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HomeMy WebLinkAboutFD 2023-004 - Resolution RESOLUTION NO. FD 2023-004 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES 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 individuals requiring them; and WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed; WHEREAS,the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; 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 60201; and WHEREAS, the District previously adopted Resolution No. 2022-004 adopting records retention schedules. NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct. Section 2. Resolution No. FD2022-004 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein. Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit"A" attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District or the public. Resolution No. FD 2023-004 - Page 1 of 3 Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health &Safety Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District's Board of Directors. Section 5. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District's Board of Directors, 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, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors 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. FD 2023-004 - Page 2 of 3 PASSED, APPROVED AND ADOPTED this 19th day of April, 2023. e L. enn Michael, resid t ATTEST: J ice C. Reynolds, ClerlV I, JANICE C. REYNOLDS , SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 19' 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. Oic'eIIC�Reynolds, CI rk APPROVED AS TO FORM: A. iiK Nicholas R. Ghirelli, ity Attorney Richards, Watson & Gershon Resolution No. FD 2023-004 - 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 r 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. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: 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 0: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board(CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop. (US) LC: Labor Code(CA) Ops. Cal.Atty.Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) Ver: 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr 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, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). G11TjYt1NIDE�NJsedlb'7AlIIDe artments Human Accident, Incident, Injury p Copies- Copies- reports: PUBLIC Resources/ When No When No Mag, Copies retained for reference; Risk CW-001 EMPLOYEES,with associated Longer Longer Ppr GC§§34090.7, 60200 Management MSDS, if a chemical was Required Required involved Accounts Payable, Invoices, Petty Cash,Warrant Requests, Copies- Copies- etc. When No When No Yes: Before Mag, All originals go to Finance Finance CW-002 (these are copies); GC Longer Longer Payment Ppr ALL backup is forwarded to Required Required §§34090.7,60200 Finance Lead Dept. CW-002.1 Administrative Hearings 2 years 2 years Ppr M GC§§34090 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 r, r on Municipal Government Posting p actions is 3-6 months; GC §§34090, 54960.1(c)(1) Copies- Copies- Agenda Packets/Staff When No When No Mag' Yes: After City Clerk CW-004 Reports: City Council Longer Longer Mfrr,,O D, S QC&OD GC§§34090.7,60200 Required Required pr Copies- Copies- Agreements&Contracts ALL When No When No Mag, Yes: Upon Ensure the City Clerk receives City Clerk CW-005 ORIGINALS Longer Longer Mfr, OD,' S Completio all original agreements; GC Required Required Ppr n §§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-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Retention (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Options M=Mfr 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 investigations suspend normal retention eriods retention resumes after settlement or com letion . Some Grants require audits; Grants covered by a' Agreements&Contracts: Consolidated Action Plan are 10 years or required for 5 years; Uniform ADMINISTRATIVE FILES After I Completion+. - Admin. Requirements for (with Grant Funding) 10 years or. Grants to Local Governments After Funding Mag, Yes: Upon . Lead Dept. CW-006 Agency Yes: Before is 3 years from expenditure p (Correspondence, Insurance Completion Audit, if Agency Audit, Completion Mfr, OD, S/I Completio report or final payment of Certificates, Project if required, Ppr n required, grantee or subgrantee;2 CFR Administration, Project whichever is whichever is 200.334;24 CFR 91.105(h), Schedules, Certified Payrolls, longer longer 92.505,570.490, &570.502(a), Invoices, Logs, RFP,etc.) 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& Completion+ Yes: Before Mag, Yes: Upon Spec's=4 years,Wrongful Lead Dept. CW-007 (Correspondence, Project Completion 10 years 10 years Completion Mfr, OD, S/I Completio Death=comp. +5 years, Administration, Project 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 Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? Retentions a / 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). Agreements&Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL Lead Dept. CW-008 PROPOSALS or RESPONSES 2 years 2 years Mag, GC§§34090, 60201 et seq. to RFPs(Request for Ppr Proposals)and/or RFQs (Request for Qualifications) that don't result in a contract Copies- Copies- Audits/Audit Reports/Annual When No When No Mag, _Finance CW-009 Financial Reports Longer Longer Ppr Copies; GC§§34090.7, 60200 Required Required CW-010 Bids: See Agreements& Contracts Department Staff Meetings (all Records,including Mag, GC§§34090 et seq.,60201 et Staffing Dept. CW-011 Minutes and Recordings, 2 Years 2 years Ppr seq. Department Awards Boards, Commissions,& Committees: External When No When No Organizations Mag, CW-012 Longer Longer Ppr Non-records (e.g. County Board of Required Required 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 I Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& C'd? Retentions aDDIV to the de artment 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, & Committees: Residents Department Preference;Video Advisory Bodies Formed by Minimum 3 Minimum 3 Mag, recording of meetings are only Staffing Dept. CW-015 CITY COUNCIL years years OD required for 90 days if audio or VIDEO RECORDINGS of another record is made; GC Meetings/Audio Tapes §§34090.7, 34090 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 When No When No Yes: Current Yes: After Finance CW-017 Budgets-Finals Longer Longer Fiscal Year Mfr, OD, S/I 5 years Auditor; GC§§34090.7,60200, Required Re aired Ppr 40802, 53901 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 Comments/Reference - Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after 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 ou 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). Cash Receipts Detail/Backup Copies- Copies- When No When No Mag, Finance CW-018 /Accounts Receivable Detail/ Longer Longer Ppr GC§§34090.7, 60200 Refund Detail Required — Required Lead (Requesting) CW-019 City Attorney Opinions Minimum 2 Minimum 2 Mag, City preference; GC§§34090, Dept. years years Ppr 60201 et seq. 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 Management (Final (Final Disposition Ppr Disposition Disposition) Disposition) City preference; Statute of Limitations for personal - Lead property,fraud, etc. is 3 years; Complaints/Concerns from Minimum 2 Minimum 2 Mag, (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 Ma 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 ReVISl011 Adopted: 3/2/2022 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference � � Image: Destroy 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: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 Memorandums,Reading File, City's Original 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 Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) A (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 Lou 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). Correspondence- Electronic and paper records TRANSITORY/ are filed and retained based PRELIMINARY DRAFTS, upon their CONTENT.Records,e-mails, electronic Interagency and Intraagency- Memoranda NOT retained in records, or social media postings where the Content the ordinary course of business relates in a substantive way to Content NOT Substantive,or the conduct of the public's NOT made or retained for the business, or that ARE made or purpose of preserving the retained for the purpose of Dept.that preserving the informational Authors informational content for content for future reference are Document future reference When No When No Magsaved by printing them out and or CW-026 Longer Longer placing in a file folder, or Receives the or calendars,checklists,a-mail Required Required Pp Fpr saving them electronically in a i City's Original n social media posting, flyers, folder outside the e-mail Document invitations,instant messaging, system; If not mentioned here, inventories,logs,mailing lists, .— meeting room registrations, or if in question,consult the 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 I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? Retentions apply to the de artment that is NOT the Office of Record(OFR), or the "Lead Department". 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: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 auditing standards; GC Deposits years years Ppr §§34090, 60201 et seq. Transitory or source records not retained in the ordinary 2 years After 2 years After course of business; CHP audits every 2 years; Bureau of Lead Dept., CW-029 DMV Pull Notices Superseded or Superseded Mag Ppr. 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 When No When No Course of Business". Consult Drafts&Notes: Drafts that are Mag, 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 01995-2017 Gladwell Govemmental 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 Record Retention No. Records Description Retention/Disposition Comments f Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged& S=Scan C'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If vou 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, co m /aints, 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. Grants(UNSUCCESSFUL Mag, Lead Dept. CW-032 Applications, Correspondence) 2 Years 2 years Ppr GC§§34090, 60201 et seq. 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 pass the funding agency's Funding After Funding Grants to Local Governments audit, if re Agency Agency Audit, Lead required)Dept. CW-033 q ) 2 years Audit, if if required- Mag, is 3 years from expenditure Required- Minimum 5 Ppr report or final payment of Applications(successful),grant q grantee or subgrantee;2 CFR agreement,program rules, Minimum 5 years regulations&procedures,reports years 200.334; 24 CFR 91.105(h), to grant funding agencies, 92.505, 570.490, &570.502(a), correspondence,audit records, 29 CFR 97.42; OMB Circular A- completion records 110&A-133; 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-10 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr 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 ation, claims, complaints, audits,public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Send all grievances to Human Resources;All State and Copies- Copies-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 Department preference; CCP Lead Dept. CW-035 Resolution+5 Resolution+5 Yes: Until Mag, §§337 et seq.; GC§§911.2, Send Final Settlement Agreements years years Settlement Ppr 34090, 34090.6 to the City Clerk When No When No Preliminary drafts not retained Leave Slips/Time Off Mag, in the Regular Course of Lead Dept. CW-036 Requests Longer Longer Ppr Business GC§§34090, 60201 Required Required 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 I agent,where& Yes-After (SDS) Chemical Use Report While Mag, when it was used is maintained Lead Dept. CW-037 Chemical In 30 years 30 years Mfr, OD, S for 30 years;Applies to Form(or records of the Use - Ppr QC&OD qualified employers; Claims chemical/substance/agent, can be made for 30 years for where&when it was used) 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 Retention etention No. Records Description Retention Disposition Comments f Reference Destroy Inactive Image: Paper OFR. Active Center Total Media I=Import after ( ) (in office) (Rec e) Retention Vital? Options M=Mfr 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: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 CityClerk CW-038 Minutes-City Council When No When No ty Longer Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090.7,60200 Copies- Copies Return any whole unused Municipal Code(these are When No When No Yes: Current Mag; codes to the City Clerk; City Clerk CW-039 Mfr, OD, I No 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 be 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- When Copies No When No Mag, Originals maintained by City City Clerk CW-042 Ordinances -City Council Longer Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090, 60201 et seq. Human Send to Send to. Resources/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 S ti City policy(all originals are Departments Departments eparaon Ppr 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 Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy 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 De artment". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, 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 Incorporation Incorporation into into Before folder to be incorporated into Personnel Files(Supervisor's Mag, performance evaluation, or to Lead Dept. CW-045 Performance Performance Annual Notes) Ppr document progressive Evaluation or Evaluation or Evaluation Documented Documented discipline; GC§§34090 et seq., 60201 et seq. Discipline Discipline When No When No Preliminary Drafts;destroy - Lead Dept. CW-046 Unused Photographs Longer Longer Mag' unnecessary photographs. GC Required Re uired Ppr §§34090,6252,6254(a) Lead Dept. CW-047 Public Relations/Press 2 years .2 years Mag' GC§§34090, 60201 et seq. Releases Ppr Mag, Yes: After Department preference; GC Lead Dept. CW-048 Purchase Orders/Requisitions 2 years 3 years 5 years Mfr, OD, S QC&OD §§34090,60201 et seq. Ppr Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Mag' Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. Ppr 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: 3I2I2OZZ Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No. Records Description Retention/Disposition Comments t Reference Destroy Inactive Image: paper Active Total Media I=Import (OFR) after (in office) (Renee) Retention Vital? Options M=Mfr Imaged 8 Center g S=Scan 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 be in when the act is eom leted, and imp ly a full file folder e.q.last document+2 years, since destruction is norm a fly p erformed b y 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). Records Destruction Lists/ Copies- Copies- City Clerk CW-051 Certificate of Records When No When No Mag, GC§§34090.7,60200 Destruction Longer Longer Ppr Required Required Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,etc: When No When No Mag 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., Yes: After Historically significant,10 years P P Mfr, OD, S/I 10 years therefore retained permanently; Zoning Studies) Ppr GC§§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Govemmental 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 Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr 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 nonnafiV Derformed by file folder. HOLDS:Liti ation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies(other years;statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 10 years Mag' propose 2 years; If historically reports-e.g.Annual Reports) Ppr, significant, retain permanently; GC§§34090, 60201 et seq. Copies- Copies Mag, Originals maintained by City City Clerk CW-058 Resolutions-City Council When r When r Yes(all) Mfr, OD, S No Clerk Permanently; GC Longer Longer Required Required Ppr §§34090.7, 60200 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 PPS' GC§§34090, 60201 et seq. considered a draft or transitory record, and can be destroyed as drafts(When No Longer Required) Copies- Copies- Time Cards/Time Sheets Cop Mag, ' Finance/ When No When No Yes: After CW-061 (Finance keeps the originals - Mfr, OD, S/I GC§§34090.7,60200 et seq. Payroll Longer Longer QC&OD with employee signatures) Required Required Ppr 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 Required §§34090,60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Govemmental 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-15 Office of Record Retention No. Records Description Retention/Disposition Comments t Reference Destroy Inactive Image: paper Active ` Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged& S=Scan C'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". 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:Liti ation, claims, complaints, audits,public records act requests, and/or investi ations suspend normal retention periods 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 RECORDS to keep their OSHA records 7 years; EEOC/FLSA/ADEA Lead Dept. CW-063 (Attendance Rosters,Outlines 2 years 5 years 7 years Mfrfr, OD, S Yes:When (Age)requires 3 years for and Materials;includes Ethics, Ppr Inactive promotion, demotion,transfer, Harassment Prevention & selection, or discharge; State Safety Training&Tailgates) Law requires 2-3 years forpersonnel 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 ©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 FINA Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy (OFR) Active (Records Total L Media 1=Import Paper after (in office) Center) RetentionOptions 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). IIIIIIIIIIIIIIIIIIIIIIIIIIIEW000.19 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 Contractors) delinquency); Ca. FTB: 3 years; 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; Published articles show 3-7 Warrant Request, etc.) years; GC§§60201(d)(1 2), 34090 Finance/ Accounts Receivable- Department preference; Meets Accounting Miscellaneous-Damage to Mag, Mfr, Yes: After &Financial FIN-003 Public Property, Invoices to 2 Years 3 years 5 years OD, Ppr S/I QC&OD auditing standards; GC§34090 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 Audits-Annual Financial Department Preference GC &Financial FIN-004.1 Reports 2 years P P Mag, Ppr §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 Comments/Reference Inactive Image: Destroy OF.R Active Total Media I=Import Paper after ( ) (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 be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti 7ation. com la/nts claims,Public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference(meets' Finance/ Audits-Single Audits, Grant municipal government auditing Ma P 2 years :: Accounting FIN-005 Audits, IRS Audits, 3 years after 5 years after g p r standards); Statewide guidelines &Financial Transportation Audits, PIERS 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 Statements, Investment Account auditing standards; GC FIN-006 2 years 5 years 7 years Mag, Ppr §§60201(d)(12), 34090,26 CFR &Financial Statements, Bank 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 Yes: Until issued b local overnments are &Financial FIN-007 Disclosure Reports, and all Defeased+ Defeased+ Mag, Pp y g 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- Finance §43900 et seq. / Accounting Budget Appropriation Transfer FIN-007 Department Preference;meets &Financial .1 Requests 2 years 5 years 7 years Mag, Ppr 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 34090 Reporting Valuation Reports § 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 Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (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 71"tymide 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, com laints, claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance/ Cash Receipts/Daily Cash Department preference; Meets Accounting ,Mag Mfr, Yes: After FIN-009 Summaries/Cashiers Reports/ 2 years 3 years 5 years S/I auditing standards; GC§34090 &Financial Cash Reports/Petty Cash _ OD, Ppr QC&OD et seq. Reporting May contain Fire District independent contractor's Finance/ compensation, expense Accounting Mag, Mfr, Yes: After reimbursement, or District credit FIN-010 Checks/Warrants(Cashed) 3 years 4 years 7 years S card records; Meets municipal &Financial OD, Ppr QC Reporting government auditing standards; Published articles show 3-7 years; GC§§34090, 60201(d)(12) Finance/ Department.preference; Collections/Collection Agency Accounting FIN-011 Case Files&Statements/ 7 years 7 years Mag, Ppr Delinquencies remain on credit &Financial reports for 7 years; GC§34090 Reporting Delinquent Accounts 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 2 years 5 years 7 years Mag, Ppr Deferred Compensation(City 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 Comments/Reference Inactive Image: Destroy (OFR Active Total Media I=Import Paper after (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-lade Standards Retentions begin when the act is com leted, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, com laints, claims,public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . _ 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; Finance/ GC§34090 Accounting FEMA Reimbursement/OES 1 year 9 years 10 years Mag, Ppr FIN-015 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 e.g u I a t i o n s s t a Accounting records should generally be kept &Financial FIN-017 Fixed Assets 2 years 3 years 5 yearn 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 - - r Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (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 re uests,audits and/or investi ations suspend normal retention pefiods retention resumes after settlement or completion). Department preference;W-4s . are required four years after the Finance/ due date of such tax for the Payroll File(By Employee Name) Accounting FIN-019 5 years Mag, Ppr Separation+ Separation+ return period to which the &Financial 2 years 7 years records relate, or the date such Reporting Includes W-4, other payroll forms tax is paid,whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC§34090 Finance/ Department preference for Accounting Mag, Mfr, Yes:After &Financial FIN-020 Payroll Reports-Annual Detail P P OD, Ppr S/I QC&OD SBCERA Buy-backs; GC §34090 Reporting Department preference for Graht Auditing Purposes; May contain independent contractor's Finance/ Payroll Reports-Periodic compensation, expense Accounting (includes Deduction Registers, reimbursement, or District credit &Financial FIN-021 Leave Registers,Time 2 years 5 years 7 years Mag, Ppr card records; Meets municipal Reporting Transaction Reports,etc.) government auditing standards; Published articles show 3-7 years; GC§60201(d)(1 2);GC §34090 Reports,Subsidiary Ledgers, Finance/ Reconciliations, Registers, Department preference(The Accounting Transaction Histories, Balance When No When No Financial System Database is FIN-022 Longer Longer Mag, Ppr the original; reports are &Financial Sheets, Revenue&Expenditure 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 Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image:. Destroy Active Total Media 1=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, com laints, claims,public records act requests, audits and/or investi afions sus end normal retention periods retention resumes after settlement or completion). Reports: Annual State or Finance/ Federal: State.Controller's Accounting S/I FIN-023 Report, Local Government 2 years 3 years 5 years Mag, Mfr, 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 I Time Sheets/Time Cards/ Auditing Purposes; Meets Accounting Mag, Mfr, Yes: After 2 municipal government auditing &Financial FIN-025 Overtime Sheets/Overtime 2 years 5 years 7.years S Cards OD, Ppr years standards; Published articles Reporting show 3-7 years; GC §60201(d)(12); GC§34090 Finance I Accounting Vehicle Titles(Pink Slips)-All Sale or Sale or Department Preference; GC & Financial FIN-025.1 Vehicles Disposal Disposal' Mag, Ppr §34090 Reporting Department preference for Grant Finance/ Auditing Purposes; Meets. Accounting FIN-026 W-2's 2 years. 5 years 7 years gag, Ppr municipal government auditing &Financial standards; Published articles Reporting show 3-7 years; GC Finance/ §60201(d)(12); GC-§34090Accountin Vendor Vendor g Yes: Until Mag, Mfr, Yes: After Meets IRS auditing standards; &Financial FIN-027 W-9s Inactive+3 Inactive+3 S/I 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 Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (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 ears 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). BUD:GETdMANA'GEMENT 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 by the City Clerk BU,SINESSILIGENSE�&1F2E1I,ENWE Finance/ Business FIN-029 Business License&Permit Indefinite Indefinite Yes Mag Data Fields/Records are License& Database interrelated; GC§34090 Revenue Finance/ Department preference(Used by Business Business License&Permit Mag, Mfr, Yes: After FIN-030 P P S/I Planning for Zoning Clearances); License& Applications and Changes OD, Ppr QC&OD GC§34090 et seq. Revenue Finance/ Department preference(meets Business FIN-031 Business License&Permit 5 years 5 years Mag, Ppr municipal government auditing License& Renewals requirements); GC§34090 et Revenue sea. P.ECIAL40IS9TRIOW Finance/ Special Districts Assessment Districts, Street Engine „-. FIN-031.5 Lighting and Landscape Districts P P Mag, Mfr, S Yes: After Department preference; GC €NG 030 Formation and Boundaries/ OD, Ppr QC&OD §34090 Ge;eFal En -a i n ee r ' s Re po i €agineefiR Annual Assessments for Districts 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 r Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference 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 be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation, 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 Landscape Districts/Special Department preference; Meets Special FIN-032 District Assessment Rolls(to Tax 5 years 5 years Mag, Ppr auditing standards; GC§34090 Districts et se Assessor for Tax Rolls) q• 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 Finance/ C i t i z e n s ' O v e r s i Formerly Planned Communities Special FIN-034 (Landscape Maintenance P P Yes Mag, Mfr, S No Citizens'Oversight Committee; Districts/Special Districts) OD, Ppr Districts P Send originals to the City Clerk; MINUTES GC§34090.7 Community Parks and Landscape C i t i z e n s ' Ov e r s i and Landscape Maintenance Department preference; Finance/ Districts Citizens'Oversight Minimum 2 Minimum 2 Mag, Mfr, Yes: After Formerly Planned Communities Special FIN-035 Committee years years OD, Ppr S/I QC&OD Citizens'Oversight Committee; Districts Original Staff Reports are filed ih AGENDAS &AGENDA the project file; GC§34090 PACKETS TiREWSORNMAMA�GEM-Ni Finance/ When No 7Req en No Preliminary drafts not retained in Treasury FIN-036 Bankruptcies-NOT pursued Longer nger Mag, Ppr the ordinary course of business; Manage. Required uired GC 434090 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 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+2years), since destruction is normally performed by file folder. HOLDS:Litt 7ation, com la' is, claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference Finance/ Bankruptcies-Where a claim is (negative information remains on Treasury FIN-037 filed 10 years 10 years Mag, Ppr credit ratings for 7 years); GC Manage. §34090 Finance/ Investment Reports&Backup/ . Department Preference; GC Treasury FIN-038 Treasury Reports 2 years 3 years 5 years Mag, Ppr §34090 Manage. Department Preference; Meets Investments/Arbitrage/ auditing standards; Published Finance/ Certificate of Deposit/Investment articles show disposal+7 years Yes: Until for security brokerage slips; Treasury FIN-039 Bonds(Receipts/Advisor 5 years 5 years Mag, Ppr Manage. Reports /Trade Tickets/LAIF Paid statewide guidelines propose permanent; FTC rely on (Local Agency Investment Fund)) "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 FRA Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (in office) (Rect ) Retention Vital? Options M=Mfr Imager ed 8� Center g 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,public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement). I..I REM0M I N I ST RAM 10 N Human Career File: Equipment Shred Upon Shred Upon FR-001 Separation Separation Mag, City/District Preference(copies); S Resources Assignments(Turnouts,etc.) or Transfer Transfer Ppr GC§60200 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 Required Required Fire/ Mag' Yes:After Department Preference(rated Admin. FR-004 ISO Insurance Ratings 15 years 15 years Mfr, OD, S QC&OD every 10 years); GC§60201 Ppr Fire./ Monthly Statistical Reports/Run When No RVVhn Ma Considered.a preliminary draft/ FR-005 Longer g' co the Fire database is the Admin. Statistics Required Ppr copy( q original); GC§60201 et seq. Copies- Originals Maintained by City Clerk City Clerk FR-006 Mutual Aid Agreements,Joint When No Mag, or County Clerk of the Board Power Authorities Longer Longer Ppr Permanently; GC§60201.7 Required Required Fire/ Programs and Projects(e.g. Minimum 2 Minimum 2 Mag, Department Preference; GC§ Admin. FR-007 Explorer, CPR Program, Fire Service Day, etc.) years years Ppr 60201 et seq. Fire/ FR-008 Requests for Fire Incident Reports 2 years 2 years Mag' GC§60201 Admin. and Fire Investigation Reports Ppr Fire/ FR-009 Ride-A-Long Waivers 2 years 2 years Ppr' GC§60201 Admin. 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 Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records vital? after (in office) Center) Retention Options M=Mfr 8� 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:Lit' ation, claims, com laints,public records act re uests,audits and/or investi ations suspend normal retention perdiods 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. Department pre erence; Unics 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/ FR-015 City or Privately owned) 10 years P P Mfr, OD, S/1 After 1 for the life of the tank); 23 CCR Admin. Location,Soil Remediation, 2712(b), H&S §25284.2(i); GC Monitorin Well Records Ppr year 60201 et. sea. ISINTWAREWIRS11111111111111111111 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 Records Record Series Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media I=Import (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, 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 Community FR-016 Community Outreach Required- Required- Mag, Department Preference; GC Affairs Minimum 2 Minimum 2 Ppr §60201 ears years When No When No Fire I Public Information I Education Longer Longer Mag, Department Preference; GC Community FR-017 Required - Required.- r Affairs (When produced internally) P Minimum 2 Minimum 2 p §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, promotion, demotion,transfer, 9 (� 9 Y Yes: 1 Lead Dept. FR-019 Separation + Separation+ Mfr, OD, S selection, or discharge; State Law contact information) -Successful 3 years 3 years Ppr year requires 2-3 years;29 CFR Applicants 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 Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Active Inactive 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 -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:Llti ation, claims, complaints,public records act re uests,audits and/or investi ations suspend normal retention periods retention be ins 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�OMM.WNITiYARIS.ti( Not Less Life of the Life of the Fire.Construction Documents Than 180 Structure or Structure or (Submittals,Approved Plans, days from Fire/ Drawings,Applications,Alternate the date of Activity, or Activity, or Mag, Yes: CFC§105.4 et seq. , 104.6 et Community FR-021 Minimum 5 Minimum 5 Mfr, OD, S/I After QC Risk Means&Methods, and Similar completion years, years, Ppr &OD seq.; H&S§19850 Documents Necessary for Ongoing of the 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 Inspections, Fires,Modification/ years, years, : Ppr &OD . years CFC§§ 104.6—104.6.4 Prevention Alternative Methods or Materials) Whichever is hichever is Longer Longer Fire/Fire When No When No Yes: Marshal& Fire Inspections-Citations/ Longer Longer Yes: Mag, Department Preference; GC§ FR-023 Required- Required - Before Mfr, OD, S/I After QC 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.E 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 l Disposition Comments l Reference Image: Destroy Inactive Paper Active Total Media I=Import (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 be in when the act is completed, and im l a full file folder e. .last document+2 years), since destruction is normal) erformed b 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/ 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/ Longer Longer Public Information/Education Mag, Department Preference; GC Community FR-027 roduced internal) Required- Required- r Risk (when p y) P Minimum 2 Minimum 2 p §60201 ears ears When No When No Fire/ Weed Abatement/Vegetation Longer Longer Mag, Department Preference; GC Community FR-028 Required- Required- Risk Abatement/Brush Clearance Minimum 2 Minimum 2 Ppr §60201 ears years EM ERG EN0AJMWNXG'EMENT When No When No Fire/ - Longer Longer Community&Business Emergency Mag, Department Preference; GC Emergency FR-029 Response Training Required- Required- Ppr §60201 Manage. Minimum 2 Minimum 2 ears years When No When No Fire/ Emergency Management Programs Longer Longer Emergency FR-030 (Ready RC, Mitigation, Required- Required- Mag, Department Preference; GC Manage. Preparedness,etc.) Minimum 2 Minimum 2 Ppr §60201 ears ears 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 Record Series# Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive 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 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:Liti ation, claims, com laints,public records act requests,audits and/or investi ations suspend normal retention periods retention be ins after settlement). Fire/ Emergency Response&Recovery Emergency FR-031 /FEMA/OES Reimbursement 10 years 10 years Yes(all) Mfr, OD, S/I No Department Preference; GC Manage. Claims/Strike Team P g r §60201 Reimbursements p 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 earsllllllllllllllll ears EMERGENC-iYARESPQNSE-I/IEMERGENCi-YAMEOIC.?AL]qSER,V,,ICES Department Preference- Controlled Substance Logs, Controlled substances are Fire/EMS FR-033 Inventories/Medic Monthly 3 years 3 years Yes Mag'Ppr 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+ Mag, providers is 3 years; CCP§340.5, Assurance 3 years 3 ears Ppr GC§60201 et seq. HIPAA Policies and Procedures Mag, Yes: Fire/EMS FR-036 (Health Insurance Portability and Superseded Superseded+6 years +6 years Mfr, OD, S After 1 24 CFR 164.5300) Accountability Act) Ppr year Department preference; Paramedic Continuing Education Paramedic Continuing Education Separation+ Separation+ Mag, Yes: is required for 4 years by DPH; 8 Fire/EMS FR-037 Rosters and Certificates 4 years 4 years Mfr, OD, S When CCR§3204(d)(1)et seq., 8 CCR 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 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr 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:Liti ation, claims, com laints,public records act re uests, audits and/or investi ations suspend normal retention perdiods 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 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 70751(c)&71551(c); 22 CCR Database) 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 Records Description Retention I Disposition Comments I Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=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:Liti ation, claims, com laints,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/ I 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(a) 123145;42 CFR Database/Electronic Patient Care whichever is whichever is 482.24(b);9 CCR 9444,22 CCR Report Database) longer longer 8 70751(c), 71551(), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a),W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENC7YARESP�ONSE!/iF..IREIMARS;HAL Fire/ Mag, Yes: Department preference; CFC§§ Emergency FR-040 Alarm Installation Waiver Forms: P p Mfr, OD, S/I After QC 104.6—104.6.4; GC§60201 et Response/ Smoke and Carbon Monoxide F Ppr &OD seq. Fire Marshal Fire/ Emergency Mag, Data is interrelated; GC§60201 et Response/ FR-041 Fire Incident RMS Database Indefinite Indefinite Yes 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 Records Records Description Retention I Disposition Comments I Reference Record/ Series# Image: Destroy Inactive Paper (OFR) Active (Records Total, Vital? Media I=Import after (in office) Center) Retention Options M=Mfr 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 pe7ormed by file folder. HOLDS:Lift ation 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 FR-042 P P Mfr, OD, S/1 After QC Crimes have no statute of Response/ Capital Crimes Only Fire Marshal Ppr &OD limitations); GC§60201 et seq. � - Fire/ When No When No, Longer Longer Emergency FR-043 Required- Required.- Fire Investigations-OTHER Than Mag, Department preference; GC Response/ Arson&Capital Crimes '- Ppr §60201 et seq. Fire Marshal Minimum 5 Minimum 5 years years Fire/ Approved Fire Suppression, Fire Emergency Sprinkler, Fire Alarm, Private Fire Mag, Yes: Department preference(Building Response/ Underground, and High-Piled . FR-044 P P Mfr, OD, S/I After QC keeps original); CFC 104.6 et seq.;Fire Marshal Combustible Storage Plans Ppr &OD GC§§60200; H&S§19850 Fire/ Life of.the Mag, Yes: Emergency Fireflow Testing(CVWD does Life of the Department preference; GC Response/ FR-045 testing) Structure Structure or Mfr,OD, S/I After QC §60201 Fire Marshal Activity, Ppr &OD Fire/ Department Preference(City has Emergency Hazardous Waste Manifests/ Mag, Yes: cradle to grave"liability);40 CFR Response/ FR-046 Certificates of Disposal 5 years P P Mfr, OD, S/I After QC 262.40, 8 CCR 3204(d)(1)(A),22 . Fire Marshal Ppr &OD CCR 66262.40 Fire/ When No When No Emergency Response/ FR-047 Response Planning Longer Longer Pa9' Preliminary drafts; GC§60201 Fire Marshal Required Required p 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 Records Records Description Retention I Disposition Comments I Reference Record Series# Image: 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 -IMde 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 Required- Required- Before Explosives Permits /Fireworks 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 STamTiIONEQP.ER%1�TilONS]/[S.UP.P.RESSION 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, & Department Preference; If a motor Equipment History Files, Ladders, Disposal of Disposal of Vehicle, Vehicle, carrier, required for 18 months etc. Apparatus, Apparatus, Mag, after vehicle is sold; CHP requires Fire/Ops FR-052 life of vehicle; OSHA requires 1 Certifications, Maintenance, Equipment+ Equipment+or or Ppr 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& Mag Lead Dept. FR-053 Inspections-Fixed/Stationary 3 years 3 years Ppr' AQMD Rule 1470; GC§60201 Generators 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-11 Office of Records Record Series Records Description Retention/Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media 1=Import (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 ears since destruction is normally performed by file folder. .HOLDS:Liti ation, claims, com laints,public records act re nests audits and/or investi ations suspend normal retention periods retention be ins after settlement). Generator Operation Logs& AQMD Rule 1470; Form Lead Dept. FR-054 Inspections-Portable/ 5 years 5 years _ Ppr 400—E-13a instructions; GC Emergency Generators p §60201 ` Yes: Fire/Opp FR-055 Pre-plan Sheets When When Before Mag, Preliminary drafts; GC§60201 et Superseded Superseded Event Ppr seq. Yes: Fire/Ops FR-056 Station Log Books/Red Books/ Minimum 2 Minimum 2 Before Mag, Department preference; GC Log Books 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