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HomeMy WebLinkAbout2026-029 - Resolution RESOLUTION NO. 2026-029 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING UPDATED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO. 2025- 063 WHEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and WHEREAS, California Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted records retention guidelines for various government records; and WHEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 34090; and WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2025. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct. Section 2. Resolution No. 2025-063 is hereby rescinded. Section 3. The City Council hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit "A", attached hereto and incorporated herein by this reference, as the City's Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga. Section 4. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Director, City Clerk Services Director, City Manager and City Attorney. Section 5. The term "records" as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq. Resolution No. 2026-029— Page 1 of 3 Section 6, The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. Resolution No. 2026-029— Page 2 of 3 PASSED, APPROVED, and ADOPTED this 6th day of May 2026, y ne B. Kenne y, yor ro-Tern ATTEST: m vy, City Cl, STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Kim Sevy, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 6th day of May 2026. AYES: Hutchison, Kennedy, Scott, Stickler NOES: None ABSENT: Michael ABSTAINED: None Executed this 7th day of May 2026, at Rancho Cucamonga, California. dige C'4' �K4m Wvy, City Cler APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon Resolution No. 2026-029-- Page 3 of 3 HOW TO USE RETENTION SCHEDULES 01995-2026 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, STRUCTUBE; SrZYWQE. 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 (Paeer or Electronic Recordsl: Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) 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 (or originals that do NOT have SUBSTANTIVE CONTENT) 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 01995-2025 Gladwell Governmental Services,Inc.(909)337.3516.off rights reserved do not duplicate or distribute without priorvv tten 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 I hard copy version of the record;however the electronic record may be the official(original)record. See the"Destroy Paper after Imaged&Qi 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. RetentionlDisposition: 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,Mylar,Linen,"Hard Copy" OD=Optical Disk or other Unalterable Media which does not allow changes Scan I 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; "W indicates the record was microfilmed Destroy Paper after Imaged&QC'd(quality checked)I 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 Cade(CA) W&i: Welfare&Institutions Code(CA) Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 (Users By ALL Departments) Imago: Destroy Office of Total Media I=Import Paper Record(Of Retention No. Records Description Retention vital? Options M=Mfr after Comments f Reference S=Scan Imaged m C d?& Retentions a l to the department that is NOT the Office of Record OFR,or the"Lead Department". ff ou are the OFR,refer to your de -altment retention schedule. Retentions begin when the act is com letedr and imply a full file folder fe,g.last document+2 yearsJ,since destruction is normallyperformed by file folder. HOLDS:Litigation,complaints.claims,eublic records act requests.audits and/or investigations suspend normal retention periods retention resumes after settlement or completion), C1TY-WIDE Used B ALL De artments Lead Dept. CW-00 OD,Ppr 2.1 Administrative Hearings 2 years Mag,Mfr, S!I QC&OD Yes: After GC§§34090,60201 Affidavits of Publications 1 Public Hearing Brown Act challenges must be filed within 30 Mag,Mfr, Yes: After or 90 days of action;Statute of Limitations on Lead Dept. CW-003 Notices!Legal Advertising!Affidavits of 2 years OD, Ppr S!I QC&OD Municipal Government actions is 3-6 Posting months:GC§§34090,60201 ,54960.1(c)(1) Agreements -Cs fasts- Same-Gfarsts-require audits;Grants-oovemd- ADMINlcrrr�n�,��rrvc riLES-(wltft,(r- t Funding) s rs t �fGF6-yea ;Uniform-Adfniar4equu 4GIear or s emeeMts-for 1_ead-Dept.- B year Grantt;40-Lecal-Govemraeats4s-3-years-fforw- na in AfQe ding (Ma g g theC;A0� (6smespandefls4as�srar}se Gerti€isates- pgency y-A Audit Yer $efe Mag M€F Yes AfteF expenditure Fepor#oFf+nal-payrrent.s� Agr�erFieHt l t ejestAdll}4R-ISkatiot3;-RFAisjeStS€.hedulen, i"mod Gomp3etlen OD,Ppr QG&OD- grantee-or,-&ubgraRtecTrro nn 4 Contract) Gertifev�cyitlll%,-4fw es,Legs4ZFP- ^_F R-s;-1v p-and- ete) whietlever is tongef &7"92(-.) 29 rco 97.42 n y�6-Gir5Hl2f„A_ 110 and A-4.33;6G-�D"0204 ems^¢- Send all ors iaals so-t erg GS-P546-7- Agreements 1 Contracts: ADMINISTRATIVE FILES Covers E and O Statute of Limitations Lead Dept. (insurance certificates are filed with (Managing the (Correspondence,Project Administration, Completion+ Yes: Before Mag,Mfr, Yes: After agreement);Published Audit Standards=4-7 Agreement I CW-007 project Schedules,Certified Payrolls, 10 years Completion OD,Ppr S 1 I QC&OD years;Statute of Limitations:Contracts and Contract) Invoices,Logs,RFP,etc.) Spec's=4 years,Wrongful Death=comp.+5 years,Developers=comp.+10 years; CCP Send all originals to the City Clerk §337 et.seq„GC§34090,60201 Agreements 1 Contracts: Lead Dept. UNSUCCESSFUL BIDS f PROPOSALS! (Managing the RESPONSES to RFPs(Request for Mag,Mfr, Yes: After Agreement! CW-008 Proposals)/ RFQs(Request for 2 Years OD,Ppr S!I QC&OD GC§§3409D,60201 et seq. Contract) Qualifications)that don't result in a contract RANCHO CUCAMONGA,CA 91 995-201 7 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 (Used By ALL Departments) Image: Destroy Office of Total Media �Jmp. rtPaper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfrafter Comments I Reference =Scan Imaged& Retentions a ! to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your de arfinent retention schedufe. Retentions begin when the act is completed,and imply a full(le folder Le, .last document+22 years),since destruction is normally performed by Re folder. HOLDS:Litigation,complaints,claims,public records act requests,audits andlor investigations suspend normal retention periods retention resumes attersettlement or completion). Department Staff Meetings(all Records, Mag,Mfr, Yes: After Staffing Dept. CW-011 including Minutes 1 Recordings, 2 years OD,Ppr S I I QC&OD GC§§34090,60201 et seq. Department Awards) Boards,Commissions,1 Committees: Brown Act challenges must be filed within 30 Residents Advisory Bodies Formed by Minimum 2 Mag,Mfr, Yes: After Staffing Dept. CW-013 CITY COUNCIL years OD,Ppr S 1 I QC&O❑ ar 90 days of action;GC§§34090,50201, AGENDAS,AGENDA PACKETS 54960,1(c)(1) Boards,Commissions,1 Committees: Residents Advisory Bodies Formed by Department preference;State law only Staffing Dept. CW-014 CITY COUNCIL: 2 years Mag Recordings-AUDIO RECORDINGS of requires for 30 days;GC§54953.5(b) Meetings I Audio Tapes Boards,Commissions,I Committees: Department Preference;Video recording of Residents Advisory Bodies Formed by Minimum 3 meetings are only required for 90 days if Staffing Dept. CW-015 CITY COUNCIL: Mag Recordings-VIDEO RECORDINGS of years audio or another record made;GC Meetings I Video Tapes §§34090,60201 .7,34090 Boards,Commissions,!Committees: Residents Advisory Bodies Farmed by Mag,Mfr, Yes: After Staffing Dept. CW-016 CITY COUNCIL P OD,Ppr S 1 i QC&OD GC§§34090,fi02fl1 et seq. MINUTES I BYLAWS Lead Minimum 2 Mag,Mfr, Yes: Ri#er (Requesting) CW-019 City Attorney Opinions years OD Ppr S!I QC&OD City preference;GC§534090,60201 et seq. Dept. City preference;Statute of Limitations for Lead Minimum 2 Mag,Mfr Yes: After personal property,fraud,etc,is 3 years; (Responding) CW-021 Complaints 1 Concerns from Citizens years OD,Ppr, S i l QC&OD Claims must be filed within 6 months;CCP Dept. §340 et seq.,342,GC§§911.2.34090, 60201 et seq, Human Send to Mag,Mfr, Yes: After Resources CW-022 Complaints Against Employees Human OD,Ppr Sit QC&OD GC§§34090.7,60201 Resources RANCHO CUCAMONGA, CA @1995-2017 G€adwell Governmental Services,Inc,-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 (Used By ALL Departments) Image: Destroy Office of Total Media I=Import paper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference S=Scan Imaged& C'd? Retentions apply to the de artment that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed.and imply a full file folder (e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits andlorinvestigations suspend normal retention periods retention resumes after settlement or completion). Copies- When No Mag,Mfr, Lead Dept. CW-024 Copies 1 Duplicates of any record Longer OD,Ppr Sit I QC&OD Yes: After GC§§34090.7,60201 Required Correspondence-ROUTINE (IF CONTENT relates in a SUBSTANTIVE way to the conduct of Dept,that the public's business) Authors Document (e.g.Administrative Files,e-mail!email Only if content relates in a substantive way to Mag,Mfr, Yes: After the conduct of the public's business;City of or CW-025 with SUBSTANTIVE content,General 2 years S f I Receives the Files,Letters,Memorandums, OD,Ppr QC&OD San Jose v.Superior Court(2017)2 C21.5th City's Original Miscellaneous Reports,Press Releases, 608;GC§§34090,60201 Document Public Records Requests,etc.) SUBSTANTIVE synonyms: Significant, Meanin ful,Considerable,Essential RANCHO CUCAMONGA,CA ®1995-2017 Gladwell Governmental Services,Inc.-all righisreserved Do not duplicate or distribute without prior written permission from GGS(909)3373516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 (Used By ALL Departments) image: Oastroy Office of Total Media 1=Import Paper Record(OFR) Retention No. Records Description Retention Vital? after Comments I Reference Options M=Mfr S=Scan Imaged t£ G' ? Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead De i rtment". t(you are the OFR,rotor to Mir de artment retention schedule. Retentions begin when the act is completed,and imply a full file(older a. .last document+2 years),since destruction is normally erformed by file folder. HOLDS:Litt ation,complaints,claims,public records act requests,audits and/orinvestigations suspend normal retention pefiods retention resumes after settlement or completion). Correspondence-TRANSITORY I PRELIMINARY DRAFTS,Interagency/ Intraagency Memoranda NOT retained in Electronic and paper records are the ordinary course of business categorized,filed and retained based upon the CONTENT of the record. Records Content NOT Substantive,I NOT made I where either the CONTENT relates in a Dept.that retained for the purpose of preserving the SUBSTANTIVE way to the conduct of the Authors informational content for future reference public's business,or ARE made or retained Document When No for the purpose of preserving the (e.g.calendars,checklists,e-mail I email, informational content for future reference are or CW-026 Longer Mag,Ppr social media posting, flyers invitations, SAVED by placing Thom in an electronic or Receives the , Required City's Original instant messaging,inventories,logs, paper(project)file folder and retained for Document mailing lists,meeting room registrations, the applicable retention period.If not speaker cards,staff Teams mentioned here,consult the City Attorney to videoconference chats,notes I recordings, determine if a record is considered transitory supply inventories,telephone messages, I preliminary draft. GC§§34090,60201 , 64 text messages,transmittal letters,thank Ops.Cal,Atty.Gen. 317(1961));City of San yous,requests from other cities, Jose v,Superior Court(2017)2 Cal.5th 608 undeliverable envelopes I returned mail, visitors logs,voice mails,webpages,etc.) Deposit Accounts I Trust Accounts I Close+5 Mag,Mfr, Yes: After Department preference;meets auditing Lead Dept. CW-028 Refundable Deposits ears OD,Ppr S I l QC&OD 1 standards;GC§§34090,60201 et seq. Transitory or source records not retained in 2 years After the ordinary course of business;CHP audits Lead Dept. CW-029 DMV Pull Notices Superseded Mag,Mfr, S I l Yes: After every 2 years;Bureau of National Affairs or Separated OD,Ppr QC&OD recommends 2 years for all supplementary Personnel records;GC§§34090,60201 et seq. RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 (Used By ALL Departments) Image: Destroy Office of Total Media 1=Import Paper Record(of Retention No. Records Description Retention Vital? Options Mfr after Comments I Reference S Imaged& =Scan C'd? Retentions 7-ply 7-ply to the de ar7ment that is NOT the Office of Record aFR,or the"Lead Department" if you are the CFR,refer fo our de artmenf retention schedule. Retentions be in when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally erformed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits andlorinvesli ations sus end normal retention periods retention resumes after settlement or completion). As long as the drafts and notes are not When No retained in the"Regular Course of Business". Lead Dept. CW-fl30 (retain final version)Drafts!Notes: Drafts that are revised Langer OD Mag,Mf Ppr r, S!I pC&OD Yes; After Consult the City Attorney to determine if a Required record is considered a draft. GC§§34090, 6D201 The Lead Department should print out historical documents(or save source data) GIS Database 1 Data 1 Layers(both City- When Na Mag Mfr Yes: After prior to replacing the data,if they require the Lead Dept. CW-031 wide I Specialized) Longer Yes OD,,Ppr, S I I QC&OD data or output for historical purposes; Required Department Preference(Preliminary documents); GC§§34090,60201 et seq.et seq. Lead Dept. Grants(UNSUCCESSFUL Applications, Mag,Mfr, Yes: After (Managing the CW-032 Correspondence) 2 years OD Ppr S 11 es&OD GC§534090.60201 et seq. Grant) Grants l CDBG f Reimbursable Claims FEMA Claims I OES Claims Meets auditing standards;Grants covered by (SUCCESSFUL Reports,other records a Consolidated Action Plan are required for 5 required to pass the funding agency's After Funding years;Uniform Admin.Requirements for Lead Dept. audit,if required) Agency Audit, Grants to Local Governments is 3 years from Mag,Mfr, Yes: After expenditure report or final payment of (Managing the CW-033 i€required- QD Ppr S I I QC&OD grantee or subgrantee;2 CFR 200.334;24 Grant) Applications(successful),grant Minimum 5 },92.505,570.A90,and CFR 91.105(h agreement,program rules,regulations! years 5 FR 91{a), (h CFR 97.42;OM8 Circular A- agencies,correspondence,audit records, procedures,reports to grant funding 110 and A-133;GC§§34090,60201 et seq.;completion records GC§85467 Litigation Files l Lawsuits 1 Court Case Final Files Yes: Until Mag,Mfr, Yes: After Department preference;CC §§337 et seq.; Lead Dept. CW-035 Send Final Settlement Agreements to the Resolution*5 Settlement OD,Ppr S!1 4C&OD GC§§911.2.34090,6020134090.E City Clerk years RANCHO CUCAMONGA,CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 (Used By ALL Departments) Image: Destroy Office of Total Media 1=Import Paper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference S=Scan Imaged& Retentions'apply to the department that is NOT the Office of Record(OPP),or the"Lead Department". if you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed.and imply a full file folder e.g.last document+2 years).since destruction is normally performed by file folder. HOLDS:Litt anon,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion). When No Mag,Mfr Yes After Preliminary drafts not retained in the Regular ; Lead Dept. CW-036 Leave Slips I Time Off Requests Longer OD,P r, $!I QC&OD Course of Business GC§§34090,60201 et Required p seq. Previous MSDS may be obtained from a service;MSDS may be destroyed as long as Materiat Safety Data Sheet(MSDS)! a record of the chemical f substance!agent, Safety Data Sheet(SDS)1 Chemical Use where and when it was used is maintained Lead Dept. CW-037 Report Form(!records of the chemical! 30 years Mag,Mfr, $1 I Yes-After for 30 years;Applies to qualified employers; substance 1 agent,where!when it was OD,Ppr QC&OD Claims can be made for 30 years for toxic used) substance exposures;8 CCR 3204(d)(1)(B)(2 and 3),29 CFR 1910.1020(d)(1)(1),GC §§34090,60201 et seq. When No Mag,Mir, Yes; After Non-records-may be obtained from the Lead Dept. CW-040 Newspaper Clippings Longer OD,Ppr S 1 I QC&OD newspaper company;GC§§34090,60201 et Required seq. Notices: Public Hearing Notices 1 Proofs Mag,Mfr, Yes: After Statute of Limitations on Municipal Staffing Dept. CW-041 publications 2 years OD Ppr S i I QC&OD Government actions is 3-6 months;GC of §§34090,60201 et seq. Human Send to Resources 1 Mag,Mfr, Yes; After Risk CW-043 OSHA Inspections 1 Citations Human OD Ppr S 11 QC'&OD GC§§3409D.7,60201 Management Resources Personnel Files (Department-level Files) Do Not Retain Ensure records kept in Department files Human CW-044 in Before Mag,Mfr, sit Yes: After comply with City policy(all originals are sent Resources Send all originals to Human Resources Departments Separation OD,Pp OC&OD to Human Resources);GC§§34090,7,60201 RANCHO CUCAMONGA,CA 01995-2017 Gladwell GDVemmenlal Services,Inc.-all rights reserved Do not duplicate cr distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 (Used By ALL Departments) ]mega: Destroy Office of Total Media 1=Import Paper Record(OFR) Retention No. Records Description Retention Vital? Options Mfr after Comments f Reference Imaged QVd? Retentions app!y to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to cur de artme,nt retention schedule. Retentions begin when the act is completed.and im 1 a full file folder(e.g.last document+2 ears,since,destruction is normallaerformedby fife folder. HOLDS.Litt ation,complaints,claims,public retards act requests,audits and/orinvesti afions suspend normal retention periods retention resumes after settlement or completion). Shred After Incorporation Notes maintained in a separate folder to be into Before Mag,Mfr, Yes: Aker incorporated into performance evaluation,or Lead Dept. CW-045 Personnel Files(Supervisor's Notes) Performance Annual OD,Ppr 8!I QC&OD to document progressive discipline;GC Evaluation or Evaluation Documented §§34090,60201 et seq. Discipline When No Preliminary Drafts;(retention is placed on the Lead Dept. CW-046 Unused-Photographs Longer Mag,Mfr, sit Yes: Aker record the photograph is used in-Brochure, Required OD,Ppr QC&OD Report,etc.):destroy unnecessary photographs.GC§§34090,60201 Lead Dept. CW-047 Public Relations 1 Press Releases 2 years Mag,Mfr, sit Yes: After GC§§34090,60201 et seq. OD,Ppr QC&OD Lead Dept. CW-048 Purchase Orders f Requisitions 5 years Mag,Mfr, S f 1 Yes: After Department preference;GC§§34090,60201 OD, Ppr QC&OD et seq. Lead Dept. Real Estate Appraisal Reports: Property Mag,Mfr, Yes: After Not accessible to the public;GC§§34090, (Who Ordered CW-049 NOT purchased,Loans not funded 2 years OD,Ppr Sit QC&OD 60201 7928.705 the Appraisal) Lead Dept. Not accessible to the public until purchase Real Estate Appraisal Reports: Minimum 5 Mag,Mfrp y ert , , Yes: After has been completed; meets municipal (Who Ordered CW-O50 Purchased Pro Funded Loans ears OD, P r S QC&OD 1] the Appraisal) y p government auditing standards;GC §§34090,60201 7928.705 Records from External Organizations(not relevant to citv's business):Boards, Commissions Committees(e.g.Coun of When No External CW-051 Hoard of Supervisors) Mag,Mfr, Yes: After Organization GW�2 Beards-Gemmis�sions,i G mmi leer— Longer OD,Ppr S i I QC&OD Non-records E-xter-nal-Qrgan4atiens- Required {e:g--bounty-eearel-ef�upewvisor�} RANCHO CUCAMONGA,CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 (Used By ALL Departments) Image. Destroy Office of Total Media 1=Import paper Record(OFR) Retention No. Records Description Retention I Vital? Options M=Mfr after Comments 1 Reference S=Scan Imaged?& Retentions a 1 to the de artment that is NOT the Office of Record OFT,or the"Lead De ailment". Nyou are the OFR,refer to your department retention schedule. Retentions be in when the act is com letedr and imply a full file folder e.q.last document+2 years).since destruction is normally performed by fife folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investi afions suspend normal retention periods retention resumes after settlement or completion). Reference Materials Produced by External Organizations: Policies,Procedures, Handbooks,Brochures,Flyers,Manuals, Plans(if not provided in the schedule.) Standard Operating Procedures(SOPS), When No External Mag,Mfr Yes: After Organization CW-052 Studies,Reports(if not provided in the Longer OD,Pp,' S f I QC&OD Nan-Records schedule.)Newsletters,etc.: Produced by Required OUTSIDE ORGANIZATIONS not relevant to city's business)(League of California Cities,Chamber of Commerce, etc.) Reference Materials;Policies,Procedures, Handbooks,Brochures,Flyers,Manuals, Plans(if not provided in the schedule.) Minimum 2 Mag,Mfr, Yes: After Lead Dept. CW-053 Standard Operating Procedures(SOPs), S 1 I Department preference;GC§34090 Studies.Reports(if not provided in the Years OD,Ppr QC&OD schedule.) Newsletters,etc.: Produced by YOUR Department Reference Materials:Policies,Procedures, Handbooks,Brochures,Flyers,Manuals, P€ans(if not provided in the schedule.) When Mag,Mfr, Yes: After Lead Dept, CW-054 Standard Operating Procedures(SOPS), Superseded OD,Ppr sit QC&OD Copies;GC§§34090.7,60201 Studies,Reports(if not provided in the schedule.) Newsletters,etc.: Produced by OTHER Departments Reports,Studies(Historically significant Mag,Mfr, Yes; After Administratively and Historically significant, Lead Dept. CW-056 e.g„Zoning Studies) P OD, Ppr Sit QC&OD therefore retained permanently;GC §§34090,60201 et seq. RANCHO CUCAMONGA,CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver• 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 (Used By ALL Departments) Image: Destroy Office of Total Media [=Import Paper Record(OFR) Retention No. Records Description Retention vital? Options M=Mfr after Comments t Reference $=$can Imaged& C`d? Retentions Ely to the department that is NOT the Office of Record OFR,or the"Lead Department". if you are the OFR,refer to ypur department retention schedule. Retentions begin when the act is completed.and im l a full file folder e, .fast document+2 ears,since destruction is normally performed by file folder. HOLDS:Litigation,complaints.claims,public records act requests,audits and/or investiiqations suspend normal retention pefiods retention resumes after settlement or completion). Reports,Studies(otherthan Historically Mag,Mir, Yes: After Department preference;Information is Lead Dept. CW-057 significant -e,g,Annual Reports) 10 years OD Ppr S!I QC&OD outdated after 10 years;GC§34090 Special Projects I Subject Files l Issue Minimum 2 Mag,Mfr, Yes: After Department Preference;GC§§34090,60201 Lead Dept. CW-059 Files ears OD,Ppr S!I QC&OD et seq.et seq. Surveys!Questionnaires(that the City issues) Lead Dept. CW-060 If a summary of the data is compiled,the 2 years Mag,Mir, $t I Yes: After GC§§34090,60201 et seq. survey forms are considered a draft/ OD,Ppr QC&O❑ transitory record,I can be destroyed as drafts(When No Longer Required) Lead Dept. OW-062 Time Off Requests 2 years Mag,Mir, S l I Yes: After Salaried employees do not have timecards;; OD,Ppr QC&OD GC§§34090,60201 et seq. Training EMPLOYEE RECORDS(If Records are Created-filed by Employee Name Required Information by Employee for all LC S61198.5,6401.9(fl.6429(c)S CCR m Eplovee Training for Separation+5 Separation+ Map.Mfr. Yes: After §3203 et seq. 29 CFR 1627.3(b){ii),GC Lead Dew CW-062.5 ears: ars; S I I Emplovee Name 5 years OD.Ppr CC&OD �612946,12960,3409,0 50201 53235.2{b} Training Provider's Name 53237.2fb};5323&3(b) Date Duration(length) Core Competencies t Skills Certifications I Qualification Documents RANCHO CUCAMONGA,CA V 995-2017 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8120/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 (Used By ALL Departments) Image: Destroy Office of Total Media 1=Import Paper Record(OFR) Retention No. Records Description Retention I Vital? Options M=Mfr after Comments l Reference S=Scan Imaged?& Retentions apply to the department that is NOT the Office of Record(OFR),or the"Lead Department'. if you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed,and imply a full file folder e. ,last document+2 ears,since destruction is normal! erformed b fife folder. MOLDS:Litigation.complaints,claims,public records act requests,audits artd/orinvestigations suspend normal retention periods retention resumes after settlement or completion). Department preference;Meets OSHA Training Presented by Staff-COURSE requirements;Ethics,Fiscal&Financial, Harassment&Workplace Violence Training RECORDS is 5 years;EEOClFLSAlADEA(Age)requires Lead Dept. 3 years for promotion,demotion,transfer, (Presenting the CW-D63 (Attendance Rosters!Sign-in Sheets, 7 years Mag,Mfr, S f I Yes: After selection,or discharge;State Law requires 4 Training) Outlines 1 Materials;includes Ethics, OD,Ppr 4C&OD 2-3 years for personnel actions; 8 CCR Fiscal&Financial,Harassment, §3203 et seq.,29 CFR 1627,3(b)(ii),LC Workplace Violence,Safety Training, §6429(c);GC§§12946,12960,34090, Tailgates) 60201;53235.2(b),53237.2(b);53238.3(b), LC§6401.9(f) RANCHO CUCAMONGA,CA C1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver.9.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Image: estroy Record Retention No. Records Description Total I Vital? Media I Import Paper after Comments f Reference (OFR) Retention Options M=Mfr Imaged& If the record is not fisted here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder e, ,last document+2 yearsj,since destruction is normal! erfomred b frte folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/or investigations suspend normal retention eriods refention resumes after settlement or completion). ANIMAL.SERVICES Indefinite- Animal Mag,Mfr, Yes: After Department preference;Data is Services AS D01 Animal Registration Database Minimum 3 OD Ppr sit QC&OD interrelated;GC§34090 ears Animal When No Mag,Mfr, Yes: After Considered transitory!preliminary draft Services AS-002 Animal Registration Report Longer OD,Ppr Sit QC&OD (the database is the original);GC§34090, Required GC§5252 7920.530 Animal AS-003 Animal Trap Deposit Receipts 2 years Mag,Mfr, S f 1 Yes: After GC§34090 et seq, Services I OD,Ppr QC&OD Animal Mag,Mfr, Yes: After Department Preference;GC§34090 et Services AS OD4 Bite Reports!Rabies Control Records 3 years Yes OD Ppr sit t QC&OD seq. Animal AS-005 Clinics: Spay i Neuter 3 years Mag,Mfr, Sit Yes: After 3 years is required;FA§32003(e),CCP Services OD,Ppr QC&OD §§336(a),337 et.seq.,GC§34090 Animal AS-006 Drug Logs-Animal Services 3 years Mag,Mfr, sit Yes: After 3 years is required;FA§32003(e),CCP Services OD,Ppr QC&OD §§336(a),337 et.seq.,GC§34090 Animal Investigations f Problem Files(barking,loose Resolution+ Mag,Mfr, Yes: After Department Preference;GC§34090 et Services AS-D07 dogs,dangerous dog reports,etc.) 4 ears OD,Ppr sit t QC&OD Iseq. Animal Mag,Mfr, Yes: After 3 years is required;FA§32003(e),CCP Services AS-008 Medical Records,Surgical Records,X-rays 3 years OD,Ppr S!1 QC&OD §§336(a),337 et.seq„GC§34090 Animal AS-009 Meet l Greet l Animal Adoption Contracts 3 years Mag,Mfr, S l 1 Yes: After 3 years is required;FA§32003(e),CCP Services OD,Ppr QC&OD §§336(a),337 et.seq.,GC§34090 Animal Notices to Comply,Warning Letters t Notices 1 Mag,Mfr, Yes: After Services AS-010 Citation Books(Off leash,etc.) 3 years OD,Ppr Sit 1 QC&OD Department preference;GC§3409D Animal Mag,Mfr, Yes: After Services AS-011 Officers Daily Log-Animals 2 years OD,Ppr 5!i QC&OD GC§34090,GC§7920,530 Animal Mag,Mfr, Yes: After 3 years is required for animal treatment Services AS-012 Rabies Vaccination Clinics 3 years Yes OD,Ppr S l I QC&OD records;FA§32003(e),PC§597.1(d); CCP§§338(a),337 et.seq.,GC§34090 Animal Record of All Efforts to Contact Owner! Mag,Mfr, Yes: After Services AS-012.5 Microchip's Primary Registrant 2 years OD,Ppr S!1 QC&OD FA§§31108.3 and 31752.1;GC§34090 Animal Rescue Partnerships 1 Foster Care Mag,Mfr, Yes: After 3 years is required;FA§32003(e),PC Services AS-013 Partnerships-Animals 3 years OD,Ppr S l 1 QC&OD §597.1(d);CCP§§336(a),337 et.seq., GC§34090 RANCHO CUCAMONGA,CA. 01995-2017 Gladwetl Governmental Services,Inc.-all rights reserved Do not dupticate or distribute without prior written permission from GGS(909)337-3516 Adopted:812 012 0 2 5 Ver.9.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Image- Destroy Record Retention No. Records Description Total Vital? Media 1-Import Paper after Comments t Reference (OFR) Retention Options M=Mfr Imaged& tf the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. -last document+2 yearsj,since destruction is normally performed by file folder - :HOLDS:Litt ation,com laiats,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Animal AS-014 Ride-a-Long Waivers-Animals 2 years Mag,Mfr, S t I Yes: After GC§34090 et seq. Services OD,P r QC&OD Animal Strays/Incoming Animals 1 Impound Records 1 Mag,Mfr, Yes; After 3 years is required;FA§32003(e),PC Services AS-015 Impound Cards f"Relinquishments" 3 years OD Ppr S!I QC&OD §597.1(d);CCP§§336(a),337 at.seq., GC§34090 Animal AS-016 Volunteer Hours 2 years Mag,Mfr, S 1 I Yes: After GC§34090 et seq. Services OD,P r QC&OD RANCHO CUCAMONGA,CA. 01 99 5-201 7 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.12.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY Page BL-i (Community Improvement) Image: Destroy Office of Total Media I=Import Paper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments f Reference S=Scars Imaged& C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 ears,since destrucfh-is normally performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits andlor investigations suspend normal retention pefiods retention resumes after settlement or completion). BUILDING AND SAFETY Building& BL-001 Address Assignments/Changes t Corrections P OD,Ppr Mag,Mfr, S 1 I QC&OD Yes: After Safely Department Preference;GC§34090 Mag. f. BildinSafety& BL-002 Address Files t Building Permits P Yes(all) OD,Ppr Sit es&OD After §4090104 S 104.7 and 107.5:GC Building& Indefinite- Mag,Mfr, Yes: After CBC§§1,8,4.3.1.404 6 104.7 and 107.5; ( Safety BL-003 Building Permit Database Permanent Yes(all) OD,Ppr Sit I QC&OD H&S§19850;GC§34090 Upon Building Plans-Cancelled,Expired 1 Expiration,Cancellation Mag,MFr, S 1 I Yes: After CBC§§1.8 4.3.1.404 6 104.7 and 107.5; Building& BL-004 Safety Withdrawn or OD,Ppr QC&OD H&S§19850;GC§34090 Withdrawal Building Plans-Finalled-INDUSTRIAL, Building Safley PLACES OF UBLIC ACCOMMODATION, OD,Ppr QC&OD H&S§19850;GC§3 & BL-005COMMERCIAL DWELLINGS, P Yes(all) MagMfr S 1 I After 40go104.7 and 107.5; TENANTIMPROVEMENTS Building& Building Plans-Finalled-SINGLE FAMILY Mag,Mfr, Yes: After CBC§§1,8.4.3.1.4G4-6 104.7 and 107.5; Safety BL-006 RESIDENTIAL-SFR f APPURTENANCES P Yes OD,Ppr S 1 I QC&OD H&S§19850;GC§34090 Building& BL 007 California Building Code 1 California Standard P Mag,MR, Sit Yes: After Attorney preference for reconstruction Safety Code(12 Parts) OD,Ppr QC&OD issues;GC§50022.6 Building& BL-008 Certificate of Occupancy(CiofO) P Yes(all) Mag,Mfr, Sit Yes: After Department Preference;GC 534090 Safety OD,Ppr QC&OD RANCHO CUCAMONGA,CA. V 995-2019 Gladwell Governmental Services,Inc.-ail rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-351G Adopted:8/20/2025 Ver.12.0 RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY Page BL-2 (Community Improvement) Image. Destroy Office of Total Media 1=Import Paper Record(OFRI Retention No. Records Description Retention Vital? Options M=Mfr after Comments!Reference S=Scan Imaged& C'd7 If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is com leted,and imply a full file folder e. .fast document+2 years),since destruction is normal!y performed b file folder. HOLDS:Litigation.complaints,claims,public records act requests,audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Construction Notices l Inspection Notices Building& Mag Mfr. . 'Yes: After Safety BL-009 (correction notices,compliance orders,stop 2 years OD Ppr S f i QC&OD GC§34090 work notices,etc,) Building& When Mag,Mfr, Yes: After Safety BL-010 Plan Check Comments Finalled OD,Ppr S l S ;QC&OD Preliminary Drafts;GC§34094 When No Building& gL-011 Reports: Building Activity Longer Mag,Mff, S!1 Yes: After Preliminary Drafts(the database is the Safety L2years OD,PprQC&OD original};GG§3409❑ Building& gL-012 Requests I Permissions to Receive Copies of Mag,Mfr. S!I Yes: After;GC§34090 Safety Plans(to 1 from Architects) OD,Ppr QC&OD BUILDING AND SAFETY i COMMUNITY IMPROVEMENT Building& Safety l Minimum 2 Ma Mfr Yes: After Comm nity CI-001 Citations years OD,Ppr S 1 I QC&OD Department Preference;GC§34090 Improve. Building& Code Enforcement 1 Abatement Case Files Department preference;Case is open until Safety! Minimum 2 Yes: Until Mag,Mfr, Yes: After Community Cl-002 (Includes appeals!Code Enforcement years Resolution OD,Ppr S l I QC&0D satisfactorily resolved(some cases are Improve. Complaint Letters) not resolved);CFC§104.3.4,GC 534090 RANCHO CUCAMONGA,CA. 01995-2019 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 (Elections) Office of Image: Destroy Record Retention Records Description Total vital? Media I=Im t Pa per after Comments l Reference (OFR) No. Retention Options M=Mfr Imaged& S= can C'd? If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed,and imply a full file folder e.9.last document+2 years),since destruction is normal!y performed by rile folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY CLERK Agenda Packets: City Council, Redevelopment Agency,Successor Agency, Oversight Board,Fire Protection District Board,Public Safety Commission,All Department preference;Kee hard copies City Clerk CC D01 W OD,Per Subcommittees of the City Council(Public P Mag,Mfr, $1 I Yes: After in vault and destroying every January QC&OD Includes-foal-budget-an"nakaudk+epeks Works Subcommittee,etc.) 1-�;GC§34090.60201 et sec. Includes Budget and Final Audit Reporis 1 ACFR Agreements l Contracts-ALL (INFRASTRUCTURE,I IF IMAGED,JPAs, MOUs,FRANCHISES) Agreement/Contract includes all contractual Department Preference;All infrastructure obligations(e.g.Specifications I Successful Proposal I Scope of Work) contracts should be permanent for emergency preparedness;Statute of S 1 I City Clerk CG-002 P Yes; Before Mag,Mfr, Yes: After Limitations is 4 years;10 years for Errors Examples of Infrastructure: Architects, Completion OD,Ppr QC&OD and Omissions:land records are Buildings,bridges,covenants,development, permanent by law;CCP§337 et,seq„GC environmental,Joint Powers,MOUs,park §34090;Contractor has retention improvements,property 1 property requirements in 48 CFR 4,703 restrictions,redevelopment,reservoirs, sewers,sidewalks,street 1 alley improvements,settlement,subdivisions, Utilities,water,etc. RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not dupleate or distribute without prior written permission from GGS(909)337.3516 Adopted:6/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 (Elections) Office of Image: Destroy Record Retention Records Description Total Vital? MoonMedia I=Import Paper after Comments 1 Reference {OFR} No. Retention Options M=Mfr Imaged& W c n C'd? ff the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a foil file folder(e.g.last document+2 years).since destruction is normally performed b fife folder. HOLDS:Litigation.complaints,claims,public records act requests,audits and/or invesfi afions suspend.normal retention periods retention resumes after settlement or completion. Agreements 1 Contracts-ALL(NON- INFRASTRUCTURE,Professional Services Agreements-NOT IMAGED} Department Preference;Statute of Agreement/Contract includes all contractual Gerapletien- Limitations is 4 years;10 years for Errors obligations(e.g.Specifications/Successful Term of the Yes: Before Mag,Mfr, Yes: After and Omissions;land records are City Clerk CC-OD3 proposal/Scope of Work) Contract+10 Completion OD,Ppr S/1 QC&OD permanent by law;CC §§337.337.1(a). years 337.15.343;GC§34090,Contractor has Examples of Non-Infrastructure: retention requirements in 48 CFR 4.703(a) Consultants,Landscaping,Painting,Slurry Seals(Paving),Tree Trimming,leases, Personnel,Professional Services,etc. City Clerk CC-004 Articles of Incorporation p Mag,Mfr, S 11 Yes: After Department preference;GC§34090 OD,Ppr QC&OD Board I Commission l Committee Maddy Act Mag,Mfr, Yes: After GC§34090 City Clerk CC-005 lists!Vacancy Notices 2 Years OD Ppr 51 I QC&OD Board I Commission Applications Mag,Mf, I Yes: After City Clerk CC-006 (Successful I Unsuccessful) 2 years OD Pp,r S 11 QC&OD GC§34090 Securities(Performance Bonds,Letters of Credit,CD's,etc,)are normally released Release of after the Notice of Completion is filed. Bands(Performance Bonds,Subdivision Mag,Mfr, Yes: After City Clerk CC-OD7 Bonds,Letters of Credit) Band!Letter OD,Ppr S!I OC&OD Band!letter may be replaced with a of Credit Warranty Bond,which is usually released 1 year after the Notice of Completion date. GC§34090 City Council Subcommittees:Agendas, Minutes Mag,Mfr, Yes: After Ali recommendations are presented to the City Clerk CC-008 (Composed solely of less than a quorum of 2 years OD,Ppr S 1 I QC&OD City Council;GC§§34090�^^04-e q: the City Council) City Clerk CC-009 City Council, Board 1 Commission Historical P Mag,Mfr, i S i I Yes: After Department preference;GC§34090 List of Members I I OD,Ppr QC&OD RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior wrilten permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 (Elections) Office of Image: Destroy Retention Total Media 1=Import Paper after Record No Records Description Retention Vital? Options M=Mfr Imaged 8 Comments!Reference {OFR} =Scan C'd7 tf the record is not listed here,refer to the Retention for Ci -1Mde Standards Retentions begin when the act is completed,andlrnpjy a full fife folder e. .last document+2 years),since destruction is normally performed by fife folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods fratention resumes after settlement or com on), Economic Interest Filings(FPPC 700 Series Statements filed electronically are required Mag,Mfr, Yes: After for 10 years;City maintains copies only; City Clerk CC-044 Forms-Statement of Economic Interests): 10 years OD,Ppr S f l QC original statements are filed with FPPC; ELECTRONICALLY FILED GC§81D09(f)(g);GC§84615 Economic Interest Filings(FPPC 700 Series City Clerk CC-010 Forms-Statement of Economic Interests): 7 years OD Ppr Mag,Mir, S!I Yes: After City maintains original statements;GC QC §81409(d)(e)(f)and(g) ALL FILED IN PAPER FORMAT City Clerk CC-011 Economic Interest Filings(FPPC Form 602 7 years Mag,Mfr, Yes: After S l( 2 CCR 18615(f),GC§34090 or 635)-Lobbyist Authorization Reporting OD,Ppr OC City Clerk CC-012 FPPC Form 801(Gift to Agency Report) 7 years Mag,Mfr, S!l Yes: After Must post on website;FPPC Opinion;GC OD,Ppr QC §81009(e FPPC Form 802(Event Ticket !Pass Mag,Mfr, Yes: After Should post on website for 4 years;GC City Clerk CC-013 Distributions Agency Report) 7 years 0D,Ppr S f I QC §61409(e) City Clerk CC-014 FPPC Form 803(Behested Payment Report) 7 years Mag,Mfr, S f I 1 Yes: After GC§81009e OD,Ppr QC City Clerk CC-015 FPPC Form 804(Agency Report of New P Mag,Mir, I S f I Yes: After FPPC Regulation 1 B734(c);GC§81009e Positions) OD,Ppr QC City Clerk CC-016 FPPC Form 805(Agency Report of P Mag,Mfr, S f I Yes: After FPPC Regulation 18734(c);GC§81009e Consultants) OD,Ppr ; i QC FPPC Form 806(Agency Report of Public Mag,Mfr, I i Yes: After Must post on website;2 CCR City Clerk CC-017 Official Appointments) 7 years OD,Ppr S f I QC 18742.5(b)(3);GC 34090;GC§81009(e) RANCHO CUCAMONGA,CA. 01995.2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adapted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 (Elections) Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments I Reference (OFR) No. Retention Options M=Mfr Imaged& S=Scon QC' ? It the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 aim).since destruction is normal! erformed b file folder. HOLDS:Litt ation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes alter settlement or com letion. CITY CLERK!ELECTIONS City Clerk 1 CC-018 Assessment District Ballots,Protest Letters,! 2 years Ppr GC§§53753(e)(2),53755(d) Elections Envelopes-Prop.218 proceedings Campaign Filings(FPPC 400 Series Forms! Department Preference;as of January 1, City Clerk 1 Form 501): SUCCESSFUL CANDIDATES Mag,Mfr, Yes: Aker 2025,the FPPC is the Filina Officer for Elections CC-019 (Elected Officials) P OD,Ppr S QC 87200 filers:City maintains copies only; All,whether filed electronically 1 not original statements are filed with FPPC; GC§81009(f)&(g) Campaign Filings(FPPC 400 Series Farms ! Candidates without committees are not Form 501): UNSUCCESSFUL required to file their statements,reports or City Clerk 1 CC-020 CANDIDATES 5 years Mag,Mfr, S Yes: After copies online or electronically;Paper must- Elections Includes Unsuccessful Candidates Without OD,Ppr OC be retained feFat€east-2-years;GC Committees that Don't File Electronically §81009(b)and(g); Campaign Filings (FPPC 400 Series Forms, Statements filed electronically are required City Clerk 1 501 Form): UNSUCCESSFUL Mag,Mfr, Yes: After Elections CC-020.1 CANDIDATES,ELECTRONICALLY FILED- 10 years OD,Ppr S I I QC for 10 years;GC§81009(b)and(g);GC WITH 1 WITHOUT Committees §84615 Campaign Filings(FPPC 400 Series Forms): F , City Clerk 1 Mag,Mfr, Yes: Ater Paper-rna�st-be-retai"<:�.r,oasf-2�ea�s; Elections CC-021 THOSE NOT REQUIRED TO FILE 4 years OD,Ppr Sit QC GC§8 1 009(oand(g) ORIGINAL WITH CITY CLERK(copies) Campaign Filings(FPPC 400 Series Forms): City Clerk! Paper must be retaineed a for,o�at-least��ears; CC-022 OTHER COMMITTEES(PACS-not 7 years Mag,Ppr Elections candidate-controlled) GC§81tl09(c)and(g) City Clerk I Candidate File:Nomination Papers, Term of CA law states term of once and 4 years Elections CC-023 Candidate Statement Forms,etc.- Office+4 Mag,Ppr after the expiration of term for Nomination SUCCESSFUL CANDIDATES years Papers;EC§17100 Candidate File:Nomination Papers, Department Preference;CA law states City Clerk! Election+4 term of office and 4 years after the Elections CC-024 Candidate Statement years expiration of term for Nomination Papers; UNSUCCESSFUL CANDIDATES etc.- Mag,Ppr EC§17100 RANCHO CUCAMONGA,CA. 01995-2017 Gtadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 (Elections) Office of Image: Destroy Retention Total Media 1=Import Paperafter Record No Records Description Retention Vrfa17 Options M=Mfr Imaged& Comments 1 Reference {OFR} S=5 an G'67 If the record is not listed here,refer to the Retention for City-ode Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/orinvesti aligns suspend normal retention periods retention resumes after settlement or com letiort. Elections-GENERAL,WORKING! ADMINISTRATION Files(Correspondence, City Clerk! Precinct Maps,County Election Services, Elections CC a25 Candidate Statements to be printed in the 2 years Mag,Ppr GC§34090 Sample Ballot,Polling Locations 1 Precinct Board Members,Notices,Postings,etc.) City Clerk! Elections-HISTORICAL(copies of Mag,Mfr, Elections CC-026 resolutions,final results;Certificate of P OD Ppr S No Retained for Historical Value,GC§34090 Election) Final Not accessible to the public;The 8 month City Clerk! Elections-Petitions(Initiative,Recall i Examination retention applies after election results,or Elections CC-27.1 Referendum)-IF INSUFFICIENT-IF +1 year after Ppr final examination if no election,unless Examined by,Proponents petition there is a legal or FPPC proceeding. EC examination §§17200(b)(3),17400 Not accessible to the public;The 8 month Elections-Petitions(Initiative,Recall 1 Determinatio retention a lies after the Cit Clerk makes City Clerk! the determination of insutficiencv 1 CC-27.1.5 Referendum)-IF INSUFFICIENT-NOT n of Ppr Elections examines the petitions, unless there is a Examined by Proponents Insufficiencv legal or FP PC proceeding, EC §&17200(b)(3),17400 Not accessible to the public;The 8 month City Clerk/ Elections-Petitions(Initiative,Recall! Results+& retention applies after election results,or Elections CC-27.2 Referendum)-IF SUFFICIENT months Ppr final examination if no election,unless there is a legal or FPPC proceeding. EC 17200 b 3,17400 End of Elections Section City Clerk determines historical Historical Records,Photographs,f Historical significance;records can address a variety Mfr, City Clerk CC-028 Projects(e.g.Incorporation,City Seal, P Mag, sit Yes: After of subjects and media. Some media(e.g. Awards of significant historical interest,etc.) OD, Ppr QC&OD audio and video tape)may be limited because of the media's life expectancy;GC §34090 RANCHO CUCAMONGA,CA. *1995.2017 Gladwell Governmental Services,Inc,-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 (Elections) Office of Image: Dastroy Retention Total Media I=Import Paper after Record No Records Description Retention Vrtal7 Options M=Mfr Imaged 8 Comments t Reference (OFR) W can C'dT If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full rile folder e. .last document+2 years),since destruction is normal!y performed bZ rile folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or invest! ations suspend normal retention periods retention resumes aftersettfement or completion). Minutes:City Council,Redevelopment Agency,Successor Agency,Oversight Mao,Mfr, City Clerk CC-029 Board,Fire Protection District Board,Public P OD,Ppr S 1 I No TGC§34090 Safety Commission City Clerk CC-030 Municipal Cade Administration,Distribution, 2 years Mao,Mfr, S f l Yes; After GO§34090 etc. OD,Ppr QC&OD City Clerk CC-031 Municipal Code History/Supplements P Mag,Mfr, f $11 Yes; After Department preference(retain one of each OD,Ppr QC'd&OD supplement);GC§34090.7 City Clerk CC-032 Oath of Office: City Council,Boards! Qffce+4 Mag,Mfr, S 11 Yes; At Department Preference;GC§34090 Commission Members ears OD,Ppr QC'd&OD City Clerk CC-033 Ordinances P Mag,Mfr, ! S i I Yes: After GC§34090 OD,Ppr QC'd&OD Petitions(submitted to Council on any subject-Dog Parks,Parking,Traffic City Clerk CC-o34 Calming,etc.) 2 years Mag,Mfr, S 1 I Yes: After Department preference;only 1 year is OD,Ppr QC'd&OD required;GC§50115 See Elections for Initiative,Recall 1 Referendum Petitions City Clerk CC-035 Public Records Requests 1 Request for 2 years Mao,Mir, i S 1 I Yes: After GC§34090 Records OD,Ppr QC'd&OD Recorded Documents: ALL-Deeds, Easements,Liens 1 Releases,Rights of Way, Mag,Mfr, Yes: After Department preference;GC§34090 et City Clerk GC-036 Notices of Completion,Recorded P Yes(all) OD Ppr S!I QC&OD seq, Agreements 1 Contracts,Certificate of Compliance,etc. 6ity-6eansi€-Redevelegmeent-A9e�Y�- Suesesaer Agenoy-8versht Seard;-Fire 6ity 61erk GG-037 Protection-Bistrist BearrJ Prabiis Safety 2-years — Mag t7epart3taert preference late lavE Doty hereroissien-Reserdings AF1BI9- requires€ef 30 days 6S g649fi3 5(�) R E6pRf9 iNGS-ef�eetin" ie�apes RANCHO CUCAMONGA,CA. Q199S.2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted;812012025 Ver.22.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 (Elections) Office of Image: Destroy Retention Total Media I=Impart Paperafter Record No Records Description Retention Vital? Options M=Mfr Imaged& Comments f Reference (OFR) =Scan G'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and tm&a fuR file folder e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Lifi anon,complaints,claims,public records act requests,audits and(crinvesti ations suspend normal retention peilods retention resumes after settlement or completion). City Council,Redevelopment Agency, Successor Agency,Oversight Board,Fire Department Preference;Video recording of City Clerk CC-038 Protection District Board,Public Safety Minimum 3 Mag meetings are only required for 90 days;GC Commission:Recordings-VIDEO years §§34090.7,34090 RECORDINGS of Meetings t Video Tapes Records Destruction Authorization Forms, Mag,Mfr, '', Yes: After City Clerk CC-039 Transfers P OD,Ppr '', S/I QC'd&OD Department preference;GC§34090 City Clerk CC-040 Records Retention Schedules f Amendments P Mag,Mfr, S/I Yes: After GC§3409D et.seq. to Records Retention Schedules OD,Ppr QC&OD Redistricting Web Page f District Boundary r Mag,MIT. Yes: After City Clerk CC-046 Web Page(Map,Redistricting Process, 10 years OD,Ppr S l I QC& to EC§21160(i));GC§34090 Agendas,Calendars,Notice,etc.) Resolutions:City Council,Redevelopment City Clerk CC-04i Agency,Successor Agency,Oversight P Mag,Mfr, S l I Yes: After GC§3409D Board,Fire Protection District Board,Public OD,Ppr QC&OD Safety Commission Secretary of State Statement of Facts! Mag,Mfr, Yes: After City Clerk CC-045 Registry of Public Agencies 2 years OD,Ppr $1 I QC&OD GC§34090 When No Keep hard copies in vault and destrovinq City Clerk CC-042 Speaker Cards Longer Mag,MFr, S 1 I Yes: Alter everanuarv:Preliminary drafts used to Required OD,Ppr QC&OD y 3 produce minutes;GC§34090 RANCHO CUCAMONGA,CA. C1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/2012025 ver,13.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments 1 Reference {OFR) Retention Options M=Mfr Imaged& S=Scan QC•d7 if the record is not fisted here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imp 1 y a full fife folder Ire.m last document+2 years),since destruction is normal!y performed by fife folder. HOLDS.,Litigation,complaints,claims,public records act requests audits and(orinvestigations suspend normal retention periods retention resumes after settlement or com letion. CITY MANAGER Mavnag`7 of C 0#'4 A4N€ands Meet erg Ac eRdas 2-years 3OD-Ppr' S44 yes,—After-QG-&-gB GC 3`O99 City CM-001 Annual Reports t Strategic Plans P Mag,Mir, sit Yes: After Department Preference;GC§34090 Manager OD,Ppr QC'd&OD City- Ai44R-Rublie4Plaee&iGity-Projects;-net Ma9710€-1- ,"-es• After Mafragef Beveleper-Prefects) QB-ppr � QG-$,$B Be eRt pf�f4^rERBE GE §3g1}9E� Bity" Afton-Pt+blir�- ace--GoF fnittee- Minimktm-2- MagTAW;- ,i� �.reS;-F-&w Act�flall�eS-musl­twftled�wltflin�� MaRagef AGb�NDAS-AGENBA-PACKETS years G0,P'. Q6 BrAB �B �� b496&4{0f4-3 GAy P*' °°"io Places GBro ittee, Mtag---401f,-ManagerFes=Aftef- GM 01� MlPtUTE,S445Vt AWS 8D;Ppr QG-&-GEJ City Mag,Mfr Yes: After Manager CM-002 Cable TV Complaints 2 years OD,Ppr, 51 I QC&OD GC§34090 City Minimum 2 Mag,Mfr, Yes: After Manager CM-003 City Council Correspondence ears OD.Ppr 51 I QC&OD Department Preference;GC§3g090 City When No Mag,Mfr, Yes: After Manager CM-004 Council f Commission Contact Forms Longer OD,Ppr 8/1 QC&OD Preliminary documents;GC§34090 at seq. Required City CM-005 Grand,fury Reports 1 Responses(Regarding 5 years Mag,Mfr, S i I Yes: After Department Preference(the Grand,fury Manager City Operations) OD,Ppr QC&OD keeps their reports 5 years);GC§34090 City CM-006 Proclamations f Commendations 2 years Mag,Mfr, S i I Yes: After GC§34090 Manager OD,Ppr QC'd&OD City CM-007 Projects,Programs,StAbject f Issues(Issues t Minimum 2 Mag,Mfr, Yes: After Manager rolects will vary aver time) ears OD,Ppr S f 1 QC&OD Department Preference;GC§34090 City CM-008 Public Comment Cards 2 years Mag,Mfr, $ I Yes: After GC§34090 Manager OD,Ppr QC'd&OD City Mag,Mfr, Yes: After Manager CM-009 RCN Message Request Forms 2 years OD,Ppt sit QC&OD GC§34090 et seq. City CM-010 Speech Notes t PowerPoint Presentations 2 years Mag,Mfr, S 1E Yes: After GC§34090 et seq, Manager OD,Ppr QC&OD RANCHO CUCAMONGA,CA 01995.2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.13.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Image: destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged& Comments!Reference (OFR) S=Scan QC'd? If the record is not listed here.refer to the Retention forCi -Wide Standards Retentions be in when the act is completed,andimply a full fife folder(e.g.last document*2 years).since destruction is normal!y aerformed b file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or lnvesti ations suspend normal retention periods retention resumes after settlement or completion), Copies- When No Mag,Mfr, Yes: After Invoices are maintained by Finance;GC Finance CM-fl11 Travel!Conferences Longer OD,Ppr S 1 I OC&OD §34090.7 Required Videos(Public activity,etc. Not City Council! When No Content does not relate in a substantive City Mag,Mfr, Yes: After Manager CM-012 Advisory Body Videos,nor regular,ongoing €onger 00 Ppr S 1 I OC&OD way to the conduct of the public's business; operations of the City) Re uired GC§34090 et seq. City CM-013 Weekly Reports(News/Notes) 2 years Mag,Mfr, S 1 I Yes; After GC§34090 Manager OD,Ppr 'OC'd&OD RANCHO CUCAMONGA,CA 01995.2017 Gladwdl Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicale or distribute without prior written permisslon Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Image: Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention V€ta17 Options M=Mfr after Comments 1 Reference (OFR) S=Scan Imaged 8 C'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normal! erfonned by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and(orinvestigations suspend normal retention periods retention resumes after settlement or completion). COMMUNITY SERVICES Copies- Yes: Risk CS-001 Accident!Incident Reports(Members of the When No Mag,Mir, S!l After QC GC§34090.7 Management Public) Longer OD,Ppr 8 OD Required Activity l Special Programs 1 Special Event Files/Reports l ABC Permits,where required Yes: Community Minimum 2 Mag,Mfr, Services CS-002 After School,Children's Programs,Cultural years OD,Ppr $!€ After QC Department preference;GC§34090 &OD Arts,Sports,Seniors,Filming,Theatre Programs etc. Community Mag,Mfr, Yes: Services CS-003 Armored Car Manifests 2 years OD Ppr S I] After GC§34090 &ODD Community Art in Public Places 1 Artists in Residence- Mag,Mfr, Yes: Services CS-004 Successful P€acement$ P OD,Ppr S l I After QC Department preference;GC§34090 &OD Community Art in Public Places 1 Artists in Residence- Minimum 2 Mag,Mfr, Yes: Services CS-005 Unsuccessful Proposals years OD,Ppr S 1 I After QC Department preference;GC§34090 &OD Artist Contracts Yes: Yes: Department preference;Statute of Community CS-D06 Includes Insurance Certificates t Administration Completion Before Mag,Mfr, S 1 I After QC limitations;Contracts and Spec's=4 Services Records +5 years Completion OD,Ppr 8 OD years;CCP§337 et,seq.,GC§34090 Yes: Community Mag,Mfr, 2 years,unless it is a preliminary draft; Services GS 007 Attendance Tracking 2 years OD Ppr Sit After QDC GC§34090 RANCHO CUCAMONGA,CA. 01995.2017 Gladwetl Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:812012025 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Image: Destroy Record Retention No. Records Description Total Media [=Import Paper Retention Vital? Options M=Mfr after Comments 1 Reference (OFR) S=Scan Imaged C'd? ff the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder e. .last document+2 years).since destruction is normal!y;erformed b file folder. HOLDS:Litt anon,com taints,claims, ublic records act requests.audits and/orinvesti ations suspend normal retention periods retention resumes aftersettlement or completion). Capital Improvement Projects(CIP-where Community Services is the Lead): Completion Department preference;Same grant Administration File!NOT Scanned +30 years or After funding agencies require audits;Statute Project Administration,Certified Payrolls, Funding Y of Umitations for Errors and Omissions is es: Community Yes: Until Mag,Mfr, 10 years;Statute of Limitations: CS 006 Community Outreach f Notifications,Project Agency S 1 I After QC Services Schedules,Progress meetings,Punch Lists, Audit,if Completed OD,Ppr &OD Contracts and Spec's=4 years,Wrongful Real Estate Appraisals, RFIs f Responses, required, Death=comp,+5 years, Temporary Easements,Construction whichever is Developers=comp.+10 years; CCP Manager's Logs,Daily Inspections, Daily longer §337 et,seq„GC§34090 Logs, etc. Capital Improvement Projects(CIP-where Community Services is the Lead): Permanent File 1 Scanned Records Specifications/RFP f Addenda,Agreement! Yes; Until Mag,Mfr, Yes: Department preference;retained for Community Contract(copy),Successful Proposal,Change GS 009P S!I After QC disaster preparedness purposes;GC Services Orders,Geotechnical Studies/Reports, Completed OD,Ppr g OD §34090 Operations 1 Maintenance Manuals(O t M Manuals,)Materials Testing Reports,Grading Permits,Hazardous Materials Plans,Notice of Completion,Photos,Soil Reports,Studies, Submittals,Surveys,etc. Community Class Instructors Contracts Completion Yes' Mag,Mfr, Yes: Department preference;Statute of CS-010 Includes insurance Certificates 1 Administration Before S!I After QC Limitations:Contracts and Spec's=4 Services records +5 years Completion OD,Ppr &OD years;CCP§337 et.seq.,GC§34090 Community Completion Yes' Mag,Mfr, Yes: Department preference;Statute of Services CS-011 Client I Provider Agreements +5 years Before OD,Ppr $f I After QC Limitations:Contracts and Spec's=4 Completion &OD years;CCP§337 et.seq„GC§34090 Lead Dept. Ma Mir, Yes: City P 9, preference(not all detail is sent to and Finance CS-015 Credit Card Receipts 2 years OD,Ppr S![ Aft&er G Finance);GC§34090 OD RANCHO CUCAMONGA,CA. 01995.2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Image: Destroy Office of Total Media 1=Import paper Record Retention No. Records Description Retention Vital? Options M=Mfr afior Comments 1 Reference (OFR) S=Scan Imaged C'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is com leted and imply a full Fite folder e. .last document+2 ears),since destruction is normally performed by file folder. HOLDS.Litigation,complaint claims,public records act requests,audits and/or investf ations suspend normal retention periods retention resumes after settlement or completion), indefinite- pr Yes: Gom ices CS-016 Customer Relations 1 Member Database Minimum 2 Mag,Mir, S 11 After QC Data fields are inter-related;GC§34090 Services ears OD,P &OD ei seq. Lead Dept, CS 017 Deposits!Cash Receipts Detail 1 Backup 1 Mag,Mfr, S 1 I After Yes:QC City preference(not all detail is sent to 2 years and Finance Accounts Receivable Detail t Refund Detail OD,Ppr & Finance);GC§34090 Community Minimum 2 Mag,Mfr, Yes: Services CS-01 B Donations years OD,Ppr S 1 I After QC Department Preference;GC§34090 &OD When No Yes: Content does not relate in a substantive Community CS-019 Evaluations!Surveys(of programs) Longer Mag,Mfr, S 11 After QC way to the conduct of the public's Services Re uired OD,Ppr &OD business;GC§34090 Event Service Agreements 1 ESS Contracts l Special Event Contacts i Professional Service Yes: Yes; Department preference;Statute of Community Completion Mag,Mtr, Services CS-02o Agreements{FBAs) +5 years Before 00,Ppr S 1 I After QC Limitations:Contracts and 5pec's=4 Includes Insurance Certificates 1 Administration Completion &OD years;CCP§337 et.seq.,GC§34090 Retards Facility Use Rental Contracts 1 Field Use Yes: Yes: Community CS-021 Contracts!Facility Use Requests(includes 2 years Before Mag,Mfr, S 1 I After QC GC§34090 Services insurance certificates,ABC Permit) Event OD,Ppr &OD Community Mag Mfr, Yes: Services CS-022 Fundraising Events 2 years OD,Ppr $1 I After QC GC§34090 &OD Lead Dept. CS-023 Gift Shop Sate Receipts 2 years Mag'MR, Yes:S 1 I After QC City preference(not all detail is sent to and Finance OD,Ppr &O❑ Finance);GC§34090 House Reports/Program Files 1 Event Files 1 Yes: Community Minimum 2 Mag,Mfr, Services CS-024 Sponsored Vouchers/Coupons (Theatre) years OD,Ppr Sit After QC Department Preference;GC§34090 Includes Contract Billing &OD RANCHO CUCAMONGA,CA. 01 9 9 5-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2026 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Image: Destroy Office of Paper Retention Record Retention No. Records Description Total Vital? Media 1 M=Mfr after Comments 1 Reference (OFR) Options MMfr Imaged S=Scan C'd? if the record is not fisted here,refer to the Retention for City-wide Standards Retentions begin when the act is completed.and imply a full fife folder e. .last document+2 years),since destruction is normally performed by rite folder. HOLDS:Litigation,complaints,claims,public records act re guests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion). Community Inactive+5 Mag,Mfr, Yes: Department preference(meets auditing Services CS-025 Lewis Family Playhouse Memberships years OD,Ppr S i 1 Af&ODC standards);GC§34090 Park 1 Recreation Commission t Parks and Y es; Original Staff Reports are filed in the Community Recreation Committee Mag,Mfr, project file;Brown Act challenges must Services CS-026 P OD,Ppr Sit After QC be filed within 30 or 90 days of action; AGENDA PACKETS l AGENDAS &OD GC§§34090,54960.1(c)(1) Park f Recreation Commission i Parks and Recreation Committee Community CS-027 2 ears City preference;State law only requires Services Recordings-AUDIO RECORDINGS of y (Mag) for30 days;GC§54953,5(b) Meetings i Audio Tapes Park/Recreation Commission I Parks and Community Recreation Committee Mag,Mfr, Yes: Services CS-028 P Yes OD Ppr S!I Aker QC GC§34090 MINUTES I RESOLUTIONS 1 BYLAWS &OD Performance Contracts Yes: Yes: Department preference;Statute of Community CS-029 Includes Insurance Certificates/Administration +5 Completion Before Mag,Mfr, Sit After QC Limitations:Contracts and Sped s=4 Services Records years Completion OD,Ppr &OD years;CCP§337 et.seq„GC§34090 Community CS-030 Photo Waivers 2 years Before Mag,Mfr, $1 I After Yes: OC GC§34090 Services Event OD,Ppr &OD Indefinite- Yes: Community CS-031 Recreation Database(Active Net) Minimum 2 Mag,Mfr, Sit After QC Department Preference;data is Services ears OD,Ppr &OD interrelated;GC§34090 Registration l Applications l Liability Forms/ Yes: Yes; Community CS-032 Release of Liability Forms 1 Permissions; 2 years During Mag,Mfr, S 1 I After QC GC§34090 Services Camps,Field Trips,Authorization to give Class or OD,Ppr &OD Medicine,etc, Program Community CS-033 Safety Inspections 2 years Before Mag,Mfr, Sit After rsQC GC§34090 Services Event OD,Ppr &OD RANCHO CUCAMONGA,CA. V995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Image: Destroy Office of Paper Record Retention No. Records Description Total V,,,,? Media 1=Import after Comments 1 Reference (OFR) Retention Options M=Mfr Imaged S=Scan & QC'? If the record is not listed here,refer to the Retention for Cf -1Mrde Standards Retentions be in when the act is completed,and imply a full file folder e.g.last document+2 years).since destruction is normally performed by file folder. HOLDS:Litt ation,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion), When No Yes; Community Mag,Mfr, Preliminary drafts not retained in the Required &OD Services CS-034 Schedules!Hours Longer OD,Ppr 5!I After D ordinary course of business;GC§34090 Community Mag,Mfr, Yes: Department Preference(meets auditing Services CS-035 Scholarships 5 years OD,Ppr S!I Aftterr QC standards);GC§34090 Community Senior Advisory Committee-All Records Mag Mfr, Yes: Services CS-037 (Members are not Appointed by the City 2 years OD,Ppr S!I After QC GC§34090 Council) &OD Community Sign-in f Sign-Out Sheets for classes I Mag,Mfr, Yes- Services CS-039 2 years S!I After QC GC§34090 programs OD,Ppr &OD Community Sports Advisory Committee-All Records Mag,Mfr, Yes: Services CS-040 (Member are not Appointed by the City Council) 2 Years OD,Ppr S I I After D GC§34090 &oD Community ]Sports Organizations!Non-Profit When No Mag,Mfr, Yes:&OD Preliminary drafts not retained in the QC Services CS-041 Organizations(Little League,etc.) Longer OD,Ppr S!I After D Required ordinary course of business;GC§34090 Preliminary drafts!Transitory records- When No Yes: NOT made or retained for the purpose of Community CS-042 Sports Score Sheets,Schedules Longer Mag,Mfr, S!1 After QC preserving the informational content for Services Required OD,Ppr &OD future reference,GC§34090;64 Ops. Cal.Atty.Gen.$17(1981)) Yes Community Minimum 2 : Mag,Mfr, Yes: Services CS-043 Theatre Member Files I Patron Files(Gym,etc.) Years Before OD,Ppr S!I After QC Department Preference;GC§34090 Event &OD When No Yes: Community Mag,Mfr, Preliminary drafts not retained in the Services CS-044]Ticket Stubs Longer OD,Ppr S!I After D ordinary course of business;GC§34090 Required &OD RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without pKar written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Image: Destroy Office of Total Media Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after comments f Reference (OFR) S=Scan Imaged & C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder e._last document+2 years),since destruction is normally performed by file folder. HOLDS.Litigation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes aftersettlement or completion). Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer!Unpaid Intern Applications I Yes: EEOC/FLSA/ADEA(Age)requires 3 Lead Dept, CS-045 Agreements-Unsuccessful/Pending 3 years Mag,Mir, S/I After QC years for promotion,demotion,transfer, Applicants OD,pp; &OD selection,or discharge:29 CFR 1602.31 and 1627.3(b)(1),8 CCR§3204(d)(1)et seq.,GC§§12960,34090 Courts treat volunteers as employees; EEOC/FLSA/ADEA(Age)requires 3 Volunteer/Unpaid Intern Applications I Inactive I Yes: years for promotion,demotion,transfer, Lead Dept. CS-046 Agreements(includes emergency contact Separation+ Mag,Mfr, S/I After QC selection,or discharge;State Law information) -Successful Applicants 3 years OD'Ppr &OD requires 2-3 years;29 CFR 1602.31 and 1627.3(b)(1),8 CCR§3204(d)(1)et seq.,GC§§12960,34090;29 USC 1113 Community Mag Mfr, Yes: Services CS-047 Waivers of Liability 2 years OD,ppr S/I After QC GC§34090 &OD RANCHO CUCAMONGA,CA. 01995.2017 Gledwell Governmental Services,Inc.-all rights reserved Do not dupitate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.10.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION AND TECHNOLOGY Page DOIT-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media [=]mport Paper after Comments I Reference (OFR) Retention Options M�Mfr Imaged 8 S=Scan QC'd? If the record is not listed here,refer to the Retention for Ci -tsde Standards Retentions be in when the act is com feted,and tm ! a full file folder e. ,fast document+z ears,since destruction is normallyerformed b (le folder. HOLDS:Lib ation,complaints,claims,public records act requests.audits and/orinvestigations suspend normal retention periods retention resumes after settlement or completion). DEPARTMENT OF INNOVATION AND TECHNOLOGY Depart.of When No Used for Disaster Recovery Purposes Innovation Backups 1 Computer Backups{ALL Disaster Mag,Mir, Yes: After Only;Considered a copy and can be and D01T-001 Recovery Computer Backups} Longer Yes 00,Ppr S 1 I OC&OD destroyed when no longer required;GC Technology Required §34090 et seq. Depart.of lnnovation DOIT-003 Network Configuration Maps 1 Plans 2 years Yes Mag,Mfr, S 1 I Yes; After GC§34090 et seq. and OD,Ppr QC&OD Technology Depart.of Innovation Mag,Mfr, Yes: After and DOIT-003.5 Routine Video Monitoring 1 year Yes OD,Ppr $11 QC&OD GC§34090,6{a} Technology UNALTERABLE MEDIA I IMMUTABLE MEDIA For legal compliance for Trustworthy Depart.of Follows Electronic Records{when the electronic (CLOUD IMMUTABLE BACKUP)/WORM! Innovation Retention of Mag,Mfr, Yes: After record serves as the official record);must DOIT-004 DVD-r 1 CD-r t Blue Ray-R 1 other S 11 and UNALTERABLE MEDIA that does not permit Official OD,Ppr QC&OD to stared in a"safe and separate Technology additions,deletions,!changes Electronic Location";GC 34090,12168.7,EVG 1550, Record 1 2 CCR 22620 et seq. RANCHO CUCAMONGA,CA C1995-2017 Gladwell Governmental Services,Inc.1909)3373516-a€I rights reserved Do not duplicate or distribute without prior written permission Adopted:812012025 Ver.9.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 (FORMER REDEVELOPMENT I SUCCESSOR AGENCY, HOUSING, RDA) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments I Reference (OFR) Retention Options M=Mfr Imaged& 5=scan QC'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder e. .last document+2 ears,since destruction is normal!y performed by file folder, HOLDS:Litigation,complaints,claims,public records act requests.audits and/or investigations suspend normal retention periods retention resumes after settlement or cam lotion. ECONOMIC DEVELOPMENT/FORMER REDEVELOPMENT/SUCCESSOR AGENCY Economic Develop.I Former Economic Development Projects,Programs, Minimum 2 Mag,Mfr, Yes: After Redevelop ED-001 Subject 1 Issues(Issues 1 projects will vary years OD,Ppr S 1 I QC&OD Department Preference;GC 534090 Mont! over time) Successor Agency Economic Develop.l Former Mag,Mfr, Y ; After Redevelop ED-002 Mobile Home Accords P OD,Ppr S 1 I Yes; &OD Department Preference;GC§34090 merit I Successor Agency Economic Develop.1 Former Mag,Mfr, Yes: After Department preference,meets municipal Redevelop ED-003 Real Estate Appraisals 5 years OD Ppr S 1 I ment 1 QC&OD auditing standards;GC§34090 Successor Agency Recorded Documents: ALL-Deeds, Copies- Easements,Liens/Releases,Rights of Way, When No Mag,Mfr, Yes: After Finals are maintained by City Clerk;GC§34090 City Clerk ED-004 Notices of Completion,Recorded Longer Yes(all) OD Ppr S 1 I QC&OD et seq. Agreements 1 Contracts,etc. Re uired RANCHO CUCAMONGA,CA �)1995-2017 Gladwell Governmental Services,Inc.(9D9)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.9.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-2 (FORMER REDEVELOPMENT 1 SUCCESSOR AGENCY, HOUSING, RDA) Office of Total Image: Destroy Record Retention No. Records Description Vital? Media h Paper after= rt P Comments f Reference (OFR) Retention Options MMfMfr Imaged� S=Scan 0CId? It the record is not listed here,refer to the Retention for Ci -tide Standards Retentions begin when the act is completed,and Imply a full fife folder e. ,fast document+2 years),since destruction is normal!y performed by file folder. HOLDS:Litigation,com faints,claims,public records act re guests,audits and/orinvestigations suspend normal retention periods retention resumes aftersetflemenf or com lotion. Economic Develop.! Former Redevelopment Long Range Property Completion Mag,Mfr, Yes: After Redevelop ED-005 Management Plans,Oversight Plans +10 years OD,Ppr S 1 l QC'&OD Department preference;GC§34090 ment] Successor Agency Economic Develop.f Former Mag,Mfr, Yes: After Department Preference for Historical Purposes; Redevelop ED-006 Redevelopment Plans P OD,Ppr S 1 I OC&OD GC§34090 ment i Successor Agency Economic Redevelopment Projects!Project Areas Develop.f Planning,Building and Engineering retains final Former documents of construction projects(transfer (Ensure Planning has all Environmental Completion Mag,MFr, Yes: After Redevelop ED-007 S 11 any CIP project files to Engineering);Covers Documents,Engineering has all CIP +10 years OD,Ppr QC&OD ment/ various Statute of Limitations;CCP§337 et Successor Projects,1 City Clerk has all Real Properly seq.;GC§34090 Agency records for Permanent retention} Economic Develop.1 Former Completion Mag,Mfr, Yes: After Department preference,meets municipal Redevelop ED-008 Relocations +5 years OD,Ppr S f I QC&OD auditing standards;CCP§337 at seq.;GC ment 1 §34090 Successor Agency RANCHO CUCAMONGA,CA V995-2D17 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted;8/20/2025 Ver.9.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-3 (FORMER REDEVELOPMENT 1 SUCCESSOR AGENCY, HOUSING, RDA) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments f Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and im t a f i!e folder Le- .last document+2 years).since destruction is normallyperformed bX file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention eriods retention resumes after settlement or com letion. ECONOMIC DEVELOPMENT!HOUSING Economic Foreclosure Notices f Notices of Defaults Disposition+ Mag,Mfr, Yes: After Develop,f ED-009 (NOD) 5 years OD,Ppr S 1 I OC&OD City Attorney preference;GC§34090 Housing Housing Flans:Consolidated Annual Performance and Evaluation Review Economic o Comprehensive qy{CHAS)!Consolidated S I,Housing Develop. ED-009.5 Affordability tv S a Su erseded Mag.Mfr. Yes: After 24 CFR 91,105(h)7 24 CFR.,92.5o8(a)-GC r Housp Action Plan!Ana1 sis of Impediments to Fair +5 years Op Pp C&OD 3§ 4090 Housing Choices!Citizen Participation Plan! Action Plans etc. 5 years after the HUD requires 5 years after the project Housing Programs: Affordable Housing Affordability completion;documents imposing recapture 1 Projects,Rehabilitation,CDBG-funded period resale restrictions are 5 years after the Economic Housing Projects, etc. Terminates, affordability period terminates;Uniform Admin, Develop.1 ED-010 or the OD,Ppr Mag,Mfr, S 1 I Yes: Aker Requirements for Grants to Local Governments Housing WITH a Recapture t Resale Restriction Written QC&OD is 3 years from expenditure report;2 CFR Agreement 200,334;24 CFR 92.508(a)and(c)and Deeds are sent to City Clerk Terminates, 570.502(a)(16),982.158,884.214; R- hichever i 97.42,GC§34090 Lon er Housing Programs; Affordable Housing HUD requires 5 years after the agreement Projects,Rehabilitation,CDBG-funded Loan Pay-off terminates;Consistentwith Consolidated plan Economic Mousing Projects,etc. OR Mag,Mfr, Yes: After Requirements;Required for 3-4 years from Develop.l ED-011 S l I expenditure or performance report;2 CFR Housing WITHOUT a Recapture f Resale Restriction Forgiveness OD. Ppr QC&OD 200,334;24 CFR 92.508(a)and(c)and +5 years 570.502(a)(16),982,158,$84.214:29-GFI4- Deeds 1 Insurance are sent to City Clerk 97-42,GC§34090 RANCHO CUCAMONGA,CA 01995.2017 Gladwell Governmental Services,Inc.(909)337.3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.9.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-4 (FORMER REDEVELOPMENT 1 SUCCESSOR AGENCY, HOUSING, RDA) Office of Image, Destroy Record Retention No. Records Description Total vital? Media I M= rt Paper after Mf Comments t Reference (OFR) Retention Options M1Nfr Imaged$� S=Scan QC'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e._last document+2 ears,since destruction is normally performed by file folder. HOLDS.,Litt 7ation,com laints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement at completion). Economic Loan Applications 1 Potential Buyers Denied, Cancelled l Withdrawn(First Time Home Mag,Mfr, Yes: After Develop.1 ED-412 Buyers,UfelSafety,Rehabilitation,HOME, 2 Years OD,Ppr sit t QG&OD GC§34090 Mousing etc. Preliminary Application Form(required for a Various benchmarks are placed using the Economic housing development project that includes Mag,Mir, Yes: After number of residential dwelling units on the Develop.! ED-013 residential units;farm is provided by 5 years S/I OD,Ppr QC&OD project site within the last five years;GC Housing California Department of Housing! Community Development §§34090,B6300, RANCHO CUCAMONGA,CA 01995-2017 Gladwel€Govemmental Services,Inc.(909}337-3516-all rights reserved Do not duplicate er distribute without prior written permission Adopted:BY2012026 Ver.27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS 1 RCMU Page RCMU-1 RANCHO CUCAMONGA MUNICIPAL UTILITIES Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1=lmport after Comments I Reference (OFR) Retention Options M=Mfr Imaged& S=Scan Cd? if the record is not listed here,refer to the Retention for ci -Wide Standards Retentions begin when the act is completed,andimply a full file folder(e.g.last document+2 yearsJ,since destruction is n—orm;Zy erfomted b file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/arinvesti ations suspend normal retention periods retention resumes after settlement ar com letion. RCMU!ENGAGEMENT AND SPECIAL PROJECTS RCMUI Engagement Yes: RCMU-000.05 Mag,Mtr, and Specie OM-Oa4 ASI Hands Meeting Agendas Z years OD P r S 11 After QC GC§34090 , Proiects p &OD Gity-Manager RCMU! Engagement Yes: RCMU-400.07 Art in Public Places(City Projects,not Mag,Mfr, and Special P S 1 I After OC Department preference;GC§34090 Projects r'M 64C Developer Projects) OD,Ppr &OD Q4-Manager RCMUI Engagement Yes: RCMU-000.09 Art In Public Places Committee Minimum 2 Mag,Mfr, Brown Act challenges must be filed within 30 or and Special 46 AGENDAS,AGENDA PACKETS years OD,Ppr 511 After OC y0 days of action;GC§§34090,54960.1(c)(1) Proiects &OD City-Managef RCMUI Engagement Yes: RCMU-DOp,10 Art In Public places Committee Mag,Mfr, and Special P S!I After QC GC§34090 Proiects r q MINUTES I BYLAWS OD,Ppr &OD City-Managef RCMU! Engagement ManYes: and ecial RCMU-000.20 Gra evine Publication 2 Years OD, Mfr, S t I After C GC 634090 Proiects O P� &OD RCMU-RANCHO CUCAMONGA MUNICIPAL UTILITIES Yes: RCMU RCMU-ODi Applications for Service 2 years OD,Ppr Mag,Mfr, S 1 I After QC Department Preference;GC§34090 &OD RANCHO CUCAMONGA,CA, Q'IS95-2017 Gfadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted!til2012025 Ver.27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS 1 RCMU Page RCMU-2 RANCHO CUCAMONGA MUNICIPAL UTILITIES Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media I=Import after Comments l Reference (OFR) Retentlon Options M=Mfr Imaged& 5=Scan C'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. ,last document+2 ears,since destraction is normal!-oerformedby file folder. HOLDS:Liti ation,complaints,claims,public records act requests,audits and/orinvestigations sus end normal retention periods retention resumes after settlement or completion). Mag,Mfr, Yes: i Lead Dept. RCMU-002 AQMD Permits(Generators,etc.) 5 years OD Ppr S!I After QC 140 CFR 70.6;GC§34090 &OD Mag,Mfr, Yes; RCMU RCMU-003 Armored Car Manifests 2 years OD,Ppr S t I After QC GC§34090 &OD j Sulk Power Log Sheets!Purchasing I Mag,Mfr, Yes: i RCMU RCMU-004 Suppliers(Evaluations,Financial Data. 10 years S l I After QC Department Preference;GC§34090 Reports 1 Studies) OD,Ppr &OD Capital Improvement Projects(GIP- RCMU): Administration File l NOT Scanned(Electricity,Fiber IStreet Lights Completion+ Only) 10 years or Department preference;Some grant funding After Funding agencies require audits;Statute of limitations RCMU RCMU-005 Project Administration,Certified Payrolls, Agency Yes: Until Mag,Mfr, S t I After QC Limitations;Contracts&Spees=4 years,Yes: for Errors&Omissions is 10 years;Statute of Community Outreach 1 Notifications,Project Audit,if Completed OD,Ppr &OD Wrongful Death=comp.+5 years, Schedules,Progress meetings,Punch Lists, required, Real Estate Appraisals, RFls 1 Responses, whichever is Developers=comp.+10 years;-CCP§337 et. Temporary Easements,Construction longer seq.,GC§34090 Manager's Logs,Daily Inspections, Daily Logs, etc. RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted;8/20/2025 Ver.27.0 RECORDS RETENTION SCHEDULE; ENGAGEMENT AND SPECIAL PROJECTS 1 RCMU Page RCMU-3 RANCHO CUCAMONGA MUNICIPAL UTILITIES Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media I=Import after Comments I Reference (OFR) Retention Options M=Mfr Imaged& S=Scan C•d? If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Litigation,complaint claims,public records act requests,audits andlorinvesti ations suspend normal retention periods retention resumes after settlement or completion). Capital Improvement Projects(CM- RCMU): Permanent File/Scanned Records(Electricity,Fiber 1 Street Lights Only Specifications/RFP 1 Addenda,Agreement Yes: Yes: Until Mag,Mfr, Department preference;retained for disaster RCMU RCMU-006 !Contract(copy),Successful Proposal, P Sit After QC Change Orders,Geotechnical Studies 1 Completed OD,Ppr &OD ,preparedness purposes;GC§34090 Reports,Operations 1 Maintenance Manuals (O&M Manuals,)Materials Testing Reports, Grading Permits,Hazardous Materials Plans,Notice of Completion,Photos,Soil Reports,Studies,Submittals,Surveys,etc. Indefinite- Yes: Data Fields 1 Records are interrelated;meets RCMU RCMU-007 Customer Information Service(CIS) Minimum 5 Mag,Mfr, S 1 I After QC ;municipal government auditing standards; GC Database ears OD,Ppr &OD §34090 Department of Energy(DOE)1 Federal Mag,Mfr, Yes: RCMU RCMU-008 Energy Regulatory Commission(FERC) P OD,Ppr S 1 I After QC ;Department Preference;GC§34090 Licenses!Regulatory Correspondence &OD Department of Energy(DOE)!Federal Mag,Mfr, Yes; RCMU RCMU-009 Energy Regulatory Commission(FERC) P OD Ppr S!I After QC ;Department Preference;GC§34090 Reports &OD Copies- Yes: City Clerk RCMU-010 Easements When No Mag,Mfr, S t I After QC ;(copies);GC§34090.7 Longer OD,Ppr &OD Required Electricity Drawings 1 As-Builts!Record Mag,Mfr, Yes' Department Preference(Engineering has RCMU RCMU-011 Drawings P OD,Ppr S 11 After QC originals);GC§34090.7 &OD RANCHO CUCAMONGA,CA. 01995.2017 Gladwell Governmental Services,Inc.-ali rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver,27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS!RCMU Page RCMU4 RANCHO CUCAMONGA MUNICIPAL UTILITIES Image: Destroy Office of Paper Retention Record Retention No. Records Description Total Vital? Media 1 M=Mfr rt after Comments f Reference (OFR) Options MMfImaged& S=Scan ? If the record is not listed here,refer to the Retention for Ci -Wrde Standards Retentions begin when the act is completed.and imply a full file folder(e.g.last document+p years),since destruction is normally erfarmed by file folder. HOLDS:Liti anon,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Equipment Records(Manuals,Tests, Disposal of Mao,Mfr, Yes'. Department Preference;CCP§337 et,Seq„GC RCMU RCMU-012 Inspections,Studies,Reports) Equipment+ OD Ppr 511 After QC §34090 2 ears &OD Mao,Mfr, Yes: RCMU RCMU-013 Facility Histories t Infrastructure Design P OD,Ppr S 11 After QC Department Preference;GC§34090 &OD Generator Operation Logs 1 Inspections- Mag,Mfr, Yes: Lead Dept. RCMU-014 Fixed!Stationary Generators 3 years OD Ppr S 11 After OC I,AQMD Rule 1470;GC§34090 &OD Yes; Lead Dept. RCMU-015 Generator Operation Logs f Inspections- 5 years Mag,Mfr, S/I After QC AQMD Rule 1470; Form 400—E-13a Portable 1 Emergency Generators OD,Ppr &OD instructions;GC§34090 Joint Pole Agreements,History, Mag,Mfr, Yes: RCMU RCMU-016 Maintenance(Card Files) P OD,Ppr S 1 I After QC Department Preference;GC§34090 &OD Yes: RCMU RCMU-017 Joint Pole invoices 1 Accounts Receivable 5 years Mag'Mfr' S!I After QC Department Preference(meets municipal OD,Ppr &Oi] ,government auditing requirements);GC§34090 Mao,Mfr, Yes: RCMU RCMU-018 Load Records 10 years OD,Ppr S 1 I After QC Department Preference;GC§34090 &OD Mag,Mfr, Yes' Department preference(meets auditing RCMU RCMU-019 Payments/Credit Card Receipts-RCMU 5 years OD,Ppr S!I After QC 'standards);GC§34090 Mag,Mfr, Yes: RCMU RCMU-020 Power Operations Reports!Outage Reports 10 years OD,Ppr Sit After QC Department Preference;GC§34090 &OD Indefinite- Yes. Mag,Mfr, RCMU RCMU-021 Power Outage Report Database Minimum 5 OD Ppr S t I After QC ;Data is interrelated;GC§34090 , years &OD RANCHO CUCAMONGA,CA, 01995-2017 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prier written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS!RCMU Page RCMU-5 RANCHO CUCAMONGA MUNICIPAL UTILITIES Image: Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference (OFR) S=Scan Imaged& C'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder fe.g,last document+2 years),since destruction is normal!y perfomred by file folder. HOLDS.Litigation,complaints,claims,public records act requests.audits and/or invesli ations sus end normal retention periods retention resumes after settlement or completion). Power Trading 1 Power Scheduling Completion+ Mag,Mfr, Yes: Department Preference(auditing standards are RCMU RCMU-D22 (Check Out Worksheets) 5 years OD,Ppr S!I A&erOQDC 5 years);GC§34090 Power Trading 1 Power Scheduling Mag,Mir, Yes: RCMU RCMU-023 5 years Ppr 8/1 After QC ;Department Preference;GC§34094 {Confirmations,Invoices} OD &OD Power Trading 1 Power Scheduling Mag,Mir, Yes: RCMU RCMU-024 {Pathing Sheets} 5 years OD Ppr S 11 After QC ;Department Preference;GC§34090 &OD Regulatory Agency Audits: CEC,CFTC, Yes: RCMU& RCMU-025 CPUC,EPA,FERC,NERC,NPDES, 10 years Mag,Mfr, S!I After QC :Department Preference;GC§34090 Gas WECC,etc. OD,Ppr &OD Regulatory Agency Compliance Reports 1 Yes: RCMU& RCMU-026 Confirmations: ,CPUC,EPA,FERC, 10 years Mag,Mir, S!I After QC ;Department Preference; GC§34090 Gas NERC,NPDES, WECC,etc. OD,Ppr &OD Regulatory Agency Correspondence: Yes: RCMU& Minimum 10 Mag,Mir, RCMU-027 CPUC,EPA,FERC,NERC,NPDES, S!I After QG Department Preference;GC§34090 Gas WECC,etc.. years OD,Ppr &OD RCMU& Regulatory Agency Inspections: ,CPUC, Mag,Mfr, Yes: Gas RCMU-028 EPA,FERC,NERC,NPDES, WECC,etc. 10 years OD,Ppr S!I After QC Department Preference;GC§34090 &OD RCMU& Regulatory Agency Licenses: ,CPUC, Mag,Mfr, Yes: Gas RCMU-029 EPA,FERC,NERC,NPDES, WECC,etc. P OD,Ppr S 11 After QC Department preference;GC§34090 &OD Yes: Data is interrelated;Databases where sewer RCMU RCMU-430 SCADA Database(Electricity)(Supervisory121 Yes Mag,Mfr, S1IAfter QC ;records may be stored are required for 5 years; Control!Data Acquisition) OD,Ppr &OD SWRCB Order 2022-0103-DWQ;GC§§34090, 12168.7 RANCHO CUCAMONGA,CA. 01 9 9 5-201 7 Gladwell Governmental Services,Inc.•all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS 1 RCMU Page RCMU-6 RANCHO CUCAMONGA MUNICIPAL UTILITIES image: Destroy Office of Paper Retention Options MMfr Record Retention No. Records Description 7oYt Vital? Media 1 MmMfr after Comments!Reference (OFR) on Imaged& S=Scan 7 If the record is not listed here,refer to the Retention for Ci -ode Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years).since destruction is normally erformed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits andlorinvestigations suspend normal retention periods retention resumes after settlement or completion). When No Yes: Data is interrelated;Databases where sewer RCMU RCMU-031 SCADA Printouts i Reports 1 Log Books Longer Mag,Mfr, Sit After QC records may be stored are required for 5 years; Required OD,Ppr &OD ,SWRCB Order 2022-0103-DWQ;GC §§34090,12168.7 Solar Power Production Operating Data Mag,Mfr, Yes: RCMU RCMU-032 Logs 1 Diaries 10 years OD,Ppr S 11 After QC Department Preference;GC§34090 &OD Department Preference:entered into DigAlert Underground Service Alerts{USA's)!Dig Mag,Mfr, Yes: Software the Excavator,Operator and the Lead Dept, RCMU-033 Alerts 3 years OD,Ppr S f I After QC Regional Notification Center has the obligation to &OD retain the notice for 3 years; (required for 3 years);GC§§4216.2(d)I 34090 Division Data is interrelated;Databases where sewer Work Orders!Service Requests CMMS Indefinite- Yes: Providing Mag,Mfr, records may be stored are required for 5 years; RCMU-034 DATABASE(Computerized Maintenance Minimum 5 Yes S 1 I After QC Service 1 Management System) years OD,Ppr &OD SWRCB Order 2022-0103-DWQ;CCP§§338 et Work seq.,340 et seq.,342,GC§34090 Division Work Orders l Service Requests-All When No Yes: Providing Mag,Mfr. Preliminary drafts(the database is the original); RCMU-035 Information Entered in CMMS Database Longer Yes S!I After QC Service! OD,Ppr !GC 534090 Work {Paper drafts) Required &OD Work Orders i Service Requests-NOT entered in CMMS Database(1 partial Division May contain sewer records,which are required information entered into CMMS Database) Yes; Providing Mag,Mfr, for 5 years;SWRCB Order 2022-0103-0WQ; RCMU-036 S years Yes S!I After QC Service/ (Division providing service retains originals; OD,Ppr &OD CGP§§338 et seq.,340 et seq.,342;GC Work Division requesting service is considered a §34090 copy) RANCHO CUCAMONGA,CA. 01 99 5-2 01 7 Giadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 (CIP, General Eng, Land Deg.Transportation) Destroy Image: Office of Total Media ,image: Paper Record(OFR} Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference S=Scan Imaged& C'dZ If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and im l a full(le folder(e.g.last document+2 years),since destruction is normally erformed b fife folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or invesfi at= sus end normal retention periods retention resumes aftersettlement or com letion. ENGINEERING ADMINISTRATION SEE CITY-WIDE ENGINEERING SERVICES 1 CAPITAL PROJECTS Capital Improvement Projects(CIP): Completion+ Maintenance Projects-Not Involving 5 years or Department preference;Some grant Engineering Professional Design Professional Services After Funding funding agencies require audits;Statute of Services I Yes: (All Records} Agency Yes: Until Mag,Mir, Limitations for Errors and Omissions is not Capital ENG-001 Audit,if Completed OD,Ppr S!I After QC applicable;Statute of Limitations: Projects Examples of Maintenance Projects: Painting, required, and OD Contracts and Spec's=4 years;COP§337 Pavement Overlays,Repairs,Ramps,Re- whichever is et.seq.,GC§34090 Roof,Sidewalk Repairs,Slurry Seals,etc. longer Capital Improvement Projects(CIP): Administration File I NOT Scanned Completion+ Department preference;Some grant 10 years or funding agencies require audits;Statute of Engineering Project Administration,Certified Payrolls, After Funding Limitations for Errors and Omissions is 10 Services 1 CommunityOutreach 1 Notifications,Project AgencyYes: Until Ma ,Mir, Yes: ENG-002 ! g S!I After QC years;Statute of Limitations:Contracts Capital Schedules,Progress meetings,Punch Lists, Audit,if Completed OD,Ppr and OD and Spec's=4 years,Wrongful Projects Real Estate Appraisals, RFIs!Responses, required, Death=comp.+5 years, Temporary Easements,Construction whichever is Developers=comp.+10 years; COP§337 Manager's Logs,Daily Inspections, Daily longer at.seq.,GC§34090 Logs,Photos,etc. RANCHO CUCAMONGA,CA. 01995-2017 Gladwetl Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver,26.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 (CIP, General Eng, Land Dev.Transportation) image: Destroy Office of Total Media I=Import paper Record(OFR) Retention No. Records Description Retention Vital? Options M-Mfr after Comments 1 Reference S=scan Image 7& If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder e.g.last document+p years),since destruction is normally performed by rife folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Capital Improvement Projects(CIP): Permanent File 1 Permanent File Scanned Records Engineering Specifications!Addenda,Agreement! Yes: Department preference;retained for Services! Contract(copy),Successful Proposal, Yes: Until Mag,Mfr, Capitat ENG-403 Change Orders,Geotechnical Studies! P Completed OD,Ppr S 1 I After disaster preparedness purposes;GC Projects Reports,Operations i Maintenance Manuals and ODD §34090 (0 t M Manuals,)Materials Testing Reports, Grading Permits,Hazardous Materials Plans, Notice of Completion, $oil Reports,Studies, Submittals,Surveys,etc. Engineering Data Fields!Records are interrelated; Indefinite- Yes: Services! Mag,Mfr, Cove an rs Statute of limitations for Errors Capital ENG-004 Construction Inspection Databases Minimum 10 Yes OD,Ppr S!I Afterer D and Omissions;GC§34090,CCP§337.1 Projects years d OD and 337.15 Engineering Yes: Services! ENG-005 Design t Construction Standards-Authored P Mag,Mf€, S 1 I After QC Department Preference;GC§34090 Capital by the City OD, Ppr and OD Projects Drafts should be destroyed;Some maps Engineering Drawings,Maps,Plans 1 Record Drawings, Yes: are also retained by Planning;Selected Services! ENG-006 Large-Format Drawings, Capital P Yes(all) Mag'Mfr. S After QC maps are retained in Public Works for Capital Improvement Project"As-Built",Base Maps OD,Ppr and OD administrative purposes;GC§34090, Projects 34090.7 ENGINEERING SERVICES 1 GENERAL ENGINEERING Engineering Services! Mag,Mfr, Yes; General ENG-021 Aerial Maps(Analog 1 Historical) P OD Ppr S!I After QC Department Preference;GC§34090 Engineering and OD RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 (CIP, General Eng, Land Deg.Transportation) Image: Destroy Office of Total Media I=import Paper Record(OFR) Retention No. Retards Description Retention Vital? Options M=Mfr after Comments f Reference S=Stan Imaged& C'd? If the record is not listed here,refer fo the Retention forCi -Wrde Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 years).since destruction is normal!y performed by fife folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention perfods retention resumes after settlement or completion). Engineering Yes: General 00,Ppr Services! ENG-022 Benchmarks P Mag, r, S f I After QC Department Preference;GC§34090 Engineering and OD Engineering Department preference;Same Correspondence-Regulatory Agencies Not Yes: While Yes: Services! Minimum 2 Mag,Mfr, correspondence from Regulatory Agencies General ENG-423 Related al a CIp{State,Federal Agencies, years Active OD,Ppr S!I After QC need to be retained for long periods of Engineering EPA,Health Department,etc.) Issues and OD time;GC§34090 Engineering Encroachment Permits!Excavation Permits: Services I Temporary(Street Permits,Temporary Final! Yes: ENG-024 Construction,Sidewalk Repairs,Traffic Completion+ Yes: Until Mag,Mfr, 8/1 After QC GC§34090 General Completion OD Ppr Control,Utility Cuts etc.) 2 years , and OD Engineering Includes Insurance Certificates Engineering. Encroachment Permits-Permanent Yes: Services f ENG-025 (Permanent structures in the City's Right of P Mag,Mfr General , S 1 I After QC Department Preference;GC§34090 Engineering Way) OD,Ppr and OD Engineering Services I Inde€inite- Mag,Mfr, Yes: Data Fields 1 Records are interrelated; General ENG-02E Engineering Permits Database permanent Yes OD Ppr S!I After QC Some Encroachment Permits are Engineering and 00 Permanent;GC§34090 Engineering Services 1 Engineering Studies 1 Surveys-Preliminary Mag,Mfr, Yes; General ENG-027 Studies I Project Assessments P OD, Ppr S 1 I After QC Department Preference;GC§34090 Engineering and 00 Engineering Services 1 Geotechnical 1 Soil Reports;Hydrology Mag,Mfr, Yes; General ENG-028 Reports(Authored on behalf of the City) P 00,Ppr S 1 I After QC Department preference;GC§34090 Engineering and OD RANCHO CUCAMONGA,CA. ®1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 (CIP, General Eng, Land Derf.Transportation) Image: Destroy Office of Total Media [=Import Paper Record(OFR) Retention No. Records Description Rotention vital? Options M=Mfr after Comments!Reference S=Scan Im ged�B If the record is not fisted here,refor to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder Le.2.last document+2 ears,since destruction is normal!y performed by file folder, HOLDS:Litigation,complaints,claims,public records act requests,audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or com letlorr. Engineering Yes: Services! ENG-029 Grading Plans,Grading Plans I Grading P Mag,Mfr, S 1 I After QC Department Preference;GC§34090 General Certificates OD,Ppr and OD Engineering Engineering Master Plans: Bikeway,Park,Pavement, Yes: Services! ENG-031 Sewer,Traffic,Transportation,Water Master p Mag,Mfr, S I I After QC Department preference;Drafts should be General Plan,etc. OD,Ppr and OD destroyed;GC§34090 Engineering Copies- Yes: City Clerk ENG-032 Public Works Subcommittee When No Mag,Mfr, S 1 I After QC GC§34090.7 Longer OD,Ppr and OD Required Recorded Documents: ALL-Deeds, Easements,Liens 1 Releases,Rights of Way, Notices of Completion,Recorded Yes: Even if documents are e-recorded,send Agreements I Contracts,Certificate of Mag,Mfr, City Clerk ENG-033 P Yes(all) S!I After QC all finals to the City Clerk;GC§34090 et Compliance,etc. OD,Ppr and OD seq. Send all originals to City Clerk,even if they are e-recorded. ENGINEERING SERVICES!LAND DEVELOPMENT AND TRANSPORTATION Mag,Mfr, Yes' CBC§§494 S 104.7 and 107.5;GC Building ENG-034 Plan Checks for Building Permits 2 years OD,Ppr S 1 I After QC §34090 and OD RANCHO CUCAMONGA,CA. 01 99 5-201 7 Gladwell Governmental SeMces,Inc.-all rights reserved Do not duplicate or distribute without prior writlen permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.2U RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 (CIP,General Eng, Land Dev.Transportation) Image: Destroy Office of Total Media L port Paper Record(OPR) Retention No. Records Description Retention vital? Options Mfr after Comments I Reference can Imaged& C'd 7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full file folder e. .last document+2 years),since destruction is normal!y performed by rile folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/or investi atiorts suspend normal retention periods retention resumes after settlement or completion), Private Land Development Projects!Job Files: Administration File Construction Inspections,Correspondence, Statute of Limitations for Errors and Engineering Omissions is 10 years;Statute of Photos, Private Lab Verifications,Testing Yes: Services! Completion+ Yes: Until Mag,Mfr, Limitations:Contracts and Spec's=4 years, Land Dev.and ENG-035 Lab Final Reports,etc. 10 years Completed OD,Ppr S 1 I After QC Wrongful Death=comp.+5 years, Transportation Examples of Development Projects: CUPS, and OD Developers=comp.+10 years;CCP§337 Lot Line Adjustments,Parcel Maps,Precise et.seq.,GC§34090 Alignment,Specific Plans,Subdivisions,Tract Maps,Tracts,.TPMs,TSMs Private Land Development Projects 1 Job Files: Permanent Files Drainage,Driveway,Grading Plans,Rights of Engineering Way,Soil Reports,Stormwater,etc. Services 1 Yes: Until Mag,Mfr, Yes: Department preference;retained for ENG-036 Dedications,Easements,Abandonments P S f I After QC disaster preparedness purposes; GC Transportation Land Dev.and (City Clerk is OFR) Completed OD,Ppr and OD §34090 Examples of Development Projects: CUPS, Lot Line Adjustments,Parcel Maps,Precise Alignment,Specific Plans,Subdivisions,Trac Maps,Tracts,.TPMs,TSMs Copies- Yes: Police ENG-037 Traffic Collision Reports When No Mag,Mir, Sit After QC copies;GC§34090.7 Longer OD,Ppr and OD Required Engineering Yes: Services 1 Traffic Congestion Management Plans! Mag,Mfr, Land Dev,and ENG-038 Transportation Plans 10 years OD,Pp, S!I After QC Department preference;GC§3409D Transportation and OD RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute wkhout prior written permission from GGS(909)337-3516 Adopted:8/2012025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 (CIP, General Eng, Land Dev.Transportation) Image: Destroy Office of Total Media 1=Import Paper Record(OFR) Retention No. Records Description Retention vital? Options M=Mfr after Comments t Reference S=Scan Im gd?$ QC1if the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 years),since destruction is normally,performed by File folder. HOLDS:Litigation,complaints,claims,public records act re nests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or compfefion. Engineering Yes: Services 1 ENG-039 Traffic Counts 10 years Mag,Mfr, S l I After QC Department preference;GC§34090 Land Dev.and OD,Ppr and OD Transportation Engineering Yes; Services f ENG-040 Traffic Investigation Reports 5 years Mag,Mfr, S f I After QC GC§34090 Land Dev.and OD,Ppr and OD Transportation Engineering Yes; Services! ENG-041 Self-Maul Permits 2 years Mag,Mfr, S f I After QC GC§34090 Land Dev.and OD,Ppr and OD Transportation Engineering Yes; Department preference(required every 5 Services! ENG-042 Traffic Speed Surveys 10 years Mag,Mfr, S 11 After QC years,but can be extended to 7 or 10 Land Dev.and OD,Ppr Transportation and OD years};GC§34090 Engineering Transportation Studies!Traffic Studies! Yes: Services t ENG-043 Warrants:Signals,Stop Signs,Crossing P Mag,Mfr, S l I After QC Department preference;GC§34090 Land Dev.and Guards,etc. OD,Ppr and OD Transportation RANCHO CUCAMONGA,CA. 01995-2017 Gtadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-1 Image: Destroy Office of Paper Record Retention Records Description TotalVital? Media 1-Import after Comments l Reference (OFR) NO' Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normally performed by rile folder. HOLDS:Litt atien,complaints,claims,public records act requests,audits and/or investigations sus end normal retention.periods retention resumes aftersettlement or completion), ENVIRONMENTAL PROGRAMS Environment Mag,Mfr, Yes: Department preference(Preliminary at Programs ENV-001 CCTV-Storm Drains 2 years OD,Ppr Sit A&eODC drafts);GC§34090 Environment Construction Diversion 1 Deposit,Reimbursement Mag,Mfr, Yes: al Programs ENV-002 etc. 10 years OD Ppr Sit After QC Department preference;GC§34090 &OD Yes; Department preference;Monitoring Environment S 1 I After FOG(Fats,Oil l Grease)/Source Control! Mag,Mfr, records required for 3 years;POTW at Programs ENV-003 pretreatment Annuat l Semi-Annual Reparts 3 years OD,Ppr OD reports are required for 3 years;40 CFR 403.12;GC§34090 : Environment Household Hazardous Waste 1 Recycling/Disposal 1 Mag,Mfr, Yes 14 CCR 18613.4;22 CCR 66262.40 at Programs ENV-004 Participant Logs 3 years OD,Ppr Sit After QDC at seq.;GC§34090 Environment Mag,Mfr, Yes: Required for a minimum of 5 years; at Programs ENV-005 Sanitary Spills 1 Overflows(SSOs) 5 years OD,Ppr $!1 After QC SWRCB Order 2022-0103-DWQ; ; &OD 40 CFR 122.410)(2);GC§34090 Department preference;SSMPs are required to be retained 5 years,and Sewer System Management Plans(SSMP)1 Audits Yes: updated every 6 years;SSOs are Environment ENV-006 Sanitary Spills Overflow Prevention Plan(SSOPP)1 Superseded Mag,Mfr, S!1 After QC required for a minimum of 5 years; a1 Programs Sanitary Sewer Overflow Response Plan }5 years OD,Ppr &OD 40 CFR 122.410)(2);SWRCB General Order 2022-0103-DWO;GC §34090 Department preference;SB 1383 compliance is required for 5 years; Solid Waste Reduction 1 Recycling!AB 939 Ppr Yes: Low-Carbon Fuel Standard Environment ENV-007 Compliance!Tonnage Reports l SB 1383 10 years Mag,Mfr, Sit After QC regulations credits can be received a1 Programs Compliance(Organic Waste Collection l Recycling) OD, &OD for 10 years,and are eligible for an extension;14 CCR§18995;.2 H and S§39730.7;GC§34090 at seq. RANCHO CUCAMONGA,CA. C1995-2017 Gladwel€Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909k 3373516 Adopled:8/20/2025 Ver.26.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-2 Image: Destroy Office of R Total Paper Record Retention Records Description Vital? Media 1-Import after Comments I Reference (OFR) No. Retention Options M�Mfr tmaged& S=Scan ? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 yeaLs,since destruction is normally performed by file folder. HOLDS:Litigation,complaints,claims,public records act re guests,audits and/or investigation s suspend normal retention periods retention resumes after settlement or completion). Environment Meg,Mfr, Yes: ENV-008 Solid Waste Tannage I AB 939 10 years S/I Aker QC Department preference;GC§34090 al Programs OD,Ppr ! &OD Yes: Required for a minimum of 5 years; Environment Meg,Mfr, 40 CFR122.410)(2);SWRCB Order ENV-009 Stormwater Illicit Discharges 5 years S/I Aker QC al Programs OD,Ppr &OD 2006-03;40 CFR§§122.21,122.41, 122.44;GC§34090 Yes: Department Preference;Monitoring Environment ENV-010 Stormwater Monitoring!NPDES Monitoring! 5 years Meg,Mfr, g 1 I Aker QC records required for 3 years;40 CFR al Programs Inspection OD,Ppr &OD §§122.21,122.41,122.44;CCP §337 et seq. Yes: Required for a minimum of 5 years; Environment S!I After Meg,Mfr, 40 CFR 122.410)(2);SWRCB Order at Programs ENV-011 Stormwater: Business Inspections 5 years OD Ppr &OD 2006-03:40 CFR§§122.21,122.41, 122.44:GC§34090 Environment Meg,Mfr, Yes: Department preference;Monitoring al Programs ENV-012 Stormwater: NPDES Annual Reports 5 years OD,Ppr S i I Aker QC records required for 3 years;40 CFR §§122.21,122.41,122.44 Yes: Department Preference;Monitoring Environment Expiration+ Yes: Until Meg,Mfr, records required for 3 years;40 CFR al Programs ENV-013 Stormwater: NPDES Permits 5 years Expiration OD,Ppr S 11 After OC §§122 21,122.41,122.44;CCP §337 et seq. Department preference;plans must Environment Stormwater. TMDL Plan(Total Maximum Daily Meg,Mfr, Yes: be Updated every 5 years,audits are al Programs ENV-014 Load)Plan 5 years OD,Ppr S f I After QC required every 2 years;SWRCB &OD Order 20G6-03;40 CFR§§122.21, 122.41,122.44;GC§34090 Environment Water Quality Management Plans(Commercial, Meg,Mfr, Yes: al Programs ENV-01 S Private Development) P OD,Ppr S I I After QG Department preference;GC§34090 &OD RANCHO CUCAMONGA,CA. 01995.2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8I20/2025 Ver,24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 (Accounting and Financial Reporting, Budget Man,, Business Lic. Rev.,Special Districts, Treasury Man.) Office of Image: estroy Record Retention No. Records Description Total vital? Media 1=Import Paper after Comments l Reference (OFR) Retention Options M=Mfr Imaged& If the record is not listed here,refer to the Retention for C! -Wide Standards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Lit! ation,complaints,claims,public records act re uests,audits and/or investigations suspend normal retention periods eretention resumes after settlement at com lefion. FINANCE l ACCOUNTING AND FINANCIAL REPORTING Finance! Department Preference;IRS:4 years after tax Accounting 1099' is due or paid (longer for auditing&contractor and FIN-001 Independent f ant C!DE542(California Report of 5 years Mag,Mfr, S f I Yes: After delinquency);Ca.FTB:3 years;IRS Reg Financial Independent Contractors) OD,Ppr QC&OD §31.6001-1(e)(2), R&T§19530,GC§§34090, Reporting 60201 Finance f Accounts Payable 1 Invoices f Backup May contain Fire District independent Accounting Mfr Yes: Until Mag, , contractor's compensation,expense and FIN-002 7 years 5/1 !] Yes: Aker reimbursement,or District credit card records; Financial (includes Invoices,Travel Expense Paid OD,Ppr QC&OD Meets municipal government auditing Reporting Reimbursements,Warrant Request,etc.) standards;GC§§60201(d)(12),34090,60201 Finance f Accounting Accounts Receivable-Miscellaneous- and FIN-003 Damage to Public Property,Invoices to 5 years Mag,Mfr, S 11 Yes: After Department preference;Meets auditing Financial Outside Entities, etc. OD,Ppr QC&OD standards;GC§§34090,60201 et seq. Reporting Finance f Accounting Mag,Mfr, Yes: After Department Preference(meets municipal and FIN-004 Audit Work Papers 5 years OD,Ppr $f I QC&OD government auditing standards);GC§§34090, Financial 60201 Reporting Finance f Accounting Mag,Mfr, Yes, After and FIN-004.1 Audits-Annual Financial Reports P OD,Ppr S f I QC&OD Department Preference GC§§34090,60201 Financial Reporting Finance f Accounting Audits-Single Audits,Grant Audits,IRS Department Preference(meets municipal and FIN-005 Audits,Transportation Audits,PERS Audit, 5 years after Mag,Mfr, S!€ Yes: After government auditing standards);GC§§34090, Financial etc. Audit OD,Ppr QC&OD 60201 Reporting RANCHO CUCAMONGA,CA 01995-2017 Gladwell Governmental Services,Inc.(909}337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.24.0 RECORDS RETENTION SCHEDULE,: FINANCE Page FIN-2 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts,Treasury Man.) Office of image: Destroy Record Retention No. Records Description Total Vital? Media 1 M=Mfrt Paper d Comments i Reference (OFR) Retention Options MMfr Imaged& if the record is not listed here,refer to the Retention for Ci -tMde Standards Retentions be in when the act is com plated,and imply a full fife folder e. .last document+2 years),since destruction is normalty performed by file folder, HOLDS:Litt ation.com laints,claims.public records act requests,audits andlor invest rations sus end normal retention perlods retention resumes after settlement or completion). Finance l Accounting Bank Statements I Trustee Statements, and FIN-o06 Fiscal Agent Statements,Investment 7 years Mag,Mfr, S 1 i Yes: After standards;GC§§60201(d)(12),34090,60201, Department Preference;meets auditing Financial Account Statements,Bank Reconciliations, 00,Ppr QC&OD 26 CFR 31-6001-1 Reporting Department Deposits,Bank Transmittal Advice Department Preference;Statute of I-Imitatbons for bend-s;trtedgages,tFust+feeds,antes OF Bonds(Revenue)Official Statements 1 debentures-isr-- ars;Bonds issued by local Finance! Transcripts 1 Certificates of Participations governments are 10 years;IRS bond auditing F Finnregulations state,".,.material records should Accounting (COPs)-Includes Continuing Disclosure Fully Yes: Until Mag,Mfr, Yes: After generally be kept for as long as the bonds are and FIN-007 Reports,I all Special District Bonds Defeased+ S l i Maturity OD,Ppr QC&OD outstanding,plus 3 years after the final Financial 10 years redemption date of the bonds;There are Reporting See Bank Statements for statement retention. specific requirements for disposal of unused bonds;CCP§§336 at seq, 337,5(a);26 CFR 1.6001-1(e):26 CFR§1.148-5 d 6 01 E-GC §43900 et seq. Finance! Accounting Mag,Mfr' Yes: Aker Department Preference;meets auditing and FIN-007.1 Budget Appropriation Transfer Requests 7 years OD,Ppr S f l QC&OD standards;GC§§34090,60201 Financial Reporting Finance 1 Accounting CatPERS Reports-Annual Valuation Mag,Mfr, Yes: After and FIN-008 Reports,Actuarial Valuation Reports 7 years OD,Ppr sit QC&OD Department Preference;GC§§34090,60201 Financial Reporting Finance 1 Accounting Cash Receipts/Daily Cash Summaries 1 Mag,Mfr, Yes: Aker Department preference;Meets auditing and FIN-009 Cashiers Reports 1 Cash Reports I Petty 5 years OD,Ppr S 1 I QC&OD standards;GC§§34090,60201 at seq. Financial Cash Reporting RANCHO CUCAMONGA,CA 01 9 9 5-201 7 Gladwell Govemmentat Services,Inc.;909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 {Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts, Treasury Man.) Office of Image: Destroy Record Retention No. Records Description Total vital? Media I=Import Paper after Comments f Reference (OFR) Retention Options M=Mfr Imaged& if the record is not listed here,refer to the Retention for Ci -tide Standards Retentions begin when the act is completed,and imply a full rile folder e. .fast document+2 veers),since destruction is normal!v performed by file folder. HOLDS:Litigation,complaints,claims,public records act re nests,audits and/or investi ations sus end narmal retention eriods retention resumes after settlement or com letion. Finance 1 May contain Fire District independent Accounting contractor's compensation,expense and FIN-010 Checks!Warrants(Cashed) 7 years Mag,Mfr, Sit Yes: After reimbursement,or District credit card records; Financial OD,Ppr QC&OD Meets municipal government auditing Reporting standards;GC§§34090,60201(d)(12) Finance 1 Accounting Collections 1 Collection Agency Case Files 1 Mag,Mfr, Yes: After Department preference;Delinquencies remain and FIN-011 Statements i Delinquent Accounts 7 years OD,Ppr Sit I QC&OD on credit reports for 7 years;GC§§34090, Financial 60201 at seq. Reporting Finance i DE-6,DE-7,DE-9,DE-43,W-3,!DE-166, Accounting 941 Forms, IRS 5500 Farms(Employee Department Preference;IRS:4 yrs after tax is Benefit Plans),PERS 1 FICA!Medicare Mag,Mfr, Yes: After due or paid;Ca.FTB:3 years; IRS Reg and FIN-D12 Adjustments-Quarterly Payroll Tax Returns 7 years OD,Ppr $I I QC&OD §31.6001-1(e)(2),R&T§19530;29CFR 516.5 Financial i OASDI,Federal Tax Deposits, 516.6,29USC 436,GC§§34090,60201 Reporting Adjustments,etc. Finance! Accounting Mag,Mfr, Yes: After Produced by Deferred Comp.Provider;GC and FIN-013 Deferred Compensation(City Statements) 7 years OD,Ppr S i I Financial QC&OD §34090,26 CFR 31.6001.1 Reporting Finance! Department pre erence; angl a property Accounting held by government agencies escheats after 3 and FIN-014 Escheat(Unclaimed money 1 uncashed 5 years Mag,Mfr, S i I Yes: After years;Statute of Limitations is 1 year for seized Financial checks) OD,Ppr QC&OD property;CCP§§340(d),1355.1519;GC Reporting §§34090,60201 Finance t Accounting FEMA Reimbursement/OES Mag,Mfr, Yes: After and FIN-015 Reimbursements 10 years OD,Ppr S f I QC&OD Department Preference;GC§§34090,60201 Financial Repanin RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts,Treasury Man.) Office of image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments l Reference (OFR) Retention Options M=Mfr Imaged& if the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Litt ation,complaints.claims,public records act requests,audits and/or invest+ ations suspend normal retention pariods retention resumes after settlement or com letion. Finance 1 Data is interrelated;Meets municipal Accounting Indefinite- Mag,Mfr, Yes: After government auditing standards;May include and FIN-016 Financial Services Database Minimum 7 Yes OD,Ppr sit QC&OD Employee Reimbursement;GC§534090; Financial years 60201(d)(12) Reporting Finance 1 Department Preference(bond auditing Accounting purposes;IRS regulations state,"...material and FIN-017 Fixed Assets 5 years Mag,Mfr, S f i Yes: After records should generally be kept for as long as Financial 00,Ppr QC&OD the bonds are outstanding,plus 3 years after Reporting the final redemption date of the bonds");26 CFR 1.6001-1(e);GC§§34090,60201 Finance 1 Accounting Department Preference;meets auditing P and FlN-018 Journal Entries!Journal Vouchers 7 years Mag,Mfr, Sit Yes: After standards;GC§§60201(d)(12),34090,60201, Financial OD, pr QC&OD 26 CFR 31,6001-1 Reporting Finance 1 Department preference;W-4s are required four Accounting Payroll File(By Employee Name) years after the due date of such tax for the Separation+ Mag,Mtr, Yes: After return period to which the records relate,or the and FIN-019 7 years OD,Ppr S 1 I QC&OD date such tax is paid,whichever is the later. 26 Financial Includes W 4,other payroll forms CFR 31-6001-1;GC§60201(d)(1 2);GC Reporting §§34090,60201 Finance 1 Accounting Mag,Mfr, Yes:After Department preference for SBCERA Buy- and FIN-020 Payroll Reports-Annual Detail P OD Ppr S 1 I QC&OD backs;GC§934090,60201 Financial Reporting RANCHO CUCAMONGA,CA P1925.2017 Gladwell Governmental Services,Inc.{909)337.3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/2012025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts,Treasury Man.) Image: Destroy Office of Total Media I�Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged& Comments!Reference (OFR) If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed,and imply a full file folder e.q.last document*2 years).since destruction is normal!y perfonned b fife folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/orinvestigallons suspend normal retention periods retention resumes after settlement or completion). Department preference for Grant Auditing Finance I Purposes;May contain independent Accounting Payroll Reports-Periodic(includes contractor's compensation,expense and FIN-021 Deduction Registers,Leave Registers,Time 7 years Mag,Mfr, sit t Yes; After contractor's or District credit card records; Financial Transaction Reports,etc.) OD,Ppr QC&OD Meets municipal government auditing Reporting standards;GC§60201(d)(12);GC§§34090, 60201 Finance! Reports 1 Finance Reports created from Database;Subsidiary Ledgers, Accounting When No Department preference(The Financial System Reconciliations,Registers,Transaction Mag,Mfr, Yes: After and FIN-022 Histories,Balance Sheets,Revenue 1 Longer OD,Ppr Sit QC&OD Database is the original;reports are considered Financial Expenditure Reports,etc.(MONTHLYI Required drafts or copies);GC§§34090,6o2ol Reporting PERIODIC Finance f Reports: Annual State 1 Federal: State Accounting Controller's Report,Local Government and FIN-023 Compensation Report,Gas Tax,MOE 5 years Mag,Mfr, S f l Yes: After Department Preference;Meets auditing Financial (Maintenance of Effort)Report,Street OD,Ppr QC&OD standards;GC§§34090,60201 Reporting Report,etc, Finance f Accounting Mag,Mfr, Yes: After Department Preference;Meets auditing and FIN-024 Returned Checks f NSF Checks 5 years Financial OD,Ppr S 1 I QC&OD standards;GC§§34090,60201 Reporting Finance I Accounting Department preference for Grant Auditing Time Sheets 1 Time Cards I Overtime Sheets 7 years Mag,Mfr, Yes: After Purposes; Meets municipal government Financial and FIN-025 I Overtime Cards OD,Ppr S I I OC&OD auditing standards;GC§60201(d)(1 2);GC Reporting §§34090,60201 Finance 1 Accounting Sale or Department Preference;this is a State record, and FIN-025.1 Vehicle Titles(Pink Slips)-All Vehicles Disposal OD,Ppr Mag,Mfr, Sit must be given to the buyer;GC§§34090, Financial 60201 Reporting RANCHO CUCAMONGA,CA C1995-2017 Gledwell Govammental Services,Inc.(909)337.3516.all rights reserved Do not.duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts,Treasury Man.) Office of Image: Destroy Record Retention No. Records Description Total vital? Media I=import Paperafter Comments I Reference (OFR) Retention Options M=Mfr Imaged& 1f the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full Me folder e. .last document+2 years),since destruction is normally performed by file folder. KOLAS:Litigation.complaints,claims,public records act requests.audits and/or invest i ations suspend normal retention pe'ads retention resumes after settlement or completion). Finance I Accounting Department preference for Grant Auditing and FIN-02fi W-2's 7 years Mag,Mfr, S I I Yes: After Purposes;Meets municipal government Financial OD,Ppr QC&OD auditing standards;GC§60201(d)(12);GC §§34090,60201 Reporting Finance I Accounting Vendor Yes: Until Mag,Mfr, Yes; After Meets IRS auditing standards;GC§§34090, and FIN-027 W-95 Inactive+3 Paid OD,Ppr S I I QC&OD 60201 Financial years Reporting RANCHO CUCAMONGA,CA 01995-2017 Gladwall Governmental Services,Inc.(909)337.3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts,Treasury Man.) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments I Reference (OFR) Retention Options M-Mfr Imaged& If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is com leted,and im ! a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Lift ation,com faints,claims,public records act requests,audits and/or investigations suspend normal retention pefiods retention resumes after settlement or completion). FINANCE I BUDGET MANAGEMENT Budgets-Preliminary,Proposed,Backup Finance 1 Documents When No Mag,Mfr, Y ; After Budget FIN-028 Longer OD,Ppr Sit es es 8 OD Preliminary drafts;GC§§34090,60201 Manage, (The Final Budget is maintained by the City Required Clerk FINANCE I BUSINESS LICENSE AND REVENUE Finance 1 Business Indefinite- Data Fields I Records are interrelated;meets License FIN-029 Business License 1 Permit Database Minimum 5 Yes Mag,Mfr, Sit Yes: After municipal government auditing standards; GC and years OD,Ppr QC&OD §§34090,60201 Revenue Finance 1 Business Department preference(Used by Planning for Business License 1 Permit Applications! Mag,Mir, Yes; After License FIN-030 Changes P OD,Ppr S l! QC&OD Zoning Clearances);GC§§34090,60201 at and seq. Revenue Finance I Business Department preference(meets municipal License FIN-031 Business License 1 Permit Renewals []I Mag,Mfr, S11Yes: AfterOD,Ppr QC&OD government auditing requirements);GC and §§34090,60201 et seq. Revenue FINANCE I SPECIAL DISTRICTS Finance I Assessment Districts,Street Lighting Landscape Districts Formation I Boundaries Mag,Mfr, Yes: After Special FIN-031.5 i Engineer's Reports(Proposed Annual P OD,Ppr S!I QC&OD Department preference;GC§§34090,60201 Districts Assessments for Districts) Finance I Assessment Rolls 1 Lighting i Landscape Mag,Mfr, Yes: After Department preference;Meets auditing Special FIN-032 Districts I Special District Assessment Rolls 5 years a Ppr S 1 I es&OD standards;GC§§rence; Mee s et seq. Districts to Tax Assessor for Tax Rolls) RANCHO CUCAMONGA, CA 01995.2017 Gladwell Governmental Services,Inc.(9D9)3373516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8/20/2025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts,Treasury Man.) Office of Image: estroy Record Retention No. Records Description Total Vital? OptionMedia I=Import Paper after Comments 1 Reference (OFR) Retention Options M-Mfr Imaged& If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,andimply a full file folder e. .fast document+2 ears,since destruction is normally performed bK rile folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/orinvestigations suspend normal retention periods retention resumes after settlement or completion). Community Parks!Landscape Citizens' Finance! Oversight Committee(Landscape Department preference;Formerly Planned Special FIN-033 Maintenance Districts!Special Districts): 2 years Mag Communities Citizens'Oversight Committee; Districts State law only requires for 30 days;GC Recordings-AUDIO RECORDINGS of 954953.5(b) Meetings]Audio..Ta es Community Parks i Landscape Citizens' Finance! Oversight Committee(Landscape Formerly Planned Communities Citizens' Special FIN-034 Maintenance Districts f Special Districts) P Yes Mag,Mfr, S I I Yes: After OD Oversight Committee;Send originals to the City Districts ,Ppr QC&O❑ Clerk;GC§§34090,60201.7 MINUTES Community Parks!Landscape Citizens' Finance! Oversight Committee!Landscape Department preference;Formerly Planned Maintenance Districts Citizens'Oversight Minimum 2 Mag,Mfr, Yes: After Communities Citizens'Oversight Committee; Special FIN-035 Committee years OD,Ppr 8/1 QC&OD Original Staff Reports are filed in the project Districts file;GC§§34090,60201 AGENDAS 1 AGENDA PACKETS RANCHO CUCAMONGA, CA 01995.2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted:8120/2025 Ver.24.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 (Accounting and Financial Reporting, Budget Man., Business Lic. Rev.,Special Districts, Treasury Man.) Office of Image: estroy Record Retention No. Records Description Total vital? Media ]=import Paper after Comments l Reference (OFR) Retention Options M=Mfr Imaged& If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is com leled,and imply a full file folder(e.g.last document+2 years).since destruction is normallyowformed bK file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention ecriods retention resumes after settlement or completion). FINANCE I TREASURY MANAGEMENT Finance 1 When No Treasury FIN-036 Bankruptcies-NOT pursued Longer Mag,Mfr, S 1 I Yes: After Preliminary drafts not retained in She ordinary Manage. Required OD,Ppr QC&OD course of business;GC§§34090,60201 Finance 1 Mag,M€r, Yes: After Department Preference(negative information p Treasury FIN-037 Bankruptcies-Where a claim is filed 10 years OD,Ppr S 1 I QC 8,OD remains on credit ratings for 7 years);GC Manage. §§34090,60201 Finance 1 Investment Reports 1 Backup I Treasury Mag,Mfr, Yes: After Treasury FIN-038 Reports 5 years OD,Ppr $11 QC&OD Department Preference;GC§§34090,60201 Manage, Investments 1 Arbitrage 1 Certificate of Finance 1 Department Preference;Meets auditing Deposit!Investment Bonds(Receipts! Yes: Until Mag,Mfr, Yes: After Treasury FIN-039 Advisor Reports I Trade Tickets/LAIF 5 years Paid OD,Ppr S 11 QC&OD standards;FTC C§§rely on"020 Manage, Local Agency Investment Fund enforcement": GC 34090,6201,43900 RANCHO CUCAMONGA,CA V 995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior wtitten permission Adopted:8/20/2025 ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 (Risk Management) Office of Image: Destroy Retention Total Media I-Import Paper after Record No Records Description Retention vital? Options M=Mfr Imaged& Comments 1 Reference (OFR) _ n C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed.and imply a tuff file folder(e.g.last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Litigation.complaints,claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HUMAN RESOURCES Duration of the Contract and/or Yes For EEOC 1 ADEA(Age)requires 1 year after : Human Benefit Plan Documents(CaIPERS, disposition of Mag,Mfr, Yes; After benefit plan termination; State Law requires 2 Resources HR-001 Optical,Dental,etc.) any Duration of OD,Ppr S 1 I QC&OD years after action;29 CFR 1627.3(b)(1);29 Yes- Contract USC 1027;GC 012946,12960,34090,60201 action+2 years Bureau of National Affairs recommends 2 Human Classification i Reorganization Studies Minimum 3 Mag,Mir, Yes: After years for all supplementary Personnel records; Resources HR-002 (for employee classifications 1 years OD,Ppr S 1 1 QC&OD Wage rate tables are 1 or 2 years;State department structures) requires 2 years;29 CFR 516.6,29 CFR 1602.14,GC§§12946,12960,34090,60201 Bureau of National Affairs recommends 2 Human Minimum 3 Mag,Mfr, Yes: After years for all supplementary Personnel records; Resources HR-003 Compensation Surveys l Studies years OD,Ppr 8/1 QC&OD Wage rate tables are 1 or 2 years;State requires 2 years;29 CFR 516.6,29 CFR 1602,14,GC§§12946,12960,34090,60201 Department Preference;statute of limitations for retirement benefits is 6 years from last California Civil Rights Department action;EEOCIFLSAIADEA(Age)requires 3 Final years for promotion,demotion,transfer, Human (CRD)I Department of Fair Mag,Mfr, Yes: After Resources HR-004 Employment/Housing(DFEH f EEOC) Disposition+ OD,Ppr sit I QC&OD selection,or discharge;State Law requires 4 Claims 1 Harassment Claims 4 years years;29 CFR 1602.14,29 CFR 1602.31 and 1627.3(b)(1),GC§§12946,12960,34090:29 USG 1113,LC§1198.5,6 CFR 31.6001- 1(e)(2);GC§3105 RANCHO CUCAMONGA, CA. C1995-2017 Gladwel€Governmental Services,Inc.-all rights reserved €]o not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8120i2025 ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 (Risk Management) Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments i Reference (OFR) No. Retention Options M=Mfr Imaged& can C'd? If the record is not fisted here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 ypa2l,since destruction is normally performed by fife folder. HOLDS.,Litt ation,com faints,claims, ublic records act requests,audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or completion). 2 years After Human HR-005 DMV Pull Notices Superseded, Mag,Mfr, After Department Preference;GC§534090,60201 Resources ces or Upon OD,Ppr S t I es &OD et seq. Separation Yes: Human Drivers D.O.T.Fi€e 1 Drivers Separation+ Mao,Mfr. Yes: After Resources! HR-005.5 S 11 49 CFR S 391.49(i)(1);49 CFR&391.51(c) Risk Manact. Qualificaiien File 3 vears OD�Por C&OD Department preference;D.O.T.Requires 5 years for positive tests,1 year for negative tests;EEOCIFLSAlADEA(Age)requires 3 Human Drug 1 Alcohol Test Results(All- Mag,Mfr, Yes: After years physical examinations;State Law Resources HR-OD6 Positives I Negatives) 6 years OD,Ppr S 1 I QC&OD requires 2 years;29 CFR 1627.3(b)(1)(v),GC §§12946,12960,34090,60201;49 CFR 655.71 et seq.;49 CFR 382.401 at seq. 49 CFR 653.71 Human HR-006.1 EEO-4 Reports 3 years Mag,Mfr, S 11 Yes: After 29 CFR 1602.30;29 CFR 1602.31,29 CFR Resources OD,Ppr QC&OD 1602.3Z GC 534090,60201 Minimum Department preference;All State and Federal Human Final Mag,Mfr, Yes: After laws require retention until final disposition of Resources HR-007 Employee Investigations Disposition+ OD,Ppr S 1 I QC&pD formal complaint;State requires 4 years after 4 years "fully and finally disposed':2 CCR 11013;GC §§12946, 12960,34090.60201 Ethics Training Certificates 1 Employee Training Certificates must be Human HR-008 Harassment Prevention Training Separation+ Mag,Mfr, S 1 I Yes: After retained Separation+5 years GC Resources Certificates Financial and Fiscal 5 years OD,Ppr QC&OD §§53235.2(b),53237.2(b),34090,60201 GC Training Certificates $53238.3{b};LC 5g1198.5, Required for 1 year from termination or 3 years from hiring,whichever is later;EEOC 1 FLSA 1 Human Separation+ Mag,Mfr, Yes: After AREA(Age)requires 3 years for"any other Resources HR-009 I-9s 3 years OD,Ppr 51 I QC&OD forms of employment inquiry';State Law requires 2-3 years:8 CFR 274a,2;29 CFR 1627.3(b)(1);GC§§l2946,12960,34090, 60201 RANCHO CUCAMONGA,CA. V 995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 (Risk Management) Office of Image: Destroy Retention Total Media [=Import Paper after Record No Records Description Retention vital? Options M=Mfr Imaged& Comments 1 Reference (OFR) =5 n C'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .fast document+2 years),since destruction is normally performed by file folder. HOLDS:Litt ation,complaints,claims,public records act requests,audits and/orinvesti ations sus end normal retention Periods retention resumes after settlement or com letion. Department preference;EEOCIFLSAIADEA Minimum (Age)requires 3 years for promotion, Human Job Descriptions 1 Classificafion Meg,Mfr, Yes: After demotion,transfer,selection,or discharge; Resources HR-010 Specifications Superseded OD,Ppr S I i QC&OD State Law requires 4 years;retirement benefits +6 years is 6 years from last action;29 CFR 1602,31 and 1627,3(b)(1),GC§§12946.34090,60201 Labor Relations Files Human Minimum 10 Meg,Mfr, Yes: After Department Preference;GC§§34090,60201 Resources HR-011 Interpretation do(Votes,Correspondence, years OD,Ppr S I I QC&OD et seq. interpretation of MOII Provisions, Documentation,etc.) Department Preference; EEOCIFLSAlADEA Personnel Files-Background Files (Age)requires 3 years for promotion, Human Separation+ Meg,Mfr, Yes: After demotion,transfer,selection,or discharge; Resources HR-012 (Fire,Executives,Information 6 years OD,Ppr Sit I QC&OD State Law requires 4 years; 29 CFR 1602.31 Technology) and 1627.3(b)(1),GC§§3105,12946,12960, 34090,60201;29 USC 1113 Department Preference;statute of limitations for retirement benefits is 6 years from last Personnel Files-Benefit File action;EEOCIFLSAtADEA(Age)requires 3 Human HR-013 Separation+ Meg,Mfr, Sit Yes: After years for promotion,demotion,transfer, Resources Includes Employee Elections for 6 years OD,Ppr QC&OD selection,or discharge;State Law requires 4 various benefits years; 29 CFR 1602.31 and 1627.3(b)(1),GC §5 3105,12946.12960,34090,60201;29 USC 1113 RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-alt rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 (Risk Management) OffiImage: Destroy Record Retention Total Media 1=Import Paper after Record No Records Description Retention Vital? Options M=Mfr Imaged 8 Comments!Reference (OFR) S=Scan 'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention pariods retention resumes after settlement or completion), Department Preference;statute of limitations Personnel Files-Employee Fife for retirement benefits is 6 years from last action;EEOClFLSAlADEA(Age)requires 3 Human Separation+ Mag,Mfr, Yes: After years for promotion,demotion,transfer, Resources HR-014 Includes Application,Evaluations, 6 years OD,Ppr S!I QC&OD selection,or discharge;State Law requires 4 Policies,Oaths of Office, PAFs(Personnel Action Forms), etc. years; 29 CFR 1602,31 and 1627.3(b)(1),GC §§3105,12946,12960,34090,60201;29 USC 1113:LC 1198.5 Whichever is Longer: Personnel Files-Medical File(ail Separation+ Department preference;Files maintained employees) 30 years,or separately;Claims can be made for 30 years Human HR-015 Termination Yes: Until Mag,Mfr, S f I Yes: After for toxic substance exposure; 6 CCR 5144,8 Resources Pre-employment Medical Clearances, of Benefits+ Separation OD,Ppr QC&OD CCR 15400.2;8 CCR§3204(d)(1)at seq.,29 ADA Accommodations,Respirator Fit 5 years,or CFR 1910.1020(d)(1)(1),GC§§12946.12960. Tests,etc. Death of 34090,60201 Employee+ 5 years Department Preference;Training Certificates must be retained Separation+5 years statute of limitations for retirement benefits is 6 years Human Personnel Files-Training File Separation+ Mag,Mfr, Yes: After from last action;EEOClFLSAlADEA(Age) Resources HR-016 6 years OD,Ppr S f I QC&OD requires 3 years for promotion,demotion, Training Certificates,etc. transfer,selection,or discharge;State Law requires 4 years; 29 CFR 1602,31 and 1627.3(b)(1),GC§§3105,12946,12960, 34090,60201:29 USC 1113;LC§1198.5 Human Mag,Mfr, Yes: After Department preference;Per NeoGov Policy;29 Resources HR-027 Recruitment Database(NeoGov) 5 years OD Ppr S!I QC&OD CFR 1627.3(b)(1),29 CFR 1602.14:2 CCR 11013(c);GC§§12946,12960,34090.60201 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)3373516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page FIR-5 (Risk Management) Office of Image: Destroy Retention Total Media I=Import Paper after Record No Records Description Retention Vital? Options M=Mfr Imaged& Comments 1 Reference (OFR) = can QC' ? If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed.and imply a full file folder e.g.last document+2 years),since destruction is normalk gerformed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion). Recruitment 1 Testing File (Includes Advertisements,Applications State Law requires 4 years EEOC f FLSA 1 Hiring Human for Unsuccessful Candidates,Interview Mag,Mfr, Yes: After ADEA(Age)requires 1-3 years;;29 CFR Decision+4 Resources HR-417 Notes,Job Brochures,Test Data, OD,Ppr S 1 I QC&OD 1627.3(b)(1),29 CFR 1602.14;2 CCR 11013 Testing Analysis!statistical Metric,Job Years (c)(2),GC§§12946,12960,34090,60201 Analysis,Rating Sheets,Scantrons, etc,) Studies 1 Surveys Conducted on Behalf Human Mag,Mfr, Yes; Aker 2 years,unless it is a preliminary draft;GC Resources HR-018 of the City(Sick Leave,Attrition, 2 years OD Ppr 8/1 QC&OD §§34090,60201 et seq. Benefits,etc.) Verifications of Employment,Child When No Not an Agency record 1 Content does NOT HR-0185 Longer Human Support: Third party form requests for Mag,Mir, Yes: After Resources . verification of employment,child OD,Ppr S f I QC&OD relate b substantive way to the conduct of support,etc. Required the public's business;GC g34090 et seq Workplace Violence—Hazard Human identification,evaluation,correction, Mag,Mfr, Yes; After Resources HR-018.6 incident logs,investigations,Training, 5 Years OD,Ppr S 1 I QC&OD LC§6401.9(f),GC§34090 etc. RANCHO CUCAMONGA,CA. Q1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 (Risk Management) Office of Image: Destroy Record Retention Records Description Total Vital? Media I=Import Paper after Comments 1 Reference (OFR) No. Retentio n Options M=Mfr Imaged& 5= can C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full fife folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation,complaints.claims.public records act requests,audits andlorinvestigations suspend normal retention periods retention resumes after settlement or com letion. HUMAN RESOURCES I RISK MANAGEMENT Human Accident/Incident Reports I Injury Reports(Potential Claims-medical 1 3 years Mag,Mfr, Yes: After Department preference;CCP§340.5.GG Risk Manag,Resources 1 HR-019 non-medical that do not result in a OD,Ppr S 1 I QC&OD §§34090,60201 et seq. claim.) Humans Mag,Mfr, Yes: After Department Preference;GC§§34090,60201 Resources I HR-020 Claim Runs 5 years OD,Ppr S!I QC&OD at seq. Risk Manag. Claim must be filed within 6 months,lawsuit within 2 years;complaints against peace Human Resolution+ Yes: Until Mag,Mfr, Yes: After officers within 5 years;Statute of Limitations Resources! HR-021 Claims(Includes Litigated Claims) Sit for contracts is 4 years;wrongful death for Risk Manag. 5 years Resolution OD, Ppr QC&OD construction is completion+5 years;CCP§§ 337 at seq.;GC§§911.2,34090,34090.6. 60201 Human Resources 1 HR-022 Insurance Polices(City-owned policies) p Mag,Mfr, S I I Yes: After Department Preference;GC§§34090,6D2D1 OD,Ppr QC&OD at seq. Risk Manag, Human OSHA requires 5 years;State law requires 2 OSHA Logs-200,300,301,301A, Mag,Mfr, Yes: Aker Resources I HR-023 OSHA Inspections t Citations 5 years OD,Ppr $11 QC&OD years;8 CCR 14300.33,B CCR§3203(b)(1), Risk Manag, GC§34090;LC§6429c Human Mag,Mfr, Yes: After Resources 1 HR-024 Subpoenas I Summons 2 years OD,Ppr $11 QC'd&OD GC§§34090.60201 et seq. Risk Manag. Human Workers Compensation Claim Runs 1 Mag,Mfr, Yes: After Meets auditing standards;GC§§34090,60201 Resources! HR-025 Monthly Reports 5 years OD,Ppr S f l QC&OD et seq. Risk Manag. RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)33723516 Adopted:8/20/2025 Ver.22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 (Risk Management) Office of Image: Destroy Record Retention Records Description Total Vital? Media I=Import Paper after comments!Reference (OFR) No. Retention Options M=Mfr Imaged& S=Sran QV ? !f the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed.and imply a full rile folder(e.g.last document+2 yearsJ,since destruction is normal! erformed by Me folder. HOLDS:Litt ation,complain claims,public records act requests,audits and/or investi ations suspend normal retention pmods retention resumes after settlement at completion). Whichever is Longer: Separation+ Department preference;Files maintained Human Workers Compensation Claims /Long 30 years,or separately;Claims can be made for 30 years Term Disability Claims(Includes all Termination Yes: Until Mag,Mfr, Yes: After for toxic substance exposure; 8 CCR 5144,8 Resources 1 HR-02b Accident,Incident,f Injury Reports of Benefits+ Separation OD,Ppr S 1 I QC&OD CCR 15400.2;8 CCR§3204(d)(1)et seq.,29 Risk Manag. from Employees) 5 years,or CFR 1910.1020(d)(1)(i),GC§§12946,12960, Death of 34090,60201 Employee+ 5 years RANCHO CUCAMONGA,CA. 01995.2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 ver.8.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Image: Destroy LFR Paper etention No. Records Description Total vital? Media 1M=Mfrt after Comments!Reference Retention Options M=Mfr Imaged& S=Scan !f the record is not listed here.refer to the Retention for Ct -lNide Standards Retentions begin when the act is completed.and imply a full file folder e. ,last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Lifi ation,complaints,claims,aubfic records act requests,audits and/orinvestigations suspend normal retention periods retention resumes after settfement or com letion. LIBRARY Board of Library Trustees Yes: Library LIB-fl01 P Yes Mag,Mfr, Sit Aker qG frown Act challenges must be filed within 30 or AGENDA PACKETS 1 AGENDAS OD,Ppr &OD 90 days of action;GC§§34090,54960.1(c)(1) Board of Library Trustees: Library LIB-002 2 years Mag City Clerk maintains these Permanently;GC Recordings-AUDIO RECORDINGS of §34D90,7 Meetings 1 Audio Tapes Board of Library Trustees Mag,Mfr, Yes: Library LIB-003 P Yes OD Ppr S l I After QC GC§34090 MINUTES &OD Lead Dept. Yes: Cash Receipts Report l Detail 1 Backup 1 Mag,Mfr S 1 I After, City preference(not all detail is sent to Finance &OD and LIB-OD4 Accounts Receivable Detail 1 Refund Detail 2 years OD,Ppr D Finance);GC§34090 Mag,Mfr, Yes: Library LIB-005 Complaints 1 Compliments 2 years OD Ppr S!I After QC GC§34090 &OD When No Yes: Library LIB-006 Flyers for Library Programs Longer Mag,Mfr,Ppr S 1 I After QC Preiiminary Drafts;GC§34D90 Required OD, &OD Grants: LSCA(Library Services/ Construction),LSTA(Library Services 1 Technology),SLRC(State Literacy Resource Centers),CLLS(California Library Literacy Final Yes: Per California State Library Records Services); CLSA(California Library Services Mag,Mfr, Library #IB-DD7 Act)/PLF(Public Library Foundation)ONLY. Expenditure OD Ppr S 1 I After QC Management Program Requirements{April 27, +5 years &OD 1996);GC§34090 For all others,follow City-wide Schedule. (SUCCESSFUL Reports,!Financial Information) Send copy of application f award Ito Finance RANCHO CUCAMONGA,CA.01 9 9 5-201 7 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(9D9)337-3516 Adopted:8/2012025 Ver.8.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Image: Destroy Office of Paper Options fJE-Mfr Record Retention No, Records Description Total Vital? Media 1 MMfr after Comments l Reference {OFR) Retention Imaged& S=Scan , if the record is not fisted here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imp)imp)v a full file folder a.q.fast document+2 years),since destruction is normal!y performed bv rife folder. HOLDS.,Litigation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). When No Meg,Mfr, Yes: Department preference(the database is the Library LIB-008 Library Card Applications Longer OD,Ppr 3 S/I After QC original record);GC§3409D Re uired & OD Indefinite- Meg,Mfr, ' Yes: Library LIB-009 Library Systems: ILS Database Minimum 2 OD,Ppr S 11 After QC Data is interrelated;GC§34090 ears &OD Library Volunteer/Unpaid intern Applications! Meg,Mfr, Yes: Library LIB-010 Agreements-Unsuccessful f Waiting 2 years OD,Ppr S 1 I After QC GC§34090 &OD Meg,Mfr, Yes: Library LIB-011 Library Volunteer)Unpaid Intern Lags(Hours) 2 years pp Ppr $11 After QC GG§34030 &OD Department preference(Courts treat volunteers Inactive 1 Yes: as employees);EEOCIFLSNADEA(Age) Library LIB-012 Library Volunteers l Unpaid Intern Applications i Separation+ Meg,Mfr, S 1 I After QC requires 3 years for promotion,demotion, Agreements-Successful 3 years OD,Ppr &OD transfer,selection,or discharge;29 CFR 1602.31 and 1627.3(b)(1)(i)and(ii),GC§§ 12960,34090 M ,Mfr, i Yes: ag Library LIB-013 Passport Transmittals 2 years eg Ppr $ 11 After QC GC§34090 OD, &OD Minimum 2 Meg,Mfr, Yes: Library LIB-014 Problem Patron File years OD,Ppr S 1 I After QC Department preference;GC§§34090 &OD RANCHO CUCAMONGA,CA.01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 ver.23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Image: Destroy Total Media [=Import Paper Record Retention No. Records Description Retention VItaI7 Options M=Mfr after Comments 1 Reference (OFR) S=Scan Imaged& C'd7 If the record is not listed here,refer to the Retention for Ci -1�dards Retentions begin when the act is completed,and imply a full file folder e.g.last document+2 years),since destruction is normal!y performed by file folder. HOLDS.Litigation,complaints.claims, ublic records act requests,audits and/orinvesti atlons sus end normal retention periods retention resumes after settlement or completion). PLANNING State of PL 002 Alcohol Beverage Control License Longer When No Mag,Mfr, S!I Yes: After QC (Non-Records) California Applications(ABC Applications) Required OD,Ppr, &OD Annexations 1 Boundaries 1 Consolidations! Mag,Mfr, Yes: Planning PL-003 LAFCO P OD Ppr S 1 I After QC Land Records;GC§34090 &OD Design Review Committee(Subcommittee of Planning Commission) Mag,Mfr, Yes: Planning PL-006 P $11 After QC Department preference;Original Staff Reports AGENDAS,AGENDA PACKETS 1 OD,Ppr MINUTES &OD are filed in the project file;GC§34090 2 years After Entertainment Permits4-Massage-8+rsiness- Abandonment Mag,Mfr, Yes: Planning PL-031 Permits or Revocation OD,Ppr S 1 I After QC Department preference;GC§§34090 _:Expiration f 2 p &OD rs Environmental Determinations: Environmental Impact Reports(EIRs), Yes: Usually filed in the project file;Final Mag,Mfr, environmental determinations are required to Inside City boundaries,Non• &OD Planning PL-009 Negative Declarations,etc.) P OD Ppr S 11 After D be kept a"reasonable period of time";14 CCR Development Projects §15095(c);GC§34090 Environmental Determinations: Planning PL-010 Environmenta l Impact Reports(EIRs), When No Yes: Non-retards;EIRs and Negative Declarations D,Ppr Longer Mag,Mfr, S 1 I After QC within the City Boundaries are with the project Negative Declarations,etc.} Required O &OD file Outside City boundaries RANCHO CUCAMONGA,CA. 01 995-2 01 7 Gladwell Governmental Services,Inc.-all rights reserved ❑o not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Image: Destroy Office of Total Media [=Import Paper Record 7Retnfl.. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged?& If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full fete folder(e.g.last document+2 years),since destruction is normall! erformed b frte folder. HOLDS:Liti tion,complaints,claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Not all internal communications and notes are required to be saved;"E-mails that do not provide insight into the project or the agency's Environmental Impact Reports(EIRs), CEQA compliance with respect to the project Project Negative Declarations,etc.) l CEQA Yes: —are not within the scope of section 21167.6, Planning PL-033 Correspondence I staff notes that provide Approval or Mag,Mir' S 1 I After QC subdivision(e)and need not be retained." insight into the project!the agency's CEQA Denial+2 OD,Ppr &OD Golden Door Properties,LLC v.Superior Court compliance with respect to the project yearn of San Diego County (County of San Diego,et al.,Real Parties in Interest)(0076605, D076924,D076993)(4th Dist.2020);PRC 21167,6;GC§34090 Mag,Mfr, Yes' City Clerk Maintains all Agenda Packets Planning PL-011 General Plan, Elements 1 Amendments P OD,Ppr $!I A&OaC Permanently;GC§34090.7 Historic Preservation Survey,Evaluations l Mag,Mfr, Yes; Planning PL-012 Designations P OD,Ppr 5!i After QC Department Preference;GC§34090 &OD Mag,Mfr, Yes: Planning PL-024 Historic Property Files P OD Ppr 5!€ After QC Department preference;GC§§34090 &OD Expiration+2 Mag,Mir, Yes: Planning PL-025 Large Family Day Care Permits years OD,Ppr S i I After QC Department preference;GC§§34090 &OD Expiration+2 Mag,Mfr, Yes: Planning PL-031 Massage Business Permits years OD,Apr S 1 I After QC Department preference;GC§§34090 &OD Master Plans,Specific Plans,Land Use Mag,Mfr, Yes; Planning PL-013 plans,etc- P OD,Ppr S 1 I After QC Department Preference;GC§34090 &OD When No Mag,Mfr, Yes: preliminary drafts not retained in the ordinary Planning PL-o14 Materials Boards Longer S 1 I After QC Required 1 OD,Ppr &OD course of business;GC§34090 RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)$37-3516 Adopted:8/20/2025 Ver.23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Image: Destroy Office of Total Media 1=Import Paper Record Retention No. Records Description Retention vital? Options M=Mfr after Comments i Reference (OFR) S=Scan ImaCged d?& If the record is not listed here,refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed.and imply a full file folder e.g,last document+2 years).since destrucfion is nnrrnABv performed by file folder. HOLDS:Litigation.complaints,claims,public records act re uests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion), Mag,Mfr, Yes: Planning PL-026 Milts Act Contracts P OD Ppr Sit After QC Department preference;GC§§34090 &OD Municipal Code Amendment 1 Zoning Man Yes: Planning Pt-025 Grdinanse Amendments- eeelassif{eatiogs i P Yes Mag'Mfr' S f I After QC Department Preference(copies);GC§34090.7 Zone-cmage OD,Ppr &OD Planning 1 Historic Preservation Yes: Mag,Mfr. Department preference;Original Staff Reports Planning PL-015 Commission P S i I After QC AGENDAS 1 AGENDA PACKETS OD,Ppr &OD are filed in the project tile;GC§34090 Planning f Historic Preservation Yes: Planning PL-017 Commission P Yes Mag'Mfr' S!I After QC GC§34090 MINUTES/BYLAWS t RESOLUTION$ OD,Ppr &OD Planning f Historic Preservation Commission; 6 months 2 Department preference;State law only requires Planning PL-Oifi Recordings-AUDIO RECORDINGS of years for for 30 days;GC§54953.5(b) Meetings!Audio Tapes Mag,Mfr, Yes: Planning PL-001 Planning Director Approvals P OD Ppr S/I After QC Department preference;GC§34090 &OD Yes: Planning Project Log of Applications, Indefinite- Mag,Mir, Department Preference-Data is interrelated; Planning PL-018 Database Permanent Yes(all) OD Ppr S 1 I After&ODC GC§34090,H and S§19850 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Image: Destroy Office of Tota[ Media 1=Import Paper Record Retention No. Records Description Retontion Vital? Options M=Mfr after Comments l Reference (OFR) S=Scan Imaged& C'd? lithe record is not listed here,refer to the Retention forCi -ode Standards Retentions be in when the act is completed.and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litig,ation,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention pedods retention resumes after settiement or completion). Planning Project Files-Approved Entitlements 4 (Includes Associated CEQA Noticing, Conditions of Approval,Public Noticing, Yes Department preference;Final environmental Yes- Environmental Determinations Staff Mag,Mfr, determinations are required to be kept a , Planning PL-019 C Reports,Plans!Maps) OD,Ppr &DD "reasonable period of time";14 CCR §15095(c);GC§§34090,34090.7 Examples: Conditional Use Permits (CUPS),Design Review, Parcel Maps,Site Plans,Tentative Subdivisions,Variances, Zone Changes,etc. Minimum Cancellation, exp : Planning Protect Files-Cancelled l_ Mao, Yes _MFr, - Department preference(protect was not Planning PL-019.5 Expired f Withdrawn iration or _ OD.Por Sit I After QC pursued by applicant);GC 434090 drawal+2 &OD rs with S!I After QC ea Yes: Applicant's proposals 1 plans can be destroyed Planning PL-020 Preliminary Review 1 Courtesy Review- 2 years Mag,Mfr, Sit After QC When No Longer Required,as no application APPLICATIONS,other City Records OD,Ppr &OD has been submitted,and they are not City records;GC§34090 Preliminary Review 1 Courtesy Review- When No Yes: Applicant's proposals 1 plans can be destroyed Planning PL-027 PLANS,PROPOSALS,other Documents Longer Mag,Mfr, When No Longer Required,as no application OD,Ppr has been submitted,and they are not City belonging to Applicant Required &OD records;GC§3409D Life of Sign, Yes: Mag,Mfr, Planning PL-028 Sign Permits Minimum 2 OD,Ppr S 11 After QC Department preference;GC§§34090 ears &Dp Minimum 2 Mag,Mfr, Yes: Planning PL-022 Special Studies years Of),Ppr S!i After QC Department Preference;GC§34090 &DD RANCHO CUCAMONGA,CA. 01 99 5-2 01 7 Gladwell Governmental Services,Inc,-all rights reserved Do not duplicate or distribute without prior written permissian from GGS(909)337-3516 Adopted:8/20/2025 Ver.23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Image: Destroy Office of Paper Record Retention No. Records Description Total Vita!? Media 1=Import after Comments 1 Reference (OFR) Retention Options M=Mfr Imaged& S=Scan Cad? If the record is notlisfed here,refer to the Retention for Ci -Wide Standarris Retentions begin when the act is completed,and imply a full Ple folder(e.g,last document+2 years),since destruction is normally performed by file folder, HO1175:!ifi atfon,com Taints,claims,public records act requests,audits and/orinvesti afions suspend normal retention periods retention resumes after settlement or completion), Yes: Planning PL-029 Street Name Assignments 1 Changes p Mag,Mfr, Sit After QC Department preference;GC§§34090 OD,Ppr &OD Temporary Permits 1 Special Event Permits 1 Temporary Entitlements(Approved 1 Planning PL-021 Unapproved): Minimum 2 During Mag,Mfr, S f I After QC Department preference;GC§§34090 Christmas Tree Lots,Pumpkin Lots,Banner years Event OD,Ppr &OD Permits,Tree Removal Permits,etc. Trails Committee(Subcommittee of Planning Commission) Mag,Mfr, Yes: Planning PL-030 P S 1 I After QC Department preference;Original Staff Reports AGENDAS,!AGENDA PACKETS 1 OD,Ppr MINUTES &Op are filed in the project file;GC§34090 Planning PL-024 Zoning Maps(Historically Significant) P Yes(all) ' Mag,M€r, Yes:OD, Ppr S 1 I After QC Department Preference;GC§34090.7 &OD Mag,Mfr, Yes: Planning PL-023 Zoning Verification Letters P OD,Ppr $1 I After QC Department preference;GC§34090 &oD RANCHO CUCAMONGA,CA. C1995-2017 Gladwetl Govemmenlal Services,Inc,-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.7.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of mega: estroy Total Media I=Import Paperafter Record Retention No. Records Description Retention Vital? Options M=M#r Imaged& Comments i Reference (OFR) If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is com lsted,and im 1 a fu11 We folder te. ,last document+2 years),since destruction is normal!y Performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests.audits and/or investigations suspend normal retention periods retention resumes aftersettlement or completion). PROCUREMENT Procure- Indefinite- Mag,Mfr, Yes: After Data Fields t Records are interrelated;meets ment PUR-001 Procurement Database(Planet Bids) Minimum 5 Yes OD,Ppr S f I QC&OD municipal government auditing standards; GC ears §34090 Procure- Mag,Mfr, Yes: After Department Preference;meets municipal ment PUR-002 Purchase Orders i Requisitions 5 years Ob Ppr S i I QC&OD government auditing standards;Statute of Limitations is 4 years GC§34090,CCP§337 Procure- Mag,Mfr, Yes; After ment PUR-003 Request for Proposals 5 years OD,Ppr S!1 QC&OD Department Preference;GC§34090 Procure- Mag,Mfr, Yes: After Department Preference;meets municipal ment PUR-004 Surplused Equipment/Disposal 5 years OD Ppr S f I QC&OD government auditing standards;Statute of Limitations is 4 years GC§34090,CC §337 Procure- Mag,Mfr, Yes: After ment PUR-005 Unsuccessful Bids!Evaluations 2 years OD,Ppr 5!I QC&OD GC§34090 RANCHO CUCAMONGA,CA V 995-2017 Giadwell Governmental Services,Inc.(909)337-3516-all rights reserved 00 not duplicate or disldbute without prior written permission Adopted:812012025 Ver.13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 (Maintenance 1 Facilities, Parks Landscape,Streets Fleet 1 Safety 1 Admin) Image: Destroy Office of Media 1 I Import paper Total Record Retention No. Records Description Retention Vital? Options Mfr after Comments 1 Reference (OFR) S=Scan Imaged & C'd? If the record is not listed here,refer to the Retention for Ci -Wde Standards Retentions begin when the act is completed,and im l a full file folder e. .last document+2 years).since destruction is normally performed by file folder. MOLDS:Liti ation,complaints,claims,public records act requests,audits and/or investigations suspend normal retention Periods retention resumes after settlement or completion). PUBLIC WORKS l MAINTENANCE I FACILITIES Mag,Mfr, Yes: Lead Dept, PW-001 AQMD Permits(Generators,etc.) 5 years OD,Ppr S t I After QC 40 CFR 70.6;GC§34090 &OD Public Works 1 Mag,Mfr, Yes: Maint.1 PW-002 Facility Inspections 2 years OD,Ppr S!l After QC GC§34090 Facilities &OD Generator Operation Logs 1 Inspections- Mag,Mfr, Yes: Lead Dept. PW-003 Fixed I Stationary Generators 3 years OD,Ppr sit After QC AQMD Rule 1470;GC§34090 &OD Generator Operation Logs 1 Inspections- Mag,Mfr, Yes: AQMD Rule 1470; Form 400—E--13a Lead Dept. PW-004 portable l Emergency Generators 5 years OD Ppr S![ After QC instructions;GC§34090 Operations 1 Maintenance Manuals(O!M Life of Mag Mfr, Yes: Lead Dept. PW-005 Manuals) Facility or OD Ppr S!l After QC Department Preference;GC§34090 et.seq, Equipment &OD Division Work Orders 1 Service Requests CMMS Indefinite- Data is interrelated;Databases where sewer Providing Yes: Mag,Mfr, records may be stored are required for 5 PW-006 DATABASE(Computerized Maintenance Minimum 5 Yes $!I After QG Service 1 Management System) years OD,Ppr &OD years;SWRCB Order 2022-0103-DWQ;CC Work §§338 et seq.,340 et seq.,342,GC§34090 Division Work Orders 1 Service Requests-All When No Yes: Providing Information Entered in CMMS Database Mag,Mfr, database is the Service 1 PW-007 Longer Yes OD Ppr S!t After QC origa); 490 Work (Paperdrafts) Required &OD RANCHO CUCAMONGA,CA. ®1995-2017 Gladwel Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 (Maintenance/Facilities, Parks Landscape,Streets Fleet 1 Safety 1 Admin) Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media i=Impart after Comments I Reference (OFR) Retention Options M=Mfr Imaged S=Scan ? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is comj6leted,and imply a full file folder e. ,fast document+2 years),since destruction is normal!y performed by file folder. HOLDS:Lit+ ation,complaints,claims,public records act requests.audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Work Orders I Service Requests-NOT entered in CMMS Database(1 partial Division May contain sewer records,which are information entered into CMMS Database) Yes: Providing Mag,Mfr, required For 5 years;SWRCB Order 2022- PW-008 5 years Yes S!I After QC Service! Division providing service retains originals; OD,Ppr &OD 0103-DWQ;CCP§§338 et seq.,340 et seq., Work Division requesting service is considered a 342;GC§34090 co PUBIC WORKS I MAINTENANCE 1 PARKS AND LANDSCAPE Public Works! Yes: Maint,I PW-009 Arbor pay 1 Tree City USA,etc. 2 years Mag,Ppr Mfr, S!I After QC GC§34090 Parks and OD, &OD Landscape Operations 1 Maintenance Manuals(O!M Life of Mag,Mfr, Yes: Lead Dept, PW-010 Manuals) Facility or OD,Ppr S!I After QC Department Preference;GC§34090 et.seq. Equipment &OD Public Works! Yes: Maint.I PW-011 Park Safety Checklist 10 years Mag,Mfr,Ppr S 1 I After QC Department preference;GC§34090 Parks and OD, &Om Landscape Public Works 1 Yes: Department Preference(agricultural pesticide Ppr Maint.1 PW-012 Pesticide Use Permits 1 Applications 2 years Mag,Mfr, S 1 I After QC records are required for 2 years);GC§34090; Parks and OD, &OD 3 CCR 6623 Landscape Public Works 1 Yes: Maint.1 PW-013 Playground Inspections 10 years Mag,Mfr,Ppr S 1 I After QC Department preference;GC§34090 Parks and OD, &OD Landscape RANCHO CUCAMONGA,CA. 01 99 5-2 01 7 G€adwell Govemmenlal Services,Inc,-all rights reserved Do not duplicate or distribule without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 (Maintenance!Facilities, Parks Landscape,Streets Fleet 1 Safety/Admin) Destroy Office of Image' Paper Record Retention No. Records Description Total Vital? Media I=Import after Comments f Reference (OFR) Retention Options M=Mfr Imaged S=Scan C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 years).since destruction is normal!y performed by fife folder. HOLDS:Lib ation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Public Works! Yes: Maint.t PW-014 Sidewalk Complaints-Parks 10 years Mag,M€r, Sit After QC Department preference;GC§34090 Parks and OD,Ppr &OD Landscape Public Works! Indefinite- Yes: Maint,t PW-015 Tree Inventory Minimum 5 Mag,Mtr,OD,Ppr Sit After QC Data is interrelated;GC§34090 Parks and years &OD Landscape Public Works! Yes: Maint,l PW-016 Tree Maintenance Work Orders 30 years Yes Mag,Mfr,OD Ppr S t I After QC Department preference;GC§34090 Parks and , &OD Landscape Division Work Orders!Service Requests CMMS Indefinite- Yes: Data is interrelated;Databases where sewer Providing Mag,Mfr, records may be stored are required for 5 PW-017 DATABASE(Computerized Maintenance Minimum 5 Yes S!I After QC Service! Management System) years OD,Ppr &OD years;SWRCB Order 2022-0103-DWQ;CCP Work §§338 et seq„340 et seq.,342,GC§34090 Division Work Orders t Service Requests-All When No Yes: Providing Information Entered in CMMS Database Mag,Mfr, Preliminary drafts(the database is the n Service t PW-018 Longer Yes OD,Ppr S!I After QC original);GC§34090 Work (Pa erdrafts Required &OD Work Orders 1 Service Requests-NOT entered in CMMS Database(l partial Division information entered into CMMS Database) Yes: May contain sewer records,which are Providing pW-019 5 years Yes Mag,Mfr, S!I After QC required for 5 years;SWRCB Order 2022- Service! OD,Ppr 0103-DWO:CCP§§338 et seq.,340 et seq., Work (Division providing service retains originals; &OD 342; GC§34090 Division requesting service is considered a copy) RANCHO CUCAMONGA,CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(90s)337-$516 Adopted:8120/2025 Ver.13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 (Maintenance 1 Facilities, Parks Landscape,Streets Fleet I Safety!Admin) Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media IMlmport after Comments IF Reference (OFR) Retention Options M-Mfr Imaged S=Scan ,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 rile folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation,complaints.claims,public records act requests,audits and/orinvestigations suspend normal retention periods retention resumes after settlement or com letion. PUBLIC WORKS t MAINTENANCE 1 STREETS AND FLEET Public Aboveground Diesel Storage Tanks(Agency Department Preference;EPA FAQs Works 1 Owned) Yes: recommend Life of the Tank;applies to both Maint.1 PW-020 Life of the Mag,Mir, S 1 I After QC; Tier I and Tier II Tanks;(Tier II tanks are Streets and Spill Prevention Control!Countermeasures Tank OD,Ppr &OD required to have an integrity test every 20 Fleets (SPCC),Inspections,Integrity Testing, years);GC§§34090,60201 Maintenance,Repairs Mag,Mfr, Yes; Lead Dept. PW-021 AQMD Permits(Fuel Usage) 5 years OD,Ppr S 1 I After QC 40 CFR 70.6;GC§34090 &OD Public Works 1 Yes: Department Preference(City has"cradle to Disposal Maint.1 PW-022 Hazardous Waste Manifests 1 Certificates of P P Mag,Mfr, S 11 After QC grave"liability);40 CFR 262,40,a CCR Streets and OD, pr &OD 3204(d)(1)(A),22 CCR 66262.40 Fleets Life of Yes: Lead Dept. PW-023 Operations 1 Maintenance Manuals(0!M Facility or Mag,Mfr, S 1 I After QC Department Preference;GC§34090 et.seq. Manuals) Equipment OD,Ppr &OD Pre-Trip Inspections!DOT Program 1 CHP Yes: Lead Dept. PW-024 Inspections 1 Vehicle Safety Checks 1 Daily 2 years Mag,Mir, S 1 I After QC GC§34090;13 CCR 1234(c) Vehicle Inspections f Daily Equipment OD,Ppr &OD Checks Public Works 1 Yes; Maint.! PW-025 Sidewalk Complaints-Right of Way 10 years Mag,Mir,P S!I After QC Department preference;GC§34090 Streets and OD, pr &OD Fleets RANCHO CUCAMONGA,CA. C1995-2017 Giadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Adopted:8/2012025 Ver.13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 (Maintenance I Facilities, Parks Landscape,Streets Fleet/Safety I Admin) Office of Image: Destroy Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments!Reference (OFR) S=Scan Imaged G'd? If the record is not listed here,refer to the Retention for Cf -Wide Standards Retentions begin when the act is com leted,and imply a full fife folder(e.g.last document*2 years),since destruction is normally performed by rile folder. HOLDS:Lill tion,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion. Public Works f Indefinite- Yes; Maint.l PW-026 Sidewalk Inspection Database Minimum 5 Mag,Mfr, S 1 l After QC Data is interrelated;GC§34090 Streets and years OD,Ppr &OD Fleets Public Stormwater: Operation l Maintenance Department preference;plans must be Works! Yes; (Catch Basins,Field,General Cleaning, Mag,Mfr, updated every 5 years,audits are required Mat f PW-027 Open Channels,Slots,Stormwater 5 years OD Ppr S!I After QC every 2 years;SWRCB Order 2006-03:40 Fleets Streets s and Treatment Measures!Trash Cleaning) &OD CFR§§122.21,122.41,122.44;GC§34090 Department Preference;entered into DigAlert Underground Service Alerts(USA's)i Dig Mag,Mfr, Yes: Software the Excavator,Operator and the Lead Dept. PW-028 Alerts 3 years OD,Ppr Sit After QC Regional Notification Center has the &OD obligation to retain the notice for 3 years;GC §§4216.2(f),GC§34090 Public Works! Underground Storage Tanks(City-Owned- Yes: Department Preference(required for the life Maint.1 PW-029 Removed) P Mag,Mfr, Sit After QC of the tank); 23 CCR 2712(b),H and S Streets and Location,Soil Remediation OD,Ppr &OD §25284.2(i);GC§34090 et.seq, Fleets Public Works/ yes Maint.! PW-030 Used Oil Disposal 3 years Mag,Mfr, Sit After: 22 CCR 66266.130(c)(5),H and S Streets and OD,Ppr & Q §25250.1 8(b),25250.19(a)(3)et seq. Fleets Public Department Preference;If a motor carrier, Works 1 Vehicle/Equipment History Files Disposal of Yes; required for 18 months after vehicle is sold; Vehicle or Mag,Mfr, CHP requires life of vehicle;OSHA requires 1 Streets Mats and! PW-031 AQMD Certifications,Maintenance, Equipment+ OD,Ppr S 1 I After D year,8 CCR§3203(b)(1);49 CFR Fleets Registrations,Safety Certifications,etc. 2 years &OD 396,21(b)(1);49 CFR 396.3(c);CC §337 et. Seq.,GC§34090 RANCHO CUCAMONGA,CA. 0+1995-2017 Gladwell Governmental Services,Inc.-ail rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025 Ver.13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 (Maintenance 1 Facilities, Parks Landscape, Streets Fleet I Safety!Admin) Image: Destroy Office of Paper Record Retention No. Records Description Total >ltal7 Media 1=Import after Comments l Reference (OFR) Retention Options M=Mfr imaged S=Scan C'd4 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e.q last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation,complaints,claims,public records act requests,audits and/orinvestigations suspend normal retention periods Lretention resumes after settlement or completion). Division Data is interrelated;Databases where sewer Work Orders l Service Requests CMMS Indefinite- Yes: Providing Mag,Mfr' records may be stored are required for 5 Service! FW-032 DATABASE(Computerized Maintenance Minimum 5 Yes OD Ppr Sit After D years;SWRCB Order 2022-0103-DWQ;CCP Work Management System) years &OD §§338 et seq.,340 et seq„342,GC§34090 Division Work Orders l Service Requests-All When No Yes: Providing Information Entered in CMMS Database Mag,Mfr, Preliminary drafts(the database is the 033 Service! PW- Longer Yes OD Ppr S 1 I After D original);GC§34090 Work (Paper drafts) Required &OD Work Orders t Service Requests-NOT entered in CMMS Database(l partial Division May contain sewer records,which are PW-034 information entered into CMMS5 years Yes S 1 I After QC Database) Yes: Providing Mag,Mfr, required for 5 years;SWRCB Order 2022- Service l (Division providing service retains originals; OD,Ppr &OD 0103-DWQ;CCP§§338 et seq.,340 at seq., Work Division requesting service is considered a 342;,GC§34090 co PUBLIC WORKS l SAFETY 1 ADMINISTRATION Public LC fi§1198,5,6401.9(f),6429(c);8 CCR Works! Separation+ Mag,Mfr, Yes: 43203 et sett..29 CFR 1627.3(b)(ii),GC Safety PW-035 Employee Training File(Training Certificates) 5 years OD,Ppr S 1 I After OC §612946,12960,3409D,53235.2(b), Admin. &OD 53237.2(b):53238.3(b)Bepakfnent prererense;6t -§34090 RANCHO CUCAMONGA,CA. 01995-20117 Gladwell Governmental Services,Inc,-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted:8/20/2025