co MA l NiTiENA:NC E/ILSiTiR E EtTLSI&IF,LEEjT RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record I Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media 1=Import Paper (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Aboveground Diesel Storage Department Preference; applies Public Works Tanks (Agency Owned) to both Tier I and Tier II Tanks; / Maint. / Streets & pW-020 Spill Prevention Control and 20 years 20 years Mag, Ppr (Tier 11 tanks are required to Fleets Countermeasures (SPCC), Inspections, have an integrity test every 20 Integrity Testing, Maintenance, Repairs years); GC §60201 Lead Dept. PW-021 AQMD Permits (Fuel Usage) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works Department Preference (City / Maint: / PW-022 Hazardous Waste Manifests / Mag, Yes: After has "cradle to grave" liability); Streets & Certificates of Disposal 5 years P P Mfr, OD, S QC & OD 40 CFR 262.40, 8 CCR Fleets Ppr 3204(d)(1)(A), 22 CCR 66262.40 Lead Dept. PW-023 Operations &Maintenance Life of Facility Life of Facility Mag, Ppr Department Preference; GC Manuals (O&M Manuals) or Equipment Equipment §34090 et. seq. Pre -Trip Inspections / DOT Program / CHP Inspections / Lead Dept. PW-024 Vehicle Safety Checks / Daily 2 years 2 years Ppr GC §34090; 13 CCR 1234(c) Vehicle Inspections / Daily Equipment Checks Public Works / Maint. / PW-025 Sidewalk Complaints - Right of 10 years 10 years Mag, Ppr Department preference; GC Streets & Way. §34090 Fleets RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Retention No. Records Description Retention / Disposition Destroy Image: Comments / Reference (OFR) Inactive Paper Active Total Media I=Import (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S Scan =C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Public Works / Maint./ ts Streets & PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Fleets Stormwater: Operation & Department preference; plans Public Works Maintenance (Catch Basins, Field, Mag, must be updated every 5 years, / Maint. / Streets & PW-027 General Cleaning, Open Channels, 5 years 5 years Mfr, OD, S / I Yes: After es audits are required every 2 Fleets Slots, Stormwater Treatment Ppr & OD years; SWRCB Order 2006-03;• Measures and Trash Cleaning) 4§§122.21, 122.41, 122.44; GC §34090 Lead Dept. PW-028 Underground Service Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC (USA's) / Dig Alerts §§4216.2(f) & 4216.3(d), 34090 Public Works Underground Storage Tanks (City- Mag, Department Preference / Maint. / PW-029 Owned - Removed) 10 years P P Mfr, OD, S Yes: After (required for the life of the tank); Streets & Location, Soil Remediation Ppr 1 year 23 CCR 2712(b), H&S Fleets §25284.2(i); GC §34090 et. seq. Public Works / 22 CCR 66266.130(c)(5), H&S eets* Streets* & PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr §25250.18(b), 25250.19(a)(3) et Fleets seq. Department Preference; If a Vehicle & Equipment History Files motor carrier, required for 18 Public Works Disposal of Disposal of months after vehicle is sold; / Maint. / PW-031 AQMD Certifications, Maintenance, Vehicle or Vehicle or Mag, Ppr CHP requires life of vehicle; Streets & Registrations, Safety Certifications, Equipment + Equipment + OSHA requires 1 year; 8 CCR § Fleets etc. , 2 years 2 years 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active (Records TotalMediaMedia I=Import after (in office) Center) Retention Options M=Mfr Imaged 8� S=Scan C'd7 If 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.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complain , claims, public records act re uesfs, audits and/or investigation suspend normal retention edods retention resumes after settlement or completion). Division Work Orders / Service Requests Providing Service / pW-032 CMMS DATABASE (Computerized Maintenance Indefinite Indefinite Mag Data is interrelated; GC §34090 Work Management System) Division Work Orders / Service Requests - Providing All Information Entered in CMMS When No When No Preliminary drafts (the database Service / pW_033 Database Longer Longer Mag Ppr is the original); GC §34090 Work Required Required (Paper drafts) Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing Service / pW-034 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals; Division requesting service is considered a co S'AFE�TiY�/(ADMINISMIMAION Public Works / Safety PW-035 Employee Training File (Training Separation + Separation + Mag, Ppr Department preference; GC Admin. Certificates) 3 years 3 years §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved . Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022