Loading...
HomeMy WebLinkAbout2024-039 - Resolution A RESOLUTION NO. 2024-039 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. 2023- 037 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 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 has adopted records retention guidelines 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 2023. 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 Resolution No. 2023-037 is hereby rescinded.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. 2024-039— 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. 2024-039— Page 2 of 3 HOW TO USE RETENTION SCHEDULES ©1995-2024 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original)record, and drafts and copies should be destroyed as soon as they are no longer required. The term "records"shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. 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 official (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 official (original)record that has exceeded its retention period must be authorized according to City Policies & Procedures prior 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 official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed"When No Longer Required." • If there is NOT a minimum retention("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/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 resolution)." PASSED, APPROVED, and ADOPTED this 5th day of June, 2024. L. Dennis Michael, Mayor ATTEST: anice C. Reynolds, City 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 5th day of June, 2024. AYES: Hutchison, Kennedy, Michael, Scott NOES: None ABSENT: Stickler ABSTAINED: None Executed this 6th day of June 2024, at Rancho Cucamonga, California. ° '' anice C. Reynolds, City Clerk APPROVED AS TO FORM: G Nicholas R. Ghirell , City Attorney Richards, Watson & Gershon Resolution No. 2024-039— Page 3 of 3 RECORDS RETENTION SCHEDULE LEGEND ©1995—2024 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the Official(original or"record copy') record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series(a group of like records). I` 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 is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P:= Permanent Iefinite=No fixed or specified retention period; used for databases, because the data fields are interrelated. 1100 Vital? =.,Those-records that are needed for basic operations in the event of a disaster. Media Options(guideline)terms used in State law: Mag=Electronic Computer Magnetic Media(Hard drives, Networks, USB Drives, Cloud,etc.) Mfr=Microforms(aperture cards, microfilm, microfiche, or jackets) F�El Ppr= Paper OD =Optical Disk, Immutable Cloud Media, CD-r, DVD-r,WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan/Import(guideline): "S"indicates the record should be scanned into the document imaging system; "I"indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed Destroy Paper after Imaged &QC'd (quality checked)/Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF(legal requirements)the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk(OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe&separate location. Employees are required to Quality Check("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations(§: 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) Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 1 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent INDEX – RECORDS RETENTION SCHEDULES FY 23-24 Update Abbreviations: CW – City-Wide Standards AS – Animal Services BL – Building, Code Enforcement CC – City Clerk CM – City Manager CS – Community Services DOIT – Department of Innovation and Technology ED – Economic Development, Housing, RDA, Successor Agency ENG – Engineering Services FIN – Finance FR – Fire Protection District HR – Human Resources, Risk Management LIB – Library PL – Planning PRO – Procurement PW – Public Works 1099's / 1096's ............................................................................................................................................................................. FIN-1 941 Forms, IRS 5500 Forms (Employee Benefit Plans) .............................................................................................................. FIN-3 A AB 939 Compliance / Tonnage Reports ......................................................................................................................................ENG-4 Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) .................................................................... CM-2 ABC Applications ........................................................................................................................................................................... PL-1 Aboveground Diesel Storage Tanks (Agency Owned) .................................................................................................................. PW-4 Accident / Incident Reports (Members of the Public) (copies) ........................................................................................................ CS-1 Accident, Incident, Injury Reports – Public & Employees (Copies) .............................................................................................. CW-1 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 2 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Accident, Incident, Injury reports, Public, where a claim is not filed ............................................................................................... HR-7 Accounting ........................................................................................................................................................................ FIN-1 – FIN-6 Accounts Payable / Invoices and Backup / Travel Expense Reimbursements, Direct Payment Vouchers ..................................... FIN-1 Accounts Payable, Invoices - City Attorney Invoices Only ........................................................................................................ CW-1 Accounts Payable, Invoices, Petty Cash, Warrant Requests – All Backup Is Forwarded to Finance (Copies) ........................... CW-1 Accounts Receivable - Joint Pole (Electricity) ............................................................................................................................ ENG-13 Accounts Receivable Detail / Refund Detail .................................................................................................................................. CS-3 Accounts Receivable Detail / Refund Detail / Cash Receipts Detail / Backup ................................................................................ CW-4 Accounts Receivable: Revenue - Miscellaneous - Damage to Public Property ............................................................................. FIN-1 Active Net - Recreation Database ................................................................................................................................................. CS-5 Activity / Special Programs / Special Event Files & Reports / ABC Permits, where required ......................................................... CS-1 ADA Accommodations - Personnel Files - Medical File (all employees) ........................................................................................ HR-6 Address Assignments / Changes / Corrections .............................................................................................................................. BL-1 Address Files / Building Permits ..................................................................................................................................................... BL-1 Address Files / Planning Project Files – Approved Entitlements................................................................................................... PL-4 Administrative Hearings ............................................................................................................................................................... CW-1 Administrative: Correspondence – Routine .................................................................................................................................. CW-6 Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund) .................................................................................... FIN-9 Advisory Bodies - Agendas, Audio or Video Recordings, Minutes ................................................................................................. CW-4 Aerial Maps (Analog / Historical) .................................................................................................................................................ENG-6 Affidavits of Posting / Affidavits of Publications / Public Hearing Notices / Legal Advertising ......................................................... CW-1 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting ......................................................... CW-1 Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, WITH a Recapture / Resale Restriction ................ ED-3 Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, WITHOUT a Recapture / Resale Restriction ......... ED-3 After Incident Reports ................................................................................................................................................................... FR-6 Agenda Bills / Agenda Packets – City Council (Copies) ................................................................................................................ CW-1 Agenda Packets / Agendas City Council, Redevelopment, Successor, Oversight Board, Fire Protection District, .......................... CC-1 Agenda Packets / Staff Reports – City Council (Copies) ............................................................................................................... CW-1 Agendas - City Council Subcommittees ........................................................................................................................................ CC-3 Agendas, & Agenda Packets Trails Committee (Subcommittee Of Planning Commission) ............................................................ PL-5 Agendas, Agenda Packets - Art In Public Places Committee ........................................................................................................ CM-1 Agendas, Agenda Packets – Board of Library Trustees ................................................................................................................. LIB-1 Agendas, Agenda Packets - Boards, Commissions, & Committees: Advisory Bodies .................................................................. CW-4 Agendas, Agenda Packets – Community Parks and Landscape Citizens’ Oversight Committee ................................................... FIN-8 Agendas, Agenda Packets – Design Review Committee ................................................................................................................ PL-1 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 3 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Agendas, Agenda Packets – Park & Recreation Commission ........................................................................................................ CS-4 Agendas, Agenda Packets – Planning and Historic Preservation Commission ............................................................................... PL-3 Agendas, Agenda Packets – Senior Advisory Committee .............................................................................................................. CS-5 Agreement / Contract (copy) - Capital Improvement Projects (CIP): Permanent File / Scanned Records ...................................ENG-2 Agreement / Contract (copy) - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .................. ENG-12 Agreement / Contract (copy) - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services . CS-2 Agreements & Contracts – Administrative Files – with Grant Funding ..................................................................................... CW-2 Agreements & Contracts – Administrative Files ......................................................................................................................... CW-2 Agreements & Contracts – ALL (copies) ...................................................................................................................................... CW-1 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) ......................................... CC-1 Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) ........................ CC-2 Agreements & Contracts: Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs ............................................ CW-3 Agreements, Event Service Agreements / Concerts / Special Event Contacts / Professional Service Agreements (PSAs) ........... CS-3 Agreements, Joint Pole Agreements, History, Maintenance (Card Files) ................................................................................... ENG-13 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide ................................................................................................... FR-8 Alcohol Beverage Control License Applications (ABC Applications) ............................................................................................... PL-1 Alcohol Test Results - Negatives ................................................................................................................................................... HR-2 Alcohol Test Results – Positives ................................................................................................................................................... HR-2 All Hands Meeting Agendas ........................................................................................................................................................... CM-1 Amendments to Records Retention Schedules ............................................................................................................................. CC-9 Animal Adoption Contracts ............................................................................................................................................................ AS-1 Animal Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) ............................................................. AS-1 Animal Registration Database ........................................................................................................................................................ AS-1 Animal Registration Report ........................................................................................................................................................... AS-1 Animal Trap Deposit Receipts ....................................................................................................................................................... AS-1 Annexations / Boundaries / Consolidations / LAFCO ...................................................................................................................... PL-1 Annual Financial Reports ............................................................................................................................................................ FIN-1 Annual Financial Reports / Audits / Audit Reports (Copies) .......................................................................................................... CW-3 Annual Assessments for Districts ................................................................................................................................................. FIN-7 Annual Reports / Strategic Plans ................................................................................................................................................... CM-1 Annual Reports: Reports and Studies – Other Than Historically Significant Reports ................................................................... CW-13 Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax .................................... FIN-6 Apparatus, & Equipment History Files – FIRE .............................................................................................................................. FR-10 Application - Personnel Files / Payroll File - Employee File ........................................................................................................... HR-5 Application Form, Preliminary ....................................................................................................................................................... ED-4 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 4 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Applications (Successful): Grants / Reimbursable Claims – Successful Reports ........................................................................ CW-9 Applications for Service .............................................................................................................................................................. ENG-10 Applications for Unsuccessful Candidates ..................................................................................................................................... HR-7 Applications for vacancies on the Council ...................................................................................................................................... CC-6 Applications, Board & Commission (Successful and Unsuccessful) .............................................................................................. CC-2 Applications, Board & Commission Applications (Successful and Unsuccessful) .......................................................................... CC-2 Applications: Grants – Unsuccessful ........................................................................................................................................... CW-8 Appraisals, Real Estate ................................................................................................................................................................. ED-1 Appropriation Transfer Requests .................................................................................................................................................. FIN-2 Approved Fire Suppression ........................................................................................................................................................... FR-4 Appurtenances and Single Family Residential (SFR) – Building Plans and Construction Documents - Finalled ............................. BL-2 AQMD Permits (Fuel Usage) ........................................................................................................................................................ PW-4 AQMD Permits (Generators, etc.) ............................................................................................................................................. ENG-11 AQMD Permits (Generators, etc.) ............................................................................................................................................... FR-10 AQMD Permits (Generators, etc.) ................................................................................................................................................ PW-1 Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF .................................... FIN-9 Arbor Day / Tree City USA, etc. ................................................................................................................................................... PW-2 Armored Car Manifests ................................................................................................................................................................. CS-1 Armored Car Manifests ............................................................................................................................................................. ENG-11 Arson & Capital Crimes - Fire Investigations .................................................................................................................................. FR-9 Art In Public Places (City Projects, Not Developer Projects) .......................................................................................................... CM-1 Art in Public Places / Artists in Residence- Successful ................................................................................................................ CS-1 Art in Public Places / Artists in Residence- Successful ................................................................................................................ CS-1 Art in Public Places / Artists in Residence- Unsuccessful ............................................................................................................ CS-1 Art in Public Places / Artists in Residence- Unsuccessful ............................................................................................................ CS-1 Art In Public Places Committee Agendas, Agenda Packets .......................................................................................................... CM-1 Art In Public Places Committee Minutes & Bylaws ........................................................................................................................ CM-1 Articles of Incorporation ................................................................................................................................................................. CC-2 Artist Contracts- Includes Insurance Certificates and Administration Records ............................................................................... CS-1 As-Builts ......................................................................................................................................................................................ENG-2 As-Builts / Record Drawings - Electricity ................................................................................................................................... ENG-13 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 288 proceedings ...................................................................... CC-5 Assessment Districts, Street Lighting and Landscape Districts Formation and Boundaries .......................................................... FIN-7 Assessment Rolls (to Tax Assessor for Tax Rolls) ....................................................................................................................... FIN-7 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) .......... FIN-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 5 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Associated CEQA Noticing: Planning Project Files – Approved Entitlements ............................................................................... PL-4 Attendance Rosters: Training – All Course Records ................................................................................................................. CW-15 Attendance Tracking ..................................................................................................................................................................... CS-1 Audio Recordings – Board of Library Trustees ............................................................................................................................... LIB-1 Audio Recordings - Boards, Commissions, & Committees: Advisory Bodies ................................................................................ CW-4 Audio Recordings - City Council .................................................................................................................................................... CC-8 Audio Recordings – Community Parks and Landscape Citizens’ Oversight Committee ................................................................ FIN-8 Audio Recordings – Design Review Committee .............................................................................................................................. PL-1 Audio Recordings – Park & Recreation Commission ...................................................................................................................... CS-4 Audio Recordings – Planning and Historic Preservation Commission ............................................................................................. PL-3 Audit Records: Grants / Reimbursable Claims – Successful Reports ......................................................................................... CW-9 Audit Reports / Annual Financial Reports / Audits (Copies) .......................................................................................................... CW-3 Audit Work Papers ........................................................................................................................................................................ FIN-1 Audits - Annual Financial Reports ............................................................................................................................................... FIN-1 Audits - Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. ................................................................................... FIN-2 Audits / Audit Reports / Annual Financial Reports (Copies) .......................................................................................................... CW-3 Audits and Sewer System Management Plans (SSMP) ............................................................................................................. ENG-4 Audits, Single ................................................................................................................................................................................ FIN-2 Audits: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. .................................................................................... ENG-14 Authorization to give Medicine ...................................................................................................................................................... CS-5 Awards of Significant Historical Interest: Historical Records & Historical Projects .......................................................................... CC-7 Awards, Department .................................................................................................................................................................... CW-3 B Background Files (Fire, Executives, Information Technology) ....................................................................................................... HR-4 Backup / Accounts Receivable Detail / Refund Detail / Cash Receipts Detail ................................................................................ CW-4 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) .............................................................................. DOIT-1 Balance Sheets, Revenue & Expenditure Reports, etc ................................................................................................................. FIN-5 Bank Deposits .............................................................................................................................................................................. FIN-2 Bank Reconciliations .................................................................................................................................................................... FIN-2 Bank Statements and Trustee Statements ................................................................................................................................... FIN-2 Bank Transmittal Advice .............................................................................................................................................................. FIN-2 Bankruptcies - NOT pursued ........................................................................................................................................................ FIN-9 Bankruptcies - Where a claim is filed ........................................................................................................................................... FIN-9 Base Maps ..................................................................................................................................................................................ENG-2 Benchmarks ................................................................................................................................................................................ENG-6 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 6 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Benefit File - Personnel Files ........................................................................................................................................................ HR-5 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) ............................................................................................................. HR-1 Bids, Successful – with Grant Funding ...................................................................................................................................... CW-2 Bids, Successful ........................................................................................................................................................................... CW-2 Bids, Unsuccessful ........................................................................................................................................................................ CW-3 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits .......................................................................................................... FR-1 Bite Reports / Rabies Control Records .......................................................................................................................................... AS-1 Board & Commission / Committee Maddy Act Lists / Vacancy Notices .......................................................................................... CC-2 Board & Commission Applications (Successful and Unsuccessful) ............................................................................................... CC-2 Board & Commission Historical List of Members ........................................................................................................................... CC-3 Board of Library Trustees Agendas, Agenda Packets .................................................................................................................. LIB-1 Board of Library Trustees Audio Recordings ............................................................................................................................... LIB-1 Board of Library Trustees Minutes ................................................................................................................................................ LIB-1 Boards & Commission Members Oaths of Office ........................................................................................................................... CC-7 Boards, Commissions & Committees: External Organizations .................................................................................................... CW-3 Boards, Commissions, & Committees: Residents Advisory Bodies - Agendas, Audio or Video Recordings, Minutes ................... CW-4 Bonds - General Obligation - Official Statements / Transcripts / Certificates of Participations (COPs) ......................................... FIN-2 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) ................................................................................................ CC-3 Bonds, Special District .................................................................................................................................................................. FIN-2 Boundaries / Consolidations / LAFCO / Annexations ...................................................................................................................... PL-1 Brochures: Reference Materials – Produced by Other Departments ......................................................................................... CW-13 Brochures: Reference Materials – Produced by Outside Organizations.................................................................................... CW-13 Brochures: Reference Materials – Produced by Your Department............................................................................................. CW-13 Brush Clearance ........................................................................................................................................................................... FR-5 Budget Appropriation Transfer Requests ...................................................................................................................................... FIN-2 Budget Management ..................................................................................................................................................................... FIN-7 Budgets – Finals (Copies) ............................................................................................................................................................ CW-4 Budgets - Preliminary, Proposed, Backup Documents ................................................................................................................. FIN-7 Building & Safety ................................................................................................................................................................. BL-1 – BL-2 Building Activity Reports ................................................................................................................................................................ BL-3 Building Permit Database ............................................................................................................................................................... BL-1 Building Permits ............................................................................................................................................................................. BL-1 Building Plans – Cancelled, Expired or Withdrawn (prior to issuance of permits) ........................................................................ BL-1 Building Plans and Construction Documents – Finalled – Industrial, Commercial, Multi-Family Dwellings ............................... BL-1 Building Plans and Construction Documents – Finalled – Places of Public Accommodation, Tenant Improvements ............... BL-1 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 7 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Building Plans and Construction Documents – Finalled – Single Family Residential (SFR) and Appurtenances ....................... BL-2 Bulk Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) ......................................... ENG-11 Burn Permits ............................................................................................................................................................................... FR-10 Business Emergency Response Training ...................................................................................................................................... FR-5 Business Inspection Files / Occupancy Inspections ...................................................................................................................... FR-4 Business License & Permit Applications and Changes ................................................................................................................. FIN-7 Business License & Permit Database .......................................................................................................................................... FIN-7 Business License & Permit Renewals .......................................................................................................................................... FIN-7 Business License & Revenue ........................................................................................................................................................ FIN-7 Bylaws - Art In Public Places Committee ....................................................................................................................................... CM-1 Bylaws - Boards, Commissions, & Committees: Advisory Bodies................................................................................................. CW-4 C Cable TV Complaints .................................................................................................................................................................... CM-1 Cal OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations ........................................................................................ HR-8 Calendars: Correspondence – Transitory / Preliminary Drafts ................................................................................................... CW-7 California Building Code / California Standard Code (12 Parts) ....................................................................................................... BL-2 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims ........................ HR-2 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports ................................................................................ FIN-2 Campaign Filings (FPPC 400 Series Forms): Other Committees ................................................................................................. CC-6 Campaign Filings (FPPC 400 Series Forms): Successful Candidates ......................................................................................... CC-5 Campaign Filings (FPPC 400 Series Forms): Those Not Required to File Original With City Clerk (Copies) ............................ CC-5 Campaign Filings (FPPC 400 Series Forms): Unsuccessful Candidates ..................................................................................... CC-5 Candidate File: Nomination Papers, Candidate Statements – Successful Candidates ................................................................ CC-6 Candidate File: Nomination Papers, Candidate Statements – Unsuccessful Candidates ............................................................ CC-6 Candidate Statements to be Printed in the Sample Ballot: Elections – General, Working or Administration Files ..................... CC-6 Candidate Statements, Nomination Papers: Candidate File – Successful Candidates ................................................................ CC-6 Candidate Statements, Nomination Papers: Candidate File – Unsuccessful Candidates ............................................................ CC-6 Capital Improvement Project "As-Built", Base Maps ....................................................................................................................ENG-2 Capital Improvement Projects (CIP) (Electricity, Fiber or Street Lights Only): Administration File / NOT Scanned ................. ENG-11 Capital Improvement Projects (CIP) (Electricity, Fiber or Street Lights Only): Permanent File / Scanned Records ................... ENG-12 Capital Improvement Projects (CIP) (where Community Services is the Lead) Administration File / NOT Scanned .................... CS-2 Capital Improvement Projects (CIP) (where Community Services is the Lead): Permanent File / Scanned Records .................... CS-2 Capital Improvement Projects (CIP): Administration File / NOT Scanned ................................................................................ENG-1 Capital Improvement Projects (CIP): Maintenance Projects ......................................................................................................ENG-1 Capital Improvement Projects (CIP): Permanent File / Scanned Records ..................................................................................ENG-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 8 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Carbon Monoxide Alarm Installation Waiver Forms: ..................................................................................................................... FR-8 Career File: Equipment Assignments (Turnouts, etc.) .................................................................................................................. FR-1 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash ............................................................ FIN-3 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail ............................................................................... CW-4 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail ................................................................................ LIB-1 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail ................................................................................ CS-3 Cash Reports / Petty Cash ........................................................................................................................................................... FIN-3 Cashiers Reports / Cash Reports / Petty Cash ............................................................................................................................. FIN-3 Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning ............... PW-5 CCTV - Storm Drains ..................................................................................................................................................................ENG-3 CDBG / Grants / Reimbursable Claims – Successful Reports .................................................................................................... CW-9 CDBG-funded Housing Projects, WITH a Recapture / Resale Restriction ..................................................................................... ED-3 CDBG-funded Housing Projects, WITHOUT a Recapture / Resale Restriction .............................................................................. ED-3 CD-r / Blue Ray-R) or other unalterable media that does not permit additions, deletions, or changes ........................................ DOIT-1 CEQA / NEPA – Correspondence & Staff Notes ............................................................................................................................. PL-2 Certificate of Compliance - Send all originals to City Clerk, even if they are e-recorded. ..............................................................ENG-7 Certificate of Compliance .............................................................................................................................................................. CC-8 Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund) . FIN-9 Certificate of Records Destruction / Records Destruction Lists (Copies)..................................................................................... CW-12 Certificates - Personnel Files / Payroll File - Employee File ........................................................................................................... HR-5 Certificates of Disposal - Hazardous Waste Manifests .................................................................................................................. FR-9 Certificates of Disposal - Hazardous Waste Manifests ................................................................................................................. PW-4 Certificates of Occupancy ............................................................................................................................................................... BL-2 Certificates of Participations (COPs) ............................................................................................................................................ FIN-2 Certified Payrolls - Capital Improvement Projects (CIP): Administration File / NOT Scanned ..................................................ENG-1 Certified Payrolls - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities .................................. ENG-11 Certified Payrolls - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ................. CS-2 Certified Payrolls: Agreements & Contracts – Administrative Files – with Grant Funding ......................................................... CW-2 Certified Payrolls: Agreements & Contracts – Administrative Files ............................................................................................. CW-2 Change Orders - Capital Improvement Projects (CIP): Permanent File / Scanned Records .......................................................ENG-2 Change Orders - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities ...................................... ENG-12 Change Orders - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ..................... CS-2 Chats, Notes, Recordings – Staff Videoconferences ..................................................................................................................... CW-7 Checklists: Correspondence – Transitory / Preliminary Drafts ................................................................................................... CW-7 Checks / Warrants (Cashed) ......................................................................................................................................................... FIN-3 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 9 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Chemical Use Report Form / Material Data Safety Sheet (MSDS) .............................................................................................. CW-10 Child Support Verifications ............................................................................................................................................................ HR-7 CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks ................................................ PW-4 Chronological: Correspondence – Routine ................................................................................................................................... CW-6 CIP: Administration File / NOT Scanned (Electricity, Fiber or Street Lights Only) .................................................................. ENG-11 CIP: Administration File / NOT Scanned (where Community Services is the Lead) ................................................................... CS-2 CIP: Administration File / NOT Scanned ..................................................................................................................................ENG-1 CIP: Maintenance Projects .......................................................................................................................................................ENG-1 CIP: Permanent File / Scanned Records ...................................................................................................................................ENG-2 CIP: Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only): ................................................................. ENG-12 CIP: Permanent File / Scanned Records (where Community Services is the Lead): .................................................................. CS-2 CIS Database ............................................................................................................................................................................ ENG-12 Citation Books (Off leash, etc.) - Animal ........................................................................................................................................ AS-1 Citations / Notice of Violations – Fire ............................................................................................................................................. FR-4 Citations ......................................................................................................................................................................................... CM-2 City Attorney Invoices ................................................................................................................................................................... CW-1 City Attorney Opinions ................................................................................................................................................................. CW-4 City Council – Agenda Packets / Staff Reports (Copies) ............................................................................................................... CW-1 City Council – Oaths of Office ........................................................................................................................................................ CC-7 City Council Agendas / Agenda Packets ........................................................................................................................................ CC-1 City Council Correspondence ........................................................................................................................................................ CM-1 City Council Minutes (Copies) ..................................................................................................................................................... CW-10 City Council Ordinances (Copies) ............................................................................................................................................... CW-11 City Council Resolutions ................................................................................................................................................................ CC-9 City Council Subcommittees: Agendas, Minutes ........................................................................................................................... CC-3 City Council, Board & Commission Historical List of Members ...................................................................................................... CC-3 City Council: Minutes ..................................................................................................................................................................... CC-7 City Manager .................................................................................................................................................................... CM-1 – CM-2 City Seal: Historical Records & Historical Projects ......................................................................................................................... CC-7 Claim Runs .................................................................................................................................................................................... HR-7 Claims - Department of Fair Employment & Housing (DFEH or EEOC) Claims ............................................................................. HR-2 Claims (Copies) ............................................................................................................................................................................ CW-5 Claims (Includes Litigated Claims) ................................................................................................................................................. HR-8 Class Instructors Contracts ............................................................................................................................................................ CS-3 Classification / Reorganization Studies (for employee classifications and department structures) ................................................. HR-1 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 10 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Classification Specifications .......................................................................................................................................................... HR-4 Client / Provider Agreements ........................................................................................................................................................ CS-3 Clinics: Spay and Neuter .............................................................................................................................................................. AS-1 CMMS DATABASE (Computerized Maintenance Management System) .................................................................................. ENG-15 CMMS DATABASE (Computerized Maintenance Management System) ..................................................................................... PW-1 CMMS DATABASE (Computerized Maintenance Management System) ..................................................................................... PW-3 CMMS DATABASE (Computerized Maintenance Management System) ..................................................................................... PW-5 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) .................................... CM-2 Collection Agency Case Files & Statements / Delinquent Accounts ............................................................................................. FIN-3 Collections / Collection Agency Case Files & Statements / Delinquent Accounts ......................................................................... FIN-3 Collision Reports (copies) ...........................................................................................................................................................ENG-9 Commendations ............................................................................................................................................................................ CM-1 Commercial, Multi-Family Dwellings, Industrial – Building Plans and Construction Documents - Finalled ...................................... BL-1 Commission / Committee Maddy Act Lists / Vacancy Notices ........................................................................................................ CC-2 Commission Contact Forms .......................................................................................................................................................... CM-1 Commissions, & Committees: Residents Advisory Bodies - Agendas, Audio or Video Recordings, Minutes ................................ CW-4 Commissions, Committees & Boards: External Organizations .................................................................................................... CW-3 Committees, Boards & Commissions: External Organizations .................................................................................................... CW-3 Committees: Residents Advisory Bodies - Agendas, Audio or Video Recordings, Minutes .......................................................... CW-4 Community & Business Emergency Response Training ................................................................................................................ FR-5 Community Affairs .......................................................................................................................................................................... FR-3 Community Improvement ............................................................................................................................................................... CM-2 Community Outreach .................................................................................................................................................................... FR-3 Community Outreach / Notifications - Capital Improvement Projects (CIP): Administration File / NOT Scanned ......................ENG-1 Community Outreach / Notifications - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ..... ENG-11 Community Outreach / Notifications - Capital Improvement Projects (CIP): Administration File / NOT Scanned - CS ................ CS-2 Community Parks and Landscape Citizens’ Oversight Committee Agendas, Agenda Packets ................................................... FIN-8 Community Parks and Landscape Citizens’ Oversight Committee Audio Recordings ................................................................. FIN-8 Community Parks and Landscape Citizens’ Oversight Committee Minutes, Resolutions & Bylaws ........................................... FIN-8 Community Risk .................................................................................................................................................................. FR-4 – FR-5 Compensation Surveys & Studies .................................................................................................................................................. HR-1 Complaints (where the content is substantial) ............................................................................................................................... LIB-1 Complaints / Concerns from Citizens ............................................................................................................................................ CW-5 Complaints Against Employees ..................................................................................................................................................... CW-5 Completion Records: Grants / Reimbursable Claims – Successful Reports ................................................................................ CW-9 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 11 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Computer Backups .................................................................................................................................................................... DOIT-1 Concerns from Citizens ................................................................................................................................................................. CW-5 Conditional Use Permits (CUPs) Planning Project Files – Approved Entitlements ....................................................................... PL-4 Conditions of Approval: Planning Project Files – Approved Entitlements ..................................................................................... PL-4 Conferences (copies) .................................................................................................................................................................... CM-2 Consolidations / LAFCO / Annexations / Boundaries ...................................................................................................................... PL-1 Construction Diversion / Deposit, Reimbursement, etc. ...............................................................................................................ENG-3 Construction Documents and Building Plans – Finalled – Industrial, Commercial, Multi-Family Dwellings ............................... BL-1 Construction Documents and Building Plans – Finalled – Places of Public Accommodation, Tenant Improvements ............... BL-1 Construction Documents and Building Plans – Finalled – Single Family Residential (SFR) and Appurtenances ....................... BL-2 Construction Inspection Databases .............................................................................................................................................ENG-2 Construction Manager's Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned ...............................ENG-1 Construction Manager's Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ............... ENG-11 Construction Manager's Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned - CS ......................... CS-2 Construction Notices / Inspection Notices ....................................................................................................................................... BL-2 Construction Standards - Authored by the City ............................................................................................................................ENG-2 Contact Forms, Council / Commission .......................................................................................................................................... CM-1 Continuing Disclosure Reports - Bonds ........................................................................................................................................ FIN-2 Continuous Quality Improvement (CQI) / Quality Assurance / EMS Complaints ............................................................................. FR-6 Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) ................................................................ CC-1 Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) ............................................... CC-2 Contracts & Agreements – Administrative Files – with Grant Funding ..................................................................................... CW-2 Contracts & Agreements – Administrative Files .......................................................................................................................... CW-2 Contracts & Agreements – ALL (copies) ...................................................................................................................................... CW-1 Contracts & Agreements Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs ............................................. CW-3 Contracts, Artist- Includes Insurance Certificates and Administration Records .............................................................................. CS-1 Contracts, Class Instructors & Substitute Contracts / Performers Contracts .................................................................................. CS-3 Contracts, Event Service Agreements / Concerts / Special Event Contacts / Professional Service Agreements (PSAs) ............... CS-3 Contracts, Performance ................................................................................................................................................................ CS-5 Controlled Substance Logs, Inventories / Medic Monthly Inventory Log ......................................................................................... FR-6 Copies of Resolutions: Elections – Historical ................................................................................................................................ CC-6 Copies or Duplicates of Any Record (Copies) ............................................................................................................................... CW-5 Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) .........ENG-6 Correspondence – Routine .......................................................................................................................................................... CW-6 Correspondence – Transitory / Preliminary Drafts ..................................................................................................................... CW-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 12 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Correspondence & Staff Notes, Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA.................... PL-2 Correspondence, City Council ....................................................................................................................................................... CM-1 Correspondence, Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) ........................................ ENG-12 Correspondence: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. .................................................................. ENG-15 Correspondence: Agreements & Contracts – Administrative Files – with Grant Funding ......................................................... CW-2 Correspondence: Agreements & Contracts – Administrative Files .............................................................................................. CW-2 Correspondence: Elections – General, Working or Administration Files .................................................................................... CC-6 Correspondence: Grants – Unsuccessful .................................................................................................................................... CW-8 Correspondence: Grants / Reimbursable Claims – Successful Reports ...................................................................................... CW-9 Council / Commission Contact Forms ........................................................................................................................................... CM-1 County Election Services: Elections – General, Working or Administration Files ...................................................................... CC-6 Coupons Theatre - House Reports / Program Files / Event Files ................................................................................................. CS-4 Coupons / Sponsored Vouchers ................................................................................................................................................... CS-4 Courtesy Review - APPLICATIONS, other City Records ................................................................................................................ PL-5 Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant ..................................................................... PL-4 COVID-19 Notifications to Employees ........................................................................................................................................... HR-1 CQI (Continuous Quality Improvement) / Quality Assurance / EMS Complaints ............................................................................. FR-6 CRD - California Civil Rights Department / Department of Fair Employment & Housing (DFEH or EEOC) Claims ........................ HR-2 Credit Card Receipts – RCMU .................................................................................................................................................. ENG-14 Credit Card Receipts ..................................................................................................................................................................... CS-3 CUPs - Conditional Use Permits Planning Project Files – Approved Entitlements ........................................................................ PL-4 Customer Information Service (CIS) Database .......................................................................................................................... ENG-12 Customer Relations / Member Database ....................................................................................................................................... CS-3 D Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash ...................................................................................... FIN-3 Daily Equipment Checks .............................................................................................................................................................. PW-4 Daily Evaluations / Rookie Tests ................................................................................................................................................. FR-10 Daily Inspections - Capital Improvement Projects (CIP): Administration File / NOT Scanned ..................................................ENG-1 Daily Inspections - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities .................................. ENG-11 Daily Inspections - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ................. CS-2 Daily Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned .............................................................ENG-1 Daily Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ............................................ ENG-11 Daily Logs - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ........................... CS-2 Daily Vehicle Inspections / Daily Equipment Checks .................................................................................................................... PW-4 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections – FIRE ...................................................... FR-10 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 13 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Damage to Public Property ........................................................................................................................................................... FIN-1 Data / Layers / GIS Database – Both City-wide and Specialized ................................................................................................... CW-8 Database, Building Permit ............................................................................................................................................................... BL-1 DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans) ................................................................................................ FIN-3 DE542 (California Report of Independent Contractors) / 1099's / 1096's ...................................................................................... FIN-1 DE-6, DE-3, DE-3, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans) ........................................... FIN-3 Deeds (copies) .............................................................................................................................................................................. ED-1 Deeds - Send all originals to City Clerk, even if they are e-recorded. ...........................................................................................ENG-7 Deeds ........................................................................................................................................................................................... CC-8 Deeds (copies) .............................................................................................................................................................................. CW-7 Deferred Compensation (City Statements) .................................................................................................................................... FIN-3 Delinquent Accounts .................................................................................................................................................................... FIN-3 Department Awards ..................................................................................................................................................................... CW-3 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence . ENG-12 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Reports ............... ENG-12 Department of Fair Employment & Housing (DFEH or EEOC) Claims .......................................................................................... HR-2 Department Staff Meetings ........................................................................................................................................................... CW-3 Deposit Accounts / Trust Accounts / Refundable Deposits ........................................................................................................... CW-8 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail ............................................................... CS-3 Deposits, Bank ............................................................................................................................................................................. FIN-2 Design & Construction Standards - Authored by the City ............................................................................................................ENG-2 Design Review Committee Agendas, Agenda Packets ................................................................................................................. PL-1 Design Review Committee Audio Recordings ............................................................................................................................... PL-1 Design Review Committee Minutes, Resolutions & Bylaws ......................................................................................................... PL-1 Design Review Planning Project Files – Approved Entitlements .................................................................................................. PL-4 Destruction Authorization Forms, Transfers .................................................................................................................................. CC-9 Development Projects / Job Files: Permanent Files ..................................................................................................................ENG-9 DFEH or EEOC Claims ................................................................................................................................................................. HR-2 Diesel Storage Tanks (Agency Owned) ....................................................................................................................................... PW-4 Direct Payment Vouchers ............................................................................................................................................................. FIN-1 Distribution, Municipal Code Administration ................................................................................................................................... CC-7 District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) ...................................................... CC-9 DMV Pull Notices .......................................................................................................................................................................... HR-2 DMV Pull Notices .......................................................................................................................................................................... CW-8 DOE & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence ....................................... ENG-12 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 14 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent DOE & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Reports ..................................................... ENG-12 Donations ....................................................................................................................................................................................... CS-3 DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks ........................ PW-4 Drafts & Notes – Drafts that are Revised ....................................................................................................................................... CW-8 Drawings / As-Builts / Record Drawings - Electricity ................................................................................................................. ENG-13 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps ...ENG-2 Drug & Alcohol Test Results – Negatives ....................................................................................................................................... HR-2 Drug & Alcohol Test Results – Positives ....................................................................................................................................... HR-2 Drug Logs ..................................................................................................................................................................................... AS-1 DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ............................ DOIT-1 E Easements (copies) ...................................................................................................................................................................... ED-1 Easements - Send all originals to City Clerk, even if they are e-recorded. ....................................................................................ENG-7 Easements .................................................................................................................................................................................... CC-8 Easements (copies) .................................................................................................................................................................. ENG-13 Easements (copies) ...................................................................................................................................................................... CW-7 Economic Development / Former Redevelopment / Successor Agency ............................................................................. ED-1 – ED-2 Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) ................................... ED-1 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED ................. CC-3 Economic Interest Filings (FPPC 700 Series Forms – Statement of Economic Interests): All Filed in Paper Format ................... CC-3 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization / Reporting ................................................................... CC-3 EEO-4 Reports............................................................................................................................................................................... HR-3 EEOC Claims ................................................................................................................................................................................ HR-2 EIRs (Environmental Impact Reports), Negative Declarations: Environmental Determinations – Inside City Boundaries ............. PL-2 EIRs (Environmental Impact Reports), Negative Declarations: Environmental Determinations – Outside City Boundaries .......... PL-2 EIRs, Negative Declarations, etc.) / CEQA / NEPA – Correspondence & Staff Notes .................................................................... PL-2 Elected Officials: Campaign Filings (FPPC 400 Series Forms) – Successful Candidates ............................................................ CC-5 Elections – Consolidated ................................................................................................................................................................ CC-5 Elections – General, Working or Administration Files ................................................................................................................ CC-6 Elections – Historical .................................................................................................................................................................... CC-6 Elections – Petitions ....................................................................................................................................................................... CC-7 Electricity Drawings ................................................................................................................................................................... ENG-13 Electricity Drawings / As-Builts / Record Drawings ..................................................................................................................... ENG-13 Electronic Patient Care Report Database JUVENILES .................................................................................................................. FR-8 Electronic Patient Care Report Database: ADULTS ..................................................................................................................... FR-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 15 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Elements and Amendments, General Plan ...................................................................................................................................... PL-3 E-mail or Social Media that Does Not Have a Material Impact on the Conduct of Business: ......................................................... CW-7 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) .......................................................................... FR-6 Emergency Management .................................................................................................................................................... FR-5 – FR-6 Emergency Medical PCR Database .............................................................................................................................................. FR-6 Emergency Medical Services .............................................................................................................................................. FR-6 – FR-8 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements ................................. FR-6 Emergency Response / Emergency Medical Services ........................................................................................................ FR-6 – FR-8 Emergency Response / Fire Marshal ................................................................................................................................ FR-8 – FR-10 Emergency Response Training ..................................................................................................................................................... FR-6 Employee Training File (Training Certificates) .............................................................................................................................. PW-6 Employees Grievances and Informal Complaints (Copies) ............................................................................................................ CW-9 Employees Staff Meetings / Department Staff Meetings ................................................................................................................ CW-3 Employment Applications for Unsuccessful Candidates ................................................................................................................ HR-7 Employment Investigations ........................................................................................................................................................... HR-3 Employment Verifications .............................................................................................................................................................. HR-7 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance ............................................................................. FR-6 EMS Continuing Education Training .............................................................................................................................................. FR-2 EMS transportation / Consent Form with Assignment of Benefits: ADULTS ................................................................................. FR-7 EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES ........................................................................... FR-8 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, etc.) ....ENG-6 Encroachment Permits Permanent (Permanent structures in the City's Right of Way) ...............................................................ENG-6 Encroachments - Permanent (Permanent structures in the City's Right of Way) .........................................................................ENG-6 Engineer’s Reports (Proposed Annual Assessments for Districts) ................................................................................................ FIN-7 Engineering Permits Database ....................................................................................................................................................ENG-6 Engineering Services .................................................................................................................................................... ENG-1 – ENG-7 Engineering Studies / Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology ..........ENG-7 Engineering, General .................................................................................................................................................... ENG-6 – ENG-8 Entertainment Permits / Massage Business Permits ...................................................................................................................... PL-1 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – Inside City Boundaries ............. PL-2 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – Outside City Boundaries .......... PL-2 Environmental Determinations: Planning Project Files – Approved Entitlements .......................................................................... PL-4 Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA – Correspondence & Staff Notes .................. PL-2 Environmental Impact Reports (EIRs), Negative Declarations: Environmental Determinations – Inside City Boundaries ............. PL-2 Environmental Impact Reports (EIRs), Negative Declarations: Environmental Determinations – Outside City Boundaries .......... PL-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 16 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Environmental Programs ............................................................................................................................................... ENG-3 – ENG-5 EOC Activations, After Incident Reports ........................................................................................................................................ FR-6 EOES Reimbursement Claims / Strike Team Reimbursements .................................................................................................... FR-6 e-PCR Database / Electronic Patient Care Report Database JUVENILES .................................................................................... FR-8 e-PCR Database / Electronic Patient Care Report Database: ADULTS ....................................................................................... FR-7 Equipment Assignments (Turnouts, etc.) ....................................................................................................................................... FR-1 Equipment Checks – FIRE ........................................................................................................................................................... FR-10 Equipment Checks ....................................................................................................................................................................... PW-4 Equipment History Files – FIRE ................................................................................................................................................... FR-10 Equipment History Files ............................................................................................................................................................... PW-5 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) ....................................................................................... ENG-13 Escheat (Unclaimed money / uncashed checks) .......................................................................................................................... FIN-4 ESS Contracts / Special Event Contacts / Professional Service Agreements (PSAs) ..................................................................... CS-3 Ethics & Safety Training: Training – All Course Records .......................................................................................................... CW-15 Ethics Training Certificates - City Council, Board and Committee Members, Employees ............................................................... HR-3 Evaluations - Personnel Files / Payroll File - Employee File .......................................................................................................... HR-5 Evaluations / Surveys (of Recreation programs) ........................................................................................................................... CS-3 Event Service Agreements / ESS Contracts / Special Event Contacts / Professional Service Agreements (PSAs) ........................ CS-3 Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) .ENG-6 Explosives Permits / Fireworks Permits / Burn Permits .............................................................................................................. FR-10 External Organizations: Boards, Commissions & Committees ...................................................................................................... CW-3 F Facilities ............................................................................................................................................................................ PW-1 – PW-2 Facility Histories / Infrastructure Design .................................................................................................................................... ENG-13 Facility Inspections ....................................................................................................................................................................... PW-1 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests (insurance certificates and/or ABC Permit) ............... CS-4 Facility Use Requests (insurance certificates and/or ABC Permit).................................................................................................. CS-4 Family Day Care Permits ............................................................................................................................................................... PL-3 Fats, Oil & Grease / Source Control / Pretreatment Annual / Semi-Annual Reports ....................................................................ENG-3 Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence ................................................... ENG-12 Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Reports ................................................................. ENG-12 Federal Tax Deposits, Adjustments, etc ....................................................................................................................................... FIN-3 FEMA / OES Reimbursement Claims / Strike Team Reimbursements .......................................................................................... FR-6 FEMA Claims – Successful Reports ........................................................................................................................................... CW-9 FEMA Reimbursement / OES Reimbursements ........................................................................................................................... FIN-4 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 17 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent FERC Licenses and Regulatory Correspondence ..................................................................................................................... ENG-12 FERC Licenses and Regulatory Reports ................................................................................................................................... ENG-12 Field Use Contracts / Facility Use Requests (insurance certificates and/or ABC Permit) ................................................................ CS-4 Final Orders of Condemnations (copies) ....................................................................................................................................... CW-7 Final Results: Elections – Historical .............................................................................................................................................. CC-6 Finance Accounting and Financial Reporting ................................................................................................................... FIN-1 – FIN-6 Finance Reports created from Database, Subsidiary Ledgers, Reconciliations, Registers, etc. .................................................... FIN-5 Financial Reporting .......................................................................................................................................................... FIN-1 – FIN-6 Financial Reports - Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc .... FIN-5 Financial Reports - State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax .................. FIN-6 Financial Reports ......................................................................................................................................................................... FIN-1 Financial Reports / Audits / Audit Reports (Copies) ....................................................................................................................... CW-3 Financial Services Database ........................................................................................................................................................ FIN-4 Fire Administration .............................................................................................................................................................. FR-1 – FR-2 Fire Alarm Permit Billings .............................................................................................................................................................. FR-1 Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans ........................................................................ FR-4 Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits ................................................ FR-10 Fire Construction Documents (Submittals, Shop Drawings Necessary for Fire Code Compliance) ............................................... FR-4 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices (copies) Fire Incident RMS Database ......................................................................................................................................................... FR-8 Fire Inspections - Business Inspection Files / Occupancy Inspections .......................................................................................... FR-4 Fire Inspections - Citations / Notice of Violations ........................................................................................................................... FR-4 Fire Inspections Billings ................................................................................................................................................................ FR-1 Fire Investigations – Arson & Capital Crimes Only ...................................................................................................................... FR-9 Fire Investigations – Other Than Arson & Capital Crimes Only ..................................................................................................... FR-9 Fire Marshal / Emergency Response ................................................................................................................................ FR-8 – FR-10 Fire Permits Billings ...................................................................................................................................................................... FR-1 Fire Protection District Board ........................................................................................................................................................ CC-9 Fire Protection District Board Agendas / Agenda Packets .............................................................................................................. CC-1 Fire Protection District Board Minutes ............................................................................................................................................ CC-7 Fire Setter Program ....................................................................................................................................................................... FR-4 Fire Sprinkler Plans ....................................................................................................................................................................... FR-4 Fire Sprinkler Plans ....................................................................................................................................................................... FR-9 Fire Suppression ........................................................................................................................................................................... FR-4 Fire Suppression Plans / Fire Sprinkler Plans ............................................................................................................................... FR-9 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 18 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Fire Vehicle, Apparatus, & Equipment History Files – FIRE ......................................................................................................... FR-10 Fireflow Testing (CVWD does testing) .......................................................................................................................................... FR-9 Fireworks Permits / Burn Permits ................................................................................................................................................ FR-10 Fiscal Agent Statements .............................................................................................................................................................. FIN-2 Fixed Assets ................................................................................................................................................................................ FIN-4 Flyers for Library Programs / Promotional Materials ...................................................................................................................... LIB-1 Flyers: Reference Materials – Produced by Other Departments ................................................................................................ CW-13 Flyers: Reference Materials – Produced by Outside Organizations .......................................................................................... CW-13 Flyers: Reference Materials – Produced by Your Department ................................................................................................... CW-13 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports .........................................................ENG-3 Foreclosure Notices / Notices of Defaults (NOD) .......................................................................................................................... ED-2 Form 501 ....................................................................................................................................................................................... CC-5 Foster Care Partnerships .............................................................................................................................................................. AS-2 FPPC 400 Series Forms (Campaign Filings): Other Committees ................................................................................................. CC-6 FPPC 400 Series Forms (Campaign Filings): Successful Candidates ......................................................................................... CC-5 FPPC 400 Series Forms (Campaign Filings): Those Not Required to File Original With City Clerk (Copies) ............................ CC-5 FPPC 400 Series Forms (Campaign Filings): Unsuccessful Candidates ..................................................................................... CC-5 FPPC 700 Series Forms – Statement of Economic Interests (Economic Interest Filings): All Filed in Paper Format ................... CC-3 FPPC Form 501 ............................................................................................................................................................................. CC-5 FPPC Form 801 (Gift to Agency Report) ....................................................................................................................................... CC-4 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) ............................................................................................. CC-4 FPPC Form 803 (Behested Payment Report) ................................................................................................................................ CC-4 FPPC Form 804 (Agency Report of New Positions) ....................................................................................................................... CC-4 FPPC Form 805 (Agency Report of Consultants) .......................................................................................................................... CC-4 FPPC Form 806 (Agency Report of Public Official Appointments) ................................................................................................. CC-4 FPPC Forms 801 - 806 ................................................................................................................................................................. CC-4 Fundraising Events ....................................................................................................................................................................... CS-4 G Gas Tax Report ............................................................................................................................................................................ FIN-6 General Engineering ..................................................................................................................................................... ENG-6 – ENG-8 General Files: Correspondence – Routine ................................................................................................................................... CW-6 General Obligation Bonds - Official Statements / Transcripts / Certificates of Participations (COPs) ............................................ FIN-2 General Plan, Elements and Amendments ...................................................................................................................................... PL-3 Generator Operation Logs & Inspections - Fixed / Stationary Generators ................................................................................. ENG-13 Generator Operation Logs & Inspections - Fixed / Stationary Generators– FIRE ......................................................................... FR-10 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 19 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Generator Operation Logs & Inspections - Fixed / Stationary Generators .................................................................................... PW-1 Generator Operation Logs & Inspections - Portable / Emergency Generators ........................................................................... ENG-13 Generator Operation Logs & Inspections - Portable / Emergency Generators – FIRE .................................................................. FR-10 Generator Operation Logs & Inspections - Portable / Emergency Generators .............................................................................. PW-1 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) ...................................................................ENG-7 Geotechnical Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records ............................ ENG-2 Geotechnical Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .............ENG-12 Geotechnical Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - CS ....................... CS-2 Gift Shop Sale Receipts ................................................................................................................................................................ CS-4 GIS Database / Data / Layers – Both City-wide and Specialized ................................................................................................... CW-8 Grading Certificates .....................................................................................................................................................................ENG-7 Grading Permits - Capital Improvement Projects (CIP): Permanent File / Scanned Records ..................................................... ENG-2 Grading Permits - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .....................................ENG-12 Grading Permits - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services .................... CS-2 Grading Plans ..............................................................................................................................................................................ENG-7 Grand Jury Reports and Responses (Regarding City Operations) ................................................................................................ CM-1 Grant Agreement: Grants / Reimbursable Claims – Successful Reports ..................................................................................... CW-9 Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. ............................................................................................... FIN-2 Grants – Unsuccessful ................................................................................................................................................................ CW-8 Grants / Reimbursable Claims – Successful Reports .................................................................................................................. CW-9 Grants: Library – LSCA, etc. .......................................................................................................................................................... LIB-2 Grievances – Employee Files ........................................................................................................................................................ HR-5 Grievances and Informal Complaints – Employees (Copies) ......................................................................................................... CW-9 H Harassment Claims ........................................................................................................................................................................ HR-2 Harassment Prevention Training Certificates ................................................................................................................................. HR-3 Harassment Prevention Training: Training – All Course Records .............................................................................................. CW-15 Hazardous Materials Plans - Capital Improvement Projects (CIP): Permanent File / Scanned Records .....................................ENG-2 Hazardous Materials Plans - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .................... ENG-12 Hazardous Materials Plans - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ... CS-2 Hazardous Waste Manifests / Certificates of Disposal .................................................................................................................. FR-9 Hazardous Waste Manifests / Certificates of Disposal ................................................................................................................. PW-4 Health Insurance Portability and Accountability Act (HPAA) Policies and Procedures .................................................................... FR-6 Hearings, Administrative .............................................................................................................................................................. CW-1 HHW - Household Hazardous Waste / Recycling/Disposal / Participant Logs .............................................................................ENG-3 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 20 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent High-Piled Combustible Storage Plans .......................................................................................................................................... FR-4 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) ................................................................... FR-6 Historic Preservation Survey, Evaluations and Designations .......................................................................................................... PL-3 Historic Property Files .................................................................................................................................................................... PL-3 Historical Elections ......................................................................................................................................................................... CC-6 Historical List of Members - City Council, Board & Commission ................................................................................................... CC-3 Historical Projects & Historical Records ......................................................................................................................................... CC-7 Historical Records & Historical Projects ......................................................................................................................................... CC-7 Historically Significant: Reports and Studies ............................................................................................................................... CW-13 House Reports / Program Files / Event Files (Theatre) ................................................................................................................ CS-4 Household Hazardous Waste / Recycling/Disposal / Participant Logs .........................................................................................ENG-3 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, WITH a Recapture / Resale . ED-3 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, WITHOUT a Recapture ........ ED-3 Housing.............................................................................................................................................................................. ED-2 – ED-2 Human Resources ............................................................................................................................................................. HR-1 – HR-6 Hydrology Reports (Authored on behalf of the City) ....................................................................................................................ENG-7 I I-9s ................................................................................................................................................................................................ HR-3 ILS Database ................................................................................................................................................................................ LIB-2 IMMUTABLE CLOUD BACKUP / UNALTERABLE MEDIA ......................................................................................................... DOIT-1 Impound Records / Impound Cards / "Relinquishments" ............................................................................................................... AS-2 Incident Reports (Members of the Public) (copies) ........................................................................................................................ CS-1 Incident, Injury reports, Public, where a claim is not filed .............................................................................................................. HR-7 Incident, Injury, Accident Reports – Public & Employees (Copies) .............................................................................................. CW-1 Incoming Animals / Impound Records / Impound Cards / "Relinquishments" ................................................................................ AS-2 Incorporation: Historical Records & Historical Projects ................................................................................................................... CC-7 Industrial, Commercial, Multi-Family Dwellings – Building Plans and Construction Documents - Finalled ...................................... BL-1 Informal Complaints and Grievances – Employees (Copies) ......................................................................................................... CW-9 Infrastructure Design ................................................................................................................................................................. ENG-13 Initiative: Elections – Petitions ........................................................................................................................................................ CC-7 Injury reports, Public, where a claim is not filed ............................................................................................................................. HR-7 Injury, Accident, Incident Reports – Public & Employees (Copies) .............................................................................................. CW-1 Inspection Notices / Construction Notices ....................................................................................................................................... BL-2 Inspections: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ........................................................................... ENG-15 Instant Messaging: Correspondence – Transitory / Preliminary Drafts ...................................................................................... CW-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 21 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Instructors Contracts ...................................................................................................................................................................... CS-3 Insurance Certificates: Agreements & Contracts – Administrative Files – with Grant Funding ................................................. CW-2 Insurance Certificates: Agreements & Contracts – Administrative Files...................................................................................... CW-2 Insurance Policies (City Owned) .................................................................................................................................................. HR-8 Intern Applications & Agreements - Unsuccessful or Pending Applicants ...................................................................................... CS-6 Intern Applications & Agreements (includes emergency contact information) - Successful Applicants ......................................... CS-7 Inventories: Correspondence – Transitory / Preliminary Drafts .................................................................................................. CW-7 Investigations, Employee ............................................................................................................................................................... HR-3 Investment Account Statements ................................................................................................................................................... FIN-2 Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund) ..................................... FIN-9 Investment Policy ......................................................................................................................................................................... FIN-4 Investment Reports & Backup ....................................................................................................................................................... FIN-9 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF .............. FIN-9 Invitations: Correspondence – Transitory / Preliminary Drafts ................................................................................................... CW-7 Invoices - City Attorney Invoices Only ...................................................................................................................................... CW-1 Invoices / Accounts Receivable - Joint Pole (Electricity) ............................................................................................................ ENG-13 Invoices and Backup / Payment Vouchers .................................................................................................................................... FIN-1 Invoices, Petty Cash, Warrant Requests, Accounts Payable – All Backup Is Forwarded to Finance (Copies) ........................... CW-1 Invoices: Agreements & Contracts – Administrative Files – with Grant Funding ...................................................................... CW-2 Invoices: Agreements & Contracts – Administrative Files ........................................................................................................... CW-2 IRS 5500 Forms (Employee Benefit Plans) .................................................................................................................................. FIN-3 IRS Audits, Transportation Audits, PERS Audit, etc. .................................................................................................................... FIN-2 ISO Insurance Ratings ................................................................................................................................................................... FR-1 Issue Files .................................................................................................................................................................................. CW-14 J Job Descriptions / Classification Specifications ............................................................................................................................. HR-4 Joint Pole Agreements, History, Maintenance (Card Files) ........................................................................................................ ENG-13 Joint Pole Invoices / Accounts Receivable ................................................................................................................................ ENG-13 Joint Power Authorities, Mutual Aid Agreements (Copies)............................................................................................................. FR-1 Journal Entries / Journal Vouchers ............................................................................................................................................... FIN-4 Journal Vouchers ......................................................................................................................................................................... FIN-4 Juvenile Fire Setter Program ......................................................................................................................................................... FR-4 K L Labor Relations Files - (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) ................ HR-4 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 22 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent LAFCO / Annexations / Boundaries / Consolidations ...................................................................................................................... PL-1 LAIF (Local Agency Investment Fund) ......................................................................................................................................... FIN-9 Land Development and Transportation ......................................................................................................................... ENG-8 – ENG-9 Land Development Projects / Job Files: Administration File .....................................................................................................ENG-8 Land Development Projects / Job Files: Administration File .....................................................................................................ENG-8 Land Development Projects / Job Files: Permanent Files ..........................................................................................................ENG-9 Land Use Plans .............................................................................................................................................................................. PL-3 Large Family Day Care Permits ..................................................................................................................................................... PL-3 Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps ............................................................................ENG-2 Lawsuits, Litigation, Pending Litigation (Copies) ........................................................................................................................... CW-9 Layers / GIS Database / Data – Both City-wide and Specialized ................................................................................................... CW-8 Leave Requests / Vacation Requests ......................................................................................................................................... CW-10 Legal Advertising / Affidavits of Posting / Affidavits of Publications / Public Hearing Notices ......................................................... CW-1 Letters of Credit ............................................................................................................................................................................ CC-3 Letters: Correspondence – Routine .............................................................................................................................................. CW-6 Lewis Family Playhouse Memberships ......................................................................................................................................... CS-4 Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. .................... CS-5 Liability waivers ............................................................................................................................................................................. CS-7 Library Card Applications .............................................................................................................................................................. LIB-2 Library Systems: ILS Database ..................................................................................................................................................... LIB-2 Library Volunteer / Unpaid Intern Logs (Hours) ............................................................................................................................ LIB-2 Licenses: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ............................................................................... ENG-15 Liens & Releases - Send all originals to City Clerk, even if they are e-recorded. ..........................................................................ENG-7 Liens & Releases .......................................................................................................................................................................... CC-8 Liens & Releases (copies) ............................................................................................................................................................. ED-1 Liens (copies) ............................................................................................................................................................................... CW-7 Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) ......................................... FIN-7 Lighting and Landscape Districts Formation and Boundaries ....................................................................................................... FIN-7 Litigated Claims ............................................................................................................................................................................. HR-8 Litigation, Pending Litigation, Lawsuits (Copies) ........................................................................................................................... CW-9 Little League .................................................................................................................................................................................. CS-6 Livescan Clearance Spreadsheet (Employees & Volunteers) ......................................................................................................... HR-4 Load Records ............................................................................................................................................................................ ENG-13 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation) ....... ED-3 Local Agency Investment Fund - LAIF ......................................................................................................................................... FIN-9 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 23 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Local Government Compensation Report .................................................................................................................................... FIN-6 Log Books / Red Books / Log Books – FIRE ................................................................................................................................ FR-11 Logs: Agreements & Contracts – Administrative Files – with Grant Funding ............................................................................ CW-2 Logs: Agreements & Contracts – Administrative Files ................................................................................................................ CW-2 Logs: Correspondence – Transitory / Preliminary Drafts ........................................................................................................... CW-7 Long Range Property Management Plans, Oversight Plans .......................................................................................................... ED-1 Long Term Disability Claims .......................................................................................................................................................... HR-8 M Maddy Act Lists / Vacancy Notices ................................................................................................................................................ CC-2 Mailing Lists: Correspondence – Transitory / Preliminary Drafts ................................................................................................ CW-7 Maintenance / Facilities ..................................................................................................................................................... PW-1 – PW-2 Maintenance / Parks & Landscape .................................................................................................................................... PW-2 – PW-3 Maintenance / Streets & Fleet ........................................................................................................................................... PW-4 - PW-6 Maintenance Projects...................................................................................................................................................................ENG-1 Manuals: Reference Materials – Produced by Other Departments ............................................................................................ CW-13 Manuals: Reference Materials – Produced by Outside Organizations ...................................................................................... CW-13 Manuals: Reference Materials – Produced by Outside Organizations ...................................................................................... CW-13 Maps & Plans: Planning Project Files – Approved Entitlements ................................................................................................... PL-4 Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps ....................ENG-2 Massage Business Permits ............................................................................................................................................................ PL-1 Master Plans, Specific Plans, Land Use Plans, etc. ....................................................................................................................... PL-3 Master Plans: Bikeway, Park, Pavement, Traffic, Transportation, etc. ........................................................................................ENG-7 Material Safety Data Sheet (MSDS) / Chemical Use Report Form .............................................................................................. CW-10 Materials and Outlines: Training – All Course Records ............................................................................................................. CW-15 Materials Boards ............................................................................................................................................................................ PL-3 Materials Testing Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records .......................................ENG-2 Materials Testing Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities ...................... ENG-12 Materials Testing Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ..... CS-2 Medic Monthly Inventory Log ......................................................................................................................................................... FR-6 Medical File (all employees) .......................................................................................................................................................... HR-6 Medical Records, Surgical Records, X-rays – Animals .................................................................................................................. AS-1 Meet and Greet / Animal Adoption Contracts ................................................................................................................................ AS-1 Meeting Room Registrations: Correspondence – Transitory / Preliminary Drafts ...................................................................... CW-7 Member Database ........................................................................................................................................................................ CS-3 Member Files / Patron Files (Gym, etc.) ........................................................................................................................................ CS-6 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 24 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Memberships, Lewis Family Playhouse ......................................................................................................................................... CS-4 Memorandums: Correspondence – Routine ................................................................................................................................. CW-6 Mills Act Contracts .......................................................................................................................................................................... PL-3 Minutes - Art In Public Places Committee ..................................................................................................................................... CM-1 Minutes - Boards, Commissions, & Committees: Advisory Bodies ............................................................................................... CW-4 Minutes - City Council Subcommittees .......................................................................................................................................... CC-3 Minutes – Senior Advisory Committee ........................................................................................................................................... CS-5 Minutes Trails Committee (Subcommittee Of Planning Commission) .............................................................................................. PL-5 Minutes, Resolutions & Bylaws – Board of Library Trustees........................................................................................................... LIB-1 Minutes, Resolutions & Bylaws – Community Parks and Landscape Citizens’ Oversight Committee ............................................ FIN-8 Minutes, Resolutions & Bylaws – Design Review Committee .......................................................................................................... PL-1 Minutes, Resolutions & Bylaws – Park & Recreation Commission ................................................................................................. CS-4 Minutes, Resolutions & Bylaws – Planning and Historic Preservation Commission ......................................................................... PL-4 Minutes: City Council, Planning Commission, Public Safety Commission (Copies) ..................................................................... CW-10 Minutes: City Council, Redevelopment, Successor, Oversight Board, Fire Protection District Board, Public Safety Commission ... CC-7 Mobile Home Accords ................................................................................................................................................................... ED-1 MOE (Maintenance of Effort) Report ............................................................................................................................................ FIN-6 Monthly Statistical Report / Run Statistics ...................................................................................................................................... FR-1 MSDS (Material Data Safety Sheet) / Chemical Use Report Form .............................................................................................. CW-10 Multi-Family Dwellings, Industrial, Commercial – Building Plans and Construction Documents - Finalled ...................................... BL-1 Municipal Code (Copies) ............................................................................................................................................................. CW-10 Municipal Code Administration, Distribution ................................................................................................................................... CC-7 Municipal Code and History File ..................................................................................................................................................... CC-7 Municipal Utilities ...................................................................................................................................................... ENG-10 – ENG-14 Mutual Aid Agreements, Joint Power Authorities (Copies) ............................................................................................................. FR-1 N Negative Declarations / CEQA / NEPA – Correspondence & Staff Notes ........................................................................................ PL-2 Negative Declarations, Environmental Impact Reports (EIRs): Environmental Determinations – Inside City Boundaries ............. PL-2 Negative Declarations, Environmental Impact Reports (EIRs): Environmental Determinations – Outside City Boundaries .......... PL-2 Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc. ....................................................... HR-4 NeoGov Recruitment Database .................................................................................................................................................... HR-6 Network Configuration Maps & Plans ......................................................................................................................................... DOIT-1 New Construction Plan Review (Fire) ............................................................................................................................................ FR-5 Newsletters: Reference Materials – Produced by Other Departments ....................................................................................... CW-13 Newsletters: Reference Materials – Produced by Outside Organizations ................................................................................. CW-13 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 25 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Newsletters: Reference Materials – Produced by Your Department .......................................................................................... CW-13 Newspaper Clippings .................................................................................................................................................................. CW-11 Nomination Papers, Candidate Statements: Candidate File – Successful Candidates ................................................................ CC-6 Nomination Papers, Candidate Statements: Candidate File – Unsuccessful Candidates ............................................................ CC-6 Non-Profit Organizations (Little League, etc.) ................................................................................................................................. CS-6 Notes & Drafts – Drafts that are Revised ....................................................................................................................................... CW-8 Notes, Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA .......................................................... PL-2 Notes, Recordings – Staff Videoconferences ................................................................................................................................ CW-7 Notice of Completion - Capital Improvement Projects (CIP): Permanent File / Scanned Records ..............................................ENG-2 Notice of Completion - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .............................. ENG-12 Notice of Completion - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ............. CS-2 Notice of Violations - Fire .............................................................................................................................................................. FR-4 Notices of Completion - Send all originals to City Clerk, even if they are e-recorded. ...................................................................ENG-7 Notices of Completion ................................................................................................................................................................... CC-8 Notices of Completion (copies) ...................................................................................................................................................... ED-1 Notices of Defaults (NOD) ............................................................................................................................................................. ED-2 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) ............................................................................. AS-1 Notices: Public Hearing Notices and Proofs of Publications ........................................................................................................ CW-11 NPDES Monitoring and Inspection .............................................................................................................................................ENG-5 NPDES Annual Reports .............................................................................................................................................................ENG-5 NPDES Permits ..........................................................................................................................................................................ENG-5 O O&M Manuals .............................................................................................................................................................................. PW-1 O&M Manuals .............................................................................................................................................................................. PW-2 O&M Manuals .............................................................................................................................................................................. PW-4 OASDI, Federal Tax Deposits, Adjustments, etc .......................................................................................................................... FIN-3 Oaths of Office – City Council, Boards & Commission Members .................................................................................................... CC-7 Oaths of Office - Personnel Files / Payroll File - Employee File ..................................................................................................... HR-5 Occupancy Inspections ................................................................................................................................................................. FR-4 OES Claims – Successful Reports ............................................................................................................................................. CW-9 OES Reimbursements ................................................................................................................................................................. FIN-4 Officer's Daily Log - Animal ........................................................................................................................................................... AS-2 Official Statements / Transcripts / Certificates of Participations (COPs) ....................................................................................... FIN-2 Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits ............................................................................... FR-10 Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater ...................................... PW-5 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 26 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Operations & Maintenance Manuals (O&M Manuals) - Capital Improvement Projects (CIP): Permanent File ............................ENG-2 Operations & Maintenance Manuals (O&M Manuals) - Capital Improvement Projects (CIP): Permanent File - Utilities ............ ENG-12 Operations & Maintenance Manuals (O&M Manuals) - Capital Improvement Projects (CIP): Permanent File - CS ...................... CS-2 Operations & Maintenance Manuals (O&M Manuals) ................................................................................................................... PW-1 Operations & Maintenance Manuals (O&M Manuals) ................................................................................................................... PW-2 Operations & Maintenance Manuals (O&M Manuals) ................................................................................................................... PW-4 Operations / Suppression ................................................................................................................................................ FR-10 – FR-11 Opinions, City Attorney ................................................................................................................................................................. CW-4 Ordinances – City Council (Copies) ............................................................................................................................................ CW-11 Ordinances .................................................................................................................................................................................... CC-8 OSHA Inspections or Citations ...................................................................................................................................................... HR-8 OSHA Inspections or Citations (copies) ..................................................................................................................................... CW-11 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations .............................................................................................. HR-8 Other Committees: Campaign Filings (FPPC 400 Series Forms) ................................................................................................... CC-6 Outage Report Database .......................................................................................................................................................... ENG-14 Outage Reports ......................................................................................................................................................................... ENG-14 Outlines and Materials: Training – All Course Records ............................................................................................................. CW-15 Oversight Board ............................................................................................................................................................................ CC-9 Oversight Board Agendas / Agenda Packets ................................................................................................................................. CC-1 Oversight Board Minutes ................................................................................................................................................................ CC-7 Oversight Plans, Redevelopment Long Range Property Management Plans ................................................................................ ED-1 Overtime Cards ............................................................................................................................................................................ FIN-6 Overtime Sheets / Overtime Cards ............................................................................................................................................... FIN-6 P PAFs (Personnel Action Forms) - Personnel Files / Payroll File - Employee File ........................................................................... HR-5 Paramedic Continuing Education Rosters and Certificates ............................................................................................................ FR-6 Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS .................................... FR-7 Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES ............................... FR-8 Parcel Maps Planning Project Files – Approved Entitlements ...................................................................................................... PL-4 Park & Recreation Commission Agendas, Agenda Packets ........................................................................................................ CS-4 Park & Recreation Commission Audio Recordings ...................................................................................................................... CS-4 Park & Recreation Commission Minutes, Resolutions & Bylaws ................................................................................................ CS-4 Park Safety Checklist ................................................................................................................................................................... PW-2 Parks & Landscape ........................................................................................................................................................... PW-2 – PW-3 Passport Transmittals .................................................................................................................................................................... LIB-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 27 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form: ADULTS ................................. FR-7 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form: JUVENILES ............................ FR-8 Patron Files (Gym, etc.) ................................................................................................................................................................ CS-6 Payment Vouchers ........................................................................................................................................................................ FIN-1 Payments / Credit Card Receipts – RCMU ................................................................................................................................ ENG-14 Payroll File / Personnel File (By Employee Name) ....................................................................................................................... FIN-5 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) ............................... FIN-5 Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. ....................................................................................... FIN-3 PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS ........................ FR-7 PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES ................... FR-8 Pending Litigation, Lawsuits, Litigation (Copies) ........................................................................................................................... CW-9 Performance Bonds, Subdivision Bonds, Letters of Credit ............................................................................................................ CC-3 Performance Contracts ................................................................................................................................................................. CS-5 Performers Contracts .................................................................................................................................................................... CS-3 Permissions & Requests to Receive Copies of Plans ...................................................................................................................... BL-3 Permissions: Camps, Field Trips, Authorization to give Medicine, etc. ......................................................................................... CS-5 Permits, Encroachments - Permanent (Permanent structures in the City's Right of Way) .........................................................ENG-6 Permits, Entertainment / Massage Business Permits ..................................................................................................................... PL-1 Permits, Large Family Day Care .................................................................................................................................................... PL-3 Permits, Sign .................................................................................................................................................................................. PL-5 Permits, Temporary / Special Event Permits / Temporary Entitlements .......................................................................................... PL-5 Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) ...................ENG-6 PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. ......... FIN-3 PERS Audits ................................................................................................................................................................................ FIN-2 PERS Reports - Annual Valuation Reports, Actuarial Valuation Reports ...................................................................................... FIN-2 Personnel Action Forms - Personnel Files / Payroll File - Employee File ....................................................................................... HR-5 Personnel File (By Employee Name) ........................................................................................................................................... FIN-5 Personnel Files - Background Files (Fire, Executives, Information Technology) ............................................................................. HR-4 Personnel Files - Benefit File ........................................................................................................................................................ HR-5 Personnel Files - Employee Files .................................................................................................................................................. HR-5 Personnel Files - Medical File (all employees) .............................................................................................................................. HR-6 Personnel Files – Supervisor’s Notes ....................................................................................................................................... CW-11 Personnel Files - Training Files ..................................................................................................................................................... HR-6 Personnel Files (copies) ............................................................................................................................................................. CW-11 Pesticide Use Permits & Applications ........................................................................................................................................... PW-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 28 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Petitions – Elections ....................................................................................................................................................................... CC-7 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) ........................................................... CC-8 Petty Cash ................................................................................................................................................................................... FIN-3 Petty Cash, Warrant Requests, Accounts Payable, Invoices – All Backup Is Forwarded to Finance (Copies) ........................... CW-1 Photo Releases ............................................................................................................................................................................. LIB-2 Photo Waivers................................................................................................................................................................................ CS-5 Photographs (Unused) ................................................................................................................................................................ CW-12 Photos - Capital Improvement Projects (CIP): Administration File / NOT Scanned ..................................................................ENG-1 Photos - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities .................................................. ENG-11 Photos - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ................................. CS-2 Pink Slips - All Vehicles ................................................................................................................................................................. FIN-6 Places of Public Accommodation, Tenant Improvements – Building Plans and Construction Documents – Finalled ...................... BL-1 Plan Check Comments .................................................................................................................................................................. BL-2 Plan Checks for Building Permits .................................................................................................................................................ENG-8 Planet Bids - Procurement Database ..........................................................................................................................................PRO-1 Planning and Historic Preservation Commission Agendas, Agenda Packets ................................................................................ PL-3 Planning and Historic Preservation Commission Audio Recordings .............................................................................................. PL-3 Planning and Historic Preservation Commission Minutes, Resolutions & Bylaws ........................................................................ PL-4 Planning Commission Minutes (Copies) ...................................................................................................................................... CW-10 Planning Director Approvals ........................................................................................................................................................... PL-4 Planning Project Log of Applications, Database ............................................................................................................................ PL-4 Planning Project Files – Approved Entitlements ........................................................................................................................... PL-4 Plans & Maps: Planning Project Files – Approved Entitlements ................................................................................................... PL-4 Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps ..............................ENG-2 Plans: Bikeway, Park, Pavement, Traffic, Transportation, etc. ...................................................................................................ENG-7 Playground Inspections ................................................................................................................................................................ PW-2 Playhouse Memberships ............................................................................................................................................................... CS-4 Policies: Reference Materials – Produced by Other Departments ............................................................................................. CW-13 Policies: Reference Materials – Produced by Outside Organizations ....................................................................................... CW-13 Policies: Reference Materials – Produced by Your Department ................................................................................................ CW-13 Policy & Procedure Manual ........................................................................................................................................................... FR-2 Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation) ...................................... ED-3 Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) ................................................. ENG-11 Power Operations Reports / Outage Reports ............................................................................................................................ ENG-14 Power Outage Report Database ................................................................................................................................................ ENG-14 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 29 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Power Trading / Power Scheduling (Check Out Worksheets) .................................................................................................... ENG-14 Power Trading / Power Scheduling (Confirmations, Invoices) ................................................................................................... ENG-14 Power Trading / Power Scheduling (Pathing Sheets) ................................................................................................................ ENG-14 PowerPoint Presentations ............................................................................................................................................................. CM-2 Precinct Maps: Elections – General, Working or Administration Files ....................................................................................... CC-6 Pre-employment Medical Clearances - Personnel Files - Medical File (all employees) ................................................................. HR-6 Preliminary Application Form ........................................................................................................................................................ ED-4 Preliminary Review / Courtesy Review - APPLICATIONS, other City Records ............................................................................... PL-5 Preliminary Review / Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant .................................... PL-4 Pre-plan Sheets – FIRE ............................................................................................................................................................... FR-11 Press Releases / Public Relations............................................................................................................................................... CW-12 Pretreatment Annual / Semi-Annual Reports ...............................................................................................................................ENG-3 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Equipment ........... PW-4 Private Fire Underground, and High-Piled Combustible Storage Plans .......................................................................................... FR-4 Private Land Development Projects / Job Files: Administration File ..........................................................................................ENG-8 Private Land Development Projects / Job Files: Permanent Files ..............................................................................................ENG-9 Problem Files - Animals (barking, loose dogs, dangerous dog reports, etc.) ................................................................................. AS-1 Problem Patron File / Incident Reports .......................................................................................................................................... LIB-2 Procedures & Regulations: Grants / Reimbursable Claims – Successful Reports ....................................................................... CW-9 Procedures: Reference Materials – Produced by Other Departments ....................................................................................... CW-13 Procedures: Reference Materials – Produced by Outside Organizations .................................................................................. CW-13 Procedures: Reference Materials – Produced by Your Department ........................................................................................... CW-13 Proclamations / Commendations ................................................................................................................................................... CM-1 Procurement Database (Planet Bids) ...........................................................................................................................................PRO-1 Professional Service Agreements (PSAs) ..................................................................................................................................... CS-3 Program Rules: Grants / Reimbursable Claims – Successful Reports ........................................................................................ CW-9 Programs and Projects (Fire) ......................................................................................................................................................... FR-1 Programs, Subject & Issues (Issues and/or projects will vary over time) ....................................................................................... CM-1 Progress meetings - Capital Improvement Projects (CIP): Administration File / NOT Scanned ................................................ENG-1 Progress meetings - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ............................... ENG-11 Progress meetings - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services .............. CS-2 Project Administration - Capital Improvement Projects (CIP): Administration File / NOT Scanned ...........................................ENG-1 Project Administration - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities .......................... ENG-11 Project Administration - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services) ......... CS-2 Project Administration: Agreements & Contracts – Administrative Files – with Grant Funding ................................................. CW-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 30 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Project Administration: Agreements & Contracts – Administrative Files ..................................................................................... CW-2 Project and Programs (Fire) ........................................................................................................................................................... FR-1 Project Schedules - Capital Improvement Projects (CIP): Administration File / NOT Scanned .................................................ENG-1 Project Schedules - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ................................ ENG-11 Project Schedules - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ............... CS-2 Project Schedules: Agreements & Contracts – Administrative Files – with Grant Funding ....................................................... CW-2 Project Schedules: Agreements & Contracts – Administrative Files ........................................................................................... CW-2 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) ........................................................................ CM-1 Proofs of Publications and Public Hearing Notices: Notices ........................................................................................................ CW-11 Prop. 218 proceedings - Assessment District Ballots, Protest Letters, & Envelopes ...................................................................... CC-5 Proposals Unsuccessful ................................................................................................................................................................ CW-3 Proposals, Successful – with Grant Funding.............................................................................................................................. CW-2 Proposals, Successful .................................................................................................................................................................. CW-2 Protest Letters, & Envelopes - Prop. 288 proceedings .................................................................................................................. CC-5 Provider Agreements .................................................................................................................................................................... CS-3 PSAs - Professional Service Agreements ..................................................................................................................................... CS-3 Public Comment Cards ................................................................................................................................................................. CM-2 Public Hearing Notices / Legal Advertising / Affidavits of Posting / Affidavits of Publications ......................................................... CW-1 Public Hearing Notices and Proofs of Publications: Notices ........................................................................................................ CW-11 Public Information / Education (when produced internally) ............................................................................................................ FR-3 Public Information / Education (when produced internally) ............................................................................................................. FR-5 Public Noticing: Planning Project Files – Approved Entitlements.................................................................................................. PL-4 Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) / Summons .......................................... CC-8 Public Relations / Press Releases............................................................................................................................................... CW-12 Public Safety Commission ............................................................................................................................................................. CC-9 Public Safety Commission Agendas / Agenda Packets .................................................................................................................. CC-1 Public Safety Commission Minutes (Copies) ............................................................................................................................... CW-10 Public Safety Commission Minutes ................................................................................................................................................ CC-7 Public Works Subcommittee ........................................................................................................................................................ENG-7 Punch Lists - Capital Improvement Projects (CIP): Administration File / NOT Scanned ...........................................................ENG-1 Punch Lists - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities .......................................... ENG-11 Punch Lists - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ......................... CS-2 Purchase Orders / Requisitions .................................................................................................................................................. CW-12 Purchase Orders / Requisitions ...................................................................................................................................................PRO-1 Q Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 31 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Quality Assurance / EMS Complaints / CQI (Continuous Quality Improvement) ............................................................................. FR-6 Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. ........................................................................ FIN-3 Questionnaires (that the City issues) .......................................................................................................................................... CW-14 R Rabies Control Records ................................................................................................................................................................ AS-1 Rabies Vaccination Clinics ............................................................................................................................................................. AS-2 Rancho Cucamonga Municipal Utilities ..................................................................................................................... ENG-10 – ENG-14 RCMU – Rancho Cucamonga Municipal Utilities ....................................................................................................... ENG-10 – ENG-14 RCTV Message Request Forms ................................................................................................................................................... CM-2 Reading File: Correspondence – Routine ..................................................................................................................................... CW-6 Real Estate Appraisal Reports – Property NOT Purchased, Loans Not Funded .......................................................................... CW-12 Real Estate Appraisal Reports – Purchased Property, Funded Loans ....................................................................................... CW-12 Real Estate Appraisals - Capital Improvement Projects (CIP): Administration File / NOT Scanned .........................................ENG-1 Real Estate Appraisals - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ......................... ENG-11 Real Estate Appraisals - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ........ CS-2 Real Estate Appraisals .................................................................................................................................................................. ED-1 Recall or Referendum: Elections – Petitions .................................................................................................................................. CC-7 Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail ......................................................................................... LIB-1 Receipts, Credit Card .................................................................................................................................................................... CS-3 Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc ................................... FIN-5 Record Drawings - Electricity .................................................................................................................................................... ENG-13 Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps ...............................................ENG-2 Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant ............................................................................... AS-2 Recorded Agreements / Contracts - Send all originals to City Clerk, even if they are e-recorded. ............................................... ENG-7 Recorded Agreements / Contracts ................................................................................................................................................ CC-8 Recorded Agreements / Contracts (copies) .................................................................................................................................... ED-1 Recorded Documents (copies) ...................................................................................................................................................... CW-7 Recorded Documents (copies) ....................................................................................................................................................... ED-1 Recorded Documents: ALL - Deeds, Easements - Send all originals to City Clerk, even if they are e-recorded. .........................ENG-7 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, etc. ......................... CC-8 Recordings - AUDIO of City Council .............................................................................................................................................. CC-8 Recordings – Staff Videoconferences ........................................................................................................................................... CW-7 Recordings - VIDEO of City Council .............................................................................................................................................. CC-8 Records Destruction Authorization Forms, Transfers ..................................................................................................................... CC-9 Records Destruction Lists / Certificate of Records Destruction (Copies)..................................................................................... CW-12 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 32 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Records Retention Schedules / Amendments to Records Retention Schedules............................................................................. CC-9 Records Transfer Forms ................................................................................................................................................................ CC-9 Recreation Database (Active Net) ................................................................................................................................................. CS-5 Recruitment and Testing File ......................................................................................................................................................... HR-7 Recruitment Database (NeoGov) .................................................................................................................................................. HR-6 Recruitment Database (NeoGov) ................................................................................................................................................... HR-6 Recycling ....................................................................................................................................................................................ENG-4 Recycling / AB 939 Compliance / Tonnage Reports ....................................................................................................................ENG-4 Recycling/Disposal / Participant Logs .........................................................................................................................................ENG-3 Red Books / Log Books – FIRE .................................................................................................................................................... FR-11 Redevelopment Agency ................................................................................................................................................................ CC-9 Redevelopment Agency Agendas / Agenda Packets ..................................................................................................................... CC-1 Redevelopment Agency Minutes .................................................................................................................................................... CC-7 Redevelopment Long Range Property Management Plans, Oversight Plans ................................................................................ ED-1 Redevelopment Plans ................................................................................................................................................................... ED-2 Redevelopment Projects & Project Areas ...................................................................................................................................... ED-2 Redevelopment, Former / Successor Agency .................................................................................................................... ED-1 – ED-2 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) ............... CC-9 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals – Produced by Outside Organizations ....................... CW-13 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals – Produced by Your Department ................................ CW-13 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals – Produced by Other Departments ............................ CW-13 Refund Detail ................................................................................................................................................................................ CS-3 Refund Detail ................................................................................................................................................................................ LIB-1 Refund Detail / Cash Receipts Detail / Backup / Accounts Receivable Detail ................................................................................ CW-4 Refundable Deposits .................................................................................................................................................................... CW-8 Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc ............................................................. FIN-5 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips ................................. CS-5 Registry of Public Agencies / Secretary of State Statement of Facts .............................................................................................. CC-9 Regulations & Procedures: Grants / Reimbursable Claims – Successful Reports ....................................................................... CW-9 Regulatory Agency Audits: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ..................................................... ENG-14 Regulatory Agency Compliance Reports & Confirmations: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. .... ENG-14 Regulatory Agency Correspondence: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. ................................... ENG-15 Regulatory Agency Inspections: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ............................................ ENG-15 Regulatory Agency Licenses: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ................................................ ENG-15 Rehabilitation, CDBG-funded Housing Projects, WITH a Recapture / Resale Restriction .............................................................. ED-3 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 33 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Rehabilitation, CDBG-funded Housing Projects, WITHOUT a Recapture / Resale Restriction ...................................................... ED-3 Reimbursable Claims / Grants – Successful Reports .................................................................................................................. CW-9 Reimbursement FEMA / OES ...................................................................................................................................................... FIN-4 Reimbursement, Construction Diversion .....................................................................................................................................ENG-3 Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. .............................................. CS-5 Relocations ................................................................................................................................................................................... ED-2 Reorganization Studies (for employee classifications and department structures) ........................................................................ HR-1 Reports & Confirmations: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. ...................................................... ENG-14 Reports and Studies – Historically Significant, Zoning Studies .................................................................................................... CW-13 Reports and Studies – Other Than Historically Significant Reports, Annual Reports ................................................................... CW-13 Reports to Grand Funding Agencies: Grants / Reimbursable Claims – Successful Reports ....................................................... CW-9 Reports, Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) ...................................................... ENG-12 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ..................... FIN-6 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ..................... FIN-6 Reports: Building Activity .............................................................................................................................................................. BL-3 Request for Proposals .................................................................................................................................................................PRO-1 Request for Records / Subpoenas (Records / Duces Tecum) / Summons .................................................................................... CC-8 Requests & Permissions to Receive Copies of Plans ...................................................................................................................... BL-3 Requests for Fire Incident Reports and Fire Investigation Reports ................................................................................................ FR-1 Requests from Other Cities: Correspondence – Transitory / Preliminary Drafts ........................................................................ CW-7 Requisitions ............................................................................................................................................................................... CW-12 Requisitions ................................................................................................................................................................................PRO-1 Rescue Partnerships / Foster Care Partnerships .......................................................................................................................... AS-2 Resolutions – City Council (Copies) ............................................................................................................................................ CW-14 Resolutions & Bylaws – Design Review Committee ........................................................................................................................ PL-1 Resolutions & Bylaws – Planning and Historic Preservation Commission ....................................................................................... PL-4 Resolutions: City Council, Redevelopment, Successor, Oversight Board, Fire Protection District Board, Public Safety ................. CC-9 Respirator Fit Tests - Personnel Files - Medical File (all employees) ............................................................................................ HR-6 Response Planning ....................................................................................................................................................................... FR-9 Returned Checks / NSF Checks .................................................................................................................................................. FIN-6 Revenue - Our Invoices to Outside Entities, .................................................................................................................................. FIN-1 Revenue & Expenditure Reports, etc ........................................................................................................................................... FIN-5 RFIs & Responses - Capital Improvement Projects (CIP): Administration File / NOT Scanned ................................................ENG-1 RFIs & Responses - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ............................... ENG-11 RFIs & Responses - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services .............. CS-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 34 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent RFPs – with Grant Funding ....................................................................................................................................................... CW-2 RFPs ............................................................................................................................................................................................ CW-2 Ride-a-Long Waivers .................................................................................................................................................................... AS-2 Ride-Along Waivers ...................................................................................................................................................................... FR-1 Rights of Way - Send all originals to City Clerk, even if they are e-recorded. ...............................................................................ENG-7 Rights of Way ................................................................................................................................................................................ CC-8 Rights of Way (copies) ................................................................................................................................................................... ED-1 Rights of Ways (copies) ................................................................................................................................................................ CW-7 Risk Management .............................................................................................................................................................. HR-7 – HR-8 RMS Database - Fire Incident ........................................................................................................................................................ FR-8 Rookie Tests ............................................................................................................................................................................... FR-10 Run Statistics / Monthly Statistical Report ...................................................................................................................................... FR-1 S Safety Inspections ........................................................................................................................................................................ CS-5 Safety & Ethics Training: Training – All Course Records .......................................................................................................... CW-15 Safety / Administration .................................................................................................................................................................. PW-6 Safety Committee .......................................................................................................................................................................... HR-7 Safety Data Sheet (MSDS) / Chemical Use Report Form ............................................................................................................ CW-10 Sample Ballot: Elections – General, Working or Administration Files ........................................................................................ CC-6 Sanitary Spills and Overflows (SSOs) .........................................................................................................................................ENG-4 Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan .............................................ENG-4 SB 1383 Compliance (Organic Waste Collection and Recycling) ................................................................................................ENG-4 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) ................................................................................ ENG-15 SCADA Printouts / Reports / Log Books .................................................................................................................................... ENG-15 Schedules / Hours ......................................................................................................................................................................... CS-5 Scholarships ................................................................................................................................................................................. CS-5 SDS (Safety Data Sheet) / Chemical Use Report Form ............................................................................................................... CW-10 Secretary of State Statement of Facts ............................................................................................................................................ CC-9 Self-Haul Permits ...................................................................................................................................................................... ENG-10 Senior Advisory Committee - All Records ....................................................................................................................................... CS-5 Senior Advisory Committee All Records (Members are not Appointed by the City Council) .................................................... CS-5 Senior Advisory Committee Audio Recordings ............................................................................................................................ CS-5 Service Applications .................................................................................................................................................................. ENG-10 Service Requests CMMS DATABASE (Computerized Maintenance Management System) .................................................... ENG-15 Service Requests CMMS DATABASE (Computerized Maintenance Management System) ....................................................... PW-1 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 35 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Service Requests CMMS DATABASE (Computerized Maintenance Management System) ....................................................... PW-3 Service Requests CMMS DATABASE (Computerized Maintenance Management System) ....................................................... PW-5 Service Requests - All Information Entered in CMMS Database .................................................................................................. PW-1 Service Requests - All Information Entered in CMMS Database .................................................................................................. PW-3 Service Requests - All Information Entered in CMMS Database .................................................................................................. PW-6 Service Requests - All Information Entered in CMMS Database (Paper drafts) ......................................................................... ENG-16 Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ............................ ENG-16 Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ............................... PW-2 Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ............................... PW-3 Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database ................................ PW-6 Sewer System Management Plans (SSMP) and Audits ..............................................................................................................ENG-4 SFR (Single Family Residential) and Appurtenances – Building Plans and Construction Documents - Finalled ............................. BL-2 Sidewalk Complaints – Parks ....................................................................................................................................................... PW-2 Sidewalk Complaints - Right of Way ............................................................................................................................................ PW-4 Sidewalk Inspection Database ..................................................................................................................................................... PW-4 Sidewalk Repairs, Traffic Control, Utility Cuts Permits .................................................................................................................ENG-6 Sign Permits .................................................................................................................................................................................. PL-5 Sign-in / Sign-Out Sheets for classes and programs ..................................................................................................................... CS-5 Single Audits ................................................................................................................................................................................. FIN-2 Single Family Residential (SFR) and Appurtenances – Building Plans and Construction Documents - Finalled ............................. BL-2 Site Plans Planning Project Files – Approved Entitlements .......................................................................................................... PL-4 Smoke and Carbon Monoxide Alarm Installation Waiver Forms: .................................................................................................. FR-8 Social Media that Does Not Have a Material Impact on the Conduct of Business: ........................................................................ CW-7 Soil Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records ............................................................ENG-2 Soil Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities ........................................... ENG-12 Soil Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services .......................... CS-2 Soil Reports; Hydrology Reports (Authored on behalf of the City) ...............................................................................................ENG-7 Solar Power Production Operating Data Logs / Diaries ............................................................................................................. ENG-15 Solid Waste Reduction / Recycling / AB 949 Compliance / Tonnage Reports .............................................................................ENG-4 Solid Waste Tonnage / AB 939 ...................................................................................................................................................ENG-4 Source Control / Pretreatment Annual / Semi-Annual Reports ....................................................................................................ENG-3 Spay and Neuter Clinics ................................................................................................................................................................ AS-1 Speaker Cards (to speak at City Council meetings) ...................................................................................................................... CC-9 Speaker Slips: Correspondence – Transitory / Preliminary Drafts ............................................................................................. CW-7 Special District Assessment Rolls (to Tax Assessor for Tax Rolls) ............................................................................................... FIN-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 36 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Special District Bonds ................................................................................................................................................................... FIN-2 Special Districts ................................................................................................................................................................ FIN-7 – FIN-8 Special Event Contacts / Professional Service Agreements (PSAs) .............................................................................................. CS-3 Special Event Files & Reports / ABC Permits, where required ...................................................................................................... CS-1 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits ................................. FR-10 Special Event Permits / Temporary Entitlements ............................................................................................................................ PL-5 Special Programs / Special Event Files & Reports / ABC Permits, where required ....................................................................... CS-1 Special Projects / Subject Files / Issue Files .............................................................................................................................. CW-14 Special Studies .............................................................................................................................................................................. PL-5 Specific Plans, Land Use Plans, etc. .............................................................................................................................................. PL-3 Specifications - Job Descriptions / Classification Specifications .................................................................................................... HR-4 Specifications & Addenda - Capital Improvement Projects (CIP): Permanent File / Scanned Records .......................................ENG-2 Specifications & Addenda - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities ...................... ENG-12 Specifications & Addenda - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ..... CS-2 Speech Notes / PowerPoint Presentations .................................................................................................................................... CM-2 Speed Surveys .......................................................................................................................................................................... ENG-10 Sponsored Vouchers / Coupons .................................................................................................................................................. CS-4 Sponsored Vouchers / Coupons Theatre - House Reports / Program Files / Event Files ............................................................. CS-4 Sports Advisory Committee - All Records (Member are not Appointed by the City Council) .......................................................... CS-6 Sports Organizations / Non-Profit Organizations (Little League, etc.) ............................................................................................. CS-6 Sports Score Sheets, Schedules ................................................................................................................................................... CS-6 SSOs - Sanitary Spills and Overflows .........................................................................................................................................ENG-4 Staff Notes, Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA .................................................. PL-2 Staff Reports / Agenda Packets – City Council (Copies) ............................................................................................................... CW-1 Staff Reports: Planning Project Files – Approved Entitlements .................................................................................................... PL-4 Staff Videoconference Chats, Notes, Recordings ......................................................................................................................... CW-7 Standard Operating Procedures / Policy & Procedure Manual ...................................................................................................... FR-2 State Controller's Report, Local Government Compensation Report, Gas Tax ............................................................................. FIN-6 Statements, Bank, Trustee, Fiscal Agent, Investment, etc. ........................................................................................................... FIN-2 Station Log Books / Red Books / Log Books– FIRE ..................................................................................................................... FR-11 Storm Drains - CCTV ..................................................................................................................................................................ENG-3 Stormwater Illicit Discharges ........................................................................................................................................................ENG-4 Stormwater Monitoring / NPDES Monitoring and Inspection .......................................................................................................ENG-5 Stormwater: Business Inspections .............................................................................................................................................ENG-5 Stormwater: NPDES Annual Reports ........................................................................................................................................ENG-5 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 37 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Stormwater: NPDES Permits .....................................................................................................................................................ENG-5 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater .................. PW-5 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan ........................................................................................................ENG-5 Strategic Plans .............................................................................................................................................................................. CM-1 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" ................................................................... AS-2 Street Lighting and Landscape Districts Formation and Boundaries ............................................................................................. FIN-7 Street Name Assignments and Changes......................................................................................................................................... PL-5 Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cut Permits ...................................................ENG-6 Street Report ............................................................................................................................................................................... FIN-6 Streets & Fleet .................................................................................................................................................................. PW-4 - PW-6 Strike Team Reimbursements ....................................................................................................................................................... FR-6 Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records ...................................................ENG-2 Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .................................. ENG-12 Studies & Reports - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ................. CS-2 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) ............................................................. HR-7 Studies / Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology Reports ................ENG-7 Studies and Reports – Historically Significant, Zoning Studies .................................................................................................... CW-13 Studies and Reports – Other Than Historically Significant Reports, Annual Reports ................................................................... CW-13 Subcommittees Agendas / Agenda Packets ................................................................................................................................... CC-1 Subcommittees: Agendas, Minutes ............................................................................................................................................... CC-3 Subdivision Bonds, Letters of Credit ............................................................................................................................................. CC-3 Subject & Issues (Issues and/or projects will vary over time) ........................................................................................................ CM-1 Subject Files / Issue Files .......................................................................................................................................................... CW-14 Submittals - Capital Improvement Projects (CIP): Permanent File / Scanned Records ...............................................................ENG-2 Submittals - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .............................................. ENG-12 Submittals - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ............................. CS-2 Subpoenas (Personal Appearance - Fire Personnel) .................................................................................................................... FR-2 Subpoenas / Summons ................................................................................................................................................................. HR-8 Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. .. FIN-5 Successful Candidates: Campaign Filings (FPPC400 Series Forms) ............................................................................................. CC-5 Successful Proposal - Capital Improvement Projects (CIP): Permanent File / Scanned Records ..............................................ENG-2 Successful Proposal - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .............................. ENG-12 Successful Proposal - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ............. CS-2 Successful Proposals – with Grant Funding ............................................................................................................................... CW-2 Successful Proposals ................................................................................................................................................................... CW-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 38 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Successor Agency ........................................................................................................................................................................ CC-9 Successor Agency Agendas / Agenda Packets .............................................................................................................................. CC-1 Successor Agency Minutes ............................................................................................................................................................ CC-7 Successor Agency ............................................................................................................................................................. ED-1 – ED-2 Summons / Subpoenas ................................................................................................................................................................. HR-8 Supply Inventories: Correspondence – Transitory / Preliminary Drafts ...................................................................................... CW-7 Suppression / Operations ................................................................................................................................................ FR-10 – FR-11 Surgical Records, Medical Records, X-rays-Animals ..................................................................................................................... AS-1 Surplused Equipment / Disposal .................................................................................................................................................PRO-1 Surveys - Capital Improvement Projects (CIP): Permanent File / Scanned Records ..................................................................ENG-2 Surveys - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Utilities .................................................. ENG-12 Surveys - Capital Improvement Projects (CIP): Permanent File / Scanned Records - Community Services ................................. CS-2 Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology Reports ...............................ENG-7 Surveys & Studies - Compensation ............................................................................................................................................... HR-1 Surveys (of Recreation programs) ................................................................................................................................................. CS-3 Surveys / Questionnaires (that the City issues) .......................................................................................................................... CW-14 T Tailgate Training Meetings) ......................................................................................................................................................... CW-15 Target Solutions - Training Database / Log ................................................................................................................................... FR-2 Tax Deposits, Adjustments, etc .................................................................................................................................................... FIN-3 Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. ................................................................................................... FIN-3 Telephone Messages: Correspondence – Transitory / Preliminary Drafts ................................................................................. CW-7 Telestaff Database ........................................................................................................................................................................ FR-2 Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cut Permits ...........................................................................ENG-6 Temporary Easements - Capital Improvement Projects (CIP): Administration File / NOT Scanned .........................................ENG-1 Temporary Easements - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Utilities ......................... ENG-11 Temporary Easements - Capital Improvement Projects (CIP): Administration File / NOT Scanned - Community Services ........ CS-2 Temporary Entitlements ................................................................................................................................................................. PL-5 Temporary Permits (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) ......................ENG-6 Temporary Permits / Special Event Permits / Temporary Entitlements ........................................................................................... PL-5 Tenant Improvements, Places of Public Accommodation – Building Plans and Construction Documents – Finalled ..................... BL-1 Tentative Subdivisions Planning Project Files – Approved Entitlements ....................................................................................... PL-4 Tentative Tracts Planning Project Files – Approved Entitlements ................................................................................................. PL-4 Text Messages: Correspondence – Transitory / Preliminary Drafts ........................................................................................... CW-7 Thank Yous: Correspondence – Transitory / Preliminary Drafts ................................................................................................ CW-7 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 39 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Theatre - House Reports / Program Files / Event Files ................................................................................................................. CS-4 Theatre Member Files / Patron Files (Gym, etc.) ........................................................................................................................... CS-6 Those Not Required to File Original With City Clerk: Campaign Filings (FPPC400 Series Forms) – (Copies) ................................ CC-5 Ticket Stubs .................................................................................................................................................................................. CS-6 Time Cards (copies) .................................................................................................................................................................... CW-14 Time Cards / Time Sheets ............................................................................................................................................................ FIN-6 Time Off Requests ..................................................................................................................................................................... CW-14 Time Off Requests / Leave Requests .......................................................................................................................................... CW-10 Time Sheets ................................................................................................................................................................................. FIN-6 Time Sheets / Time Cards (copies) ............................................................................................................................................. CW-14 TMDL Plan (Total Maximum Daily Load) Plan .............................................................................................................................ENG-5 Tonnage Reports Solid Waste Reduction / Recycling / AB 939 Compliance ..............................................................................ENG-4 Total Maximum Daily Load Plan TMDL Plan ...............................................................................................................................ENG-5 Trade Tickets / LAIF (Local Agency Investment Fund) ................................................................................................................. FIN-9 Traffic Collision Reports (copies) ................................................................................................................................................ENG-9 Traffic Congestion Management Plans / Transportation Plans ....................................................................................................ENG-9 Traffic Control, Utility Cuts Permits ...............................................................................................................................................ENG-6 Traffic Counts ............................................................................................................................................................................ ENG-10 Traffic Investigation Reports ...................................................................................................................................................... ENG-10 Traffic Speed Surveys ............................................................................................................................................................... ENG-10 Traffic Studies ............................................................................................................................................................................ ENG-10 Trails Committee (Subcommittee Of Planning Commission) Agendas, & Agenda Packets, Minutes ............................................. PL-5 Training – All Course Records .................................................................................................................................................. CW-15 Training - Personnel Files ............................................................................................................................................................. HR-6 Training Course Records / EMS Continuing Education Training ................................................................................................... FR-2 Training Database / Log (Target Solutions) ................................................................................................................................... FR-2 Training File (Training Certificates) .............................................................................................................................................. PW-6 Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc ............................................................................. FIN-5 Transcripts / Certificates of Participations (COPs) / Bonds ........................................................................................................... FIN-2 Transmittal Letters: Correspondence – Transitory / Preliminary Drafts ...................................................................................... CW-7 Transportation Audits, PERS Audit, etc. ....................................................................................................................................... FIN-2 Transportation Plans ...................................................................................................................................................................ENG-9 Transportation Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. ........................................................................ ENG-10 Transportation ............................................................................................................................................................... ENG-8 – ENG-9 Travel / Conferences (copies) ....................................................................................................................................................... CM-2 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 40 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Travel Expense Reimbursement ................................................................................................................................................... FIN-1 Travel Reimbursement – All Backup Is Forwarded to Finance (Copies) .................................................................................... CW-1 Treasury Management .................................................................................................................................................................. FIN-9 Treasury Reports .......................................................................................................................................................................... FIN-9 Tree City USA, etc. ...................................................................................................................................................................... PW-2 Tree Inventory .............................................................................................................................................................................. PW-2 Tree Maintenance Work Orders ................................................................................................................................................... PW-3 Trust Accounts / Refundable Deposits ......................................................................................................................................... CW-8 Trustee Statements ...................................................................................................................................................................... FIN-2 U UNALTERABLE MEDIA (WORM / DVD-r / CD-r / Blue Ray-R) .................................................................................................. DOIT-1 Undeliverable Envelopes: Correspondence – Transitory / Preliminary Drafts ............................................................................ CW-7 Underground Service Alerts (USA's) ......................................................................................................................................... ENG-15 Underground Service Alerts (USA's) ............................................................................................................................................ PW-5 Underground Storage Tanks - ALL - City or Privately owned) ....................................................................................................... FR-2 Underground Storage Tanks (City-Owned - Removed) ................................................................................................................ PW-5 Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants .......................................................................... CS-6 Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants ............................. CS-7 Unsuccessful Bids / Evaluations .................................................................................................................................................PRO-1 Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs ............................................................................................. CW-3 Unsuccessful Candidates: Campaign Filings (FPPC400 Series Forms) ......................................................................................... CC-5 USA's - Underground Service Alerts ............................................................................................................................................ PW-5 USA's Underground Service Alerts ........................................................................................................................................... ENG-15 Used Oil Disposal ........................................................................................................................................................................ PW-5 UST - Underground Storage Tanks (City-Owned - Removed) ...................................................................................................... PW-5 USTs - Underground Storage Tanks - ALL - City or Privately owned) ........................................................................................... FR-2 Utilities ...................................................................................................................................................................... ENG-10 – ENG-14 Utility Cut Permits ........................................................................................................................................................................ENG-6 V Vacancy Notices - Board & Commission / Committee Maddy Act Lists .......................................................................................... CC-2 Vaccination Clinics ........................................................................................................................................................................ AS-2 Variances Planning Project Files – Approved Entitlements .......................................................................................................... PL-4 Vector Solutions / Target Solutions - Training Database / Log ...................................................................................................... FR-2 Vegetation Abatement / Brush Clearance ..................................................................................................................................... FR-5 Vehicle & Equipment History Files ............................................................................................................................................... PW-5 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 41 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Vehicle Inspections / Daily (Weekly, Monthly) Equipment Checks – FIRE .................................................................................... FR-10 Vehicle Inspections / Daily Equipment Checks ............................................................................................................................. PW-4 Vehicle Safety Checks / Daily (Weekly, Monthly) Vehicle Inspections / Daily (Weekly, Monthly) Equipment Checks – FIRE ....... FR-10 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks .............................................................................. PW-4 Vehicle Titles (Pink Slips) - All Vehicles ........................................................................................................................................ FIN-6 Vehicle, Apparatus, & Equipment History Files – FIRE ................................................................................................................ FR-10 Verifications of Employment, Child Support: Third party form requests for verification of employment, child support, etc. ........... HR-7 Video Recordings - Boards, Commissions, & Committees: Advisory Bodies ................................................................................ CW-4 Video Recordings - City Council .................................................................................................................................................... CC-8 Videoconference Chats, Notes, Recordings ................................................................................................................................. CW-7 Videos (Public activity, etc. Not City Council or Advisory Body Videos, nor regular, ongoing operations of the City) .................... CM-2 Violence, Workplace – Hazard identification, evaluation, correction, incident logs, investigations, etc. ......................................... HR-7 Visitors Logs: Correspondence – Transitory / Preliminary Drafts ............................................................................................... CW-7 Voice Mails: Correspondence – Transitory / Preliminary Drafts ................................................................................................. CW-7 Volunteer / Unpaid Intern Logs (Hours) – Library ......................................................................................................................... LIB-2 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants ........................................................ CS-6 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants ........... CS-7 Volunteer Applications & Agreements – Unsuccessful .................................................................................................................. FR-3 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants ................................... FR-3 Volunteer Database ...................................................................................................................................................................... FR-3 Volunteer Historical Lists / Extractions from Volunteer Database .................................................................................................. FR-3 Volunteer Hours ............................................................................................................................................................................ AS-2 Vouchers / Coupons Theatre - House Reports / Program Files / Event Files ............................................................................... CS-4 Vouchers / Coupons ...................................................................................................................................................................... CS-4 W W-2s ............................................................................................................................................................................................. FIN-6 W-4 .............................................................................................................................................................................................. FIN-5 W-9s ............................................................................................................................................................................................. FIN-6 Waivers of Liability ........................................................................................................................................................................ CS-7 Warrant Requests, Accounts Payable, Invoices, Petty Cash – All Backup Is Forwarded to Finance (Copies) ........................... CW-1 Warrants (Cashed) ........................................................................................................................................................................ FIN-3 Waste Collection and Recycling ..................................................................................................................................................ENG-4 Water Quality Management Plans (Commercial, Private Development) .......................................................................................ENG-5 Web Pages: Correspondence – Transitory / Preliminary Drafts ................................................................................................. CW-7 Weed Abatement / Vegetation Abatement / Brush Clearance ....................................................................................................... FR-5 Page No. Retention Schedule Index – Rancho Cucamonga, CA – FY 23-24 Update Page 42 of 42 ©1995 – 2019 Gladwell Governmental Services, Inc. (909) 337-2516 - all rights reserved Do not duplicate or distribute without prior written consent Weekly Reports (News & Notes) ................................................................................................................................................... CM-2 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) ............................. ENG-15 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) ................................ PW-1 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) ................................ PW-3 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) ................................ PW-5 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) .................................................. ENG-16 Work Orders / Service Requests - All Information Entered in CMMS Database ........................................................................... PW-1 Work Orders / Service Requests - All Information Entered in CMMS Database ........................................................................... PW-3 Work Orders / Service Requests - All Information Entered in CMMS Database ........................................................................... PW-6 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ..... ENG-16 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ......... PW-2 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) ........ PW-3 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database ......... PW-6 Workers Compensation Claim Runs / Monthly Reports ................................................................................................................. HR-8 Workers Compensation Claims / Long Term Disability Claims ..................................................................................................... HR-8 Working File: Correspondence – Routine ..................................................................................................................................... CW-6 Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. .......................................... HR-7 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes .............. DOIT-1 X X-rays-Animals .............................................................................................................................................................................. AS-1 Y Z Zone Changes Planning Project Files – Approved Entitlements ................................................................................................... PL-4 Zoning Maps (Historically Significant) ............................................................................................................................................ PL-6 Zoning Ordinance Amendments, Reclassifications / Zone Change ................................................................................................ PL-6 Zoning Studies: Reports and Studies .......................................................................................................................................... CW-13 Zoning Verification Letters .............................................................................................................................................................. PL-6 HOW TO USE RETENTION SCHEDULES ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act. 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 official (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 official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior 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 official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / 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 resolution).” RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: 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 is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: 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. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). CITY-WIDE (Used by All Departments) Human Resources / Risk Management CW-001 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §§34090.7, 60200 Finance CW-002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-002.1 Administrative Hearings 2 years 2 years Mag, Ppr GC §§34090 Lead Dept.CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §§34090.7, 60200 City Clerk CW-005 Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Ensure the City Clerk receives all original agreements; 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 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 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance CW-009 Audits / Audit Reports / Annual Financial Reports Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §§34090.7, 60200 CW-010 Bids: See Agreements & Contracts Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Ppr GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days if audio or another record is made; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090, 60201 et seq. Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §§34090.7, 60200, 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-020 Claims Copies - When No Longer Required (Final Disposition) Copies - When No Longer Required (Final Disposition) Yes: Before Final Disposition Mag, Mfr, OD, Ppr S/I Yes: After Final Disposition GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. Human Resources CW-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §§34090.7, 60200 CW-023 Contracts: See Agreements Lead Dept.CW-024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological Files, , General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading Files, Working Files, etc.) 2 years 2 years Mag, Ppr 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 City Clerk CW-027 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Lead Dept.CW-029 DMV Pull Notices 2 years After Superseded or Separated 2 years After Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. Lead Dept.CW-030 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090 Lead Dept.CW-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-033 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 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 Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Lead Dept.CW-035 Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. Lead Dept.CW-037 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While Chemical In Use 30 years 30 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims 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. City Clerk CW-038 Minutes - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 City Clerk CW-039 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-040 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §§34090, 60201 et seq. Staffing Dept.CW-041 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 60201 et seq. City Clerk CW-042 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-043 OSHA Inspections or Citations Send to Human Resources Send to Human Resources Ppr GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Departments Do Not Retain in Departments Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 Lead Dept.CW-045 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; (retention is placed on the record the photograph is used in - Brochure, Report, etc.); destroy unnecessary photographs. GC §§34090 Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; GC §§34090, 60201 et seq. Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public;GC §§34090, 60201 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards;GC §§34090, 60201 7928.705 City Clerk CW-051 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §34090 Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §§34090.7, 60200 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Department preference; Information is outdated after 10 years;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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §§34090, 60201 et seq. et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues) If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance / Payroll CW-061 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 et seq. Lead Dept.CW-062 Time Off Requests When No Longer Required When No Longer Required Ppr Preliminary drafts (the time card is the final record); 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: 6/5/2024 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'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). Lead Dept.CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for 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 ©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: 6/5/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ANIMAL SERVICES Animal Services AS-001 Animal Registration Database Indefinite - Minimum 3 years Indefinite - Minimum 3 years Mag Department preference; Data is interrelated; GC §34090 Animal Services AS-002 Animal Registration Report When No Longer Required When No Longer Required Mag, Ppr Considered transitory / preliminary draft (the database is the original); GC §34090, GC §6252 Animal Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq. Animal Services AS-004 Bite Reports / Rabies Control Records 3 years 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-006 Drug Logs 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-007 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) Resolution + 4 years Resolution + 4 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-008 Medical Records, Surgical Records, X-rays 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-009 Meet and Greet / Animal Adoption Contracts 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-010 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) 3 years 3 years Mag, Ppr Department preference; GC §34090 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: 6/5/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Animal Services AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 Animal Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-012.5 Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years 2 years Mag, Ppr FA §§31108.3 and 31752.1; GC §34090 Animal Services AS-013 Rescue Partnerships / Foster Care Partnerships 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq. Animal Services AS-015 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq. 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: 6/5/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Building & Safety BL-001 Address Assignments / Changes / Corrections P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Building & Safety BL-002 Address Files / Building Permits P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference;GC §34090, H&S §19850 Building & Safety BL-003 Building Permit Database Indefinite - Permanent Indefinite - Permanent Yes (all)Mag Data is interrelated; Permits are required for the Life of the Building ; GC §34090; H&S §19850 Building & Safety BL-004 Building Plans - Cancelled, Expired or Withdrawn Upon Expiration, Cancellation or Withdrawal Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Building & Safety BL-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; 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: 6/5/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD 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 subdivision (a).(c) Farm or ranch buildings. (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 & Safety BL-007 California Building Code / California Standard Code (12 Parts) When Superseded P P Mag, Ppr Attorney preference for reconstruction issues; GC §50022.6 Building & Safety BL-008 Certificate of Occupancy (CofO)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Building & Safety BL-009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) 2 years 2 years Mag, Ppr GC §34090 Building & Safety BL-010 Plan Check Comments When Finalled When Finalled Mag, Ppr Preliminary Drafts; 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: 6/5/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-011 Reports: Building Activity When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the database is the original); GC §34090 Building & Safety BL-012 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years Mag, Ppr 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-001 Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission, All Subcommittees of the City Council (Public Works Subcommittee, etc.) 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Includes final budget and final audit reports / CAFR; GC §34090 City Clerk CC-002 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-003 Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Non-Infrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Ppr Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-006 Board & Commission Applications (Successful and Unsuccessful) 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-007 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag, Ppr Securities (Performance Bonds, Letters of Credit, CD's, etc.) are normally released after the Notice of Completion is filed. Bond / letter may be replaced with a Warranty Bond, which is usually released 1 year after the Notice of Completion date. GC §34090 City Clerk CC-008 City Council Subcommittees: Agendas, Minutes (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §§34090, 60201 et seq. City Clerk CC-009 City Council, Board & Commission Historical List of Members P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-044 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL FILED N PAPER FORMAT 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-011 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization Reporting 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(f), 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; FPPC Opinion; GC §81009(e City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e City Clerk CC-015 FPPC Form 804 (Agency Report of New Positions)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-016 FPPC Form 805 (Agency Report of Consultants)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website GC §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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED City Clerk CC-018 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-020.1 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Ppr S/I Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(f)&(g) 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-022 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-023 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 City Clerk CC-024 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 City Clerk CC-025 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-026 Elections - HISTORICAL (copies of resolutions, final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months or Final Examination + 1 year after petition examination if insufficient Results + 8 months or Final Examination + 1 year after petition examination if insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) City Clerk CC-028 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-029 Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-030 Municipal Code Administration, Distribution, etc. 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-031 Municipal Code History / Supplements P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090.7 City Clerk CC-032 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-033 Ordinances P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-034 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; only 1 year is required; GC §50115 City Clerk CC-035 Public Records Requests / Request for Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-036 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; GC §34090 et seq. City Clerk CC-037 Recordings - AUDIO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC-038 Recordings - VIDEO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 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: 6/5/2024 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-039 Records Destruction Authorization Forms, Transfers P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-040 Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 et. seq. City Clerk CC-046 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Ppr EC §21608(g); GC §34090 City Clerk CC-041 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-045 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-042 Speaker Cards When No Longer Required When No Longer Required Ppr Preliminary drafts used to produce minutes; 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: 6/5/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090 City Manager CM-001 Annual Reports / Strategic Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager CM-015 Art in Public Places (City Projects, not Developer Projects)5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-016 Art In Public Places Committee AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City Manager CM-017 Art In Public Places Committee MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090 City Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090 City Manager CM-003 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-004 Council / Commission Contact Forms When No Longer Required When No Longer Required Mag, Ppr Preliminary documents; GC §34090 et seq. City Manager CM-005 Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Ppr Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Manager CM-007 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; 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: 6/5/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. City Manager CM-010 Speech Notes / PowerPoint Presentations 2 years 2 years Mag, Ppr GC §34090 et seq. Finance CM-011 Travel / Conferences Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Invoices are maintained by Finance; GC §34090.7 City Manager CM-012 Videos (Public activity, etc. Not City Council or Advisory Body Videos, nor regular, ongoing operations of the City) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 et seq. City Manager CM-013 Weekly Reports (News & Notes)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 COMMUNITY IMPROVEMENT Community Improve.CI-001 Citations Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Improve.CI-002 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) Minimum 2 years Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY SERVICES Risk Management CS-001 Accident / Incident Reports (Members of the Public) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Community Services CS-002 Activity / Special Programs / Special Event Files & Reports / ABC Permits, where required After School, Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Community Services CS-004 Art in Public Places / Artists in Residence - Successful Placements P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Services CS-005 Art in Public Places / Artists in Residence - Unsuccessful Proposals Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-006 Artist Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-008 Capital Improvement Projects (CIP - where Community Services is the Lead): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Community Services CS-009 Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-010 Class Instructors Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-011 Client / Provider Agreements Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Lead Dept. & Finance CS-015 Credit Card Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-016 Customer Relations / Member Database Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag, Ppr Data fields are inter-related; GC §34090 et seq. Lead Dept. & Finance CS-017 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-018 Donations Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Services CS-019 Evaluations / Surveys (of programs) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 Community Services CS-020 Event Service Agreements / ESS Contracts / Special Event Contacts / Professional Service Agreements (PSAs) Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-021 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests (includes insurance certificates and/or ABC Permit) 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 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 Community Services CS-024 House Reports / Program Files / Event Files / Sponsored Vouchers / Coupons (Theatre) Includes Contract Billing Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years Inactive + 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Community Services CS-026 Park and Recreation Commission AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-027 Park and Recreation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; State law only requires for 30 days; GC §54953.5(b) Community Services CS-028 Park and Recreation Commission MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-029 Performance Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-030 Photo Waivers 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-031 Recreation Database (Active Net) Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag Department Preference; data is interrelated; GC §34090 Community Services CS-032 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Yes: During Class or Program Mag, Ppr GC §34090 Community Services CS-033 Safety Inspections 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-034 Schedules / Hours When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-035 Scholarships 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Community Services CS-037 Senior Advisory Committee - All Records (Members are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-039 Sign-in / Sign-Out Sheets for classes and programs 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-040 Sports Advisory Committee - All Records (Member are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-041 Sports Organizations / Non-Profit Organizations (Little League, etc.) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-042 Sports Score Sheets, Schedules When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts / Transitory records - NOT made or retained for the purpose of preserving the informational content for future reference, GC §34090; 64 Ops. Cal. Atty. Gen. 317 (1981)) Community Services CS-043 Theatre Member Files / Patron Files (Gym, etc.) Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department Preference; GC §34090 Community Services CS-044 Ticket Stubs When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Lead Dept.CS-045 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 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, 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CS-046 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113Community 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: 6/5/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DEPARTMENT OF INNOVATION & TECHNOLOGY Depart. of Innovation & Technology DOIT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Depart. of Innovation & Technology DOIT-003 Network Configuration Maps & Plans 2 years 2 years Yes Mag.GC §34090 et seq. Depart. of Innovation & Technology DOIT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray- R or other UNALTERABLE MEDIA that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 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: 6/5/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY Economic Develop. / RDA / Successor Agency ED-001 Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-002 Mobile Home Accords P P Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr Department preference, meets municipal auditing standards; GC §34090 City Clerk ED-004 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, etc. Copies - When No Longer Required Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S No Finals are maintained by City Clerk; GC §34090 et seq. Economic Develop. / RDA / Successor Agency ED-005 Redevelopment Long Range Property Management Plans, Oversight Plans Completion + 10 years Completion + 10 years Mag, Ppr Department preference; 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: 6/5/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Economic Develop. / RDA / Successor Agency ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090 Economic Develop. / RDA / Successor Agency ED-007 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion + 10 years Completion + 10 years Mag, Ppr Planning, Building and Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090 Economic Develop. / RDA / Successor Agency ED-008 Relocations Completion + 5 years Completion + 5 years Mag, Ppr Department preference, meets municipal auditing standards; CCP §337 et seq.; GC §34090 HOUSING Housing ED-009 Foreclosure Notices / Notices of Defaults (NOD) Disposition + 5 years Disposition + 5 years Mag, Ppr City Attorney preference; 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: 6/5/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing ED-010 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk 5 years After the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: When Inactive HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing ED-011 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Deeds and Insurance are sent to City Clerk Loan Pay-off OR Forgiveness + 5 years Loan Pay-off OR Forgiveness + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing ED-012 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) 2 years 2 years Mag, Ppr 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: 6/5/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing ED-013 Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years 5 years Mag, Ppr Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300. 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING ADMINISTRATION (SEE CITY-WIDE) CAPITAL PROJECTS Engineering Services / Capital Projects ENG-001 Capital Improvement Projects (CIP): Maintenance Projects - Not Involving Professional Design Professional Services (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re- Roof, Sidewalk Repairs, Slurry Seals, etc. Upon Completion 5 years or After Funding Agency Audit, if required, whichever is longer Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Engineering Services / Capital Projects ENG-002 Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Photos, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Capital Projects ENG-003 Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes;GC §34090 Engineering Services / Capital Projects ENG-004 Construction Inspection Databases Indefinite - Minimum 10 years Indefinite - Minimum 10 years Yes Mag Data Fields / Records are interrelated; Covers Statute of Limitations for Errors & Omissions; GC §34090, CCP§ 3371 and 337.15 Engineering Services / Capital Projects ENG-005 Design & Construction Standards - Authored by the City P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / Capital Projects ENG-006 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps P P Yes (all) Mag, Mfr, OD, Ppr S No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENVIRONMENTAL PROGRAMS Engineering Services / Environment al Programs ENG-007 CCTV - Storm Drains 2 years 2 years Mag, Ppr Department preference (Preliminary drafts); GC §34090 Engineering Services / Environment al Programs ENG-008 Construction Diversion / Deposit, Reimbursement, etc.10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-009 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Engineering Services / Environment al Programs ENG-010 Household Hazardous Waste / Recycling/Disposal / Participant Logs 3 years 3 years Mag, Ppr 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090 Engineering Services / Environment al Programs ENG-011 Sanitary Spills and Overflows (SSOs)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002- 0103-DWQ & 2006-03; 40 CFR 122.41(j)(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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-011.5 Sewer System Management Plans (SSMP) and Audits / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSMPs are required to be updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006- 03; & 2022-0103-DWQ; GC §34090 Engineering Services / Environment al Programs ENG-012 Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years 10 years Mag, Ppr Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 et seq. Engineering Services / Environment al Programs ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-014 Stormwater Illicit Discharges 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-015 Stormwater Monitoring / NPDES Monitoring and Inspection 5 years 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Engineering Services / Environment al Programs ENG-016 Stormwater: Business Inspections 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-017 Stormwater: NPDES Annual Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Engineering Services / Environment al Programs ENG-018 Stormwater: NPDES Permits Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Engineering Services / Environment al Programs ENG-019 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-020 Water Quality Management Plans (Commercial, Private Development) P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL ENGINEERING Engineering Services / General Engineering ENG-021 Aerial Maps (Analog / Historical)P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Engineering Services / General Engineering ENG-022 Benchmarks P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-023 Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 Engineering Services / General Engineering ENG-024 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Final / Completion + 2 years Yes: Until Completion Mag, Ppr GC § 34090 Engineering Services / General Engineering ENG-025 Encroachments - Permanent (Permanent structures in the City's Right of Way) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-026 Engineering Permits Database Indefinite - Permanent Indefinite - Permanent Yes Mag Data Fields / Records are interrelated; Some Encroachment Permits are Permanent; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / General Engineering ENG-027 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-028 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-029 Grading Plans, Grading Plans & Grading Certificates P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-031 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, etc. P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 City Clerk ENG-032 Public Works Subcommittee Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 City Clerk ENG-033 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. Send all originals to City Clerk, even if they are e-recorded. Copies - When No Longer Required P P Yes (all) Mag, Mfr, OD, Ppr S No Even if documents are e- recorded, send all finals to the City Clerk; GC §34090 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq. Engineering Services / Land Dev. & Transportatio n ENG-035 Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion 10 years Completion + 10 years Yes: Until Completed Mag, Ppr Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-036 Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc. Dedications, Easements, Abandonments (City Clerk is OFR) Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Police ENG-037 Traffic Collision Reports Copies - When No Longer Required Copies - When No Longer Required Mag Ppr copies; GC §34090.7 Engineering Services / Land Dev. & Transportatio n ENG-038 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag Ppr Department preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-039 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-043 Transportation Studies / Traffic Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering Services / RCMU RCMU-001 Applications for Service 2 years 2 years Mag, Ppr Department Preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.RCMU-002 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Engineering Services / RCMU RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Engineering Services / RCMU RCMU-004 Bulk Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-005 Capital Improvement Projects (CIP - RCMU): Administration File / NOT Scanned (Electricity, Fiber or Street Lights Only) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-006 Capital Improvement Projects (CIP - RCMU): Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; GC §34090 Engineering Services / RCMU RCMU-007 Customer Information Service (CIS) Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Engineering Services / RCMU RCMU-008 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-009 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Reports P P Mag, Ppr Department Preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk RCMU-010 Easements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC (copies); GC §34090.7 Engineering Services / RCMU RCMU-011 Electricity Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Engineering Services / RCMU RCMU-012 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Ppr Department Preference; CCP §337 et. Seq., GC §34090 Engineering Services / RCMU RCMU-013 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Lead Dept.RCMU-014 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.RCMU-015 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Engineering Services / RCMU RCMU-016 Joint Pole Agreements, History, Maintenance (Card Files) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-017 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing requirements); GC §34090 Engineering Services / RCMU RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-019 Payments / Credit Card Receipts - RCMU 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Engineering Services / RCMU RCMU-020 Power Operations Reports / Outage Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-021 Power Outage Report Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Ppr Data is interrelated; GC §34090 Engineering Services / RCMU RCMU-022 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 3 years 2 years Completion + 5 years Mag, Ppr Department Preference (auditing standards are 5 years); GC §34090 Engineering Services / RCMU RCMU-023 Power Trading / Power Scheduling (Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-024 Power Trading / Power Scheduling (Pathing Sheets)3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-025 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-026 Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU & Gas RCMU-027 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-028 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-029 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-030 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Engineering Services / RCMU RCMU-031 SCADA Printouts / Reports / Log Books When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts - if not drafts, then 2 years; GC §34090 Engineering Services / RCMU RCMU-032 Solar Power Production Operating Data Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090 Lead Dept.RCMU-033 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr Department Preference (required for 3 years); GC §§4216.2(d) & 4216.3(d), 34090 Division Providing Service / Work RCMU-034 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work RCMU-035 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work RCMU-036 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting & Financial Reporting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; GC §§60201(d)(12), 34090 Finance / Accounting & Financial Reporting FIN-003 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §§34090, 60201 et seq. Finance / Accounting & Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Ppr Department Preference GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-005 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years after Audit 5 years after Audit Mag, Ppr Department Preference (meets municipal government auditing standards);GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-006 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports, and all Special District Bonds See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Accounting & Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-009 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §§34090, 60201 et seq. Finance / Accounting & Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; GC §§ 34090, 60201(d)(12) Finance / Accounting & Financial Reporting FIN-011 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §§34090, 60201 et seq. Finance / Accounting & Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; GC §34090, 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-016 Financial Services Database Indefinite - Minimum 7 years Indefinite - Minimum 7 years Yes Mag Data is interrelated; Meets municipal government auditing standards; May include Employee Reimbursement; GC §§34090; 60201(d)(12) Finance / Accounting & Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Ppr Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for SBCERA Buy-backs; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-022 Reports / Finance Reports created from Database; Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting & Financial Reporting FIN-027 W-9s Vendor Inactive + 3 years Vendor Inactive + 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §§34090, 60201 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §§34090, 60201 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §§34090, 60201 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §§34090, 60201 et seq. SPECIAL DISTRICTS Finance / Special Districts FIN-031.5 Assessment Districts, Street Lighting and Landscape Districts Formation and Boundaries / Engineer’s Reports (Proposed Annual Assessments for Districts) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §§34090, 60201 Finance / Special Districts FIN-032 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Special Districts FIN-033 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; State law only requires for 30 days; GC §54953.5(b) Finance / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Formerly Planned Communities Citizens' Oversight Committee; Send originals to the City Clerk; GC §§34090, 60201.7 Finance / Special Districts FIN-035 Community Parks and Landscape Citizens’ Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §§34090, 60201 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: 6/5/2024 Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §§34090, 60201 Finance / Treasury Manage. FIN-037 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §§34090, 60201 Finance / Treasury Manage. FIN-038 Investment Reports & Backup / Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §§34090, 60201 Finance / Treasury Manage. FIN-039 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; 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: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Ppr City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-010 Standard Operating Procedures / Policy & Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Ppr Department preference; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-012 Telestaff Database Indefinite - Minimum 7 years Indefinite - Minimum 7 years Yes Mag, Ppr Data is interrelated; Meets municipal government auditing standards; May include Employee Reimbursement; GC §60201(d)(12) Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 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 / Admin.FR-014 Training Database / Log (Target Solutions / Vector Solutions) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §60201 et. seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). COMMUNITY AFFAIRS Fire / Community Affairs FR-016 Community Outreach Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications & Agreements - Unsuccessful 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 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 Lead Dept.FR-019 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law 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 Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means & Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC §105.4 et seq. , 104.6 et seq.; H&S §19850 Fire / Fire Marshal & Fire Prevention FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.6 – 104.6.4 Fire / Fire Marshal & Fire Prevention FR-023 Fire Inspections - Citations / Notice of Violations Minimum 2 years Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr Department Preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community & Business Emergency Response Training Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-029.5 Drone (Unmanned Aerial Vehicle) Recordings that are NOT evidence / Does NOT record regular and ongoing operations When No Longer Required When No Longer Required Mag Does NOT record regular and ongoing operations; For recordings that are evidence, see Fire Investigations (FR-042 or FR-043); GC §§60201, 53160 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-031 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports Minimum 2 years Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS FR-034 Emergency Medical PCR Database Indefinite - Minimum 20 years Indefinite - Minimum 20 years Yes Mag Data is interrelated; Minors until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §60201 Fire / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201 et seq. Fire / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 24 CFR 164.530(j) Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98e 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 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 DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 7 years, whichever is longer Age of Majority, Minimum 7 years, whichever is longer Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98e 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 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 EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§ 104.6 – 104.6.4; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes Mag, Ppr Data is interrelated; California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4; GC §34090 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson & Capital Crimes Minimum 5 years Minimum 5 years Mag, Ppr Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 CFC §§ 104.6 – 104.6.4 STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC §60201 Fire / Ops FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections Minimum 2 years Minimum 2 years Ppr GC §60201 Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §60201 Lead Dept.FR-053 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §60201 Lead Dept.FR-054 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Ops FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §60201 et seq. Fire / Ops FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of the Contract and/or disposition of any enforcement action + 2 years Duration of the Contract and/or disposition of any enforcement action + 2 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b); 29 USC 1027; GC §§12946, 12960, 34090, 60201 Human Resources HR-002 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-003 Compensation Surveys & Studies Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-027 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-004 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Final Disposition + 4 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.14, 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113, LC §1198.5, 6 CFR 31.6001-1(e)(2); GC §3105 Human Resources HR-005 DMV Pull Notices 2 years After Superseded, or Upon Separation 2 years After Superseded, or Upon Separation Mag, Ppr Department Preference; GC §§34090, 60201 et seq. Human Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives)6 years 6 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical 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 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090, 60201 Human Resources HR-007 Employee Investigations Minimum Final Disposition + 4 years Minimum Final Disposition + 4 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090, 60201 Human Resources HR-008 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years 5 years Mag, Ppr GC §§53235.2(b), 53237.2(b), 34090, 60201 Human Resources HR-009 I-9s Separation + 3 years Separation + 3 years Mag Ppr Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-010 Job Descriptions / Classification Specifications Minimum Superseded + 6 years Minimum Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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, 34090, 60201 Human Resources HR-011 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 5 years Minimum 5 years Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Human Resources HR-012 Personnel Files - Background Files (Fire, Executives, Information Technology) Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-013 Personnel Files - Benefit File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-014 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-015 Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 6 years Whichever is Longer: 24 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 Human Resources HR-016 Personnel Files - Training File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-027 Recruitment Database (NeoGov)5 years 5 years Mag, Ppr Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Hiring Decision + 4 years Mag, Ppr State Law requires 4 years EEOC / FLSA / ADEA (Age) requires 1-3 years; ; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090, 60201 Human Resources HR-018 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §§34090, 60201 et seq. Human Resources HR-018.5 Verifications of Employment, Child Support: Third party form requests for verification of employment, child support, etc. When No Longer Required When No Longer Required Mag Ppr Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human Resources HR-018.6 Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years 5 years Mag Ppr LC §6401.9(f), GC §34090 RISK MANAGEMENT Risk Manag.HR-019 Accident / Incident Reports / Injury Reports (Potential Claims - medical and non- medical that do not result in a claim.) 2 years 2 years Mag, Ppr Department preference; CCP §340.5, GC §§34090, 60201 et seq. Risk Manag.HR-020 Claim Runs 5 years 5 years Ppr Department Preference; 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: 6/5/2024 Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manag.HR-021 Claims (Includes Litigated Claims)Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 6 months, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6, 60201 Risk Manag.HR-022 Insurance Polices (City-owned policies)P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Risk Manag.HR-023 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090; LC §6429c Risk Manag.HR-024 Subpoenas / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §§34090, 60201 et seq. Human Resources HR-025 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §§34090, 60201 et seq. Human Resources HR-026 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 10 years Whichever is Longer: 20 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), 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: 6/5/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). LIBRARY Library LIB-001 Board of Library Trustees AGENDA PACKETS & AGENDAS P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Library LIB-002 Board of Library Trustees AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-003 Board of Library Trustees MINUTES P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years GC §34090 Lead Dept. & Finance LIB-004 Cash Receipts Report / Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 Library LIB-006 Flyers for Library Programs When No Longer Required When No Longer Required Ppr Preliminary Drafts; 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: 6/5/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-007 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act) and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance 2 years Final Expenditure + 3 years Final Expenditure + 5 years Mag, Ppr Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Library LIB-008 Library Card Applications When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference (the database is the original record); GC §34090 Library LIB-009 Library Systems: ILS Database Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag, Ppr Data is interrelated; GC §34090 Library LIB-010 Library Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Waiting 2 years 2 years Ppr GC §34090 Library LIB-011 Library Volunteer / Unpaid Intern Logs (Hours)2 years 2 years 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: 6/5/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-012 Library Volunteers / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Library LIB-014 Problem Patron File Minimum 2 years Minimum 2 years Mag, Ppr Department preference; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Planning PL-002 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Ppr (Non-Records) Planning PL-003 Annexations / Boundaries / Consolidations / LAFCO 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-006 Design Review Committee (Subcommittee of Planning Commission) AGENDAS, AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-031 Entertainment Permits / Massage Business Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-033 Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Project Approval or Denial + 2 years Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); PRC 21167,6; GC §34090 Planning PL-009 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries, Non- Development Projects 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning PL-010 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-011 General Plan, Elements and Amendments 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Planning PL-012 Historic Preservation Survey, Evaluations and Designations 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-024 Historic Property Files 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-025 Large Family Day Care Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-013 Master Plans, Specific Plans, Land Use Plans, etc.1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-014 Materials Boards When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning PL-026 Mills Act Contracts 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-015 Planning and Historic Preservation Commission AGENDAS & AGENDA PACKETS 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-016 Planning and Historic Preservation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-017 Planning and Historic Preservation Commission MINUTES, BYLAWS & RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Planning PL-001 Planning Director Approvals 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-018 Planning Project Log of Applications, Database Indefinite - Permanent Indefinite - Permanent Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Planning PL-019 Planning Project Files - Approved Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Design Review, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Project Approved / Final Decision, or 1 year if Not Approved / No Final Decision P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Planning PL-027 Preliminary Review / Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant When No Longer Required When No Longer Required Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-020 Preliminary Review / Courtesy Review - APPLICATIONS, other City Records 2 years 2 years Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; GC §34090 Planning PL-028 Sign Permits Life of Sign, Minimum 2 years Life of Sign, Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Planning PL-029 Street Name Assignments and Changes 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-021 Temporary Permits / Special Event Permits / Temporary Entitlements (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, Tree Removal Permits, etc. Minimum 2 years Minimum 2 years Yes: During Event Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-030 Trails Committee (Subcommittee of Planning Commission) AGENDAS, & AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; 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: 6/5/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-024 Zoning Maps (Historically Significant)1 year P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change 1 year P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Planning PL-023 Zoning Verification Letters 1 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 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: 6/5/2024 Ver. 5.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROCUREMENT Procure- ment PUR-001 Procurement Database (Planet Bids) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Procure- ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years GC §34090, CCP § 337 Procure- ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Procure- ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years GC §34090, CCP § 337 Procure- ment PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / MAINTENANCE / FACILITIES Lead Dept.PW-001 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Facilities PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-003 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.PW-004 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PW-005 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Division Providing Service / Work PW-006 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-007 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-008 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MAINTENANCE / PARKS & LANDSCAPE Public Works / Maint. / Parks & Landscape PW-009 Arbor Day / Tree City USA, etc.2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-010 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Public Works / Maint. / Parks & Landscape PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-012 Pesticide Use Permits & Applications 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Maint. / Parks & Landscape PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-015 Tree Inventory Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Parks & Landscape PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference; GC §34090 Division Providing Service / Work PW-017 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-018 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-019 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342; 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). MAINTENANCE / STREETS & FLEET Public Works / Maint. / Streets & Fleets PW-020 Aboveground Diesel Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years 20 years Mag, Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 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 / Maint. / Streets & Fleets PW-022 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Lead Dept.PW-023 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Lead Dept.PW-024 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(c) Public Works / Maint. / Streets & Fleets PW-025 Sidewalk Complaints - Right of Way 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Streets & Fleets PW-026 Sidewalk Inspection Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Streets & Fleets PW-027 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Lead Dept.PW-028 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works / Maint. / Streets & Fleets PW-029 Underground Storage Tanks (City- Owned - Removed) Location, Soil Remediation 10 years P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Public Works / Maint. / Streets & Fleets PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Maint. / Streets & Fleets PW-031 Vehicle & Equipment History Files AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Division Providing Service / Work PW-032 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag Data is 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: 6/5/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-033 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-034 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAFETY / ADMINISTRATION Public Works / Safety Admin. PW-035 Employee Training File (Training Certificates) Separation + 3 years Separation + 3 years Mag, Ppr Department preference; 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: 6/5/2024