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FD 2025-020 - Resolution
RESOLUTION NO. FD 2025-020 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, SAN BERNARDINO COUNTY, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed; WHEREAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 60201; and WHEREAS, the District previously adopted Resolution No. 2024-007 adopting records retention schedules. NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct. Section 2. Resolution No. FD2024-007 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein. Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit "A" attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District Resolution No. FD 2025-020 - Page 1 of 3 or the public. Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health & Safety Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District's Board of Directors. Section 5. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District's Board of Directors, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification. Section 5. The term "records" as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. Resolution No. FD 2025-020 - Page 2 of 3 PASSED, APPROVED AND ADOPTED this 20th day of August 2025. ATTEST: Kim tllylicretary I, Kim Sevy, Secretary of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 201h day of August, 2025. AYES: Hutchison, Kennedy, Michael, Scott, Stickler NOES: None ABSENT: None ABSTAINED: None Executed this 21 s' day of August, 2025, at Rancho Cucamonga, California i vy, SJ erk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon Resolution No. FD 2025-020 - 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 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE / ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §60201 Fire / Admin.FR-010 Standard Operating Procedures / Policy and Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §60201 Fire / Admin.FR-012 Telestaff 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 §60201(d)(12) Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target Solutions / Vector Solutions) Indefinite - Minimum 5 years Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for the life of the tank); 23 CCR 2712(b), H and S §25284.2(i); GC §60201 et. seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE / COMMUNITY AFFAIRS Fire / Community Affairs FR-016 Community Outreach Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications and Agreements - Unsuccessful 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, 60201 Lead Dept.FR-019 Volunteer 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, 60201; 29 USC 1113 Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE / COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means and Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC § 104.7 et seq.; H and S §19850 Fire / Community Risk FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.7 – 104.7.4 Fire / Community Risk FR-023 Fire Inspections - Citations / Notice of Violations Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; CFC §§ 104.7; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H and S §19850 Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 FIRE / EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community and Business Emergency Response Training Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Fire / Emergency Manage. FR-029.5 Drone (Unmanned Aerial Vehicle) Recordings that are NOT evidence / Does NOT record regular and ongoing operations When No Longer Required When No Longer Required Mag Does NOT record regular and ongoing operations; For recordings that are evidence, see Fire Investigations (FR-042 or FR-043); GC §§60201, 53160 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Fire / Emergency Manage. FR-031 Emergency Response and Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports Minimum 2 years Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 FIRE / EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - required for 3 years ; 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233; FA §32003(e), B and P 4081; GC §60201 Fire / Emergency Response / EMS FR-034 Emergency Medical PCR Database Indefinite - Minimum 20 years Indefinite - Minimum 20 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Minors until 1 year after age 18, but not less than 7 years; 10 years (see Patient Care Reports) GC §60201 Fire / Emergency Response / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201 et seq. Fire / Emergency Response / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 45 CFR 164.530(j) Fire / Emergency Response / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 4 years is required by DPH8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 22 CCR 100395. 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; adults required for 10 years; minors until 1 year after age 18, but not less than 10 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H and S §§1797.98e 123145; 42 CFR 482.24(b); 22 CCR 70751(c) and 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W and I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 10 years, whichever is longer Age of Majority, Minimum 10 years, whichever is longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; adults required for 10 years; minors until 1 year after age 18, but not less than 10 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H and S §§1797.98e 123145; 42 CFR 482.24(b);,22 CCR 70751(c) and 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W and I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 FIRE / EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§104.7 – 104.7.4 GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Indefinite - Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.7 – 104.7.4 GC §34090 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson and Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson and Capital Crimes Minimum 5 years Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.7 et seq.; GC §§60200, H and S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) Minimum 2 years Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 CFC §§ 104.7 – 104.7.4 FIRE / STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §60201 Fire / Station Operations / Suppressio n FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §60201 Fire / Station Operations / Suppressio n FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §60201 Fire / Station Operations / Suppressio n FR-052 Fire Vehicle, Apparatus, and Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, 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 §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE (Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops / Suppression) Page FR-12 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.FR-053 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 §60201 Lead Dept.FR-054 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 §60201 Fire / Station Operations / Suppressio n FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §60201 et seq. Fire / Station Operations / Suppressio n FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025