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2025-063 - Resolution
RESOLUTION NO. 2025-063 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.2024- 039 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 2024. 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 Resolution No. 2024-039 is hereby rescinded.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, writings, and/or papers, regardless of media, as defined by the California Public Records Act, Resolution No. 2025-063 — Page 1 of 3 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. 2025-063 — Page 2 of 3 PASSED, APPROVED, and ADOPTED this 20th day of August, 2025. ATTEST: Kim Ci Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Kim Sevy, 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 2011 day of August, 2025. AYES: Hutchison, Kennedy, Michael, Scott, Stickler NOES: None ABSENT: None ABSTAINED: None Executed this 2111 day of August 2025, at Rancho Cucamonga, California. Kim e , CVClerk APPROVED AS TO FORM: Nicholas . hire i, City Attorney Richards, Watson & Gershon Resolution No. 2025-063 — Page 3 of 3 HOW TO USE RETENTION SCHEDULES ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term “records” shall include all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free office space and computer storage space • Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City • Find records faster • Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records): Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).” RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes ; other legal mandates may apply. Legend for legal citations (§: Section) 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_24-25 Page 1 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent INDEX – RECORDS RETENTION SCHEDULES FY_24-25 Update CW – CITY-WIDE STANDARDS (Used by All Departments) AS – ANIMAL SERVICES BL – BUILDING AND SAFETY CC – CITY CLERK CM – CITY MANAGER CS – COMMUNITY SERVICES DOIT – DEPARTMENT OF INNOVATION AND TECHNOLOGY ED – ECONOMIC DEVELOPMENT, ENG – ENGINEERING SERVICES ENV – ENVIRONMENTAL PROGRAMS FIN – FINANCE FR – RECORDS RETENTION SCHEDULE - FIRE HR – HUMAN RESOURCES AND RISK MANAGEMENT L – LIBRARY PL – PLANNING PRO – PROCUREMENT PW – PUBLIC WORKS RCMU – RCMU 1096's .................................................................................................................................................................................................. FIN-1 1099's 1096's DE542 California Report of Independent Contractors ................................................................................................. FIN-1 501 Form - FPPC 400 Series Forms ...................................................................................................................................................... CC-6 941 Forms ............................................................................................................................................................................................ FIN-3 A AB 939 Compliance ............................................................................................................................................................................ ENV-3 AB 939 ................................................................................................................................................................................................. ENV-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 2 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Abandonments, Private Land Development Projects Job Files Permanent Files ............................................................................... ENG-6 Abatement Case Files, Code Enforcement ............................................................................................................................................ BL-3 ABC Applications, Alcohol Beverage Control License Applications ...................................................................................................... PL-1 ABC Permit, Facility Use Rental Contracts Field Use Contracts .......................................................................................................... CS-4 ABC Permits, Activity Special Programs Special Event Files and Reports ............................................................................................ CS-1 Aboveground Diesel Storage Tanks Agency Owned ............................................................................................................................. PW-5 Accident Incident Injury reports PUBLIC and EMPLOYEES ................................................................................................................. CW-1 Accident Incident Reports Injury Reports Potential Claims .................................................................................................................. HR-8 Accident Incident Reports Members of the Public ................................................................................................................................ CS-1 ACCOUNTING AND FINANCIAL REPORTING, FINANCE ........................................................................................................ FIN-1 – FIN-7 Accounts Payable Invoices and Backup Includes Invoices .................................................................................................................. FIN-1 Accounts Payable Invoices Petty Cash Warrant Requests .................................................................................................................. CW-1 Accounts Receivable Detail, Cash Receipts Detail Backup ................................................................................................................. CW-4 Accounts Receivable Detail, Cash Receipts Report Detail Backup ......................................................................................................... L-1 Accounts Receivable Detail, Deposits Cash Receipts Detail Backup .................................................................................................. CS-4 Accounts Receivable Miscellaneous Damage to Public Property ........................................................................................................ FIN-1 Accounts Receivable, Joint Pole Invoices ....................................................................................................................................... RCMU-3 Active Net, Recreation Database .......................................................................................................................................................... CS-6 Activity Special Programs Special Event Files and Reports ABC Permits ............................................................................................. CS-1 Actuarial Valuation Reports, CalPERS Reports Annual Valuation Reports .......................................................................................... FIN-3 ADA Accommodations, Personnel Files Medical File All employees ................................................................................................... HR-6 Addenda, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................ RCMU-2 Address Assignments Changes Corrections .......................................................................................................................................... BL-1 Address Files Building Permits ............................................................................................................................................................... BL-1 Adjustments, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 Forms ......................................................................... FIN-3 Administration File, Capital Improvement Projects CIP RCMU ...................................................................................................... RCMU-1 Administration File, Capital Improvement Projects CIP Where Community Services .......................................................................... CS-2 Administration File, Capital Improvement Projects CIP ..................................................................................................................... ENG-1 Administration File, Private Land Development Projects Job Files .................................................................................................... ENG-5 ADMINISTRATION, FIRE............................................................................................................................................................. FR-1 – FR-2 ADMINISTRATION, SAFETY ..................................................................................................................................................... PW-7 – PW-8 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 3 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Administrative Files - Correspondence - ROUTINE ............................................................................................................................. CW-6 ADMINISTRATIVE FILES, Agreements Contracts ................................................................................................................................. CW-2 Administrative Hearings ....................................................................................................................................................................... CW-1 ADULTS, Patient Care Reports PCRs Paramedic Release Forms EMS transportation .......................................................................... FR-7 Advisor Reports, Investments Arbitrage Certificate of Deposit Investment Bonds............................................................................ FIN-10 Aerial Maps Analog Historical ............................................................................................................................................................ ENG-3 Affidavits of Posting, Affidavits of Publications Public Hearing Notices Legal ..................................................................................... CW-1 Affidavits of Publications Public Hearing Notices Legal Advertising .................................................................................................... CW-1 Affordable Housing Projects, Housing Programs .................................................................................................................................. ED-3 Agency Report of Consultants - FPPC Form 805 .................................................................................................................................. CC-5 Agency Report of New Positions - FPPC Form 804 ............................................................................................................................... CC-5 Agency Report of Public Official Appointments - FPPC Form 806 ........................................................................................................ CC-5 AGENDA PACKETS - Art In Public Places Committee ......................................................................................................................... CM-1 AGENDA PACKETS - Boards, Commissions, and Committees ........................................................................................................... CW-3 AGENDA PACKETS - Design Review Committee ................................................................................................................................... PL-1 AGENDA PACKETS and AGENDAS - Board of Library Trustees .............................................................................................................. L-1 AGENDA PACKETS and AGENDAS - Park and Recreation Commission .............................................................................................. CS-5 Agenda Packets City Council Redevelopment Agency Successor Agency ........................................................................................... CC-1 Agenda Packets Staff Reports City Council ......................................................................................................................................... CW-1 AGENDAS - Art In Public Places Committee ....................................................................................................................................... CM-1 AGENDAS - Boards, Commissions, and Committees ......................................................................................................................... CW-3 Agendas - City Council .......................................................................................................................................................................... CC-4 AGENDAS - Design Review Committee ................................................................................................................................................. PL-1 AGENDAS - Trails Committee ................................................................................................................................................................ PL-6 AGENDAS and AGENDA PACKETS, Planning and Historic Preservation Commission ......................................................................... PL-3 Agendas, Redistricting Web Page District Boundary Web Page Map .................................................................................................. CC-11 Agreement or Contract includes all contractual obligations ................................................................................................................. CC-2 Agreement or Contract includes all contractual obligations ................................................................................................................. CC-3 Agreement, Capital Improvement Projects CIP Permanent File ........................................................................................................ ENG-2 Agreement, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ............................................................ RCMU-2 Agreement, Capital Improvement Projects CIP Where Community Services is the Lead .................................................................... CS-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 4 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Agreements Contracts ADMINISTRATIVE FILES Correspondence ...................................................................................................... CW-2 Agreements Contracts ADMINISTRATIVE FILES With Grant Funding .................................................................................................. CW-2 Agreements Contracts ALL ORIGINALS .............................................................................................................................................. CW-1 Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES........................................................................ CC-2 Agreements Contracts NON-INFRASTRUCTURE ................................................................................................................................. CC-3 Agreements Contracts UNSUCCESSFUL BIDS BIDS .......................................................................................................................... CW-3 Alarm Installation Waiver Forms Smoke and Carbon Monoxide ............................................................................................................ FR-8 Alcohol Beverage Control License Applications ABC Applications ....................................................................................................... PL-1 Alternate Means and Methods, Fire Construction Documents Submittals Approved ........................................................................... FR-4 Alternative Methods or Materials, Fire Inspections Business Inspection Files ...................................................................................... FR-4 Amendments to Records Retention Schedules, Records Retention Schedules ................................................................................ CC-10 Analog, Aerial Maps ............................................................................................................................................................................ ENG-3 Animal Adoption Contracts, Meet and Greet .........................................................................................................................................AS-1 Animal Registration Database ................................................................................................................................................................AS-1 Animal Registration Report ....................................................................................................................................................................AS-1 ANIMAL SERVICES..................................................................................................................................................................... AS-1 – AS-2 Animal Services, Drug Logs ....................................................................................................................................................................AS-1 Animal Trap Deposit Receipts ................................................................................................................................................................AS-1 Animals, Officer's Daily Log ...................................................................................................................................................................AS-2 Animals, Rescue Partnerships Foster Care Partnerships ......................................................................................................................AS-2 Animals, Ride-a-Long Waivers ...............................................................................................................................................................AS-2 Annexations Boundaries Consolidations LAFCO ................................................................................................................................... PL-1 Annual Detail, Payroll Reports ............................................................................................................................................................. FIN-5 Annual Financial Reports ..................................................................................................................................................................... CW-3 Annual Financial Reports ..................................................................................................................................................................... FIN-1 Annual Reports Strategic Plans ............................................................................................................................................................ CM-1 Annual Reports, Reports Studies Other than Historically significant ................................................................................................. CW-14 Annual State or Federal, Reports ......................................................................................................................................................... FIN-6 Annual Valuation Reports, CalPERS Reports ....................................................................................................................................... FIN-3 Apparatus, Fire Vehicle ........................................................................................................................................................................ FR-10 Applications - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims .......................................................................... CW-9 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 5 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Applications for Service .................................................................................................................................................................. RCMU-1 Applications for Unsuccessful Candidates, Recruitment and Testing File Includes............................................................................. HR-7 Applications, Fire Construction Documents Submittals Approved Plans Drawings.............................................................................. FR-4 APPLICATIONS, Preliminary Review Courtesy Review .......................................................................................................................... PL-5 Applications, Registration ..................................................................................................................................................................... CS-6 Approvals, Fire Inspections Business Inspection Files Occupancy Inspections ................................................................................... FR-4 AQMD Certifications, Vehicle and Equipment History Files ................................................................................................................ PW-7 AQMD Permits Fuel Usage ................................................................................................................................................................... PW-5 AQMD Permits Generators .................................................................................................................................................................... FR-9 AQMD Permits Generators .................................................................................................................................................................. PW-1 AQMD Permits Generators ............................................................................................................................................................. RCMU-1 Arbitrage, Investments ....................................................................................................................................................................... FIN-10 Arbor Day Tree City USA ....................................................................................................................................................................... PW-2 Architects, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ............................................................................ CC-2 Armored Car Manifests ......................................................................................................................................................................... CS-1 Armored Car Manifests ................................................................................................................................................................... RCMU-1 Arson and Capital Crimes Only, Fire Investigations ............................................................................................................................... FR-8 Art in Public Places Artists in Residence Successful Placements ........................................................................................................ CS-1 Art in Public Places Artists in Residence Unsuccessful Proposals ....................................................................................................... CS-1 Art in Public Places City Projects Not Developer Projects ................................................................................................................... CM-1 Art In Public Places Committee AGENDAS AGENDA PACKETS.......................................................................................................... CM-1 Art In Public Places Committee MINUTES and BYLAWS ..................................................................................................................... CM-1 Articles of Incorporation ........................................................................................................................................................................ CC-3 Artist Contracts ..................................................................................................................................................................................... CS-1 Artists in Residence, Art in Public Places .............................................................................................................................................. CS-1 As-Builts, Electricity Drawings ........................................................................................................................................................ RCMU-3 Assembly permits, Special Event Permits Fire Code Permits Operating Permits .................................................................................. FR-9 Assessment District Ballots Protest Letters And Envelopes ................................................................................................................ CC-6 Assessment Districts ........................................................................................................................................................................... FIN-8 Assessment Rolls Lighting and Landscape Districts ........................................................................................................................... FIN-9 Attendance Rosters - Training Presented by City Staff ...................................................................................................................... CW-16 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 6 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Attendance Rosters, Training Course Records EMS Continuing Education Training ............................................................................. FR-2 Attendance Tracking.............................................................................................................................................................................. CS-1 Attrition, Studies and Surveys Conducted on Behalf of the City Sick Leave ......................................................................................... HR-8 Audio or Video Recordings - Fire District Board ..................................................................................................................................... FR-1 AUDIO RECORDINGS City Council Redevelopment Agency .............................................................................................................. CC-10 AUDIO RECORDINGS of Meetings - Board of Library Trustees ............................................................................................................... L-1 AUDIO RECORDINGS of Meetings - Boards, Commissions, and Committees ................................................................................... CW-4 AUDIO RECORDINGS of Meetings - Community Parks and Landscape Citizens’ Oversight............................................................... FIN-9 AUDIO RECORDINGS of Meetings - Park and Recreation Commission ............................................................................................... CS-5 AUDIO RECORDINGS of Meetings, Planning and Historic Preservation Commission .......................................................................... PL-3 Audio Tapes - Board of Library Trustees................................................................................................................................................... L-1 Audio Tapes - Boards, Commissions, and Committees ...................................................................................................................... CW-4 Audio Tapes - Community Parks and Landscape Citizens’ Oversight Committee .............................................................................. FIN-9 Audio Tapes - Park and Recreation Commission .................................................................................................................................. CS-5 Audio Tapes, Planning and Historic Preservation Commission ............................................................................................................. PL-3 Audit records - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ........................................................................ CW-9 Audit Reports, Audits ........................................................................................................................................................................... CW-3 Audit Work Papers ................................................................................................................................................................................ FIN-1 Audits Annual Financial Reports .......................................................................................................................................................... FIN-1 Audits Audit Reports Annual Financial Reports ................................................................................................................................... CW-3 Audits Single Audits Grant Audits IRS Audits Transportation Audits .................................................................................................... FIN-2 Authorization to give Medicine, Registration Applications Liability Forms ............................................................................................ CS-6 Awards of significant historical interest, Historical Records Photographs And .................................................................................... CC-8 B Background Files, Personnel Files ........................................................................................................................................................ HR-5 Backup, Cash Receipts Detail .............................................................................................................................................................. CW-4 Backup, Cash Receipts Report Detail ...................................................................................................................................................... L-1 Backup, Deposits Cash Receipts Detail ............................................................................................................................................... CS-4 Backups Computer Backups ALL Disaster Recovery Computer Backups......................................................................................... DOIT-1 Balance Sheets, Reports Finance Reports created from Database Subsidiary Ledgers ...................................................................... FIN-6 Bank Deposits, Bank Statements and Trustee Statements Fiscal Agent Statements ......................................................................... FIN-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 7 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Bank Reconciliations, Bank Statements and Trustee Statements Fiscal Agent .................................................................................. FIN-2 Bank Statements and Trustee Statements Fiscal Agent Statements .................................................................................................. FIN-2 Bank Transmittal Advice, Bank Statements and Trustee Statements Fiscal Agent ............................................................................. FIN-2 Bankruptcies NOT pursued ................................................................................................................................................................ FIN-10 Bankruptcies Where a claim is filed ................................................................................................................................................... FIN-10 Banner Permits, Temporary Permits Special Event Permits Temporary Entitlements ........................................................................... PL-5 Barking - Investigations / Problem Files (Animals) .................................................................................................................................AS-1 Base Maps, Drawings Maps Plans and Record Drawings Large-Format Drawings ........................................................................... ENG-3 Behested Payment Report - FPPC Form 803 ........................................................................................................................................ CC-5 Benchmarks ....................................................................................................................................................................................... ENG-3 Benefit File, Personnel Files .................................................................................................................................................................. HR-5 Benefit Plan Documents CalPERS Optical Dental ................................................................................................................................ HR-1 Benefits, Studies and Surveys Conducted on Behalf of the City Sick Leave ......................................................................................... HR-8 Bids See Agreements and Contracts ................................................................................................................................................... CW-3 BIDS, Agreements UNSUCCESSFUL Bids / Propsals .......................................................................................................................... CW-3 Bikeway - Planning ............................................................................................................................................................................. ENG-4 Billings Fire Alarm Permits Fire Inspections Fire Permits ....................................................................................................................... FR-1 Bite Reports Rabies Control Records.....................................................................................................................................................AS-1 Blue Ray-R or other UNALTERABLE MEDIA that does not permit additions ...................................................................................... DOIT-1 Board and Commission Applications Successful and Unsuccessful ................................................................................................... CC-3 Board and Commission Committee Maddy Act Lists Vacancy Notices ............................................................................................... CC-3 Board and Commission Historical List of Members - City Council ....................................................................................................... CC-4 Board of Library Trustees AGENDA PACKETS and AGENDAS ................................................................................................................. L-1 Board of Library Trustees AUDIO RECORDINGS of Meetings Audio Tapes ............................................................................................. L-1 Board of Library Trustees MINUTES ......................................................................................................................................................... L-1 Boards and Commission Members, Oath of Office City Council .......................................................................................................... CC-9 Boards Commissions And Committees External Organizations .......................................................................................................... CW-3 Boards Commissions And Committees ............................................................................................................................................... CW-3 Boards Commissions And Committees ............................................................................................................................................... CW-4 Bonds Performance Bonds Subdivision Bonds Letters of Credit .......................................................................................................... CC-4 Bonds Revenue Official Statements Transcripts ................................................................................................................................. FIN-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 8 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Boundaries, Annexations ....................................................................................................................................................................... PL-1 Bridges, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES .......................................................... CC-2 Brochures - Produced by OTHER Departments ................................................................................................................................. CW-14 Brochures - Produced by OUTSIDE ORGANIZATIONS ...................................................................................................................... CW-13 Brochures - Produced by YOUR Department ..................................................................................................................................... CW-13 Brush Clearance, Weed Abatement Vegetation Abatement .................................................................................................................. FR-5 Budget Appropriation Transfer Requests ............................................................................................................................................. FIN-2 BUDGET MANAGEMENT, FINANCE ........................................................................................................................................ FIN-8 – FIN-8 Budgets Finals ...................................................................................................................................................................................... CW-4 Budgets Preliminary Proposed Backup Documents ............................................................................................................................ FIN-8 BUILDING & SAFETY COMMUNITY IMPROVEMENT .................................................................................................................. BL-3 – BL-3 BUILDING & SAFETY ................................................................................................................................................................... BL-1 – BL-3 Building Activity, Reports ....................................................................................................................................................................... BL-3 Building Permit Database ....................................................................................................................................................................... BL-1 Building Permits, Address Files .............................................................................................................................................................. BL-1 Building Plans Cancelled Expired or Withdrawn .................................................................................................................................... BL-1 Building Plans Finalled INDUSTRIAL COMMERCIAL MULTI -FAMILY DWELLINGS ............................................................................... BL-1 Building Plans Finalled SINGLE FAMILY RESIDENTIAL .......................................................................................................................... BL-2 Buildings, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES ....................................................... CC-2 Bulk Power Log Sheets Purchasing Suppliers Evaluations.............................................................................................................. RCMU-1 Burn Permits, Special Event Permits Fire Code Permits Operating Permits .......................................................................................... FR-9 Business Inspection Files, Fire Inspections ........................................................................................................................................... FR-4 Business Inspections, Stormwater ..................................................................................................................................................... ENV-3 Business License and Permit Applications and Changes .................................................................................................................... FIN-8 Business License and Permit Database ............................................................................................................................................... FIN-8 Business License and Permit Renewals .............................................................................................................................................. FIN-8 BUSINESS LICENSE AND REVENUE, FINANCE ...................................................................................................................... FIN-8 – FIN-8 BYLAWS - Boards, Commissions, and Committees ............................................................................................................................ CW-4 BYLAWS and RESOLUTIONS, Planning and Historic Preservation Commission MINUTES .................................................................. PL-4 C Cable TV Complaints ........................................................................................................................................................................... CM-1 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 9 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Calendars - Correspondence - TRANSITORY / PRELIMINARY DRAFTS .............................................................................................. CW-7 Calendars, Redistricting Web Page District Boundary Web Page Map ............................................................................................... CC-11 California Building Code California Standard Code 12 Parts ................................................................................................................. BL-2 California Civil Rights Department CRD ................................................................................................................................................ HR-2 California Library Literacy Services, Grants LSCA Library Services and .................................................................................................. L-2 California Library Services Act, Grants LSCA Library Services and Construction .................................................................................... L-2 California Standard Code, California Building Code .............................................................................................................................. BL-2 CalPERS Reports Annual Valuation Reports Actuarial Valuation Reports ........................................................................................... FIN-3 CalPERS, Benefit Plan Documents ....................................................................................................................................................... HR-1 Campaign Filings FPPC 400 Series Forms 501 Form ............................................................................................................................ CC-6 Campaign Filings FPPC 400 Series Forms and Form 501 ..................................................................................................................... CC-6 Campaign Filings FPPC 400 Series Forms OTHER COMMITTEES PACS .............................................................................................. CC-7 Campaign Filings FPPC 400 Series Forms ............................................................................................................................................ CC-7 Camps, Registration Applications Liability Forms Release of Liability Forms ...................................................................................... CS-6 Cancelled, Building Plans ....................................................................................................................................................................... BL-1 Candidate File Nomination Papers Candidate Statement Forms ......................................................................................................... CC-7 Candidate Statement Forms, Candidate File Nomination Papers ........................................................................................................ CC-7 Candidate Statements to be printed in the Sample Ballot .................................................................................................................... CC-7 Candle permits, Special Event Permits Fire Code Permits Operating Permits ...................................................................................... FR-9 Capital Improvement Project "As-Built", Drawings Maps Plans and Record Drawings ..................................................................... ENG-3 Capital Improvement Projects CIP Administration File NOT Scanned ............................................................................................... ENG-1 Capital Improvement Projects CIP Maintenance Projects ................................................................................................................. ENG-1 Capital Improvement Projects CIP Permanent File ............................................................................................................................ ENG-2 Capital Improvement Projects CIP RCMU Administration File NOT Scanned ................................................................................ RCMU-1 Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................................ RCMU-2 Capital Improvement Projects CIP Where Community Services is the Lead ........................................................................................ CS-2 Capital Improvement Projects CIP Where Community Services is the Lead ........................................................................................ CS-3 CAPITAL PROJECTS, ENGINEERING SERVICES ................................................................................................................. ENG-1 – ENG-3 Card Files, Joint Pole Agreements History Maintenance ................................................................................................................. RCMU-3 Career File Equipment Assignments Turnouts ....................................................................................................................................... FR-1 Cash Receipts Daily Cash Summaries Cashiers Reports Cash Reports ............................................................................................. FIN-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 10 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Cash Receipts Detail Backup Accounts Receivable Detail Refund Detail ........................................................................................... CW-4 Cash Receipts Detail, Deposits ............................................................................................................................................................ CS-4 Cash Receipts Report Detail Backup Accounts Receivable Detail .......................................................................................................... L-1 Cash Reports, Cash Receipts Daily Cash Summaries Cashiers Reports ............................................................................................ FIN-3 Cashed, Checks Warrants ................................................................................................................................................................... FIN-3 Cashiers Reports, Cash Receipts Daily Cash Summaries ................................................................................................................... FIN-3 Catch Basins, Stormwater Operation and Maintenance ...................................................................................................................... PW-6 CCTV Storm Drains ............................................................................................................................................................................. ENV-2 CDBG - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims .................................................................................... CW-9 CDBG-funded Housing Projects, Housing Programs Affordable Housing Projects .............................................................................. ED-3 CD-r, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r ................................................... DOIT-1 CEC, Regulatory Agency Audits ...................................................................................................................................................... RCMU-4 CEQA, Environmental Impact Reports EIRs Negative Declarations ...................................................................................................... PL-2 Certificate of Compliance, Recorded Documents Deeds Easements Liens and Releases ................................................................ CC-10 Certificate of Compliance, Recorded Documents Deeds Easements Liens and Releases ............................................................... ENG-5 Certificate of Deposit, Investments Arbitrage .................................................................................................................................... FIN-10 Certificate of Election, Elections HISTORICAL Copies of resolutions Final .......................................................................................... CC-8 Certificate of Occupancy CofO .............................................................................................................................................................. BL-2 Certificate of Records Destruction, Records Destruction Lists ......................................................................................................... CW-13 Certificates of Disposal, Hazardous Waste Manifests .......................................................................................................................... FR-9 Certificates of Disposal, Hazardous Waste Manifests ........................................................................................................................ PW-5 Certificates of Participations, Bonds Revenue Official Statements Transcripts .................................................................................. FIN-2 Certifications, Fire Vehicle Apparatus And Equipment History Files Ladders ..................................................................................... FR-10 Certified Payrolls, Agreements Contracts ADMINISTRATIVE FILES Correspondence ........................................................................ CW-2 Certified Payrolls, Agreements Contracts ADMINISTRATIVE FILES With Grant Funding .................................................................... CW-2 Certified Payrolls, Capital Improvement Projects CIP Administration File NOT ................................................................................ ENG-1 Certified Payrolls, Capital Improvement Projects CIP RCMU Administration File .......................................................................... RCMU-1 Certified Payrolls, Capital Improvement Projects CIP Where Community Services is ......................................................................... CS-2 CFTC, Regulatory Agency Audits CEC ............................................................................................................................................ RCMU-4 Chamber of Commerce - Produced by OUTSIDE ORGANIZATIONS ................................................................................................. CW-13 Change Orders, Capital Improvement Projects CIP Permanent File .................................................................................................. ENG-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 11 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Change Orders, Capital Improvement Projects CIP RCMU Permanent File Scanned .................................................................... RCMU-2 Change Orders, Capital Improvement Projects CIP Where Community Services is the ....................................................................... CS-3 Changes, Address Assignments ............................................................................................................................................................ BL-1 Check Out Worksheets, Power Trading Power Scheduling ............................................................................................................. RCMU-4 Checklists - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................. CW-7 Checks Warrants Cashed .................................................................................................................................................................... FIN-3 Chemical Use Report Form, Material Safety Data Sheet MSDS Safety Data Sheet SDS ................................................................... CW-10 Child Support, Verifications of Employment ......................................................................................................................................... HR-8 Child support, Verifications of Employment ......................................................................................................................................... HR-8 Children's Programs, Activity Special Programs Special Event Files and Reports ................................................................................ CS-1 CHP Inspections, Pre-Trip Inspections DOT Program .......................................................................................................................... PW-5 Christmas Tree Lots, Temporary Permits Special Event Permits Temporary ........................................................................................ PL-5 CIP, Capital Improvement Projects ....................................................................................................................................................... CS-2 CIP, Capital Improvement Projects ....................................................................................................................................................... CS-3 CIP, Capital Improvement Projects .................................................................................................................................................... ENG-1 CIP, Capital Improvement Projects .................................................................................................................................................... ENG-2 CIP, Capital Improvement Projects ................................................................................................................................................. RCMU-1 CIP, Capital Improvement Projects ................................................................................................................................................. RCMU-2 CIS, Customer Information Service ................................................................................................................................................. RCMU-2 Citation Books - Animals ........................................................................................................................................................................AS-1 Citations ................................................................................................................................................................................................. BL-3 Citations, Fire Inspections ..................................................................................................................................................................... FR-4 City Attorney Opinions ......................................................................................................................................................................... CW-5 City Clerk is OFR, Private Land Development Projects Job Files Permanent Files ............................................................................ ENG-6 CITY CLERK ............................................................................................................................................................................. CC-1 – CC-11 CITY CLERK ........................................................................................................................................................................................... CC-6 CITY CLERK ........................................................................................................................................................................................... CC-8 City Council - Agenda Packets .............................................................................................................................................................. CC-1 City Council - Audio Recordings .......................................................................................................................................................... CC-10 City Council - Minutes ........................................................................................................................................................................... CC-9 City Council - Resolutions ................................................................................................................................................................... CC-11 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 12 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent City Council - Video Recordings .......................................................................................................................................................... CC-10 City Council Board and Commission Historical List of Members ......................................................................................................... CC-4 City Council Correspondence .............................................................................................................................................................. CM-1 City Council Subcommittees Agendas Minutes .................................................................................................................................... CC-4 City Council, Agenda Packets Staff Reports ........................................................................................................................................ CW-1 City Council, Minutes ......................................................................................................................................................................... CW-11 City Council, Oath of Office................................................................................................................................................................... CC-9 City Council, Ordinances ................................................................................................................................................................... CW-11 City Council, Resolutions ................................................................................................................................................................... CW-14 CITY MANAGER........................................................................................................................................................................ CM-1 – CM-2 City or Privately owned, Underground Storage Tanks ............................................................................................................................ FR-2 City Projects, Art in Public Places ........................................................................................................................................................ CM-1 City Seal, Historical Records Photographs And Historical Projects Incorporation ............................................................................... CC-8 City-Owned, Underground Storage Tanks ............................................................................................................................................ PW-6 CITY-WIDE (Used by ALL Departments) ............................................................................................................................... CW-1 – CW-16 Claim Runs ............................................................................................................................................................................................ HR-8 Claims Includes Litigated Claims .......................................................................................................................................................... HR-9 Claims .................................................................................................................................................................................................. CW-5 Claims, California Civil Rights Department CRD .................................................................................................................................. HR-2 Class Instructors Contracts .................................................................................................................................................................. CS-3 Classification Reorganization Studies ................................................................................................................................................... HR-1 Classification Specifications, Job Descriptions .................................................................................................................................... HR-4 Client Provider Agreements .................................................................................................................................................................. CS-3 Clinics Spay and Neuter .........................................................................................................................................................................AS-1 CLLS, Grants LSCA Library Services and Construction LSTA .................................................................................................................. L-2 CLOUD IMMUTABLE BACKUP, UNALTERABLE MEDIA IMMUTABLE MEDIA ................................................................................... DOIT-1 CLSA, Grants LSCA Library Services and Construction LSTA .................................................................................................................. L-2 Code Enforcement Abatement Case Files ............................................................................................................................................. BL-3 CofO, Certificate of Occupancy ............................................................................................................................................................. BL-2 Collection Agency Case Files and Statements .................................................................................................................................... FIN-3 Collections Collection Agency Case Files and Statements ................................................................................................................. FIN-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 13 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Commendations, Proclamations ......................................................................................................................................................... CM-1 COMMERCIAL, Building Plans Finalled INDUSTRIAL ............................................................................................................................ BL-1 Commercial, Water Quality Management Plans ................................................................................................................................. ENV-4 Commission Contact Forms, Council .................................................................................................................................................. CM-1 Commissions - Boards, Commissions, and Committees .................................................................................................................... CW-3 Commissions - Boards, Commissions, and Committees .................................................................................................................... CW-4 Committee Maddy Act Lists, Board and Commission .......................................................................................................................... CC-3 COMMUNITY AFFAIRS, FIRE ..................................................................................................................................................... FR-3 – FR-3 Community and Business Emergency Response Training ..................................................................................................................... FR-5 COMMUNITY IMPROVEMENT, BUILDING & SAFETY ................................................................................................................. BL-3 – BL-3 Community Outreach ............................................................................................................................................................................. FR-3 Community Outreach, Capital Improvement Projects CIP Administration File NOT ......................................................................... ENG-1 Community Outreach, Capital Improvement Projects CIP RCMU Administration File ................................................................... RCMU-1 Community Outreach, Capital Improvement Projects CIP Where Community Services is .................................................................. CS-2 Community Parks and Landscape Citizens’ Oversight Committee and Landsc - ................................................................................ FIN-9 Community Parks and Landscape Citizens’ Oversight Committee ..................................................................................................... FIN-9 COMMUNITY RISK, FIRE ............................................................................................................................................................ FR-4 – FR-5 COMMUNITY SERVICES ............................................................................................................................................................ CS-1 – CS-8 Compensation Surveys and Studies ..................................................................................................................................................... HR-1 Complaints Against Employees ........................................................................................................................................................... CW-5 Complaints and Compliments ................................................................................................................................................................. L-1 Complaints Concerns from Citizens .................................................................................................................................................... CW-5 Completion records - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES .......................................................................... CW-9 Compliance orders, Construction Notices Inspection Notices Correction notices .............................................................................. BL-2 Computer Backups, Backups ............................................................................................................................................................. DOIT-1 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................... PW-1 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................... PW-3 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................... PW-7 Computerized Maintenance Management System, Work Orders Service Requests CMMS .......................................................... RCMU-5 Concerns from Citizens, Complaints ................................................................................................................................................... CW-5 Conditional Use Permits, Planning Project Files Approved Entitlements .............................................................................................. PL-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 14 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Conditions of Approval, Planning Project Files Approved Entitlements ................................................................................................. PL-4 Conferences, Travel ............................................................................................................................................................................. CM-2 Confirmations, Power Trading Power Scheduling ........................................................................................................................... RCMU-4 Confirmations, Regulatory Agency Compliance Reports & ............................................................................................................. RCMU-4 Consent Form with Assignment of Benefits ........................................................................................................................................... FR-7 Considerable - Correspondence - ROUTINE ....................................................................................................................................... CW-6 Consolidations, Annexations Boundaries .............................................................................................................................................. PL-1 Construction Diversion Deposit Reimbursement ............................................................................................................................... ENV-2 Construction Inspection Databases .................................................................................................................................................. ENG-2 Construction Inspections, Private Land Development Projects Job Files .......................................................................................... ENG-5 Construction Manager's Logs, Capital Improvement Projects CIP Administration ............................................................................ ENG-1 Construction Manager's Logs, Capital Improvement Projects CIP RCMU ...................................................................................... RCMU-1 Construction Manager's Logs, Capital Improvement Projects CIP Where Community ........................................................................ CS-2 Construction Notices Inspection Notices Correction notices ............................................................................................................... BL-2 Consultants, Agreements Contracts NON-INFRASTRUCTURE ........................................................................................................... CC-3 Content NOT Substantive - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ..................................................................... CW-7 Continuous Quality Improvement, EMS Complaints CQI ...................................................................................................................... FR-6 Contract, Capital Improvement Projects CIP Permanent File ........................................................................................................... ENG-2 Contract, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................ RCMU-2 Contract, Capital Improvement Projects CIP Where Community Services is the Lead ........................................................................ CS-3 Contracts ALL ORIGINALS ................................................................................................................................................................... CW-1 Contracts, Agreements UNSUCCESSFUL Bids / Propsals .................................................................................................................. CW-3 Contracts, Agreements ......................................................................................................................................................................... CC-2 Contracts, Agreements ......................................................................................................................................................................... CC-3 Contracts, Agreements ........................................................................................................................................................................ CW-2 Contracts, Recorded Documents Deeds Easements Liens and Releases Rights of Way .................................................................. CC-10 Contracts, Recorded Documents Deeds Easements Liens and Releases Rights of Way .................................................................... ED-1 Contracts, Recorded Documents Deeds Easements Liens and Releases Rights of Way ................................................................. ENG-5 Controlled Substance Logs Inventories Medic Monthly Inventory Logs ................................................................................................. FR-6 Copies - FPPC 400 Series Forms .......................................................................................................................................................... CC-7 Copies Duplicates of any record .......................................................................................................................................................... CW-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 15 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Copies of resolutions, Elections HISTORICAL ...................................................................................................................................... CC-8 COPs, Bonds Revenue Official Statements Transcripts ...................................................................................................................... FIN-2 Copy, Capital Improvement Projects CIP Permanent File ................................................................................................................. ENG-2 Copy, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ...................................................................... RCMU-2 Copy, Capital Improvement Projects CIP Where Community Services is the Lead .............................................................................. CS-3 Correction notices, Construction Notices Inspection Notices .............................................................................................................. BL-2 Correction, Workplace Violence – Hazard identification Evaluation ..................................................................................................... HR-8 Corrections, Address Assignments Changes ......................................................................................................................................... BL-1 Correspondence - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ................................................................... CW-9 Correspondence and staff notes that provide insight into the project o ................................................................................................ PL-2 Correspondence Regulatory Agencies Not Related to a CIP ............................................................................................................. ENG-3 Correspondence ROUTINE .................................................................................................................................................................. CW-6 Correspondence TRANSITORY PRELIMINARY DRAFTS ...................................................................................................................... CW-7 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-7 Correspondence, Grants UNSUCCESSFUL Applications ................................................................................................................... CW-9 Correspondence, Labor Relations Files Negotiation Notes .................................................................................................................. HR-4 Correspondence, Private Land Development Projects Job Files Administration File ........................................................................ ENG-5 Council Commission Contact Forms ................................................................................................................................................... CM-1 County Board of Supervisors - Boards, Commissions, and Committees ............................................................................................ CW-3 County Election Services, Elections GENERAL WORKING or ADMINISTRATION Files ....................................................................... CC-7 Coupons, House Reports Program Files Event Files Sponsored Vouchers .......................................................................................... CS-5 Court Case Files, Litigation Files Lawsuits......................................................................................................................................... CW-10 Courtesy Review, Preliminary Review .................................................................................................................................................... PL-5 Covenants, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES .................................................... CC-2 CPR Program, Programs and Projects Explorer ..................................................................................................................................... FR-1 CPUC, Regulatory Agency Audits CEC CFTC .................................................................................................................................. RCMU-4 CPUC, Regulatory Agency Compliance Reports & Confirmations .................................................................................................. RCMU-4 CPUC, Regulatory Agency Correspondence ................................................................................................................................... RCMU-4 CPUC, Regulatory Agency Inspections ........................................................................................................................................... RCMU-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 16 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent CPUC, Regulatory Agency Licenses ................................................................................................................................................ RCMU-5 CQI, EMS Complaints ............................................................................................................................................................................ FR-6 CRD, California Civil Rights Department ............................................................................................................................................... HR-2 Credit Card Receipts ............................................................................................................................................................................. CS-3 Credit Card Receipts, Payments ..................................................................................................................................................... RCMU-4 Crossing Guards, Transportation Studies Traffic Studies Warrants Signals Stop .............................................................................. ENG-7 Cultural Arts, Activity Special Programs Special Event Files and Reports ABC .................................................................................... CS-1 CUPs, Planning Project Files Approved Entitlements ............................................................................................................................ PL-4 CUPs, Private Land Development Projects Job Files Administration File .......................................................................................... ENG-5 CUPs, Private Land Development Projects Job Files Permanent Files Drainage ............................................................................... ENG-6 Customer Information Service CIS Database ................................................................................................................................. RCMU-2 Customer Relations Member Database ................................................................................................................................................ CS-4 CVWD does testing, Fireflow Testing ..................................................................................................................................................... FR-8 D Daily Cash Summaries, Cash Receipts ................................................................................................................................................ FIN-3 Daily Equipment Checks, Daily Vehicle Inspections .............................................................................................................................. FR-9 Daily Equipment Checks, Pre-Trip Inspections DOT Program CHP Inspections ................................................................................. PW-5 Daily Evaluations Rookie Tests .............................................................................................................................................................. FR-9 Daily Inspections, Capital Improvement Projects CIP Administration File NOT ................................................................................ ENG-1 Daily Inspections, Capital Improvement Projects CIP RCMU Administration File NOT .................................................................. RCMU-1 Daily Inspections, Capital Improvement Projects CIP Where Community Services is ......................................................................... CS-2 Daily Logs, Capital Improvement Projects CIP Administration File NOT Scanned ............................................................................ ENG-1 Daily Logs, Capital Improvement Projects CIP RCMU Administration File NOT ............................................................................. RCMU-1 Daily Logs, Capital Improvement Projects CIP Where Community Services is the .............................................................................. CS-2 Daily Vehicle Inspections Daily Equipment Checks ............................................................................................................................... FR-9 Daily Vehicle Inspections, Pre-Trip Inspections DOT Program CHP Inspections ................................................................................ PW-5 Damage to Public Property, Accounts Receivable Miscellaneous....................................................................................................... FIN-1 Dangerous dog reports - Investigations / Problem Files (Animals) ........................................................................................................AS-1 Data, GIS Database .............................................................................................................................................................................. CW-9 Database, Customer Information Service CIS ................................................................................................................................ RCMU-2 Database, Planning Project Log of Applications ..................................................................................................................................... PL-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 17 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent DE-43 ................................................................................................................................................................................................... FIN-3 DE542 .................................................................................................................................................................................................. FIN-1 DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 Forms ............................................................................................... FIN-3 Dedications, Private Land Development Projects Job Files Permanent Files .................................................................................... ENG-6 Deeds and Insurance are sent to City Clerk .......................................................................................................................................... ED-3 Deeds are sent to City Clerk .................................................................................................................................................................. ED-3 Deeds Easements Final Orders of Condemnations Liens ................................................................................................................... CW-8 Deeds, Recorded Documents ............................................................................................................................................................. CC-10 Deeds, Recorded Documents ............................................................................................................................................................... ED-1 Deeds, Recorded Documents ............................................................................................................................................................ ENG-5 Deferred Compensation City Statements ............................................................................................................................................ FIN-4 Deletions, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD -r ............................................ DOIT-1 Delinquent Accounts, Collections Collection Agency Case Files and Statements ............................................................................. FIN-3 Dental, Benefit Plan Documents CalPERS Optical ............................................................................................................................... HR-1 Department Awards, Department Staff Meetings Including Minutes and Recordings ......................................................................... CW-3 Department of Energy DOE & Federal Energy Regulatory Commission FERC ................................................................................ RCMU-2 Department of Fair Employment and Housing ...................................................................................................................................... HR-2 DEPARTMENT OF INNOVATION AND TECHNOLOGY ....................................................................................................... DOIT-1 – DOIT-1 Department Staff Meetings Including Minutes and Recordings ........................................................................................................... CW-3 Department-level Files, Personnel Files ............................................................................................................................................ CW-11 Deposit Accounts Trust Accounts Refundable Deposits ..................................................................................................................... CW-8 Deposit, Construction Diversion ......................................................................................................................................................... ENV-2 Deposits Cash Receipts Detail Backup Accounts Receivable Detail ................................................................................................... CS-4 Design and Construction Standards Authored by the City ................................................................................................................. ENG-2 Design Review Committee Subcommittee of Planning Commission AGENDAS................................................................................... PL-1 Design Review, Planning Project Files Approved Entitlements .............................................................................................................. PL-4 Destruction, Records .......................................................................................................................................................................... CC-10 Destruction, Records ......................................................................................................................................................................... CW-13 Detail, Cash Receipts Report ................................................................................................................................................................... L-1 Development, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ....................................................................... CC-2 DFEH or EEOC, California Civil Rights Department CRD ...................................................................................................................... HR-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 18 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Diaries, Solar Power Production Operating Data Logs .................................................................................................................... RCMU-5 Dig Alerts, Underground Service Alerts USA's ..................................................................................................................................... PW-6 Disposal, Household Hazardous Waste Recycling ............................................................................................................................. ENV-2 Disposal, Surplused Equipment .......................................................................................................................................................... PRO-1 Distribution, Municipal Code Administration ........................................................................................................................................ CC-9 District Boundary Web Page, Redistricting Web Page ........................................................................................................................ CC-11 DMV Pull Notices ................................................................................................................................................................................. CW-8 DMV Pull Notices .................................................................................................................................................................................. HR-2 Documentation, Labor Relations Files Negotiation Notes Correspondence ........................................................................................ HR-4 DOE, Department of Energy ............................................................................................................................................................ RCMU-2 Dog Parks - Petitions Submitted to Council .......................................................................................................................................... CC-9 Donations .............................................................................................................................................................................................. CS-4 DOT Program, Pre-Trip Inspections ...................................................................................................................................................... PW-5 Drafts and Notes Drafts that are revised Retain final version .............................................................................................................. CW-8 Drafts that are revised, Drafts and Notes ............................................................................................................................................. CW-8 Drainage, Private Land Development Projects Job Files Permanent Files ......................................................................................... ENG-6 Drawings Maps Plans and Record Drawings Large-Format Drawings ............................................................................................... ENG-3 Drawings, Fire Construction Documents Submittals Approved Plans .................................................................................................. FR-4 Driveway, Private Land Development Projects Job Files Permanent Files Drainage ......................................................................... ENG-6 Drone Unmanned Aerial Vehicle Recordings that are NOT evidence .................................................................................................... FR-5 Drug and Alcohol Test Results Positives and Negatives ....................................................................................................................... HR-3 Drug Logs Animal Services .....................................................................................................................................................................AS-1 Duplicates of any record, Copies ......................................................................................................................................................... CW-5 DVD-r, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM ............................................................ DOIT-1 E Easements ...................................................................................................................................................................................... RCMU-3 Easements, Deeds ............................................................................................................................................................................... CW-8 Easements, Private Land Development Projects Job Files Permanent Files Drainage ...................................................................... ENG-6 Easements, Recorded Documents Deeds .......................................................................................................................................... CC-10 Easements, Recorded Documents Deeds ............................................................................................................................................ ED-1 Easements, Recorded Documents Deeds ......................................................................................................................................... ENG-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 19 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent ECONOMIC DEVELOPMENT FORMER REDEVELOPMENT SUCCESSOR AGENCY ................................................................ ED-1 – ED-2 ECONOMIC DEVELOPMENT HOUSING .................................................................................................................................... ED-2 – ED-4 Economic Development Projects Programs Subject and Issues Issues and ........................................................................................ ED-1 Economic Interest Filings FPPC 700 Series Forms ............................................................................................................................... CC-4 Economic Interest Filings FPPC Form 602 or 635 ................................................................................................................................. CC-5 Education, Public Information ................................................................................................................................................................ FR-3 Education, Public Information ................................................................................................................................................................ FR-5 EEO-4 Reports ...................................................................................................................................................................................... HR-3 EIRs, Environmental Determinations Environmental Impact Reports ................................................................................................... PL-2 EIRs, Environmental Impact Reports ..................................................................................................................................................... PL-2 Elections GENERAL WORKING or ADMINISTRATION Files Correspondence ..................................................................................... CC-7 Elections HISTORICAL Copies of resolutions Final results .................................................................................................................. CC-8 Elections Petitions Initiative Recall or Referendum IF INSUFFICIENT .................................................................................................. CC-8 Elections Petitions Initiative Recall or Referendum IF SUFFICIENT ...................................................................................................... CC-8 Electricity Drawings As-Builts Record Drawings............................................................................................................................. RCMU-3 Electricity, Capital Improvement Projects CIP RCMU Administration File NOT ............................................................................. RCMU-1 Electricity, Capital Improvement Projects CIP RCMU Permanent File Scanned ............................................................................ RCMU-2 Electricity, SCADA Database .......................................................................................................................................................... RCMU-5 ELECTRONICALLY FILED - FPPC 400 Series Forms ............................................................................................................................ CC-6 ELECTRONICALLY FILED - FPPC 700 Series Forms ............................................................................................................................ CC-4 Elements and Amendments, General Plan ............................................................................................................................................ PL-3 E-mail - Correspondence - ROUTINE .................................................................................................................................................. CW-6 Email - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ..................................................................................................... CW-7 E-mail - Correspondence - TRANSITORY / PRELIMINARY DRAFTS .................................................................................................... CW-7 Email with SUBSTANTIVE content - Correspondence - ROUTINE ....................................................................................................... CW-6 Emergency Generators, Generator Operation Logs & Inspections Portable ................................................................................... RCMU-3 Emergency Generators, Generator Operation Logs and Inspections Portable .................................................................................... FR-10 Emergency Generators, Generator Operation Logs and Inspections Portable .................................................................................... PW-1 Emergency Management Programs Ready RC Mitigation Preparedness ............................................................................................... FR-5 EMERGENCY MANAGEMENT, FIRE .......................................................................................................................................... FR-5 – FR-5 Emergency Medical PCR Database........................................................................................................................................................ FR-6 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 20 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent EMERGENCY MEDICAL SERVICES, FIRE EMERGENCY RESPONSE ........................................................................................ FR-5 – FR-7 Emergency Response and Recovery FEMA OES Reimbursement Claims ............................................................................................. FR-5 EMERGENCY RESPONSE, FIRE ................................................................................................................................................. FR-5 – FR-7 EMERGENCY RESPONSE, FIRE ................................................................................................................................................. FR-7 – FR-9 Employee Benefit Plans, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 .................................................................. FIN-3 Employee File, Personnel Files ............................................................................................................................................................. HR-6 Employee Investigations ....................................................................................................................................................................... HR-3 Employee Training File Training Certificates ........................................................................................................................................ PW-8 Employees, Grievances and Informal Complaints ............................................................................................................................. CW-10 Employment Verifications ..................................................................................................................................................................... HR-8 EMS Complaints CQI Continuous Quality Improvement Quality Assurance ......................................................................................... FR-6 EMS Continuing Education Training, Training Course Records .............................................................................................................. FR-2 EMS transportation, Patient Care Reports PCRs Paramedic Release Forms ........................................................................................ FR-7 Encroachment Permits Excavation Permits Temporary Street Permits ............................................................................................. ENG-3 Encroachment Permits Permanent .................................................................................................................................................... ENG-4 Engineer’s Reports, Assessment Districts ........................................................................................................................................... FIN-8 ENGINEERING ADMINISTRATION (SEE CITY-WIDE) (Used by All Departments) ............................................................... ENG-1 – ENG-1 Engineering has all CIP Projects, Redevelopment Projects and Project Areas ..................................................................................... ED-2 Engineering Permits Database ........................................................................................................................................................... ENG-4 ENGINEERING SERVICES CAPITAL PROJECTS .................................................................................................................. ENG-1 – ENG-3 ENGINEERING SERVICES GENERAL ENGINEERING ......................................................................................................... ENG-3 – ENG-5 ENGINEERING SERVICES LAND DEVELOPMENT AND TRANSPORTATION ...................................................................... ENG-5 – ENG-7 Engineering Studies Surveys Preliminary Studies Project Assessments ........................................................................................... ENG-4 Entertainment Permits Massage Business Permits ............................................................................................................................... PL-1 Environmental Determinations Environmental Impact Reports EIRs .................................................................................................... PL-2 Environmental Determinations, Planning Project Files Approved Entitlements .................................................................................... PL-4 Environmental Impact Reports EIRs Negative Declarations CEQA ....................................................................................................... PL-2 Environmental Impact Reports, Environmental Determinations ........................................................................................................... PL-2 ENVIRONMENTAL PROGRAMS ............................................................................................................................................ ENV-2 – ENV-4 Environmental, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ..................................................................... CC-2 EOC Activations After Incident Reports ................................................................................................................................................. FR-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 21 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent EPA, Correspondence Regulatory Agencies Not Related to a CIP ..................................................................................................... ENG-3 EPA, Regulatory Agency Audits CEC CFTC CPUC .......................................................................................................................... RCMU-4 EPA, Regulatory Agency Compliance Reports & Confirmations CPUC .......................................................................................... RCMU-4 EPA, Regulatory Agency Correspondence CPUC ........................................................................................................................... RCMU-4 EPA, Regulatory Agency Inspections CPUC .................................................................................................................................... RCMU-5 EPA, Regulatory Agency Licenses CPUC ........................................................................................................................................ RCMU-5 Equipment Assignments, Career File ..................................................................................................................................................... FR-1 Equipment Records Manuals Tests Inspections Studies Reports .................................................................................................. RCMU-3 Escheat Unclaimed money Uncashed checks ..................................................................................................................................... FIN-4 ESS Contracts, Event Service Agreements ........................................................................................................................................... CS-4 Essential - Correspondence - ROUTINE .............................................................................................................................................. CW-6 Etc.., Regulatory Agency Correspondence CPUC EPA FERC NERC NPDES WECC ...................................................................... RCMU-4 Ethics Training Certificates ................................................................................................................................................................... HR-3 Evaluation, Workplace Violence – Hazard identification ....................................................................................................................... HR-8 Evaluations and Designations, Historic Preservation Survey ................................................................................................................. PL-3 Evaluations Surveys Of programs ......................................................................................................................................................... CS-4 Evaluations, Bulk Power Log Sheets Purchasing Suppliers............................................................................................................. RCMU-1 Evaluations, Personnel Files Benefit File Includes Application ............................................................................................................. HR-5 Evaluations, Personnel Files Employee File Includes Application ........................................................................................................ HR-6 Evaluations, Personnel Files Training File Includes Application ........................................................................................................... HR-7 Evaluations, Unsuccessful Bids .......................................................................................................................................................... PRO-1 Event Files, House Reports Program Files ............................................................................................................................................ CS-5 Event Service Agreements ESS Contracts Special Event Contacts ...................................................................................................... CS-4 Event Ticket - FPPC Form 802 ............................................................................................................................................................... CC-5 Examples of Development Projects, Private Land Development Projects Job Files .......................................................................... ENG-5 Examples of Development Projects, Private Land Development Projects Job Files .......................................................................... ENG-6 Examples of Maintenance Projects, Capital Improvement Projects CIP Maintenance ..................................................................... ENG-1 Examples, Planning Project Files Approved Entitlements ..................................................................................................................... PL-4 Excavation Permits, Encroachment Permits ...................................................................................................................................... ENG-3 Executives, Personnel Files Background Files Fire ............................................................................................................................... HR-5 Explorer, Programs and Projects ............................................................................................................................................................ FR-1 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 22 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Explosives Permits, Special Event Permits Fire Code Permits Operating Permits ................................................................................ FR-9 External Organizations - Boards, Commissions, and Committees ...................................................................................................... CW-3 Extractions from Volunteer Database - Volunteer ................................................................................................................................. FR-3 F FACILITIES, PUBLIC WORKS MAINTENANCE ......................................................................................................................... PW-1 – PW-2 Facility Histories Infrastructure Design ........................................................................................................................................... RCMU-3 Facility Inspections .............................................................................................................................................................................. PW-1 Facility Use Rental Contracts Field Use Contracts ............................................................................................................................... CS-4 Facility Use Requests, Facility Use Rental Contracts Field Use Contracts .......................................................................................... CS-4 Fats, FOG ............................................................................................................................................................................................ ENV-2 Federal Energy Regulatory Commission, Department of Energy DOE & ......................................................................................... RCMU-2 Federal Tax Deposits, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 ....................................................................... FIN-3 FEMA Claims - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ........................................................................ CW-9 FEMA Reimbursement OES Reimbursements ..................................................................................................................................... FIN-4 FEMA, Emergency Response and Recovery ........................................................................................................................................... FR-5 FERC, Department of Energy DOE & Federal Energy Regulatory Commission ............................................................................... RCMU-2 FERC, Regulatory Agency Audits CEC CFTC CPUC EPA ................................................................................................................ RCMU-4 FERC, Regulatory Agency Compliance Reports & Confirmations CPUC EPA ................................................................................ RCMU-4 FERC, Regulatory Agency Correspondence CPUC EPA ................................................................................................................. RCMU-4 FERC, Regulatory Agency Inspections CPUC EPA .......................................................................................................................... RCMU-5 FERC, Regulatory Agency Licenses CPUC EPA .............................................................................................................................. RCMU-5 Fiber or Street Lights Only, Capital Improvement Projects CIP RCMU ........................................................................................... RCMU-1 Fiber or Street Lights Only, Capital Improvement Projects CIP RCMU Permanent......................................................................... RCMU-2 FICA and Medicare Adjustments, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS .............................................................. FIN-3 Field Trips, Registration Applications Liability Forms Release of Liability ............................................................................................. CS-6 Field Use Contracts, Facility Use Rental Contracts .............................................................................................................................. CS-4 Field, Stormwater Operation and Maintenance Catch Basins ............................................................................................................. PW-6 Filming, Activity Special Programs Special Event Files and Reports ABC Permits ............................................................................... CS-1 Finalled, Building Plans .......................................................................................................................................................................... BL-1 Finalled, Building Plans .......................................................................................................................................................................... BL-2 FINANCE ACCOUNTING AND FINANCIAL REPORTING ......................................................................................................... FIN-1 – FIN-7 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 23 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FINANCE BUDGET MANAGEMENT ......................................................................................................................................... FIN-8 – FIN-8 FINANCE BUSINESS LICENSE AND REVENUE ....................................................................................................................... FIN-8 – FIN-8 Finance keeps the originals with employee signatures ...................................................................................................................... CW-15 Finance Reports created from Database, Reports ............................................................................................................................... FIN-6 FINANCE SPECIAL DISTRICTS ................................................................................................................................................ FIN-8 – FIN-9 FINANCE TREASURY MANAGEMENT ................................................................................................................................. FIN-10 – FIN-10 Financial Data. Reports or Studies, Bulk Power Log Sheets Purchasing Suppliers ......................................................................... RCMU-1 Financial Services Database ................................................................................................................................................................ FIN-4 FIRE ADMINISTRATION.............................................................................................................................................................. FR-1 – FR-2 Fire Alarm Permits, Billings .................................................................................................................................................................... FR-1 Fire Alarm, Approved Fire Suppression Fire Sprinkler ............................................................................................................................ FR-4 Fire Alarm, Approved Fire Suppression Fire Sprinkler ............................................................................................................................ FR-8 Fire Code Permits, Special Event Permits .............................................................................................................................................. FR-9 FIRE COMMUNITY AFFAIRS ...................................................................................................................................................... FR-3 – FR-3 FIRE COMMUNITY RISK ............................................................................................................................................................. FR-4 – FR-5 Fire Construction Documents Submittals Approved Plans Drawings ................................................................................................... FR-4 Fire District Board Agendas Audio or Video Recordings Minutes ........................................................................................................... FR-1 FIRE EMERGENCY MANAGEMENT ........................................................................................................................................... FR-5 – FR-5 FIRE EMERGENCY RESPONSE EMERGENCY MEDICAL SERVICES ......................................................................................... FR-5 – FR-7 FIRE EMERGENCY RESPONSE FIRE MARSHAL ........................................................................................................................ FR-7 – FR-9 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 Fire Alarm Permits .......................................................................................................................................... FR-1 Fire Investigations Arson and Capital Crimes Only ................................................................................................................................ FR-8 Fire Investigations OTHER Than Arson and Capital Crimes ................................................................................................................... FR-8 FIRE MARSHAL, FIRE EMERGENCY RESPONSE ....................................................................................................................... FR-7 – FR-9 Fire Permits, Billings Fire Alarm Permits Fire Inspections ...................................................................................................................... FR-1 Fire Personnel, Subpoenas Personal Appearance ................................................................................................................................. FR-2 Fire Protection District Board - Agenda Packets ................................................................................................................................... CC-1 Fire Protection District Board - Audio Recordings ............................................................................................................................... CC-10 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 24 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Fire Protection District Board - Minutes ................................................................................................................................................ CC-9 Fire Protection District Board - Resolutions ........................................................................................................................................ CC-11 Fire Protection District Board - Video Recordings ............................................................................................................................... CC-10 Fire Service Day, Programs and Projects Explorer CPR Program ........................................................................................................... FR-1 Fire Sprinkler, Approved Fire Suppression ............................................................................................................................................. FR-4 Fire Sprinkler, Approved Fire Suppression ............................................................................................................................................. FR-8 FIRE STATION OPERATIONS SUPPRESSION .......................................................................................................................... FR-9 – FR-10 Fire Vehicle Apparatus And Equipment History Files Ladders ............................................................................................................. FR-10 Fire, Personnel Files Background Files ................................................................................................................................................. HR-5 Fireflow Testing CVWD does testing ...................................................................................................................................................... FR-8 Fires, Fire Inspections Business Inspection Files Occupancy Inspections ............................................................................................ FR-4 Fireworks Permits, Special Event Permits Fire Code Permits Operating Permits .................................................................................. FR-9 First Time Home Buyers, Loan Applications Potential Buyers Denied Cancelled or ............................................................................. ED-3 Fiscal Agent Statements, Bank Statements and Trustee Statements ................................................................................................. FIN-2 Fixed Assets ......................................................................................................................................................................................... FIN-5 Fixed, Generator Operation Logs & Inspections .............................................................................................................................. RCMU-3 Fixed, Generator Operation Logs and Inspections ............................................................................................................................... FR-10 Fixed, Generator Operation Logs and Inspections ............................................................................................................................... PW-1 Flyers - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ..................................................................................................... CW-7 Flyers - Produced by OTHER Departments ........................................................................................................................................ CW-14 Flyers - Produced by OUTSIDE ORGANIZATIONS ............................................................................................................................. CW-13 Flyers - Produced by YOUR Department ............................................................................................................................................ CW-13 Flyers for Library Programs ...................................................................................................................................................................... L-1 FOG Fats Oil and Grease Source Control Pretreatment Annual ......................................................................................................... ENV-2 Follow City-wide Schedule., Grants LSCA Library Services and Construction LSTA .............................................................................. L-2 Foreclosure Notices Notices of Defaults NOD ..................................................................................................................................... ED-3 Form is provided by California Department of Housing and Community Dev ....................................................................................... ED-4 Foster Care Partnerships, Rescue Partnerships ....................................................................................................................................AS-2 FPPC 400 Series Forms ........................................................................................................................................................................ CC-6 FPPC 400 Series Forms ........................................................................................................................................................................ CC-7 FPPC 700 Series Forms ........................................................................................................................................................................ CC-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 25 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FPPC Form 501 FPPC 400 Series Forms and Form 501 - .................................................................................................................... CC-6 FPPC Form 501 FPPC 400 Series Forms and Form 501 - ..................................................................................................................... CC-6 FPPC Form 501 Includes Unsuccessful Candidates Without Committees that Don't ......................................................................... CC-6 FPPC Form 501 SUCCESSFUL CANDIDATES - .................................................................................................................................... CC-6 FPPC Form 501 UNSUCCESSFUL CANDIDATES - .............................................................................................................................. CC-6 FPPC Form 501 Whether filed electronically or not - ............................................................................................................................ CC-6 FPPC Form 602 or 635 .......................................................................................................................................................................... CC-5 FPPC Form 801 Gift to Agency Report .................................................................................................................................................. CC-5 FPPC Form 802 Event Ticket Pass Distributions Agency Report .......................................................................................................... CC-5 FPPC Form 803 Behested Payment Report .......................................................................................................................................... CC-5 FPPC Form 804 Agency Report of New Positions ................................................................................................................................. CC-5 FPPC Form 805 Agency Report of Consultants .................................................................................................................................... CC-5 FPPC Form 806 Agency Report of Public Official Appointments .......................................................................................................... CC-5 FRANCHISES, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs....................................................................... CC-2 Fuel Usage, AQMD Permits .................................................................................................................................................................. PW-5 Fundraising Events ................................................................................................................................................................................ CS-4 G Gas Tax, Reports Annual State or Federal State Controller's Report ................................................................................................... FIN-6 General Cleaning, Stormwater Operation and Maintenance Catch Basins Field ................................................................................ PW-6 GENERAL ENGINEERING, ENGINEERING SERVICES ........................................................................................................ ENG-3 – ENG-5 General Files - Correspondence - ROUTINE ........................................................................................................................................ CW-6 General Plan Elements and Amendments ............................................................................................................................................. PL-3 GENERAL, Elections ............................................................................................................................................................................. CC-7 Generator Operation Logs & Inspections Fixed Stationary Generators .......................................................................................... RCMU-3 Generator Operation Logs & Inspections Portable Emergency Generators .................................................................................... RCMU-3 Generator Operation Logs and Inspections Fixed Stationary Generators ............................................................................................ FR-10 Generator Operation Logs and Inspections Fixed Stationary Generators ............................................................................................ PW-1 Generator Operation Logs and Inspections Portable ........................................................................................................................... FR-10 Generator Operation Logs and Inspections Portable ........................................................................................................................... PW-1 Generators, AQMD Permits ................................................................................................................................................................... FR-9 Generators, AQMD Permits ................................................................................................................................................................. PW-1 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 26 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Generators, AQMD Permits ............................................................................................................................................................ RCMU-1 Geotechnical and Soil Reports Hydrology Reports ............................................................................................................................ ENG-4 Geotechnical Studies & Reports, Capital Improvement Projects CIP RCMU Permanent ............................................................... RCMU-2 Geotechnical Studies and Reports, Capital Improvement Projects CIP Where.................................................................................... CS-3 Geotechnical Studies and Reports, Capital Improvement Projects CIP Permanent ......................................................................... ENG-2 Gift Shop Sale Receipts ......................................................................................................................................................................... CS-4 Gift to Agency Report - FPPC Form 801 ................................................................................................................................................ CC-5 GIS Database Data Layers Both City-wide and Specialized ................................................................................................................ CW-9 Grading Permits, Capital Improvement Projects CIP Permanent File ................................................................................................ ENG-2 Grading Permits, Capital Improvement Projects CIP RCMU Permanent File Scanned .................................................................. RCMU-2 Grading Permits, Capital Improvement Projects CIP Where Community Services is ........................................................................... CS-3 Grading Plans and Grading Certificates, Grading Plans ..................................................................................................................... ENG-4 Grading Plans Grading Plans and Grading Certificates ...................................................................................................................... ENG-4 Grading Plans, Private Land Development Projects Job Files Permanent Files ................................................................................. ENG-6 Grand Jury Reports and Responses Regarding City Operations ........................................................................................................... CM-1 Grant agreement - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ................................................................... CW-9 Grant Audits, Audits Single Audits ........................................................................................................................................................ FIN-2 Grants CDBG Reimbursable Claims FEMA Claims OES Claims ......................................................................................................... CW-9 Grants LSCA Library Services and Construction LSTA ............................................................................................................................ L-2 Grants UNSUCCESSFUL Applications Correspondence .................................................................................................................... CW-9 Grievances and Informal Complaints Employees .............................................................................................................................. CW-10 Gym, Theatre Member Files Patron Files .............................................................................................................................................. CS-7 H Handbooks - Produced by OTHER Departments ............................................................................................................................... CW-14 Handbooks - Produced by OUTSIDE ORGANIZATIONS .................................................................................................................... CW-13 Handbooks - Produced by YOUR Department ................................................................................................................................... CW-13 Harassment Claims, California Civil Rights Department CRD .............................................................................................................. HR-2 Harassment Prevention - Training Presented by City Staff................................................................................................................. CW-16 Harassment Prevention Training Certificates - Ethics Training Certificates .......................................................................................... HR-3 Hazardous Materials Plans, Capital Improvement Projects CIP Permanent File ............................................................................... ENG-2 Hazardous Materials Plans, Capital Improvement Projects CIP RCMU Permanent File ................................................................ RCMU-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 27 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Hazardous Materials Plans, Capital Improvement Projects CIP Where Community ............................................................................ CS-3 Hazardous Waste Manifests Certificates of Disposal ........................................................................................................................... FR-9 Hazardous Waste Manifests Certificates of Disposal ......................................................................................................................... PW-5 Health Department, Correspondence Regulatory Agencies Not Related to a CIP ............................................................................. ENG-3 Health Insurance Portability and Accountability Act .............................................................................................................................. FR-6 HIPAA Policies and Procedures ............................................................................................................................................................. FR-6 Historic Preservation Survey Evaluations and Designations .................................................................................................................. PL-3 Historic Property Files ............................................................................................................................................................................ PL-3 Historical Records Photographs And Historical Projects Incorporation ............................................................................................... CC-8 Historical, Aerial Maps Analog ........................................................................................................................................................... ENG-3 HISTORICAL, Elections ......................................................................................................................................................................... CC-8 Historically significant, Reports Studies............................................................................................................................................. CW-14 Historically Significant, Zoning Maps ..................................................................................................................................................... PL-6 History, Joint Pole Agreements ....................................................................................................................................................... RCMU-3 HOME, Loan Applications Potential Buyers Denied Cancelled or Withdrawn ...................................................................................... ED-3 Hours, Library Volunteer Unpaid Intern Logs ........................................................................................................................................... L-2 Hours, Schedules .................................................................................................................................................................................. CS-6 House Reports Program Files Event Files Sponsored Vouchers Coupons ........................................................................................... CS-5 Household Hazardous Waste Recycling Disposal Participant Logs ................................................................................................... ENV-2 Housing Programs Affordable Housing Projects Rehabilitation ............................................................................................................ ED-3 HOUSING, ECONOMIC DEVELOPMENT ................................................................................................................................... ED-2 – ED-4 HUMAN RESOURCES ............................................................................................................................................................... HR-1 – HR-8 Hydrology Reports, Geotechnical and Soil Reports ........................................................................................................................... ENG-4 I I-9s ........................................................................................................................................................................................................ HR-4 ILS Database, Library Systems................................................................................................................................................................. L-2 IMMUTABLE MEDIA, UNALTERABLE MEDIA ..................................................................................................................................... DOIT-1 Impound Cards, Strays Incoming Animals Impound Records ................................................................................................................AS-2 Impound Records, Strays Incoming Animals .........................................................................................................................................AS-2 Incident logs, Workplace Violence – Hazard identification Evaluation Correction ............................................................................... HR-8 Incident Reports, Accident .................................................................................................................................................................... CS-1 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 28 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Incident Reports, Accident .................................................................................................................................................................... HR-8 Incident, Accident ................................................................................................................................................................................ CW-1 Incident, Workers Compensation Claims Long Term Disability Claims .............................................................................................. HR-10 Incoming Animals, Strays .......................................................................................................................................................................AS-2 Incorporation, Historical Records Photographs And Historical Projects .............................................................................................. CC-8 INDUSTRIAL, Building Plans Finalled ..................................................................................................................................................... BL-1 Information Technology, Personnel Files Background Files Fire Executives ........................................................................................ HR-5 Infrastructure Design, Facility Histories .......................................................................................................................................... RCMU-3 INFRASTRUCTURE, Agreements Contracts ......................................................................................................................................... CC-2 Initiative, Elections Petitions ................................................................................................................................................................. CC-8 Injury Reports, Accident Incident Reports ............................................................................................................................................. HR-8 Injury reports, Accident Incident .......................................................................................................................................................... CW-1 Inspection Notices, Construction Notices ............................................................................................................................................. BL-2 Inspections, Aboveground Diesel Storage Tanks Agency Owned ........................................................................................................ PW-5 Inspections, Equipment Records Manuals Tests ............................................................................................................................ RCMU-3 Inspections, Fire ..................................................................................................................................................................................... FR-4 Inspections, Generator Operation Logs & ....................................................................................................................................... RCMU-3 Instant messaging - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ................................................................................. CW-7 Insurance Certificates, Agreements Contracts ADMINISTRATIVE FILES With Grant .......................................................................... CW-2 Insurance Polices City-owned policies ................................................................................................................................................. HR-9 Integrity Testing, Aboveground Diesel Storage Tanks Agency Owned .................................................................................................. PW-5 Interagency and Intraagency Memoranda NOT retained in the ordinary cou - ..................................................................................... CW-7 Interpretation of MOU Provisions, Labor Relations Files Negotiation Notes ........................................................................................ HR-4 Interview Notes, Recruitment and Testing File Includes Advertisements ............................................................................................. HR-7 Inventories - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................. CW-7 Inventories, Controlled Substance Logs ................................................................................................................................................ FR-6 Investigations Problem Files Barking Loose dogs Dangerous dog reports .............................................................................................AS-1 Investigations, Workplace Violence – Hazard identification Evaluation Correction .............................................................................. HR-8 Investment Account Statements, Bank Statements and Trustee Statements Fiscal .......................................................................... FIN-2 Investment Bonds, Investments Arbitrage Certificate of Deposit ...................................................................................................... FIN-10 Investment Reports and Backup Treasury Reports ............................................................................................................................ FIN-10 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 29 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Investments Arbitrage Certificate of Deposit Investment Bonds ....................................................................................................... FIN-10 Invitations - Correspondence - TRANSITORY / PRELIMINARY DRAFTS .............................................................................................. CW-7 Invoices and Backup, Accounts Payable .............................................................................................................................................. FIN-1 Invoices to Outside Entities, Accounts Receivable Miscellaneous Damage to Public ........................................................................ FIN-1 Invoices, Accounts Payable ................................................................................................................................................................. CW-1 Invoices, Agreements Contracts ADMINISTRATIVE FILES Correspondence....................................................................................... CW-2 Invoices, Agreements Contracts ADMINISTRATIVE FILES With Grant Funding ................................................................................... CW-2 Invoices, Power Trading Power Scheduling Confirmations ............................................................................................................. RCMU-4 IRS 5500 Forms .................................................................................................................................................................................... FIN-3 IRS Audits, Audits Single Audits Grant Audits ...................................................................................................................................... FIN-2 ISO Insurance Ratings ............................................................................................................................................................................ FR-1 Issue Files, Special Projects Subject Files ......................................................................................................................................... CW-14 Issues and, Economic Development Projects Programs Subject and Issues ....................................................................................... ED-1 Issues and, Projects Programs Subject and Issues .............................................................................................................................. CM-1 J Job Analysis, Recruitment and Testing File Includes Advertisements .................................................................................................. HR-7 Job Brochures, Recruitment and Testing File Includes Advertisements ............................................................................................... HR-7 Job Descriptions Classification Specifications ..................................................................................................................................... HR-4 Job Files, Private Land Development Projects ................................................................................................................................... ENG-5 Job Files, Private Land Development Projects ................................................................................................................................... ENG-6 Joint Pole Agreements History Maintenance Card Files .................................................................................................................. RCMU-3 Joint Pole Invoices Accounts Receivable ........................................................................................................................................ RCMU-3 Joint Power Authorities, Mutual Aid Agreements ................................................................................................................................... FR-1 Joint Powers, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ........................................................................ CC-2 Journal Entries Journal Vouchers ......................................................................................................................................................... FIN-5 Journal Vouchers, Journal Entries ........................................................................................................................................................ FIN-5 JPAs, Agreements Contracts INFRASTRUCTURE OR IF IMAGED......................................................................................................... CC-2 Juvenile Fire Setter Program ................................................................................................................................................................... FR-4 JUVENILES, Patient Care Reports PCRs Paramedic Release Forms EMS transportation ..................................................................... FR-7 K L Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 30 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Labor Relations Files Negotiation Notes Correspondence ................................................................................................................... HR-4 Ladders, Fire Vehicle Apparatus And Equipment History Files ............................................................................................................ FR-10 LAFCO, Annexations Boundaries Consolidations .................................................................................................................................. PL-1 LAIF, Investments Arbitrage Certificate of Deposit Investment Bonds .............................................................................................. FIN-10 LAND DEVELOPMENT AND TRANSPORTATION, ENGINEERING SERVICES ..................................................................... ENG-5 – ENG-7 Land Use Plans - Planning ...................................................................................................................................................................... PL-3 Landscape Maintenance Districts - Community Parks and Landscape Citizens’ ................................................................................ FIN-9 Landscaping, Agreements Contracts NON-INFRASTRUCTURE .......................................................................................................... CC-3 Large Family Day Care Permits .............................................................................................................................................................. PL-3 Large-Format Drawings, Drawings Maps Plans and Record Drawings .............................................................................................. ENG-3 Lawsuits, Litigation Files .................................................................................................................................................................... CW-10 Layers, GIS Database Data .................................................................................................................................................................. CW-9 League of California Cities - Produced by OUTSIDE ORGANIZATIONS ............................................................................................. CW-13 Leases, Agreements Contracts NON-INFRASTRUCTURE ................................................................................................................... CC-3 Leave Registers, Payroll Reports Periodic Includes Deduction Registers ............................................................................................ FIN-6 Leave Slips Time Off Requests ........................................................................................................................................................... CW-10 Legal Advertising, Affidavits of Publications Public Hearing Notices ................................................................................................... CW-1 Letters - Correspondence - ROUTINE .................................................................................................................................................. CW-6 Letters of Credit, Bonds Performance Bonds Subdivision Bonds ......................................................................................................... CC-4 Lewis Family Playhouse Memberships ................................................................................................................................................. CS-5 Liability Forms, Registration Applications ............................................................................................................................................. CS-6 Library Card Applications ......................................................................................................................................................................... L-2 Library Services and Construction, Grants LSCA ..................................................................................................................................... L-2 Library Services and Technology, Grants LSCA Library Services and Construction ................................................................................ L-2 Library Systems ILS Database.................................................................................................................................................................. L-2 Library Volunteer Unpaid Intern Applications and Agreements ............................................................................................................... L-2 Library Volunteer Unpaid Intern Logs Hours ............................................................................................................................................ L-2 Library Volunteers Unpaid Intern Applications and Agreements ............................................................................................................. L-3 LIBRARY .......................................................................................................................................................................................... L-1 – L-3 Licenses and Regulatory Correspondence, Department of Energy DOE & Federal ........................................................................ RCMU-2 Liens and Releases, Recorded Documents Deeds Easements .......................................................................................................... CC-10 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 31 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Liens and Releases, Recorded Documents Deeds Easements ............................................................................................................ ED-1 Liens and Releases, Recorded Documents Deeds Easements ......................................................................................................... ENG-5 Liens, Deeds Easements Final Orders of Condemnations .................................................................................................................. CW-8 Life, Loan Applications Potential Buyers Denied Cancelled or Withdrawn ........................................................................................... ED-3 Lighting and Landscape Districts, Assessment Rolls .......................................................................................................................... FIN-9 Litigation Files Lawsuits Court Case Files ......................................................................................................................................... CW-10 Little League, Sports Organizations Non-Profit Organizations .............................................................................................................. CS-6 Load Records .................................................................................................................................................................................. RCMU-3 Loan Applications Potential Buyers Denied Cancelled or Withdrawn .................................................................................................. ED-3 Lobbyist Authorization Reporting, Economic Interest Filings FPPC Form 602 or 635 .......................................................................... CC-5 Local Agency Investment Fund, Investments Arbitrage Certificate of Deposit .................................................................................. FIN-10 Local Government Compensation Report, Reports Annual State or Federal State ............................................................................. FIN-6 Location, Underground Storage Tanks City or Privately owned.............................................................................................................. FR-2 Location, Underground Storage Tanks City-Owned Removed ............................................................................................................. PW-6 Log Books, SCADA Printouts Reports ............................................................................................................................................. RCMU-5 Log Books, Station ................................................................................................................................................................................ FR-10 Log, Training Database ........................................................................................................................................................................... FR-2 Logs - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ....................................................................................................... CW-7 Logs, Agreements Contracts ADMINISTRATIVE FILES Correspondence ............................................................................................ CW-2 Logs, Agreements Contracts ADMINISTRATIVE FILES With Grant Funding ........................................................................................ CW-2 Long Term Disability Claims, Workers Compensation Claims ........................................................................................................... HR-10 Loose dogs - Investigations / Problem Files (Animals)...........................................................................................................................AS-1 Lot Line Adjustments, Private Land Development Projects Job Files Administration ........................................................................ ENG-5 Lot Line Adjustments, Private Land Development Projects Job Files Permanent .............................................................................. ENG-6 LSCA, Grants ............................................................................................................................................................................................ L-2 LSTA, Grants LSCA Library Services and Construction ............................................................................................................................ L-2 M Mailing lists - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................ CW-7 Maintenance Manuals, Capital Improvement Projects CIP RCMU Permanent File ........................................................................ RCMU-2 Maintenance of Effort, Reports Annual State or Federal State Controller's Report ............................................................................. FIN-6 MAINTENANCE PARKS AND LANDSCAPE ............................................................................................................................. PW-2 – PW-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 32 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Maintenance Projects, Capital Improvement Projects CIP ................................................................................................................ ENG-1 MAINTENANCE STREETS AND FLEET ..................................................................................................................................... PW-5 – PW-7 Maintenance, Aboveground Diesel Storage Tanks Agency Owned ...................................................................................................... PW-5 Maintenance, Fire Vehicle Apparatus And Equipment History Files Ladders ...................................................................................... FR-10 Maintenance, Joint Pole Agreements History .................................................................................................................................. RCMU-3 MAINTENANCE, PUBLIC WORKS ............................................................................................................................................ PW-1 – PW-2 Maintenance, Vehicle and Equipment History Files AQMD Certifications ........................................................................................... PW-7 Manuals - Produced by OTHER Departments .................................................................................................................................... CW-14 Manuals - Produced by OUTSIDE ORGANIZATIONS ......................................................................................................................... CW-13 Manuals - Produced by YOUR Department ........................................................................................................................................ CW-13 Manuals, Equipment Records ......................................................................................................................................................... RCMU-3 Map, Redistricting Web Page District Boundary Web Page ................................................................................................................. CC-11 Maps, Drawings .................................................................................................................................................................................. ENG-3 Massage Business Permits, Entertainment Permits .............................................................................................................................. PL-1 Master Plans Bikeway Park Pavement Sewer Traffic Transportation ................................................................................................. ENG-4 Master Plans Specific Plans Land Use Plans ......................................................................................................................................... PL-3 Material Safety Data Sheet MSDS Safety Data Sheet SDS ................................................................................................................ CW-10 Materials - Training Presented by City Staff ....................................................................................................................................... CW-16 Materials Boards .................................................................................................................................................................................... PL-3 Materials Testing Reports, Capital Improvement Projects CIP Permanent File ................................................................................. ENG-2 Materials Testing Reports, Capital Improvement Projects CIP RCMU Permanent File .................................................................. RCMU-2 Materials Testing Reports, Capital Improvement Projects CIP Where Community .............................................................................. CS-3 Meaningful - Correspondence - ROUTINE ........................................................................................................................................... CW-6 Medic Monthly Inventory Logs, Controlled Substance Logs Inventories ................................................................................................ FR-6 Medical and non-medical that do not result in a claim. ........................................................................................................................ HR-8 Medical File, Personnel Files................................................................................................................................................................. HR-6 Medical Records Surgical Records X-rays .............................................................................................................................................AS-1 Meet and Greet Animal Adoption Contracts ..........................................................................................................................................AS-1 Meeting room registrations - Correspondence - TRANSITORY / PRELIMINARY DRAFTS .................................................................... CW-7 Member are not Appointed by the City Council..................................................................................................................................... CS-6 Member Database, Customer Relations ............................................................................................................................................... CS-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 33 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Members of the Public, Accident Incident Reports ............................................................................................................................... CS-1 Memorandums - Correspondence - ROUTINE .................................................................................................................................... CW-6 Mills Act Contracts ................................................................................................................................................................................. PL-3 MINUTES - Board of Library Trustees ....................................................................................................................................................... L-1 MINUTES - Boards, Commissions, and Committees ........................................................................................................................... CW-4 Minutes - City Council ........................................................................................................................................................................... CC-4 MINUTES - Community Parks and Landscape Citizens’ Oversight Committee ................................................................................... FIN-9 MINUTES - Design Review Committee .................................................................................................................................................. PL-1 Minutes - Fire District Board .................................................................................................................................................................. FR-1 MINUTES RESOLUTIONS and BYLAWS - Park and Recreation Commission ...................................................................................... CS-5 MINUTES - Trails Committee ................................................................................................................................................................. PL-6 MINUTES and BYLAWS - Art In Public Places Committee ................................................................................................................... CM-1 Minutes City Council Redevelopment Agency Successor Agency ........................................................................................................ CC-9 Minutes City Council .......................................................................................................................................................................... CW-11 MINUTES, Planning and Historic Preservation Commission .................................................................................................................. PL-4 Miscellaneous, Accounts Receivable .................................................................................................................................................. FIN-1 Mitigation, Emergency Management Programs Ready RC ..................................................................................................................... FR-5 Mobile Home Accords ........................................................................................................................................................................... ED-1 Modification, Fire Inspections Business Inspection Files Occupancy Inspections ............................................................................... FR-4 MOE, Reports Annual State or Federal State Controller's Report ........................................................................................................ FIN-6 Monitoring Well Records, Underground Storage Tanks City or Privately owned .................................................................................... FR-2 MONTHLY OR PERIODIC, Reports Finance Reports created from Database Subsidiary .................................................................... FIN-6 Monthly Reports, Workers Compensation Claim Runs ........................................................................................................................ HR-9 Monthly Statistical Reports Run Statistics ............................................................................................................................................. FR-1 MOUs, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs ............................................................................................. CC-2 MSDS, Material Safety Data Sheet ..................................................................................................................................................... CW-10 MULTI-FAMILY DWELLINGS, Building Plans Finalled INDUSTRIAL COMMERCIAL .............................................................................. BL-1 Municipal Code Administration Distribution ......................................................................................................................................... CC-9 Municipal Code History Supplements ................................................................................................................................................... CC-9 Municipal Code These are copies ...................................................................................................................................................... CW-11 Mutual Aid Agreements Joint Power Authorities .................................................................................................................................... FR-1 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 34 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent N Negative Declarations, Environmental Determinations Environmental Impact Reports ....................................................................... PL-2 Negative Declarations, Environmental Impact Reports EIRs ................................................................................................................. PL-2 Negotiation Notes, Labor Relations Files .............................................................................................................................................. HR-4 NeoGov, Recruitment Database ........................................................................................................................................................... HR-7 NERC, Regulatory Agency Audits CEC CFTC CPUC EPA FERC ...................................................................................................... RCMU-4 NERC, Regulatory Agency Compliance Reports & Confirmations CPUC EPA FERC ...................................................................... RCMU-4 NERC, Regulatory Agency Correspondence CPUC EPA FERC ....................................................................................................... RCMU-4 NERC, Regulatory Agency Inspections CPUC EPA FERC ............................................................................................................... RCMU-5 NERC, Regulatory Agency Licenses CPUC EPA FERC .................................................................................................................... RCMU-5 Network Configuration Maps and Plans ............................................................................................................................................. DOIT-1 New Construction Plan Review .............................................................................................................................................................. FR-5 News and Notes, Weekly Reports ....................................................................................................................................................... CM-2 Newsletters - Produced by OTHER Departments .............................................................................................................................. CW-14 Newsletters - Produced by OUTSIDE ORGANIZATIONS ................................................................................................................... CW-13 Newsletters - Produced by YOUR Department .................................................................................................................................. CW-13 Newspaper Clippings ......................................................................................................................................................................... CW-11 NOD, Foreclosure Notices Notices of Defaults .................................................................................................................................... ED-3 Nomination Papers, Candidate File ...................................................................................................................................................... CC-7 Non-Development Projects, Environmental Determinations Environmental Impact ............................................................................ PL-2 NON-INFRASTRUCTURE, Agreements Contracts ................................................................................................................................ CC-3 Non-Profit Organizations, Sports Organizations ................................................................................................................................... CS-6 Notes and recordings - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................ CW-7 Notice of Completion, Capital Improvement Projects CIP Permanent File ....................................................................................... ENG-2 Notice of Completion, Capital Improvement Projects CIP RCMU Permanent File ......................................................................... RCMU-2 Notice of Completion, Capital Improvement Projects CIP Where Community Services ...................................................................... CS-3 Notice of Violations, Fire Inspections Citations ..................................................................................................................................... FR-4 Notice, Redistricting Web Page District Boundary Web Page Map ..................................................................................................... CC-11 Notices - Animals ...................................................................................................................................................................................AS-1 Notices - Fire District Board ................................................................................................................................................................... FR-1 Notices of Completion, Recorded Documents Deeds Easements Liens and Releases ..................................................................... CC-10 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 35 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Notices of Completion, Recorded Documents Deeds Easements Liens and Releases ....................................................................... ED-1 Notices of Completion, Recorded Documents Deeds Easements Liens and Releases .................................................................... ENG-5 Notices of Defaults, Foreclosure Notices ............................................................................................................................................. ED-3 Notices Public Hearing Notices and Proofs of Publications .............................................................................................................. CW-11 Notices to Comply Warning Letters Notices Citation Books Off leash ..................................................................................................AS-1 Notices, Elections GENERAL WORKING or ADMINISTRATION Files Correspondence ....................................................................... CC-7 Notifications, Capital Improvement Projects CIP Administration File NOT Scanned ........................................................................ ENG-1 Notifications, Capital Improvement Projects CIP RCMU Administration File NOT ......................................................................... RCMU-1 Notifications, Capital Improvement Projects CIP Where Community Services is the .......................................................................... CS-2 NPDES Annual Reports ....................................................................................................................................................................... ENV-4 NPDES Monitoring and Inspection ...................................................................................................................................................... ENV-3 NPDES Permits, Stormwater .............................................................................................................................................................. ENV-4 NPDES, Regulatory Agency Audits CEC CFTC CPUC EPA FERC NERC ......................................................................................... RCMU-4 NPDES, Regulatory Agency Compliance Reports & Confirmations CPUC EPA FERC .................................................................... RCMU-4 NPDES, Regulatory Agency Correspondence CPUC EPA FERC NERC .......................................................................................... RCMU-4 NPDES, Regulatory Agency Inspections CPUC EPA FERC NERC................................................................................................... RCMU-5 NPDES, Regulatory Agency Licenses CPUC EPA FERC NERC ....................................................................................................... RCMU-5 NSF Checks, Returned Checks ............................................................................................................................................................ FIN-6 O O and M Manuals, Capital Improvement Projects CIP Permanent File .............................................................................................. ENG-2 O and M Manuals, Capital Improvement Projects CIP Where Community Services is ......................................................................... CS-3 O and M Manuals, Operations and Maintenance Manuals .................................................................................................................. PW-1 O and M Manuals, Operations and Maintenance Manuals .................................................................................................................. PW-2 O and M Manuals, Operations and Maintenance Manuals .................................................................................................................. PW-5 O&M Manuals, Capital Improvement Projects CIP RCMU Permanent File Scanned ..................................................................... RCMU-2 OASDI, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 Forms .................................................................................. FIN-3 Oath of Office City Council Boards and Commission Members ........................................................................................................... CC-9 Oaths of Office, Personnel Files Benefit File Includes Application Evaluations ................................................................................... HR-5 Oaths of Office, Personnel Files Employee File Includes Application Evaluations ............................................................................... HR-6 Oaths of Office, Personnel Files Training File Includes Application Evaluations .................................................................................. HR-7 Occupancy Inspections, Fire Inspections Business Inspection Files .................................................................................................... FR-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 36 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent OES Claims - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims .......................................................................... CW-9 OES Reimbursement Claims, Emergency Response and Recovery FEMA ............................................................................................ FR-5 OES Reimbursements, FEMA Reimbursement .................................................................................................................................... FIN-4 Off leash .................................................................................................................................................................................................AS-1 Officer's Daily Log Animals ....................................................................................................................................................................AS-2 Oil and Grease, FOG Fats .................................................................................................................................................................... ENV-2 ONLY. For all others ................................................................................................................................................................................. L-2 Open Channels, Stormwater Operation and Maintenance Catch Basins Field ................................................................................... PW-6 Open flame, Special Event Permits Fire Code Permits Operating Permits ............................................................................................ FR-9 Operating Permits, Special Event Permits Fire Code Permits ................................................................................................................ FR-9 Operation and Maintenance, Stormwater ............................................................................................................................................ PW-6 Operations & Maintenance Manuals, Capital Improvement Projects CIP RCMU ........................................................................... RCMU-2 Operations and Maintenance Manuals O and M Manuals ................................................................................................................... PW-1 Operations and Maintenance Manuals O and M Manuals ................................................................................................................... PW-2 Operations and Maintenance Manuals O and M Manuals ................................................................................................................... PW-5 Operations and Maintenance Manuals, Capital Improvement Projects CIP Where ............................................................................. CS-3 Operations and Maintenance Manuals, Capital Improvement Projects CIP Permanent ................................................................... ENG-2 Optical, Benefit Plan Documents CalPERS........................................................................................................................................... HR-1 Ordinances City Council .................................................................................................................................................................... CW-11 Ordinances ............................................................................................................................................................................................ CC-9 Organic Waste Collection and Recycling, Solid Waste Reduction Recycling AB 939 ......................................................................... ENV-3 OSHA Inspections or Citations........................................................................................................................................................... CW-11 OSHA Inspections or Citations, OSHA Logs 200 300 301 301A ........................................................................................................... HR-9 OSHA Logs 200 300 301 301A OSHA Inspections or Citations ............................................................................................................ HR-9 Other City Records, Preliminary Review Courtesy Review APPLICATIONS .......................................................................................... PL-5 OTHER COMMITTEES - FPPC 400 Series Forms .................................................................................................................................. CC-7 Other payroll forms, Payroll File By Employee Name Includes W-4 .................................................................................................... FIN-5 Other records required to pass the funding agency's audit - Grants / CDBG / ..................................................................................... CW-9 OTHER Than Arson and Capital Crimes ................................................................................................................................................. FR-8 Other than Historically significant, Reports Studies ........................................................................................................................... CW-14 Outage Reports, Power Operations Reports ................................................................................................................................... RCMU-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 37 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Outlines - Training Presented by City Staff ......................................................................................................................................... CW-16 Outlines and Materials, Training Course Records EMS Continuing Education....................................................................................... FR-2 Oversight Board - Agenda Packets ........................................................................................................................................................ CC-1 Oversight Board - Audio Recordings ................................................................................................................................................... CC-10 Oversight Board - Minutes ..................................................................................................................................................................... CC-9 Oversight Board - Resolutions ............................................................................................................................................................ CC-11 Oversight Board - Video Recordings .................................................................................................................................................... CC-10 Oversight Plans, Redevelopment Long Range Property Management Plans ........................................................................................ ED-2 Overtime Cards, Time Sheets Time Cards Overtime Sheets ............................................................................................................... FIN-7 Overtime Sheets, Time Sheets Time Cards .......................................................................................................................................... FIN-7 P PACS - FPPC 400 Series Forms ............................................................................................................................................................ CC-7 PAFs, Personnel Files Benefit File Includes Application Evaluations ................................................................................................... HR-5 PAFs, Personnel Files Employee File Includes Application Evaluations ............................................................................................... HR-6 PAFs, Personnel Files Training File Includes Application Evaluations .................................................................................................. HR-7 Painting, Agreements Contracts NON-INFRASTRUCTURE .................................................................................................................. CC-3 Painting, Capital Improvement Projects CIP Maintenance Projects .................................................................................................. ENG-1 Paramedic Continuing Education Rosters and Certificates ................................................................................................................... FR-6 Paramedic Release Forms, Patient Care Reports PCRs ........................................................................................................................ FR-7 Parcel Maps, Planning Project Files Approved Entitlements ................................................................................................................. PL-4 Parcel Maps, Private Land Development Projects Job Files Administration File ............................................................................... ENG-5 Parcel Maps, Private Land Development Projects Job Files Permanent Files ................................................................................... ENG-6 Park - Planning .................................................................................................................................................................................... ENG-4 Park and Recreation Commission AGENDA PACKETS and AGENDAS ................................................................................................ CS-5 Park and Recreation Commission AUDIO RECORDINGS of Meetings ................................................................................................. CS-5 Park and Recreation Commission MINUTES RESOLUTIONS and BYLAWS ......................................................................................... CS-5 Park improvements, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ............................................................. CC-2 Park Safety Checklist ........................................................................................................................................................................... PW-2 Parking - Petitions Submitted to Council ............................................................................................................................................... CC-9 PARKS AND LANDSCAPE, MAINTENANCE ............................................................................................................................ PW-2 – PW-4 Parks, Sidewalk Complaints ................................................................................................................................................................ PW-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 38 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Participant Logs, Household Hazardous Waste Recycling Disposal .................................................................................................. ENV-2 Pass Distributions Agency Report - FPPC Form 802 ............................................................................................................................. CC-5 Passport Transmittals .............................................................................................................................................................................. L-3 Pathing Sheets, Power Trading Power Scheduling .......................................................................................................................... RCMU-4 Patient Care Reports PCRs Paramedic Release Forms EMS transportation ......................................................................................... FR-7 Patron Files, Theatre Member Files....................................................................................................................................................... CS-7 Pavement - Planning .......................................................................................................................................................................... ENG-4 Pavement Overlays, Capital Improvement Projects CIP Maintenance Projects ................................................................................ ENG-1 Paving, Agreements Contracts NON-INFRASTRUCTURE .................................................................................................................... CC-3 Payments Credit Card Receipts RCMU .......................................................................................................................................... RCMU-4 Payroll File By Employee Name Includes W-4 Other payroll forms ..................................................................................................... FIN-5 Payroll Reports Annual Detail .............................................................................................................................................................. FIN-5 Payroll Reports Periodic Includes Deduction Registers Leave Registers ............................................................................................. FIN-6 PCRs, Patient Care Reports ................................................................................................................................................................... FR-7 Performance Bonds, Bonds .................................................................................................................................................................. CC-4 Performance Contracts ......................................................................................................................................................................... CS-5 Periodic, Payroll Reports ...................................................................................................................................................................... FIN-6 Permanent, Encroachment Permits ................................................................................................................................................... ENG-4 Permissions to Receive Copies of Plans ................................................................................................................................................ BL-3 Permissions, Registration Applications Liability Forms Release of Liability ......................................................................................... CS-6 Permits, Building Address Files .............................................................................................................................................................. BL-1 Permits, NPDES .................................................................................................................................................................................. ENV-4 Permits, Special Event ........................................................................................................................................................................... FR-9 Permits, Special Event ........................................................................................................................................................................... PL-5 PERS Audit, Audits Single Audits Grant Audits IRS Audits Transportation Audits ................................................................................ FIN-2 PERS, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS 5500 Forms .................................................................................... FIN-3 Personal Appearance, Subpoenas ......................................................................................................................................................... FR-2 Personnel Action Forms, Personnel Files Benefit File Includes Application ......................................................................................... HR-5 Personnel Action Forms, Personnel Files Employee File Includes Application .................................................................................... HR-6 Personnel Action Forms, Personnel Files Training File Includes Application ........................................................................................ HR-7 Personnel Files Background Files Fire Executives ................................................................................................................................ HR-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 39 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Personnel Files Benefit File Includes Application Evaluations .............................................................................................................. HR-5 Personnel Files Department-level Files ............................................................................................................................................. CW-11 Personnel Files Employee File Includes Application Evaluations ......................................................................................................... HR-6 Personnel Files Medical File All employees .......................................................................................................................................... HR-6 Personnel Files Supervisor's Notes ................................................................................................................................................... CW-12 Personnel Files Training File Includes Application Evaluations ............................................................................................................ HR-7 Personnel, Agreements Contracts NON-INFRASTRUCTURE .............................................................................................................. CC-3 Pesticide Use Permits and Applications .............................................................................................................................................. PW-2 Petitions Submitted to Council on any subject Dog Parks Parking ........................................................................................................ CC-9 Petitions, Elections ............................................................................................................................................................................... CC-8 Petty Cash, Accounts Payable Invoices ............................................................................................................................................... CW-1 Petty Cash, Cash Receipts Daily Cash Summaries Cashiers Reports Cash Reports .......................................................................... FIN-3 Photo Waivers ....................................................................................................................................................................................... CS-5 Photographs, Historical Records .......................................................................................................................................................... CC-8 Photos, Capital Improvement Projects CIP Administration File NOT Scanned ................................................................................. ENG-1 Photos, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................... RCMU-2 Photos, Capital Improvement Projects CIP Where Community Services is the Lead ........................................................................... CS-3 Photos, Private Land Development Projects Job Files Administration File ........................................................................................ ENG-5 Pink Slips, Vehicle Titles ....................................................................................................................................................................... FIN-7 PLACES OF PUBLIC ACCOMMODATION, Building Plans Finalled INDUSTRIAL COMMERCIAL .......................................................... BL-1 Plan Check Comments .......................................................................................................................................................................... BL-3 Plan Checks for Building Permits ....................................................................................................................................................... ENG-5 Plan, Stormwater TMDL ...................................................................................................................................................................... ENV-4 Planet Bids, Procurement Database ................................................................................................................................................... PRO-1 Planning and Historic Preservation Commission MINUTES ................................................................................................................... PL-4 Planning and Historic Preservation Commission ................................................................................................................................... PL-3 Planning Director Approvals ................................................................................................................................................................... PL-4 Planning Project Files Approved Entitlements ....................................................................................................................................... PL-4 Planning Project Log of Applications Database ...................................................................................................................................... PL-4 PLANNING .................................................................................................................................................................................. PL-1 – PL-6 Plans - Produced by OTHER Departments ......................................................................................................................................... CW-14 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 40 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Plans - Produced by OUTSIDE ORGANIZATIONS .............................................................................................................................. CW-13 Plans - Produced by YOUR Department ............................................................................................................................................ CW-13 Plans and Maps, Planning Project Files Approved Entitlements ............................................................................................................ PL-4 Plans and Record Drawings, Drawings Maps ..................................................................................................................................... ENG-3 PLANS, Preliminary Review Courtesy Review ........................................................................................................................................ PL-5 Playground Inspections ........................................................................................................................................................................ PW-2 Policies - Produced by OTHER Departments ..................................................................................................................................... CW-14 Policies - Produced by OUTSIDE ORGANIZATIONS .......................................................................................................................... CW-13 Policies - Produced by YOUR Department ......................................................................................................................................... CW-13 Policies, Personnel Files Benefit File Includes Application Evaluations ............................................................................................... HR-5 Policies, Personnel Files Employee File Includes Application Evaluations .......................................................................................... HR-6 Policies, Personnel Files Training File Includes Application Evaluations .............................................................................................. HR-7 Policy and Procedure Manual, Standard Operating Procedures ............................................................................................................ FR-2 Polling Locations and Precinct Board Members ................................................................................................................................... CC-7 Portable, Generator Operation Logs & Inspections......................................................................................................................... RCMU-3 Portable, Generator Operation Logs and Inspections .......................................................................................................................... FR-10 Portable, Generator Operation Logs and Inspections .......................................................................................................................... PW-1 Positives and Negatives, Drug and Alcohol Test Results ...................................................................................................................... HR-3 Postings, Elections GENERAL WORKING or ADMINISTRATION Files Correspondence ...................................................................... CC-7 Potential Buyers Denied, Loan Applications ......................................................................................................................................... ED-3 Potential Claims, Accident Incident Reports Injury Reports ................................................................................................................. HR-8 Power Operations Reports Outage Reports .................................................................................................................................... RCMU-4 Power Outage Report Database ...................................................................................................................................................... RCMU-4 Power Scheduling, Power Trading ................................................................................................................................................... RCMU-4 Power Trading Power Scheduling Check Out Worksheets .............................................................................................................. RCMU-4 Power Trading Power Scheduling Confirmations Invoices .............................................................................................................. RCMU-4 Power Trading Power Scheduling Pathing Sheets ........................................................................................................................... RCMU-4 PowerPoint Presentations, Speech Notes ........................................................................................................................................... CM-2 Precinct Maps, Elections GENERAL WORKING or ADMINISTRATION Files Correspondence ............................................................ CC-7 Precise Alignment, Private Land Development Projects Job Files Administration ............................................................................. ENG-5 Precise Alignment, Private Land Development Projects Job Files Permanent Files .......................................................................... ENG-6 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 41 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Pre-employment Medical Clearances, Personnel Files Medical File All employees ............................................................................ HR-6 Preliminary Application Form ................................................................................................................................................................ ED-4 PRELIMINARY DRAFTS - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ......................................................................... CW-7 Preliminary Review Courtesy Review APPLICATIONS Other City Records ........................................................................................... PL-5 Preliminary Review Courtesy Review PLANS PROPOSALS ................................................................................................................... PL-5 Preliminary Studies, Engineering Studies Surveys.............................................................................................................................. ENG-4 Preliminary, Budgets ............................................................................................................................................................................ FIN-8 Preparedness, Emergency Management Programs Ready RC Mitigation .............................................................................................. FR-5 Pre-plan Sheets .................................................................................................................................................................................... FR-10 Press Releases - Correspondence - ROUTINE .................................................................................................................................... CW-6 Press Releases, Public Relations ....................................................................................................................................................... CW-12 Pretreatment Annual, FOG Fats Oil and Grease Source Control ........................................................................................................ ENV-2 Pre-Trip Inspections DOT Program CHP Inspections ........................................................................................................................... PW-5 Private Development, Water Quality Management Plans Commercial .............................................................................................. ENV-4 Private Fire Underground, Approved Fire Suppression Fire Sprinkler Fire Alarm ................................................................................... FR-4 Private Fire Underground, Approved Fire Suppression Fire Sprinkler Fire Alarm ................................................................................... FR-8 Private Lab Verifications, Private Land Development Projects Job Files ............................................................................................ ENG-5 Private Land Development Projects Job Files Administration File ..................................................................................................... ENG-5 Private Land Development Projects Job Files Permanent Files Drainage .......................................................................................... ENG-6 Problem Files - Investigations / Problem Files (Animals) .......................................................................................................................AS-1 Problem Patron File .................................................................................................................................................................................. L-3 Procedures - Produced by OTHER Departments ............................................................................................................................... CW-14 Procedures - Produced by OUTSIDE ORGANIZATIONS .................................................................................................................... CW-13 Procedures - Produced by YOUR Department ................................................................................................................................... CW-13 Proclamations Commendations .......................................................................................................................................................... CM-1 Procurement Database Planet Bids .................................................................................................................................................... PRO-1 PROCUREMENT ................................................................................................................................................................... PRO-1 – PRO-1 Professional Service Agreements, Event Service Agreements ESS Contracts Special ......................................................................... CS-4 Professional Services Agreements, Agreements Contracts NON-INFRASTRUCTURE ........................................................................ CC-3 Professional Services, Agreements Contracts NON-INFRASTRUCTURE ............................................................................................ CC-3 Program Files, House Reports ............................................................................................................................................................... CS-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 42 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Program rules - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ....................................................................... CW-9 Programs and Projects Explorer CPR Program Fire Service Day ............................................................................................................ FR-1 Programs, Economic Development Projects ........................................................................................................................................ ED-1 Programs, Projects ............................................................................................................................................................................... CM-1 Progress meetings, Capital Improvement Projects CIP Administration File NOT .............................................................................. ENG-1 Progress meetings, Capital Improvement Projects CIP RCMU Administration File NOT ................................................................ RCMU-1 Progress meetings, Capital Improvement Projects CIP Where Community Services is ....................................................................... CS-2 Project Administration, Agreements Contracts ADMINISTRATIVE FILES With Grant.......................................................................... CW-2 Project Administration, Agreements Contracts ADMINISTRATIVE FILES Correspondence ................................................................ CW-2 Project Administration, Capital Improvement Projects CIP Administration File NOT ........................................................................ ENG-1 Project Administration, Capital Improvement Projects CIP RCMU Administration ........................................................................ RCMU-1 Project Administration, Capital Improvement Projects CIP Where Community ................................................................................... CS-2 Project Assessments, Engineering Studies Surveys Preliminary Studies .......................................................................................... ENG-4 Project Schedules, Agreements Contracts ADMINISTRATIVE FILES Correspondence ....................................................................... CW-2 Project Schedules, Agreements Contracts ADMINISTRATIVE FILES With Grant Funding ................................................................... CW-2 Project Schedules, Capital Improvement Projects CIP Administration File NOT .............................................................................. ENG-1 Project Schedules, Capital Improvement Projects CIP RCMU Administration File NOT ................................................................ RCMU-1 Project Schedules, Capital Improvement Projects CIP Where Community Services is ....................................................................... CS-2 Projects Programs Subject and Issues Issues and ............................................................................................................................... CM-1 Prop. 218 proceedings - Assessment District Ballots ........................................................................................................................... CC-6 Property and property restrictions, Agreements Contracts INFRASTRUCTURE OR IF ......................................................................... CC-2 PROPOSALS, Preliminary Review Courtesy Review PLANS .................................................................................................................. PL-5 Proposed Annual Assessments for Districts, Assessment Districts ................................................................................................... FIN-8 Proposed, Budgets Preliminary ............................................................................................................................................................ FIN-8 Protest Letters - Assessment District Ballots ....................................................................................................................................... CC-6 Provider Agreements, Client ................................................................................................................................................................. CS-3 PSAs, Event Service Agreements ESS Contracts Special Event Contacts ............................................................................................ CS-4 Public Comment Cards ........................................................................................................................................................................ CM-1 Public Hearing Notices and Proofs of Publications ............................................................................................................................ CW-11 Public Hearing Notices, Affidavits of Publications ............................................................................................................................... CW-1 Public Information Education When produced internally....................................................................................................................... FR-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 43 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Public Information Education When produced internally....................................................................................................................... FR-5 Public Library Foundation, Grants LSCA Library Services and Construction LSTA .................................................................................. L-2 Public Noticing, Planning Project Files Approved Entitlements ............................................................................................................. PL-4 Public Records Requests - Correspondence - ROUTINE..................................................................................................................... CW-6 Public Records Requests Request for Records .................................................................................................................................... CC-9 Public Relations Press Releases ........................................................................................................................................................ CW-12 Public Safety Commission - Agenda Packets ....................................................................................................................................... CC-1 Public Safety Commission - Audio Recordings ................................................................................................................................... CC-10 Public Safety Commission - Minutes .................................................................................................................................................... CC-9 Public Safety Commission - Resolutions ............................................................................................................................................ CC-11 Public Safety Commission - Video Recordings ................................................................................................................................... CC-10 PUBLIC WORKS MAINTENANCE FACILITIES .......................................................................................................................... PW-1 – PW-2 Public Works Subcommittee - Agenda Packets .................................................................................................................................... CC-1 Public Works Subcommittee ............................................................................................................................................................. ENG-4 Pumpkin Lots, Temporary Permits Special Event Permits Temporary Entitlements .............................................................................. PL-5 Punch Lists, Capital Improvement Projects CIP Administration File NOT Scanned .......................................................................... ENG-1 Punch Lists, Capital Improvement Projects CIP RCMU Administration File NOT ........................................................................... RCMU-1 Punch Lists, Capital Improvement Projects CIP Where Community Services is the ............................................................................ CS-2 Purchase Orders Requisitions ............................................................................................................................................................ CW-12 Purchase Orders Requisitions ............................................................................................................................................................. PRO-1 Purchasing, Bulk Power Log Sheets ................................................................................................................................................ RCMU-1 Q Quality Assurance, EMS Complaints CQI Continuous Quality Improvement ........................................................................................ FR-6 Quarterly Payroll Tax Returns, DE-6 DE-7 DE-9 DE-43 W-3 And DE-166 941 Forms IRS ................................................................... FIN-3 Questionnaires, Surveys .................................................................................................................................................................... CW-15 R Rabies Control Records, Bite Reports....................................................................................................................................................AS-1 Rabies Vaccination Clinics .....................................................................................................................................................................AS-2 Ramps, Capital Improvement Projects CIP Maintenance Projects .................................................................................................... ENG-1 Rating Sheets, Recruitment and Testing File Includes Advertisements ................................................................................................ HR-7 RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES.............................................................................................. RCMU-1 – RCMU-6 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 44 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent RCMU, Capital Improvement Projects CIP ..................................................................................................................................... RCMU-1 RCMU, Capital Improvement Projects CIP ..................................................................................................................................... RCMU-2 RCMU, Payments Credit Card Receipts.......................................................................................................................................... RCMU-4 RCTV Message Request Forms ............................................................................................................................................................ CM-2 Ready RC, Emergency Management Programs ...................................................................................................................................... FR-5 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 .......................................................................................................................................................................... ED-1 Real Estate Appraisals, Capital Improvement Projects CIP Administration File NOT ....................................................................... ENG-1 Real Estate Appraisals, Capital Improvement Projects CIP RCMU Administration ........................................................................ RCMU-1 Real Estate Appraisals, Capital Improvement Projects CIP Where Community .................................................................................. CS-2 Recall or Referendum Petitions - Petitions Submitted to Council ........................................................................................................ CC-9 Recall or Referendum, Elections Petitions Initiative ............................................................................................................................. CC-8 Receipts, Investments Arbitrage Certificate of Deposit Investment Bonds ....................................................................................... FIN-10 Reclassifications, Zoning Ordinance Amendments ............................................................................................................................... PL-6 Reconciliations, Reports Finance Reports created from Database Subsidiary ................................................................................... FIN-6 Record Drawings, Electricity Drawings As-Builts............................................................................................................................ RCMU-3 Record of All Efforts to Contact Owner and Microchip’s Primary Registr ..............................................................................................AS-2 Recorded Agreements, Recorded Documents Deeds Easements Liens and Releases ..................................................................... CC-10 Recorded Agreements, Recorded Documents Deeds Easements Liens and Releases ....................................................................... ED-1 Recorded Agreements, Recorded Documents Deeds Easements Liens and Releases .................................................................... ENG-5 Recorded Documents Deeds Easements Liens and Releases Rights of Way .................................................................................... CC-10 Recorded Documents Deeds Easements Liens and Releases Rights of Way ...................................................................................... ED-1 Recorded Documents Deeds Easements Liens and Releases Rights of Way ................................................................................... ENG-5 Recorded Documents, Deeds Easements Final Orders of Condemnations Liens .............................................................................. CW-8 RECORDINGS - Boards, Commissions, and Committees ................................................................................................................... CW-4 Recordings AUDIO RECORDINGS City Council Redevelopment Agency ........................................................................................... CC-10 Recordings that are NOT evidence, Drone Unmanned Aerial Vehicle ................................................................................................... FR-5 Recordings VIDEO RECORDINGS City Council Redevelopment Agency ........................................................................................... CC-10 Records Destruction Authorization Forms Transfers .......................................................................................................................... CC-10 Records Destruction Lists Certificate of Records Destruction .......................................................................................................... CW-13 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 45 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Records Retention Schedules Amendments to Records Retention Schedules ................................................................................. CC-10 Recreation Database Active Net ........................................................................................................................................................... CS-6 Recruitment and Testing File Includes Advertisements ........................................................................................................................ HR-7 Recruitment Database NeoGov ............................................................................................................................................................ HR-7 Recycling, Household Hazardous Waste ............................................................................................................................................ ENV-2 Recycling, Solid Waste Reduction ...................................................................................................................................................... ENV-3 Red Books, Station Log Books .............................................................................................................................................................. FR-10 Redevelopment Agency - Agenda Packets ............................................................................................................................................ CC-1 Redevelopment Agency - Audio Recordings ....................................................................................................................................... CC-10 Redevelopment Agency - Minutes ........................................................................................................................................................ CC-9 Redevelopment Agency - Resolutions ................................................................................................................................................ CC-11 Redevelopment Agency - Video Recordings ....................................................................................................................................... CC-10 Redevelopment Long Range Property Management Plans Oversight Plans ......................................................................................... ED-2 Redevelopment Plans ........................................................................................................................................................................... ED-2 Redevelopment Projects and Project Areas.......................................................................................................................................... ED-2 Redevelopment, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ................................................................... CC-2 Redistricting Process, Redistricting Web Page District Boundary Web Page Map .............................................................................. CC-11 Redistricting Web Page District Boundary Web Page Map .................................................................................................................. CC-11 Reference Materials Policies Procedures Handbooks Brochures Flyers ........................................................................................... CW-13 Reference Materials Policies Procedures Handbooks Brochures Flyers ........................................................................................... CW-14 Refund Detail, Cash Receipts Detail Backup Accounts Receivable Detail .......................................................................................... CW-4 Refund Detail, Cash Receipts Report Detail Backup Accounts Receivable Detail .................................................................................. L-1 Refund Detail, Deposits Cash Receipts Detail Backup Accounts Receivable Detail ............................................................................ CS-4 Refundable Deposits, Deposit Accounts Trust Accounts .................................................................................................................... CW-8 Registers, Reports Finance Reports created from Database Subsidiary Ledgers ................................................................................ FIN-6 Registration Applications Liability Forms Release of Liability Forms .................................................................................................... CS-6 Registrations, Fire Vehicle Apparatus And Equipment History Files Ladders ...................................................................................... FR-10 Registrations, Vehicle and Equipment History Files AQMD Certifications .......................................................................................... PW-7 Registry of Public Agencies, Secretary of State Statement of Facts ................................................................................................... CC-11 Regulations and procedures - Grants / CDBG / Reimbursable Claims / FEMA Claims / ..................................................................... CW-9 Regulatory Agencies Not Related to a CIP ......................................................................................................................................... ENG-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 46 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Regulatory Agency Audits CEC CFTC CPUC EPA FERC NERC NPDES WECC .............................................................................. RCMU-4 Regulatory Agency Compliance Reports & Confirmations CPUC EPA FERC ................................................................................. RCMU-4 Regulatory Agency Correspondence CPUC EPA FERC NERC NPDES WECC Etc.. ....................................................................... RCMU-4 Regulatory Agency Inspections CPUC EPA FERC NERC NPDES WECC ........................................................................................ RCMU-5 Regulatory Agency Licenses CPUC EPA FERC NERC NPDES WECC ............................................................................................ RCMU-5 Rehabilitation, Housing Programs Affordable Housing Projects ........................................................................................................... ED-3 Rehabilitation, Loan Applications Potential Buyers Denied Cancelled or Withdrawn .......................................................................... ED-3 Reimbursable Claims - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES ....................................................................... CW-9 Reimbursement, Construction Diversion Deposit .............................................................................................................................. ENV-2 Release of Liability Forms, Registration Applications Liability Forms ................................................................................................... CS-6 Relocations ........................................................................................................................................................................................... ED-2 Removed, Underground Storage Tanks City-Owned............................................................................................................................ PW-6 Reorganization Studies, Classification .................................................................................................................................................. HR-1 Repairs, Aboveground Diesel Storage Tanks Agency Owned ............................................................................................................... PW-5 Repairs, Capital Improvement Projects CIP Maintenance Projects ................................................................................................... ENG-1 Report, Reports Annual State or Federal State Controller's ................................................................................................................ FIN-6 Reports - Produced by OTHER Departments ..................................................................................................................................... CW-14 Reports - Produced by OUTSIDE ORGANIZATIONS .......................................................................................................................... CW-13 Reports Annual State or Federal State Controller's Report ................................................................................................................. FIN-6 Reports Building Activity ........................................................................................................................................................................ BL-3 Reports Finance Reports created from Database Subsidiary Ledgers ................................................................................................ FIN-6 Reports Studies Historically significant Zoning Studies ..................................................................................................................... CW-14 Reports Studies Other than Historically significant Annual Reports .................................................................................................. CW-14 Reports to grant funding agencies - Grants / CDBG / Reimbursable Claims / FEMA ........................................................................... CW-9 Reports, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................. RCMU-2 Reports, Department of Energy DOE & Federal Energy Regulatory Commission FERC ................................................................. RCMU-2 Reports, Equipment Records Manuals Tests Inspections Studies ................................................................................................. RCMU-3 Reports, SCADA Printouts .............................................................................................................................................................. RCMU-5 Request for Proposals ......................................................................................................................................................................... PRO-1 Request for Proposals, Agreements UNSUCCESSFUL Bids / Propsals .............................................................................................. CW-3 Request for Qualifications, Agreements UNSUCCESSFUL Bids / Propsals ........................................................................................ CW-3 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 47 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Request for Records, Public Records Requests ................................................................................................................................... CC-9 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 Required for a housing development project that includes residential u .............................................................................................. ED-4 Requisitions, Purchase Orders ........................................................................................................................................................... CW-12 Requisitions, Purchase Orders ............................................................................................................................................................ PRO-1 Re-Roof, Capital Improvement Projects CIP Maintenance Projects .................................................................................................. ENG-1 Rescue Partnerships Foster Care Partnerships Animals .......................................................................................................................AS-2 Reservoirs, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ............................................................................ CC-2 Residents Advisory Bodies Formed by CITY COUNCIL - Boards, Commissions, and ......................................................................... CW-3 Residents Advisory Bodies Formed by CITY COUNCIL - Boards, Commissions, and ......................................................................... CW-4 Resolutions - Fire District Board ............................................................................................................................................................ FR-1 Resolutions City Council Redevelopment Agency Successor Agency ............................................................................................... CC-11 Resolutions City Council .................................................................................................................................................................... CW-14 Respirator Fit Tests, Personnel Files Medical File All employees ......................................................................................................... HR-6 Response Planning ................................................................................................................................................................................. FR-9 Responses, Capital Improvement Projects CIP RCMU Administration File NOT Scanned ............................................................ RCMU-1 Returned Checks NSF Checks ............................................................................................................................................................. FIN-6 Returned mail - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ........................................................................................ CW-7 Revenue and Expenditure Reports, Reports Finance Reports created from Database ....................................................................... FIN-6 Revenue, Bonds ................................................................................................................................................................................... FIN-2 RFIs & Responses, Capital Improvement Projects CIP RCMU Administration File NOT ................................................................ RCMU-1 RFIs and Responses, Capital Improvement Projects CIP Administration File NOT ........................................................................... ENG-1 RFIs and Responses, Capital Improvement Projects CIP Where Community Services is .................................................................... CS-2 RFP & Addenda, Capital Improvement Projects CIP RCMU Permanent File Scanned ................................................................... RCMU-2 RFP and Addenda, Capital Improvement Projects CIP Where Community Services is ........................................................................ CS-3 RFP, Agreements Contracts ADMINISTRATIVE FILES Correspondence ............................................................................................. CW-2 RFP, Agreements Contracts ADMINISTRATIVE FILES With Grant Funding ......................................................................................... CW-2 RFQs, Agreements UNSUCCESSFUL Bids / Propsals ......................................................................................................................... CW-3 Ride-a-Long Waivers Animals ................................................................................................................................................................AS-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 48 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Ride-A-Long Waivers ............................................................................................................................................................................. FR-1 Right of Way, Sidewalk Complaints ..................................................................................................................................................... PW-5 Rights of Way, Private Land Development Projects Job Files Permanent Files ................................................................................. ENG-6 Rights of Way, Recorded Documents Deeds Easements Liens and Releases ................................................................................... CC-10 Rights of Way, Recorded Documents Deeds Easements Liens and Releases ..................................................................................... ED-1 Rights of Way, Recorded Documents Deeds Easements Liens and Releases .................................................................................. ENG-5 Rights of Ways, Deeds Easements Final Orders of Condemnations Liens .......................................................................................... CW-8 RISK MANAGEMENT ............................................................................................................................................................... HR-8 – HR-10 Rookie Tests, Daily Evaluations ............................................................................................................................................................. FR-9 ROUTINE - Correspondence - ROUTINE.............................................................................................................................................. CW-6 Routine Video Monitoring ................................................................................................................................................................... DOIT-1 Run Statistics, Monthly Statistical Reports ............................................................................................................................................ FR-1 S SAFETY ADMINISTRATION ...................................................................................................................................................... PW-7 – PW-8 Safety Certifications, Fire Vehicle Apparatus And Equipment History Files ........................................................................................ FR-10 Safety Certifications, Vehicle and Equipment History Files AQMD Certifications ............................................................................... PW-7 Safety Data Sheet, Material ................................................................................................................................................................ CW-10 Safety Equipment Inspections, Daily Vehicle Inspections Daily Equipment Checks ............................................................................. FR-9 Safety Inspections ................................................................................................................................................................................. CS-6 Safety Training - Training Presented by City Staff ............................................................................................................................... CW-16 Safety, Loan Applications Potential Buyers Denied Cancelled or Withdrawn ...................................................................................... ED-3 Sanitary Spills and Overflows SSOs .................................................................................................................................................... ENV-2 Sanitary Spills Overflow Prevention Plan, Sewer System Management Plans SSMP And .................................................................. ENV-2 SB 1383 Compliance .......................................................................................................................................................................... ENV-3 SCADA Database Electricity Supervisory Control and Data Acquisition ........................................................................................ RCMU-5 SCADA Printouts Reports Log Books .............................................................................................................................................. RCMU-5 Scanned Records, Capital Improvement Projects CIP RCMU Permanent File ............................................................................... RCMU-2 Scanned Records, Capital Improvement Projects CIP Where Community Services is ........................................................................ CS-3 Scantrons, Recruitment and Testing File Includes Advertisements ...................................................................................................... HR-7 Schedules Hours ................................................................................................................................................................................... CS-6 Schedules, Sports Score Sheets ........................................................................................................................................................... CS-7 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 49 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Scholarships ......................................................................................................................................................................................... CS-6 Scope of Work, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ..................................................................... CC-2 Scope of Work, Agreements Contracts NON-INFRASTRUCTURE ....................................................................................................... CC-3 SDS, Material Safety Data Sheet MSDS Safety Data Sheet ............................................................................................................... CW-10 Secretary of State Statement of Facts Registry of Public Agencies .................................................................................................... CC-11 Self-Haul Permits ............................................................................................................................................................................... ENG-7 Semi-Annual Reports, FOG Fats Oil and Grease Source Control Pretreatment Annual ..................................................................... ENV-2 Senior Advisory Committee................................................................................................................................................................... CS-6 Seniors, Activity Special Programs Special Event Files and Reports ABC Permits ............................................................................... CS-1 Service Requests CMMS DATABASE ................................................................................................................................................... PW-1 Service Requests CMMS DATABASE ................................................................................................................................................... PW-3 Service Requests CMMS DATABASE ................................................................................................................................................... PW-7 Service Requests CMMS DATABASE .............................................................................................................................................. RCMU-5 Service Requests, Work Orders ........................................................................................................................................................... PW-1 Service Requests, Work Orders ........................................................................................................................................................... PW-2 Service Requests, Work Orders ........................................................................................................................................................... PW-3 Service Requests, Work Orders ........................................................................................................................................................... PW-4 Service Requests, Work Orders ........................................................................................................................................................... PW-7 Service Requests, Work Orders ...................................................................................................................................................... RCMU-6 Settlement, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ........................................................................... CC-2 Sewer - Planning................................................................................................................................................................................. ENG-4 Sewer System Management Plans SSMP And Audits ......................................................................................................................... ENV-2 Sewers, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES .......................................................... CC-2 SFR and APPURTENANCES, Building Plans Finalled SINGLE FAMILY RESIDENTIAL ........................................................................... BL-2 Sick Leave, Studies and Surveys Conducted on Behalf of the City ....................................................................................................... HR-8 Sidewalk Complaints Parks ................................................................................................................................................................. PW-3 Sidewalk Complaints Right of Way ...................................................................................................................................................... PW-5 Sidewalk Inspection Database ............................................................................................................................................................. PW-6 Sidewalk Repairs, Capital Improvement Projects CIP Maintenance Projects ................................................................................... ENG-1 Sidewalk Repairs, Encroachment Permits Excavation Permits Temporary Street ............................................................................ ENG-3 Sidewalks, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES ..................................................... CC-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 50 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Sign Permits ........................................................................................................................................................................................... PL-5 Signals, Transportation Studies Traffic Studies Warrants .................................................................................................................. ENG-7 Significant - Correspondence - ROUTINE ............................................................................................................................................ CW-6 Sign-in sheets - Training Presented by City Staff ................................................................................................................................ CW-16 Sign-in Sign-Out Sheets for classes and programs ............................................................................................................................... CS-6 Sign-Out Sheets for classes and programs ........................................................................................................................................... CS-6 Single Audits, Audits ............................................................................................................................................................................. FIN-2 SINGLE FAMILY RESIDENTIAL, Building Plans Finalled ......................................................................................................................... BL-2 Site Plans, Planning Project Files Approved Entitlements ..................................................................................................................... PL-4 Slots, Stormwater Operation and Maintenance Catch Basins Field .................................................................................................... PW-6 SLRC, Grants LSCA Library Services and Construction LSTA .................................................................................................................. L-2 Slurry Seals, Agreements Contracts NON-INFRASTRUCTURE ............................................................................................................ CC-3 Slurry Seals, Capital Improvement Projects CIP Maintenance Projects ............................................................................................ ENG-1 Smoke and Carbon Monoxide, Alarm Installation Waiver Forms ........................................................................................................... FR-8 Social media posting - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................. CW-7 Soil Remediation, Underground Storage Tanks City or Privately owned Location ................................................................................. FR-2 Soil Remediation, Underground Storage Tanks City-Owned Removed Location ................................................................................. PW-6 Soil Reports, Capital Improvement Projects CIP Permanent File ...................................................................................................... ENG-2 Soil Reports, Capital Improvement Projects CIP RCMU Permanent File Scanned ......................................................................... RCMU-2 Soil Reports, Capital Improvement Projects CIP Where Community Services is the ........................................................................... CS-3 Soil Reports, Private Land Development Projects Job Files Permanent Files .................................................................................... ENG-6 Solar Power Production Operating Data Logs Diaries ..................................................................................................................... RCMU-5 Solid Waste Reduction Recycling AB 939 Compliance Tonnage Reports .......................................................................................... ENV-3 Solid Waste Tonnage AB 939 .............................................................................................................................................................. ENV-3 SOPs - Produced by OTHER Departments ......................................................................................................................................... CW-14 SOPs - Produced by OUTSIDE ORGANIZATIONS .............................................................................................................................. CW-13 SOPs - Produced by YOUR Department ............................................................................................................................................ CW-13 Source Control, FOG Fats Oil and Grease .......................................................................................................................................... ENV-2 Spay and Neuter, Clinics ........................................................................................................................................................................AS-1 SPCC, Aboveground Diesel Storage Tanks Agency Owned ................................................................................................................. PW-5 Speaker cards - Correspondence - TRANSITORY / PRELIMINARY DRAFTS........................................................................................ CW-7 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 51 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Speaker Cards ..................................................................................................................................................................................... CC-11 Special District Assessment Rolls, Assessment Rolls Lighting and Landscape .................................................................................. FIN-9 Special Districts - Community Parks and Landscape Citizens’ Oversight Committee ........................................................................ FIN-9 SPECIAL DISTRICTS, FINANCE ............................................................................................................................................... FIN-8 – FIN-9 Special Event Contacts, Event Service Agreements ESS Contracts ..................................................................................................... CS-4 Special Event Files and Reports, Activity Special Programs ................................................................................................................. CS-1 Special Event Permits Fire Code Permits Operating Permits ................................................................................................................. FR-9 Special Event Permits, Temporary Permits ............................................................................................................................................ PL-5 Special Programs, Activity ..................................................................................................................................................................... CS-1 Special Projects Subject Files Issue Files .......................................................................................................................................... CW-14 Special Studies ....................................................................................................................................................................................... PL-5 Specific Plans - Planning ........................................................................................................................................................................ PL-3 Specific Plans, Private Land Development Projects Job Files Administration File ............................................................................. ENG-5 Specific Plans, Private Land Development Projects Job Files Permanent Files ................................................................................. ENG-6 Specifications and Addenda, Capital Improvement Projects CIP Permanent File ............................................................................. ENG-2 Specifications and Successful Proposal, Agreements Contracts NON-INFRASTRUCTURE ............................................................... CC-3 Specifications, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ...................................................................... CC-2 Specifications, Capital Improvement Projects CIP RCMU Permanent File Scanned ..................................................................... RCMU-2 Specifications, Capital Improvement Projects CIP Where Community Services is the ........................................................................ CS-3 Speech Notes PowerPoint Presentations ............................................................................................................................................ CM-2 Spill Prevention Control and Countermeasures, Aboveground Diesel Storage Tanks ......................................................................... PW-5 Sponsored Vouchers, House Reports Program Files Event Files .......................................................................................................... CS-5 Sports Advisory Committee .................................................................................................................................................................. CS-6 Sports Organizations Non-Profit Organizations Little League ............................................................................................................... CS-6 Sports Score Sheets Schedules ............................................................................................................................................................ CS-7 Sports, Activity Special Programs Special Event Files and Reports ABC Permits ................................................................................ CS-1 SSMP, Sewer System Management Plans .......................................................................................................................................... ENV-2 SSOPP, Sewer System Management Plans SSMP And Audits ............................................................................................................ ENV-2 SSOs, Sanitary Spills and Overflows ................................................................................................................................................... ENV-2 Staff Reports, Agenda Packets ............................................................................................................................................................. CW-1 Staff Reports, Planning Project Files Approved Entitlements ................................................................................................................ PL-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 52 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Staff videoconference chats - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ................................................................. CW-7 Standard Operating Procedures - Produced by OTHER Departments ............................................................................................... CW-14 Standard Operating Procedures - Produced by OUTSIDE ORGANIZATIONS .................................................................................... CW-13 Standard Operating Procedures - Produced by YOUR Department ................................................................................................... CW-13 Standard Operating Procedures Policy and Procedure Manual ............................................................................................................. FR-2 State and Federal Agencies, Correspondence Regulatory Agencies Not Related to a ...................................................................... ENG-3 State Controller's Report, Reports Annual State or Federal ................................................................................................................ FIN-6 State Literacy Resource Centers, Grants LSCA Library Services and Construction ................................................................................ L-2 Statement of Economic Interests - FPPC 700 Series Forms ................................................................................................................ CC-4 Station Log Books Red Books Log Books ............................................................................................................................................. FR-10 STATION OPERATIONS, FIRE .................................................................................................................................................. FR-9 – FR-10 Stationary Generators, Generator Operation Logs & Inspections Fixed ......................................................................................... RCMU-3 Stationary Generators, Generator Operation Logs and Inspections Fixed ........................................................................................... FR-10 Stationary Generators, Generator Operation Logs and Inspections Fixed ........................................................................................... PW-1 Stop Signs, Transportation Studies Traffic Studies Warrants Signals ................................................................................................ ENG-7 Stop work notices, Construction Notices Inspection Notices Correction notices ................................................................................ BL-2 Storm Drains, CCTV ............................................................................................................................................................................ ENV-2 Stormwater Business Inspections ...................................................................................................................................................... ENV-3 Stormwater Illicit Discharges .............................................................................................................................................................. ENV-3 Stormwater Monitoring NPDES Monitoring and Inspection ................................................................................................................ ENV-3 Stormwater NPDES Annual Reports ................................................................................................................................................... ENV-4 Stormwater NPDES Permits ............................................................................................................................................................... ENV-4 Stormwater Operation and Maintenance Catch Basins Field .............................................................................................................. PW-6 Stormwater TMDL Plan Total Maximum Daily Load Plan .................................................................................................................... ENV-4 Stormwater Treatment Measures and Trash Cleaning ......................................................................................................................... PW-6 Stormwater, Private Land Development Projects Job Files Permanent Files Drainage ..................................................................... ENG-6 Strategic Plans, Annual Reports ........................................................................................................................................................... CM-1 Strays Incoming Animals Impound Records Impound Cards .................................................................................................................AS-2 Street and alley improvements, Agreements Contracts INFRASTRUCTURE OR IF IMAGED ............................................................... CC-2 Street Lighting and Landscape Districts Formation and Boundaries ................................................................................................... FIN-8 Street Name Assignments and Changes ................................................................................................................................................ PL-5 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 53 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Street Permits, Encroachment Permits Excavation Permits Temporary ............................................................................................ ENG-3 Street Report, Reports Annual State or Federal State Controller's Report .......................................................................................... FIN-6 STREETS AND FLEET, MAINTENANCE .................................................................................................................................... PW-5 – PW-7 Strike Team Reimbursements, Emergency Response and Recovery FEMA OES .................................................................................. FR-5 Studies - Produced by OTHER Departments ..................................................................................................................................... CW-14 Studies - Produced by OUTSIDE ORGANIZATIONS ........................................................................................................................... CW-13 Studies and Surveys Conducted on Behalf of the City Sick Leave ........................................................................................................ HR-8 Studies, Capital Improvement Projects CIP Permanent File .............................................................................................................. ENG-2 Studies, Capital Improvement Projects CIP RCMU Permanent File Scanned Records .................................................................. RCMU-2 Studies, Capital Improvement Projects CIP Where Community Services is the Lead .......................................................................... CS-3 Studies, Equipment Records Manuals Tests Inspections ............................................................................................................... RCMU-3 Studies, Reports ................................................................................................................................................................................. CW-14 Studies. Reports - Produced by YOUR Department ........................................................................................................................... CW-13 Subdivision Bonds, Bonds Performance Bonds .................................................................................................................................... CC-4 Subdivisions, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ........................................................................ CC-2 Subdivisions, Private Land Development Projects Job Files Administration File ............................................................................... ENG-5 Subdivisions, Private Land Development Projects Job Files Permanent Files ................................................................................... ENG-6 Subject and Issues, Economic Development Projects Programs ......................................................................................................... ED-1 Subject and Issues, Projects Programs ................................................................................................................................................ CM-1 Subject Files, Special Projects ........................................................................................................................................................... CW-14 Submittals, Capital Improvement Projects CIP Permanent File ........................................................................................................ ENG-2 Submittals, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ............................................................. RCMU-2 Submittals, Capital Improvement Projects CIP Where Community Services is the ............................................................................. CS-3 Submittals, Fire Construction Documents............................................................................................................................................. FR-4 Submitted to Council on any subject - Petitions Submitted to Council ................................................................................................ CC-9 Subpoenas Personal Appearance Fire Personnel .................................................................................................................................. FR-2 Subpoenas Summons ........................................................................................................................................................................... HR-9 Subsidiary Ledgers, Reports Finance Reports created from Database ............................................................................................... FIN-6 Substance, Material Safety Data Sheet MSDS Safety Data Sheet SDS ............................................................................................. CW-10 SUBSTANTIVE synonyms - Correspondence - ROUTINE .................................................................................................................... CW-6 Successful - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ............................................................................ CW-9 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 54 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Successful and Unsuccessful, Board and Commission Applications .................................................................................................. CC-3 Successful Applicants - Volunteer ........................................................................................................................................................ CS-8 Successful Applicants - Volunteer ......................................................................................................................................................... FR-3 Successful Proposal, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs ............................................................ CC-2 Successful Proposal, Capital Improvement Projects CIP Permanent File ......................................................................................... ENG-2 Successful Proposal, Capital Improvement Projects CIP RCMU Permanent File .......................................................................... RCMU-2 Successful Proposal, Capital Improvement Projects CIP Where Community Services ....................................................................... CS-3 SUCCESSFUL Reports - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES ..................................................................... CW-9 SUCCESSFUL Reports, Grants LSCA Library Services and Construction LSTA ...................................................................................... L-2 Successful, Library Volunteers Unpaid Intern Applications and Agreements .......................................................................................... L-3 Successor Agency - Agenda Packets .................................................................................................................................................... CC-1 Successor Agency - Audio Recordings ................................................................................................................................................ CC-10 Successor Agency - Minutes ................................................................................................................................................................. CC-9 Successor Agency - Resolutions ......................................................................................................................................................... CC-11 Successor Agency - Video Recordings ................................................................................................................................................ CC-10 SUCCESSOR AGENCY, ECONOMIC DEVELOPMENT FORMER REDEVELOPMENT ............................................................... ED-1 – ED-2 Summons, Subpoenas .......................................................................................................................................................................... HR-9 Supervisor's Notes, Personnel Files .................................................................................................................................................. CW-12 Supervisory Control and Data Acquisition, SCADA Database Electricity ....................................................................................... RCMU-5 Supplements, Municipal Code History .................................................................................................................................................. CC-9 Suppliers, Bulk Power Log Sheets Purchasing ................................................................................................................................ RCMU-1 Supply inventories - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ................................................................................. CW-7 SUPPRESSION, FIRE STATION OPERATIONS ......................................................................................................................... FR-9 – FR-10 Surgical Records - Animals ....................................................................................................................................................................AS-1 Surplused Equipment Disposal ........................................................................................................................................................... PRO-1 Surveys Questionnaires That the City issues ..................................................................................................................................... CW-15 Surveys, Capital Improvement Projects CIP Permanent File ............................................................................................................. ENG-2 Surveys, Capital Improvement Projects CIP RCMU Permanent File Scanned Records ................................................................. RCMU-2 Surveys, Capital Improvement Projects CIP Where Community Services is the Lead ......................................................................... CS-3 Surveys, Engineering Studies ............................................................................................................................................................. ENG-4 Surveys, Evaluations ............................................................................................................................................................................. CS-4 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 55 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent T Tailgates - Training Presented by City Staff ........................................................................................................................................ CW-16 Target Solutions, Training Database Log ................................................................................................................................................ FR-2 Telephone messages - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................ CW-7 Telestaff Database ................................................................................................................................................................................. FR-2 Temporary Construction, Encroachment Permits Excavation Permits Temporary Street ................................................................. ENG-3 Temporary Easements, Capital Improvement Projects CIP Administration File NOT ....................................................................... ENG-1 Temporary Easements, Capital Improvement Projects CIP RCMU Administration File ................................................................. RCMU-1 Temporary Easements, Capital Improvement Projects CIP Where Community Services .................................................................... CS-2 Temporary Entitlements, Temporary Permits Special Event Permits .................................................................................................... PL-5 Temporary Permits Special Event Permits Temporary Entitlements ..................................................................................................... PL-5 Temporary, Encroachment Permits Excavation Permits ................................................................................................................... ENG-3 TENANT IMPROVEMENTS, Building Plans Finalled INDUSTRIAL COMMERCIAL MULTI-FAMILY ........................................................ BL-1 Tent permits, Special Event Permits Fire Code Permits Operating Permits ........................................................................................... FR-9 Tentative Subdivisions, Planning Project Files Approved Entitlements ................................................................................................. PL-4 Test Data, Recruitment and Testing File Includes Advertisements ....................................................................................................... HR-7 Testing Analysis and statistical Metric, Recruitment and Testing File Includes .................................................................................... HR-7 Testing Lab Final Reports, Private Land Development Projects Job Files .......................................................................................... ENG-5 Tests, Equipment Records Manuals ............................................................................................................................................... RCMU-3 Text messages - Correspondence - TRANSITORY / PRELIMINARY DRAFTS....................................................................................... CW-7 Thank yous - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................ CW-7 Theatre Member Files Patron Files Gym ............................................................................................................................................... CS-7 Theatre Programs etc., Activity Special Programs Special Event Files and Reports ............................................................................. CS-1 Theatre, House Reports Program Files Event Files Sponsored Vouchers Coupons ............................................................................. CS-5 Third party form requests for verification of employment ..................................................................................................................... HR-8 THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK - FPPC 400 Series Forms .................................................................. CC-7 Ticket Stubs ........................................................................................................................................................................................... CS-7 Time Cards Time Sheets .................................................................................................................................................................... CW-15 Time Cards, Time Sheets ..................................................................................................................................................................... FIN-7 Time Off Requests .............................................................................................................................................................................. CW-15 Time Off Requests, Leave Slips .......................................................................................................................................................... CW-10 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 56 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Time Sheets Time Cards Overtime Sheets Overtime Cards ................................................................................................................ FIN-7 Time Sheets, Time Cards ................................................................................................................................................................... CW-15 Time Transaction Reports, Payroll Reports Periodic Includes Deduction Registers ............................................................................ FIN-6 TMDL Plan, Stormwater ...................................................................................................................................................................... ENV-4 Tonnage Reports, Solid Waste Reduction Recycling AB 939 Compliance ......................................................................................... ENV-3 Total Maximum Daily Load, Stormwater TMDL Plan ........................................................................................................................... ENV-4 Tract Maps, Private Land Development Projects Job Files Administration File ................................................................................. ENG-5 Tract Maps, Private Land Development Projects Job Files Permanent Files Drainage ...................................................................... ENG-6 Tracts, Private Land Development Projects Job Files Administration File ......................................................................................... ENG-5 Tracts, Private Land Development Projects Job Files Permanent Files Drainage .............................................................................. ENG-6 Trade Tickets, Investments Arbitrage Certificate of Deposit Investment Bonds ................................................................................ FIN-10 Traffic - Planning ................................................................................................................................................................................. ENG-4 Traffic Calming - Petitions Submitted to Council .................................................................................................................................. CC-9 Traffic Collision Reports ..................................................................................................................................................................... ENG-6 Traffic Congestion Management Plans Transportation Plans ............................................................................................................ ENG-6 Traffic Control, Encroachment Permits Excavation Permits Temporary Street ................................................................................. ENG-3 Traffic Counts ..................................................................................................................................................................................... ENG-7 Traffic Investigation Reports ............................................................................................................................................................... ENG-7 Traffic Speed Surveys ......................................................................................................................................................................... ENG-7 Traffic Studies, Transportation Studies .............................................................................................................................................. ENG-7 Trails Committee Subcommittee of Planning Commission AGENDAS ................................................................................................. PL-6 Training Certificates, Employee Training File ....................................................................................................................................... PW-8 Training Course Records EMS Continuing Education Training ............................................................................................................... FR-2 Training Database Log Target Solutions Vector Solutions ...................................................................................................................... FR-2 Training File, Personnel Files ................................................................................................................................................................. HR-7 Training Presented by City Staff ALL COURSE RECORDS ................................................................................................................. CW-16 Training, Workplace Violence – Hazard identification Evaluation Correction ....................................................................................... HR-8 Transaction Histories, Reports Finance Reports created from Database Subsidiary .......................................................................... FIN-6 Transcripts, Bonds Revenue Official Statements ................................................................................................................................ FIN-2 Transfers, Records Destruction Authorization Forms ......................................................................................................................... CC-10 TRANSITORY - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ......................................................................................... CW-7 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 57 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Transmittal letters - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ................................................................................. CW-7 Transportation - Planning ................................................................................................................................................................... ENG-4 Transportation Audits, Audits Single Audits Grant Audits IRS Audits ................................................................................................... FIN-2 Transportation Plans, Traffic Congestion Management Plans ........................................................................................................... ENG-6 Transportation Studies Traffic Studies Warrants Signals Stop Signs ................................................................................................. ENG-7 Travel Conferences .............................................................................................................................................................................. CM-2 Travel Expense Reimbursements, Accounts Payable Invoices and Backup Includes ......................................................................... FIN-1 TREASURY MANAGEMENT, FINANCE ................................................................................................................................ FIN-10 – FIN-10 Treasury Reports, Investment Reports and Backup ........................................................................................................................... FIN-10 Tree City USA, Arbor Day ...................................................................................................................................................................... PW-2 Tree Inventory ....................................................................................................................................................................................... PW-3 Tree Maintenance Work Orders ........................................................................................................................................................... PW-3 Tree Removal Permits, Temporary Permits Special Event Permits Temporary...................................................................................... PL-5 Tree Trimming, Agreements Contracts NON-INFRASTRUCTURE ........................................................................................................ CC-3 Trust Accounts, Deposit Accounts ...................................................................................................................................................... CW-8 TSMs, Private Land Development Projects Job Files Administration File .......................................................................................... ENG-5 TSMs, Private Land Development Projects Job Files Permanent Files Drainage ............................................................................... ENG-6 Turnouts, Career File Equipment Assignments ...................................................................................................................................... FR-1 U UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD -r ............................................................. DOIT-1 Uncashed checks, Escheat Unclaimed money .................................................................................................................................... FIN-4 Unclaimed money, Escheat ................................................................................................................................................................. FIN-4 Undeliverable envelopes - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ....................................................................... CW-7 Underground Service Alerts USA's Dig Alerts ...................................................................................................................................... PW-6 Underground Service Alerts USA's .................................................................................................................................................. RCMU-5 Underground Storage Tanks City or Privately owned Location .............................................................................................................. FR-2 Underground Storage Tanks City-Owned Removed Location .............................................................................................................. PW-6 Unmanned Aerial Vehicle, Drone ........................................................................................................................................................... FR-5 Unpaid Intern Applications and Agreements - Volunteer ...................................................................................................................... CS-7 Unpaid Intern Applications and Agreements - Volunteer ...................................................................................................................... CS-8 Unpaid Intern Applications and Agreements, Library Volunteer .............................................................................................................. L-2 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 58 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Unpaid Intern Applications and Agreements, Library Volunteers ............................................................................................................ L-3 Unpaid Intern Logs, Library Volunteer ...................................................................................................................................................... L-2 Unsuccessful - Volunteer ....................................................................................................................................................................... FR-3 UNSUCCESSFUL Applications, Grants ............................................................................................................................................... CW-9 Unsuccessful Bids Evaluations ........................................................................................................................................................... PRO-1 UNSUCCESSFUL BIDS, Agreements UNSUCCESSFUL Bids / Propsals ............................................................................................. CW-3 Unsuccessful or Pending Applicants - Volunteer .................................................................................................................................. CS-7 Unsuccessful or Waiting, Library Volunteer Unpaid Intern Applications and ........................................................................................... L-2 UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs, Agreements UNSUCCESSFUL Bids / ........................................................ CW-3 Unsuccessful Proposals, Art in Public Places Artists in Residence ...................................................................................................... CS-1 Unused Photographs .......................................................................................................................................................................... CW-12 USA's, Underground Service Alerts ...................................................................................................................................................... PW-6 USA's, Underground Service Alerts ................................................................................................................................................. RCMU-5 Used Oil Disposal ................................................................................................................................................................................. PW-6 Utilities, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES ......................................................... CC-2 Utility Cuts etc., Encroachment Permits Excavation Permits Temporary Street ............................................................................... ENG-3 V Vacancy Notices, Board and Commission Committee Maddy Act Lists .............................................................................................. CC-3 Variances, Planning Project Files Approved Entitlements ..................................................................................................................... PL-4 Vector Solutions, Training Database Log Target Solutions ..................................................................................................................... FR-2 Vegetation Abatement, Weed Abatement ............................................................................................................................................. FR-5 Vehicle and Equipment History Files AQMD Certifications Maintenance ............................................................................................ PW-7 Vehicle Safety Checks, Pre-Trip Inspections DOT Program CHP Inspections ..................................................................................... PW-5 Vehicle Titles Pink Slips All Vehicles .................................................................................................................................................... FIN-7 Verifications of Employment Child Support .......................................................................................................................................... HR-8 VIDEO RECORDINGS City Council Redevelopment Agency .............................................................................................................. CC-10 VIDEO RECORDINGS of Meetings - Boards, Commissions, and Committees .................................................................................... CW-4 Video Tapes - Boards, Commissions, and Committees ...................................................................................................................... CW-4 Videos Public activity Etc. Not City Council or Advisory Body Videos ................................................................................................. CM-2 Visitors logs - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ........................................................................................... CW-7 Voice mails - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................ CW-7 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 59 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Volunteer Applications and Agreements Unsuccessful ......................................................................................................................... FR-3 Volunteer Applications and Agreements ................................................................................................................................................ FR-3 Volunteer Historical Lists Extractions from Volunteer Database........................................................................................................... FR-3 Volunteer Hours .....................................................................................................................................................................................AS-2 Volunteer Unpaid Intern Applications and Agreements ........................................................................................................................ CS-7 Volunteer Unpaid Intern Applications and Agreements ........................................................................................................................ CS-8 W W-2's .................................................................................................................................................................................................... FIN-7 W-3 ...................................................................................................................................................................................................... FIN-3 W-9s ..................................................................................................................................................................................................... FIN-7 Waivers of Liability ................................................................................................................................................................................ CS-8 Warning Letters - Animals ......................................................................................................................................................................AS-1 Warrant Request, Accounts Payable Invoices and Backup Includes Invoices ..................................................................................... FIN-1 Warrant Requests, Accounts Payable Invoices Petty Cash ................................................................................................................. CW-1 Warrants, Checks................................................................................................................................................................................. FIN-3 Warrants, Transportation Studies Traffic Studies .............................................................................................................................. ENG-7 Water Master Plan - Planning ............................................................................................................................................................. ENG-4 Water Quality Management Plans Commercial Private Development ............................................................................................... ENV-4 Water, Agreements Contracts INFRASTRUCTURE OR IF IMAGED JPAs MOUs FRANCHISES ............................................................ CC-2 Webpages - Correspondence - TRANSITORY / PRELIMINARY DRAFTS ............................................................................................. CW-7 WECC, Regulatory Agency Audits CEC CFTC CPUC EPA FERC NERC NPDES ............................................................................. RCMU-4 WECC, Regulatory Agency Compliance Reports & Confirmations CPUC EPA FERC ..................................................................... RCMU-4 WECC, Regulatory Agency Correspondence CPUC EPA FERC NERC NPDES .............................................................................. RCMU-4 WECC, Regulatory Agency Inspections CPUC EPA FERC NERC NPDES ....................................................................................... RCMU-5 WECC, Regulatory Agency Licenses CPUC EPA FERC NERC NPDES ........................................................................................... RCMU-5 Weed Abatement Vegetation Abatement Brush Clearance ................................................................................................................... FR-5 Weekly Reports News and Notes ........................................................................................................................................................ CM-2 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-7 Work Orders Service Requests All Information Entered in CMMS Database.................................................................................. RCMU-6 Page No. Retention Schedule Index – RANCHO CUCAMONGA, CA - FY_24-25 Page 60 of 60 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Work Orders Service Requests CMMS DATABASE.............................................................................................................................. PW-1 Work Orders Service Requests CMMS DATABASE.............................................................................................................................. PW-3 Work Orders Service Requests CMMS DATABASE.............................................................................................................................. PW-7 Work Orders Service Requests CMMS DATABASE......................................................................................................................... RCMU-5 Work Orders Service Requests NOT entered in CMMS Database ....................................................................................................... PW-2 Work Orders Service Requests NOT entered in CMMS Database ....................................................................................................... PW-4 Work Orders Service Requests NOT entered in CMMS Database ....................................................................................................... PW-7 Work Orders Service Requests NOT entered in CMMS Database .................................................................................................. RCMU-6 Workers Compensation Claim Runs Monthly Reports ......................................................................................................................... HR-9 Workers Compensation Claims Long Term Disability Claims ............................................................................................................ HR-10 Workplace Violence – Hazard identification Evaluation Correction ...................................................................................................... HR-8 Workplace Violence - Training Presented by City Staff ...................................................................................................................... CW-16 WORM, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP ....................................................................... DOIT-1 X X-rays - Animals .....................................................................................................................................................................................AS-1 Y Z Zone Change, Zoning Ordinance Amendments Reclassifications ......................................................................................................... PL-6 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 Studies Historically significant .................................................................................................................... CW-14 Zoning Verification Letters ..................................................................................................................................................................... PL-6 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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 and EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-002.1 Administrative Hearings 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 S / I Yes: After QC & OD 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 / I 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 / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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. (Managing the Agreement / Contract) 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: After QC & OD 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, and 570.502(a), 29 CFR 97.42; OMB Circular A-110 and A- 133; GC §§34090, 60201 et seq.; GC §8546.7 Lead Dept. (Managing the Agreement / Contract) 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: After QC & OD Covers E and O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts and 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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. (Managing the Agreement / Contract) CW-008 Agreements / Contracts: UNSUCCESSFUL BIDS, BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) / RFQs (Request for Qualifications) that don't result in 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §§34090.7, 60200 CW-010 Bids: See Agreements and Contracts Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, and Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records Staffing Dept.CW-013 Boards, Commissions, and Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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-014 Boards, Commissions, and Committees: Residents Advisory Bodies Formed by CITY COUNCIL RECORDINGS - AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, and Committees: Residents Advisory Bodies Formed by CITY COUNCIL RECORDINGS - VIDEO RECORDINGS of Meetings / Video Tapes Minimum 3 years Minimum 3 years Mag 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, and Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES / BYLAWS P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 QC & OD Final must be filed with County Auditor; GC §§34090.7, 60200, 40802, 53901 Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 QC & OD GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 Lead Dept.CW-024 Copies / Duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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 (IF CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business) (e.g. Administrative Files, e-mail / email with SUBSTANTIVE content, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, etc.) SUBSTANTIVE synonyms: Significant, Meaningful, Considerable, Essential 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Only if content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608; 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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 / email, 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 / returned mail, 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 (2017) 2 Cal.5th 608 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). 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, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §§34090.7, 60200 Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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. Lead Dept. (Managing the Grant) CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090, 60201 et seq. Lead Dept. (Managing the Grant) 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 and 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, and 570.502(a), 29 CFR 97.42; OMB Circular A-110 and A- 133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and when it was used) While Chemical In Use 30 years 30 years Mag, Mfr, OD, Ppr S / I 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 and 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. 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). City Clerk CW-038 Minutes - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 S / I Yes: After QC & OD Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Lead Dept.CW-040 Newspaper Clippings When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Department s Do Not Retain in Departments Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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-045 Personnel Files (Supervisor's Notes) Shred After Incorporatio n into Performanc e Evaluation or Documente d Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I 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 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090, 60201 7928.705 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). City Clerk CW-051 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 CW-052 Reference Materials: Policies, Procedures, Handbooks, Brochures, Flyers, Manuals, Plans (if not provided in the schedule.) Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule.) Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Handbooks, Brochures, Flyers, Manuals, Plans (if not provided in the schedule.) Standard Operating Procedures (SOPs), Studies. Reports (if not provided in the schedule.) Newsletters, etc.: Produced by YOUR Department Minimum 2 years Minimum 2 years 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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). Lead Dept.CW-054 Reference Materials: Policies, Procedures, Handbooks, Brochures, Flyers, Manuals, Plans (if not provided in the schedule.) Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule.) Newsletters, etc.: Produced by OTHER Departments When Superseded When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §§34090.7, 60200 Lead Dept.CW-056 Reports, Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. Lead Dept.CW-057 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; GC §34090 City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) 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-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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Salaried employees do not have timecards; ; 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 Adopted: 8/20/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments) Page CW-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? 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 Presented by City Staff - ALL COURSE RECORDS (Attendance Rosters, sign-in sheets, Outlines, Materials; includes Ethics, Harassment Prevention, Workplace Violence, Safety Training, Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Ethics, Harassment and Workplace Violence 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)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b); LC §6401.9(f), 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 Adopted: 8/20/2025 Ver. 8.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Data is interrelated; GC §34090 Animal Services AS-002 Animal Registration Report When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Animal Services AS-004 Bite Reports / Rabies Control Records 3 years 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Animal Services AS-005 Clinics: Spay and Neuter 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-006 Drug Logs - Animal Services 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Animal Services AS-008 Medical Records, Surgical Records, X-rays 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, 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 Adopted: 8/20/2025 Ver. 8.0 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 - Animals 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, GC §7920.530 Animal Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Microchip’s Primary Registrant 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD FA §§31108.3 and 31752.1; GC §34090 Animal Services AS-013 Rescue Partnerships / Foster Care Partnerships - Animals 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 - Animals 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Animal Services AS-015 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY (Building Safety, Community Improvement) 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 Yes: After QC & OD Department Preference; GC §34090 Building & Safety BL-002 Address Files / Building Permits P P Yes (all) Mag, Mfr, OD, Ppr S / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I 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 / I 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY (Building Safety, Community Improvement) 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 / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY (Building Safety, Community Improvement) 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-010 Plan Check Comments When Finalled When Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 Building & Safety BL-011 Reports: Building Activity When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 BUILDING & SAFETY / COMMUNITY IMPROVEMENT Building & Safety / Community Improve. CI-001 Citations Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building & Safety / 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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-002 Agreements / Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications / Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property and property restrictions, redevelopment, reservoirs, sewers, sidewalks, street and alley improvements, settlement, subdivisions, utilities, water, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors and 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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-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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations is 4 years; 10 years for Errors and 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 and Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006 Board and Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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-007 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §§34090, 60201 et seq. City Clerk CC-009 City Council, Board and 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 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 QC City maintains original statements; GC §81009(d)(e)(f)and(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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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). City Clerk CC-011 Economic Interest Filings (FPPC Form 602 or 635) - Lobbyist Authorization Reporting 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 CCR 18615(f), GC §34090 City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 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, Mfr, OD, Ppr S / I Yes: After QC 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, Mfr, OD, Ppr S / I Yes: After QC GC §81009e City Clerk CC-015 FPPC Form 804 (Agency Report of New Positions)P P Mag, Mfr, OD, Ppr S / I Yes: After QC 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 QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3); 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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 / ELECTIONS City Clerk / Elections CC-018 Assessment District Ballots, Protest Letters, and Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §§53753(e)(2), 53755(d) City Clerk / Elections CC-019 Campaign Filings (FPPC 400 Series Forms and Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC 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)and(g); GC §84615(i) City Clerk / Elections CC-020 Campaign Filings (FPPC 400 Series Forms and 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 QC 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)and(g); City Clerk / Elections CC-020.1 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Statements filed electronically are required for 10 years; GC §81009(b)and(g); GC §84615 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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 / Elections CC-021 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(f)and(g) City Clerk / Elections 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)and(g) City Clerk / Elections 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 / Elections 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 / Elections 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 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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 / Elections 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 City Clerk / Elections CC-27.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final Examination + 1 year after petition examination Final Examination + 1 year after petition examination 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 City Clerk / Elections CC-27.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Results + 8 months 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, and Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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-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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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 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 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) Page CC-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). City Clerk CC-036 Recorded Documents: ALL - Deeds, Easements, Liens and Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. P P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. City Clerk CC-037 Recordings - AUDIO RECORDINGS: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission 2 years 2 years Mag Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC-038 Recordings - VIDEO RECORDINGS: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission Minimum 3 years Minimum 3 years Mag Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 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 Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) Page CC-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). City Clerk CC-046 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EC §21160(i) ); 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 Yes: After QC & OD GC §34090 City Clerk CC-045 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-042 Speaker Cards When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 11.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and BYLAWS P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090 City Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-003 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Manager CM-004 Council / Commission Contact Forms When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq. City Manager CM-005 Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD 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 Adopted: 8/20/2025 Ver. 11.0 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-009 RCTV Message Request Forms 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. City Manager CM-010 Speech Notes / PowerPoint Presentations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Finance CM-011 Travel / Conferences Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and Notes)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD 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 Adopted: 8/20/2025 Ver. 17.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Community Services CS-002 Activity / Special Programs / Special Event Files and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Services CS-003 Armored Car Manifests 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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: After QC & OD Department preference; Statute of Limitations: Contracts and Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-007 Attendance Tracking 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 17.0 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 and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors and Omissions is 10 years; Statute of Limitations: Contracts and 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 Adopted: 8/20/2025 Ver. 17.0 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-009 Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP and Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies and Reports, Operations and Maintenance Manuals (O and 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: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 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: After QC & OD Department preference; Statute of Limitations: Contracts and 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: After QC & OD Department preference; Statute of Limitations: Contracts and Spec's=4 years; CCP §337 et. seq., GC §34090 Lead Dept. and Finance CS-015 Credit Card Receipts 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference (not all detail is sent to Finance); 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 Adopted: 8/20/2025 Ver. 17.0 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-016 Customer Relations / Member Database Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data fields are inter-related; GC §34090 et seq. Lead Dept. and Finance CS-017 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference (not all detail is sent to Finance); GC §34090 Community Services CS-018 Donations Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community Services CS-019 Evaluations / Surveys (of programs) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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: After QC & OD Department preference; Statute of Limitations: Contracts and Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-021 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests (includes insurance certificates, ABC Permit) 2 years 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-022 Fundraising Events 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. and Finance CS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference (not all detail is sent to Finance); 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 Adopted: 8/20/2025 Ver. 17.0 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-024 House Reports / Program Files / Event Files / Sponsored Vouchers / Coupons (Theatre) Includes Contract Billing Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years Inactive + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing standards); GC §34090 Community Services CS-026 Park and Recreation Commission AGENDA PACKETS and AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 (Mag) City preference; State law only requires for 30 days; GC §54953.5(b) Community Services CS-028 Park and Recreation Commission MINUTES RESOLUTIONS and BYLAWS P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 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: After QC & OD Department preference; Statute of Limitations: Contracts and Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-030 Photo Waivers 2 years 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 17.0 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-031 Recreation Database (Active Net) Indefinite - Minimum 2 years Indefinite - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-033 Safety Inspections 2 years 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-034 Schedules / Hours When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-035 Scholarships 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-039 Sign-in / Sign-Out Sheets for classes and programs 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-040 Sports Advisory Committee - All Records (Member are not Appointed by the City Council) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Services CS-041 Sports Organizations / Non-Profit Organizations (Little League, etc.) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; 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 Adopted: 8/20/2025 Ver. 17.0 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). Community Services CS-042 Sports Score Sheets, Schedules When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community Services CS-044 Ticket Stubs When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Lead Dept.CS-045 Volunteer / Unpaid Intern Applications and Agreements - Unsuccessful or Pending Applicants 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§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 Adopted: 8/20/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-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). Lead Dept.CS-046 Volunteer / Unpaid Intern Applications and Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12960, 34090; 29 USC 1113 Community Services CS-047 Waivers of Liability 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION AND 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 AND TECHNOLOGY Depart. of Innovation and Technology DOIT-001 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) When No Longer Required When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Depart. of Innovation and Technology DOIT-003 Network Configuration Maps and Plans 2 years 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Depart. of Innovation and Technology DOIT-003.5 Routine Video Monitoring 1 year 1 year Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.6(a) Depart. of Innovation and Technology DOIT-004 UNALTERABLE MEDIA / IMMUTABLE MEDIA (CLOUD IMMUTABLE BACKUP) / WORM / DVD-r / CD-r / Blue Ray-R or other UNALTERABLE MEDIA that does not permit additions, deletions, or changes Follows Retention of Official Electronic Record Follows Retention of Official Electronic Record Mag, Mfr, OD, Ppr S / I Yes: After QC & 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 Adopted: 8/20/2025 Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) 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. / Former Redevelop ment / Successor Agency ED-001 Economic Development Projects, Programs, Subject and Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Economic Develop. / Former Redevelop ment / Successor Agency ED-002 Mobile Home Accords P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Economic Develop. / Former Redevelop ment / Successor Agency ED-003 Real Estate Appraisals 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference, meets municipal auditing standards; GC §34090 City Clerk ED-004 Recorded Documents: ALL - Deeds, Easements, Liens and 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 / I Yes: After QC & OD Finals are maintained by City Clerk; GC §34090 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 Adopted: 8/20/2025 Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) 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. / Former Redevelop ment / Successor Agency ED-005 Redevelopment Long Range Property Management Plans, Oversight Plans Completion + 10 years Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Economic Develop. / Former Redevelop ment / Successor Agency ED-006 Redevelopment Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference for Historical Purposes; GC §34090 Economic Develop. / Former Redevelop ment / Successor Agency ED-007 Redevelopment Projects and 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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. / Former Redevelop ment / Successor Agency ED-008 Relocations Completion + 5 years Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference, meets municipal auditing standards; CCP §337 et seq.; GC §34090 ECONOMIC DEVELOPMENT / HOUSING RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) 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). Economic Develop. / Housing ED-009 Foreclosure Notices / Notices of Defaults (NOD) Disposition + 5 years Disposition + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Attorney preference; GC §34090 Economic Develop. / 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: After QC & OD 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)and(c) and 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Economic Develop. / 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)and(c) and 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Economic Develop. / 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) 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). Economic Develop. / Housing ED-013 Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing and Community Development 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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) ENGINEERING SERVICES / 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, Mfr, OD, Ppr S / I Yes: After QC and OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors and Omissions is not applicable; Statute of Limitations: Contracts and 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 and 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, Mfr, OD, Ppr S / I Yes: After QC and OD Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors and Omissions is 10 years; Statute of Limitations: Contracts and 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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 / Permanent File Scanned Records Specifications and Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies and Reports, Operations and Maintenance Manuals (O and 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: After QC and OD 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, Mfr, OD, Ppr S / I Yes: After QC and OD Data Fields / Records are interrelated; Covers Statute of Limitations for Errors and Omissions; GC §34090, CCP§ 337.1 and 337.15 Engineering Services / Capital Projects ENG-005 Design and Construction Standards - Authored by the City P P Mag, Mfr, OD, Ppr S / I Yes: After QC and 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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-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 Yes: After QC and OD 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 ENGINEERING SERVICES / GENERAL ENGINEERING Engineering Services / General Engineering ENG-021 Aerial Maps (Analog / Historical)P P Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-022 Benchmarks P P Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-023 Correspondence - Regulatory Agencies Not Related to a CIP (State and Federal Agencies, EPA, Health Department, etc.) Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC and OD 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, Mfr, OD, Ppr S / I Yes: After QC and OD GC § 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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-025 Encroachment Permits - Permanent (Permanent structures in the City's Right of Way) P P Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-026 Engineering Permits Database Indefinite - Permanent Indefinite - Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Data Fields / Records are interrelated; Some Encroachment Permits are Permanent; GC §34090 Engineering Services / General Engineering ENG-027 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P P Mag, Mfr, OD, Ppr S / I Yes: After QC and 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 / I Yes: After QC and OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-029 Grading Plans, Grading Plans and Grading Certificates P P Mag, Mfr, OD, Ppr S / I Yes: After QC and 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 / I Yes: After QC and 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, Mfr, OD, Ppr S / I Yes: After QC and OD GC §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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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 ENG-033 Recorded Documents: ALL - Deeds, Easements, Liens and 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 / I Yes: After QC and OD Even if documents are e- recorded, send all finals to the City Clerk; GC §34090 et seq. ENGINEERING SERVICES / LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC and OD GC §34090 et seq. Engineering Services / Land Dev. and Transportation 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, Mfr, OD, Ppr S / I Yes: After QC and OD Statute of Limitations for Errors and Omissions is 10 years; Statute of Limitations: Contracts and 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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. and Transportation 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 and 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, Mfr, OD, Ppr S / I Yes: After QC and OD copies; GC §34090.7 Engineering Services / Land Dev. and Transportation ENG-038 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC and 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation) 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 and 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. and Transportation ENG-039 Traffic Counts 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Department preference; GC §34090 Engineering Services / Land Dev. and Transportation ENG-040 Traffic Investigation Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC and OD GC §34090 Engineering Services / Land Dev. and Transportation ENG-041 Self-Haul Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC and OD GC §34090 Engineering Services / Land Dev. and Transportation ENG-042 Traffic Speed Surveys 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC and OD Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Engineering Services / Land Dev. and Transportation ENG-043 Transportation Studies / Traffic Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. P P Mag, Mfr, OD, Ppr S / I Yes: After QC and 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-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). ENVIRONMENTAL PROGRAMS Environment al Programs ENV-001 CCTV - Storm Drains 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary drafts); GC §34090 Environment al Programs ENV-002 Construction Diversion / Deposit, Reimbursement, etc.10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Environment al Programs ENV-003 FOG (Fats, Oil and Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Environment al Programs ENV-004 Household Hazardous Waste / Recycling/Disposal / Participant Logs 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090 Environment al Programs ENV-005 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 2022- 0103-DWQ; ; 40 CFR 122.41(j)(2); GC §34090 Environment al Programs ENV-006 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 retained 5 years, and updated every 6 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2022-0103-DWQ; 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-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). Environment al Programs ENV-007 Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and S §39730.7; GC §34090 et seq. Environment al Programs ENV-008 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Environment al Programs ENV-009 Stormwater Illicit Discharges 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 Environment al Programs ENV-010 Stormwater Monitoring / NPDES Monitoring and Inspection 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Environment al Programs ENV-011 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 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-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). Environment al Programs ENV-012 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 Environment al Programs ENV-013 Stormwater: NPDES Permits Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Environment al Programs ENV-014 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 Environment al Programs ENV-015 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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). FINANCE / ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting and Financial Reporting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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 QC & OD 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 and 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 and Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §§34090, 60201 Finance / Accounting and Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards);GC §§34090, 60201 Finance / Accounting and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations for Bonds issued by local governments are 10 years; IRS bond auditing 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; 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 and Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 and Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 Finance / Accounting and 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 and Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and Financial Reporting FIN-011 Collections / Collection Agency Case Files and Statements / Delinquent Accounts 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Delinquencies remain on credit reports for 7 years; GC §§34090, 60201 et seq. Finance / Accounting and Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, and DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA and Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 and Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC §34090, 26 CFR 31.6001.1 Finance / Accounting and Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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), 1355. 1519; GC §34090 Finance / Accounting and Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 Finance / Accounting and Financial Reporting FIN-016 Financial Services Database Indefinite - Minimum 7 years Indefinite - Minimum 7 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Meets municipal government auditing standards; May include Employee Reimbursement; GC §§34090; 60201(d)(12) Finance / Accounting and Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 and Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting and Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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 and Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 and Financial Reporting FIN-022 Reports / Finance Reports created from Database; Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue and Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §§34090, 60201 Finance / Accounting and 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 and Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §§34090, 60201 Finance / Accounting and Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting and Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Mfr, OD, Ppr S / I Department Preference; this is a State record, must be given to the buyer; 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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). Finance / Accounting and Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §60201(d)(12); GC §§34090, 60201 Finance / Accounting and 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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 / 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, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §§34090, 60201 FINANCE / BUSINESS LICENSE AND REVENUE Finance / Business License and Revenue FIN-029 Business License and Permit Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §§34090, 60201 Finance / Business License and Revenue FIN-030 Business License and 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 and Revenue FIN-031 Business License and Permit Renewals 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing requirements); GC §§34090, 60201 et seq. FINANCE / 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 / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) 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). 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §§34090, 60201 et seq. 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 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 / I Yes: After QC & OD 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 and 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 Adopted: 8/20/2025 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-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). FINANCE / TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §§34090, 60201 Finance / Treasury Manage. FIN-038 Investment Reports and Backup / Treasury Reports 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and Studies Minimum 3 years Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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 and Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Final Disposition + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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 Drug and Alcohol Test Results (All - Positives and Negatives)6 years 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Human Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 11013; GC §§12946, 12960, 34090, 60201 Human Resources HR-008 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§53235.2(b), 53237.2(b), 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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-009 I-9s Separation + 3 years Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 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 and 1627.3(b)(1), 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. 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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-012 Personnel Files - Background Files (Fire, Executives, Information Technology) Separation + 3 years 3 years Separation + 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; 29 CFR 1602.31 and 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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-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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 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 / I 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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-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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090, 60201 Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis and statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 11013 (c)(2), 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND 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). Human Resources HR-018 Studies and Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Training, etc. 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 RISK MANAGEMENT Human Resources / Risk Manag. HR-019 Accident / Incident Reports / Injury Reports (Potential Claims - medical and non- medical that do not result in a claim.) 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CCP §340.5, GC §§34090, 60201 et seq. Human Resources / Risk Manag. HR-020 Claim Runs 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND RISK MANAGEMENT Page HR-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). Human Resources / Risk Manag. HR-021 Claims (Includes Litigated Claims)Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Human Resources / 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. Human Resources / Risk Manag. HR-023 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations 5 years 5 years Mag, Mfr, OD, Ppr S / I 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 Human Resources / 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 / Risk Manag. HR-025 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; 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 Adopted: 8/20/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES AND RISK MANAGEMENT Page HR-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). Human Resources / Risk Manag. 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 / I 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 Adopted: 8/20/2025 Ver. 7.0 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 and AGENDAS P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD GC §34090 Lead Dept. and Finance LIB-004 Cash Receipts Report / Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference (not all detail is sent to Finance); GC §34090 Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Library LIB-006 Flyers for Library Programs When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 7.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Library LIB-010 Library Volunteer / Unpaid Intern Applications and Agreements - Unsuccessful or Waiting 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Library LIB-011 Library Volunteer / Unpaid Intern Logs (Hours)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025 Ver. 7.0 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 and Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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)and(ii), GC §§ 12960, 34090 Library LIB-013 Passport Transmittals 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Library LIB-014 Problem Patron File Minimum 2 years Minimum 2 years 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 Adopted: 8/20/2025 Ver. 18.0 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 State of California PL-002 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (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 / 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 Adopted: 8/20/2025 Ver. 18.0 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 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 18.0 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 / I 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 / I 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD Department preference; GC§§34090 Planning PL-015 Planning and Historic Preservation Commission AGENDAS and 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 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 Adopted: 8/20/2025 Ver. 18.0 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 and RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090, H and S §19850 Planning PL-019 Planning Project Files - Approved Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans and 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 / I 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 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 Adopted: 8/20/2025 Ver. 18.0 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-027 Preliminary Review / Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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-020 Preliminary Review / Courtesy Review - APPLICATIONS, other City Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 / I Yes: After QC & OD Department preference; GC§§34090 Planning PL-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I 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 / I Yes: After QC & OD Department preference; GC§§34090 Planning PL-021 Temporary Permits / Special Event Permits / Temporary Entitlements (Approved and 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 / 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 Adopted: 8/20/2025 Ver. 18.0 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-030 Trails Committee (Subcommittee of Planning Commission) AGENDAS, and 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-024 Zoning Maps (Historically Significant)1 year P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 QC & OD 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 Adopted: 8/20/2025 Ver. 6.0 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Procure- ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works / Maint. / Facilities PW-002 Facility Inspections 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.PW-003 Generator Operation Logs and Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090 Lead Dept.PW-004 Generator Operation Logs and Inspections - Portable / Emergency Generators 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PW-005 Operations and Maintenance Manuals (O and M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; CCP §§338 et seq., 340 et seq., 342, 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, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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). 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, Mfr, OD, Ppr S / I Yes: After QC & OD May contain sewer records, which are required for 5 years; SWRCB Order 2022-0103- DWQ; CCP §§338 et seq., 340 et seq., 342; GC §34090 MAINTENANCE / PARKS AND LANDSCAPE Public Works / Maint. / Parks and Landscape PW-009 Arbor Day / Tree City USA, etc.2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.PW-010 Operations and Maintenance Manuals (O and M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Public Works / Maint. / Parks and Landscape PW-011 Park Safety Checklist 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Maint. / Parks and Landscape PW-012 Pesticide Use Permits and Applications 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Maint. / Parks and Landscape PW-013 Playground Inspections 10 years 10 years 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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 and Landscape PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Maint. / Parks and Landscape PW-015 Tree Inventory Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Public Works / Maint. / Parks and Landscape PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; CCP §§338 et seq., 340 et seq., 342, 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, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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). 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, Mfr, OD, Ppr S / I Yes: After QC & OD May contain sewer records, which are required for 5 years; SWRCB Order 2022-0103- DWQ; 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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). MAINTENANCE / STREETS AND FLEET Public Works / Maint. / Streets and Fleets PW-020 Aboveground Diesel Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs Life of the Tank Life of the Tank Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §§34090, 60201 Lead Dept.PW-021 AQMD Permits (Fuel Usage)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works / Maint. / Streets and Fleets PW-022 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 Lead Dept.PW-023 Operations and Maintenance Manuals (O and M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c) Public Works / Maint. / Streets and Fleets PW-025 Sidewalk Complaints - Right of Way 10 years 10 years 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) 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). Public Works / Maint. / Streets and Fleets PW-026 Sidewalk Inspection Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Public Works / Maint. / Streets and Fleets PW-027 Stormwater: Operation and 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, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; entered into DigAlert Software the Excavator, Operator and the Regional Notification Center has the obligation to retain the notice for 3 years; GC §§4216.2(f) , GC §34090 Public Works / Maint. / Streets and Fleets PW-029 Underground Storage Tanks (City- Owned - Removed) Location, Soil Remediation 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for the life of the tank); 23 CCR 2712(b), H and S §25284.2(i); GC §34090 et. seq. Public Works / Maint. / Streets and Fleets PW-030 Used Oil Disposal 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H and S §25250.18(b), 25250.19(a)(3) 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-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). Public Works / Maint. / Streets and Fleets PW-031 Vehicle and 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; CCP §§338 et seq., 340 et seq., 342, GC §34090 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD May contain sewer records, which are required for 5 years; SWRCB Order 2022-0103- DWQ; CCP §§338 et seq., 340 et seq., 342; , GC §34090 SAFETY / ADMINISTRATION 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 Adopted: 8/20/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-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). Public Works / Safety Admin. PW-035 Employee Training File (Training Certificates) Separation + 3 years Separation + 3 years 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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). RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES RCMU RCMU-001 Applications for Service 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept.RCMU-002 AQMD Permits (Generators, etc.)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 RCMU RCMU-003 Armored Car Manifests 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RCMU RCMU-004 Bulk Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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). 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: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 RCMU RCMU-007 Customer Information Service (CIS) Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 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 & OD Department Preference; GC §34090 RCMU RCMU-009 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Reports 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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 RCMU-010 Easements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (copies); GC §34090.7 RCMU RCMU-011 Electricity Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Engineering has originals); GC §34090.7 RCMU RCMU-012 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CCP §337 et. Seq., GC §34090 RCMU RCMU-013 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept.RCMU-014 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; GC §34090 Lead Dept.RCMU-015 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 RCMU RCMU-016 Joint Pole Agreements, History, Maintenance (Card Files) P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU RCMU-017 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing requirements); GC §34090 RCMU RCMU-018 Load Records 10 years 10 years 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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). RCMU RCMU-019 Payments / Credit Card Receipts - RCMU 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing standards); GC §34090 RCMU RCMU-020 Power Operations Reports / Outage Reports 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU RCMU-021 Power Outage Report Database Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 RCMU RCMU-022 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 3 years 2 years Completion + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (auditing standards are 5 years); GC §34090 RCMU RCMU-023 Power Trading / Power Scheduling (Confirmations, Invoices) 3 years 4 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU RCMU-024 Power Trading / Power Scheduling (Pathing Sheets)3 years 4 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU & Gas RCMU-025 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU & Gas RCMU-026 Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 RCMU & Gas RCMU-027 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. Minimum 10 years Minimum 10 years 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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). 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 & OD Department Preference; GC §34090 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 & OD Department Preference; GC §34090 RCMU RCMU-030 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; GC §§34090, 12168.7 RCMU RCMU-031 SCADA Printouts / Reports / Log Books When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; GC §§34090,12168.7 RCMU RCMU-032 Solar Power Production Operating Data Logs / Diaries 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept.RCMU-033 Underground Service Alerts (USA's) 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Databases where sewer records may be stored are required for 5 years; SWRCB Order 2022-0103- DWQ; 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 Adopted: 8/20/2025 Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU RANCHO CUCAMONGA MUNICIPAL UTILITIES Page RCMU-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 RCMU-035 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, Mfr, OD, Ppr S / I Yes: After QC & OD May contain sewer records, which are required for 5 years; SWRCB Order 2022-0103- DWQ; 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 Adopted: 8/20/2025