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HomeMy WebLinkAbout19-001 - Resolution RESOLUTION NO. FD19-001 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT,ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Rancho Cucamonga Fire Protection District; and WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed; WHEREAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHEREAS, the District previously adopted Resolution No FD19-001 adopting records retention schedules. NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct. Section 2. Resolution No FD19-001 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein. Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit "A" attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District or the public. Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health &Safety Code Section 13868, and Government Code Section 60200„ et seq., and in accordance with the provisions of said Schedule and District policies and procedures,without further action by the District's Board of Directors. RESOLUTION NO. FD19-001 - Page 1 of 3 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 Health & Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. RESOLUTION NO. FD19-001 - Page 2 of 3 PASSED, APPROVED AND ADOPTED this 17th day of April, 2019. r L. n Michael, f5t6si nt ATTEST: aLV4��e } Ifice C. Reynolds, Itlerk 1, JANICE C. REYNOLDS , SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 17th day of April 2019. AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo NOES: None ABSENT: None ABSTAINED: None Executed this 18th day of April, 2019, at Rancho Cucamonga, California. ell— J; ice C. Reynolds, C erk APPROVED AS TO FORM: trict Counsel RESOLUTION NO. FD19-001 - Page 3 of 3 HOW TO USE RETENTION SCHEDULES 01995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed(or erased)after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule.An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits.- Reduce enefits:Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND 01995-2018 GladwelI Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the original or"record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P= Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? =Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)—the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan /Import(guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged &QC'd: "Yes" indicates the paper version may be destroyed IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media—DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: 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) R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code (CA) W&I: Welfare&Institutions Code(CA) GC§34090 is a base minimum retention;the"Total Retention" column is what has been adopted by the City Council. Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Human Accident, Incident, Injury Copies- Copies- reports: PUBLIC& Resources/ When No When No Mag, Copies retained for reference; Risk CW-001 EMPLOYEES,with associated Longer Longer Ppr GC§§34090.7, 60200 Management MSDS, if a chemical was Required Required involved Accounts Payable, Invoices, Petty Cash, Warrant Requests, Copies- Copies- etc. When No When No Yes: Before MagAll originals go Finance , Finance CW-002 (these are copies); ); GC Longer Longer Payment Ppr ALL backup is forwarded to Required Required §§34090.7,60200 Finance Brown Act challenges must be Affidavits of Publications/ filed within 30 or 90 days of Public Hearing Notices/Legal Mag, action; Statute of Limitations Lead Dept. CW-003 2 years 2 years Mfr, OD, on Municipal Government Advertising/Affidavits of Posting Ppr actions is 3-6 months;-SSR ; GC §§34090, 54960.1(c)(1) Copies- Copies- Agenda Packets/Staff When No When No Mag' Yes: After City Clerk CW 004 Mfr, OD, S GC§§34090.7, 60200 Reports: City Council Longer Longer Ppr QC&OD Required Required Copies- Copies I- I Mag, Yes: Upon Ensure the City Clerk receives Agreements&Contracts ALL When No When No City Clerk CW-005 ORIGINALS Longer Longer Mfr, OD, S Completio all original agreements; GC j Required Required Ppr n §§34090.7, 60200 RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy In Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & I'll I S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). � I Some grant funding agencies require audits; Statute of Limitations for Errors& Omissions is 10 years; Published Audit Standards=4-7 Agreements&Contracts: years; Statute of Limitations: ADMINISTRATIVE FILES 10 years or Completion+i Contracts&Spec's=4 years, After Wrongful Death=comp. +5 (with Grant Funding) years or Funding years, Developers=comp. + 10 After Funding' Mag, Yes: Upon Lead Dept. CW-006 ! Agency Yes: Before years; Statewide guidelines p (Correspondence, Insurance Completion Agency Audit, Mfr, OD, S/I Completio Audit, if Completion propose termination +5 years; Certificates, Project i required, if required, Ppr n CCP§337 et. seq., 21 CFR Administration, Project whichever is whichever is 1403.36& 1403.42(b); 24 CFR Schedules, Certified Payrolls, longer longer, 85.42, 91.105(h), 92.505, & Invoices, Logs, RFP, etc.) 570.502(b),28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42, 45 CFR 92.42, OMB Circular A-133GC §§34090, 60201 et seq.; GC 8546.7 I RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Covers E&0 Statute of Limitations; Published Audit Agreements&Contracts: Standards=4-7 years; Statute ADMINISTRATIVE FILES of Limitations: Contracts& Mag, Yes: Upon Spec's=4 years,Wrongful 10 Lead Dept. CW-007 (Correspondence, Project Completion 10 years Completion+ Yes: Before Mfr, OD, S/I Completio Death=comp. +5 years, Administration, Project years Completion Ppr n Developers=comp. + 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, RFP, etc.) termination+5 years; CCP §337 et. seq., GC§§34090, 60201 et seq. Agreements&Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES Mag, Lead Dept. CW-008 2 years 2 years GC§§34090, 60201 et seq. to RFPs(Request for Ppr Proposals)and/or RFQs (Request for Qualifications) that don't result in a contract Audits/Audit Reports/CAFR- Copies- Copies.- When No When No Mag, Finance CW-009 Comprehensive Annual Longer Longer Ppr Copies; GC§§34090.7, 60200 Financial Reports Required Required CW-010 Bids: See Agreements & Contracts RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record �— Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Boards, Commissions, & Committees: Employees Staff Staffing Dept. CW-011 Meetings I Department Staff 2 years 2 years Mag, GC§§34090 et seq., 60201 et Meetings(all Records, Ppr seq. including Minutes and Recordings) _ Boards, Commissions, & Committees: External When No When No Organizations Mag, � CW-012 Longer Longer Ppr Non-records (e.g. County Board of Required Required Supervisors) Boards, Commissions, & Committees: Residents Brown Act challenges must be Staffing Dept. CW-013 Advisory Bodies Formed by Minimum 2 Minimum.2 Mag, filed within 30 or 90 days of CITY COUNCIL years years Ppr action; GC§§34090, AGENDAS,AGENDA 54960.1(c)(1) ,PACKETS Boards, Commissions, & Committees: Residents Department preference; State Advisory Bodies Formed by Mag, Staffing Dept. CW-014 CITY COUNCIL 2 years 2 years OD law only requires for 30 days; AUDIO RECORDINGS of j GC§54953.5(b) Meetings/Audio Tapes RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media [=Import (OFR) (in office) I (Records Retention Vital? after Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Boards, Commissions, & Committees: Residents Department Preference;Video Staffing Dept. CW-015 Advisory Bodies Formed by Mag, recording of meetings are only g p CITY COUNCIL 10 years 10 years OD required for 90 days; GC VIDEO RECORDINGS of §§34090.7, 34090 Meetings/Audio Tapes Boards, Commissions, & Committees: Residents Mag, Staffing Dept. CW-016 Advisory Bodies Formed by P F Mfr, OD, S No GC§§34090, 60201 et seq. I CITY COUNCIL Ppr MINUTES&BYLAWS Copies- Copies- Mag, Final must be filed with County When No When No Yes: Current Yes: After Finance CW-017 Budgets-Finals Longer Longer Fiscal Year Mfr, OD, S/I 5 years Auditor; GC§§34090.7, 60200, Required Required Ppr 40802, 53901 Cash Receipts Detail/Backup Copies- Copies- When No When No Mag, Finance CW-018 /Accounts Receivable Detail/ Longer Longer ppr GC§§34090.7, 60200 Refund Detail Required Required Lead Minimum 2 Minimum 2 Mag, City preference; GC§§34090, (Requesting) CW-019 City Attorney Opinions Dept. years years Ppr 60201 et seq. Copies- Copies- Human When No When No Yes: Before Mag, Yes: After Resources/ Longer Longer Risk CW-020 Claims Required Required Final Mfr, OD, S/I Final GC§§34090.7, 34090.6 � Management (Final (Final Disposition Ppr Disposition Disposition) Disposition) RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Retention Options M=Mfr Center) Imaged& S=Scan11 11 1 11 QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). City preference; Statute of Limitations for personal Lead property, fraud, etc. is 3 years; (Responding) CW-021 Complaints/Concerns from Minimum 2 Minimum 2 Mag, Claims must be filed within 6 Citizens years years Ppr months; CCP§§338 v sea- Dept. 340 et seq., 342, GG§§845,6- GC§§911.2. 34090, 60201 et i seq. Send to Send to Human ag CW-022 Complaints Against Employees Human Human Ppr' GC§§34090.7, 60200 Resources Resources Resources CW-023 Contracts: See Agreements � Copies- ' Copies- Lead Dept. CW-024 (Copies or duplicates of any When No When No Mag Ppr GC§§34090.7, 60200 record Longer Longer Required Required Dept. that Authors Correspondence-ROUTINE Document e Administrative,Chronological, or CW-025 ( 'g' ! 2 years j 2 years Mag' GC§§34090, 60201 et seq. Receives the General Files, Letters, Ppr City's Original (Memorandums,Reading File, Working Files,etc.) Document RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Electronic and paper records Correspondence- are filed and retained based TRANSITORY/ upon their CONTENT. PRELIMINARY DRAFTS, Records, e-mails, electronic Interagency and Intraagency records, or social media Memoranda NOT retained in postings where the Content the ordinary course of business relates in a substantive way to the conduct of the public's Content NOT Substantive,or business, or that ARE made or NOT made or retained for the retained for the purpose of Dept. that preserving the informational Authors purpose of preserving the content for future reference are informational content for Document When No When No saved by printing them out and future reference , or CW-026 Longer longer Magplacing in a file folder, or Receives the Required Required Ppr saving them electronically in a City's Original (e.g.calendars,checklists,e-mail folder outside the e-mail Document or social media posting, flyers, system; If not mentioned here, invitations,instant messaging, inventories, logs,mailing lists, or if in question, consult the meeting room registrations, City Attorney to determine if a speaker cards,supply inventories, record is considered transitory telephone messages,text f preliminary drafts. GC messages,transmittal letters, §§34090, 60201 et seq., GC thank yous, requests from other §6252; 64 Ops. Cal.Atty. Gen. cities,undeliverable envelopes, 317(1981)); City of San Jose visitors logs,voice mails, V. Superior Court(Smith). webpages,etc.) S218066. Supreme Court of California,2017 RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of I Record Retention No. Records Description Retention/Disposition Comments I Reference i Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Deeds, Easements, Final Copies- Copies- City Clerk CW 027 Orders of Condemnations, When No When No Mag, Send all originals to the City Liens, Recorded Documents, Longer I Longer Ppr Clerk; GC§§34090.7, 60200 Rights of Ways(All) Required Required Deposit Accounts/Trust Close+5 Close+5 Ma Department preference; meets Lead Dept. CW-028 Accounts/Refundable years years ppr, auditing standards; GC Deposits §§34090, 60201 et seq. Transitory or source records not retained in the ordinary 2 years After 2 years After, course of business; CHP of Lead Dept. CW-029 DMV Pull Notices Superseded or Superseded Mag Ppr audits every 2 years; Bureau National Affairs recommends 2 Separated or Separated. 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. As long as the drafts and notes are not retained in the"Regular Drafts&Notes: Drafts that are When No When No Mag, Course of Business". Consult revised (retain final version) Ppr Lead Dept. CW-030 Longer Longer the City Attorney to determine Required Required if a record is considered a draft. GC§§34090, 6252, 6254(a) RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) I (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). The Lead Department should print out historical documents (or save source data) prior to GIS Database/Data/Layers When No When No replacing the data, if they Lead Dept. CW-031 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Grants(UNSUCCESSFUL Mag, Lead Dept. CW-032 2 years Z years GC§§34090, 60201 et seq. Applications, Correspondence) Ppr RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of I Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention periods(retention resumes after settlement or completion). i i Meets auditing standards,- Grants tandards;Grants covered by a Consolidated Action Plan are Grants/CDBG/Reimbursable required for 5 years; Uniform Claims/FEMA Claims/OES Admin. Requirements for Claims(SUCCESSFUL Grants to Local Governments Reports, other records required After is 3 years from expenditure to pass the funding agency's Funding After Funding' report or final payment of audit, if required) Agency Agency Audit,; Mag, grantee or subgrantee; Lead Dept. CW-033 2 years Audit, if if required- statewide guidelines propose 4 (Applications(successful),grant Required- Minimum 5 Ppr years; 7 CFR 3016.42;21 CFR agreement, program rules, Minimum 5 years 1403.36& 1403.42(b);24 CFR regulations&procedures,reports years 85.42, 91.105(h), 92.505, to grant funding agencies, 570.490, &570.502(a&b), 28 correspondence,audit records, CFR 66.42; 29 CFR 97.42; 40 completion records j CFR 31.42;44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 110&A-133; GC§§34090, 60201 et seq.; GC§8546.7 i RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: � Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). I Send all grievances to Human Resources; All State and Copies- Copies- Federal laws require retention Human Grievances and Informal When No When No Yes: Before Mag, CW-034 until final disposition of formal Resources Complaints (Employees) Longer Longer Disposition Ppr complaint; State requires 2 Required Required years after action is taken; GC §§12946, 34090 Litigation Files/Lawsuits/ Department preference; CCP Court Case Files Final Final Yes: Until Mag, §§337 et seq.; GC§§911.2, Lead Dept. CW-035 Resolution +5 Resolution+5 Send Final Settlement Agreements years years Settlement Ppr 946, 34090, 34090.6;-RG to the City Clerk §832.5(b) When No When Na Preliminary drafts not retained Leave Slips/Time Off Mag, in the Regular Course of Lead Dept. CW-036 Longer Longer Requests Required Required Ppr Business GC§§34090,60201 et seq. RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr � Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). jPrevious MSDS may be obtained from a service; MSDS may be destroyed as long as a Material Safety Data Sheet record of the chemical/ (MSDS)/Safety Data Sheet substance/agent,where& Yes-After (SDS) Chemical Use Report Form (or records of the While Mag, when it was used is maintained i Lead Dept. CW-037 Chemical In 30 years 30 years Mfr, ODOC&OD , S for 30 years;Applies to � chemical/substance/agent, Use Ppr qualified employers; Claims where&when it was used) can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §§34090, 60201 et seq. Copies- Copies- When No When No Mag, Originals maintained by City City Clerk CW-038 Minutes-City Council Lon ger Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC g 9 Ppr §§34090.7,60200 Required Required Copies- Gopies- Return any whole unused Municipal Code(these are When No When No Yes: Current Mag, codes to the City Clerk; City Clerk CW-039Mfr, OD, I No Originals maintained by City 'copies) Longer Longer Original Ppr Clerk Permanently; GC Required Required 34090, 60201 et se � §§ q. When No When No Non-records-may be obtained Lead Dept. CW-040 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC§§34090, 60201 et seq. RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper i Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Statute of Limitations on Notices: Public Hearing Municipal Government actions Staffing Dept. CW-041 Notices and Proofs of 2 years j 2 years Pag' is 3-6 months; �'G §'7et Publications p seq; GC§§34090, 60201 et seq. Copies- Copies- When No When No Mag, Originals maintained by City City Clerk CW-042 Ordinances -City Council Longer Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090, 60201 et seq. Human Send to Send o Resources/ CW-043 OSHA Inspections or Citations Human Human Ppr GC§§34090.7, 60200 Risk Resources Resources Management Ensure records kept in Do Not Retain Do Not Retain Department files comply with Human CW-044 Personnel Files (Department- in in Before Mag, City policy(all originals are Resources level Files) Departments Departments Separation Ppr sent to Human Resources); GC§§34090.7, 60200 Shred After Shred After , Notes maintained in a separate j Incorporation Incorporation into into Before folder to be incorporated into Personnel Files(Supervisor's i Mag, performance evaluation, or to Lead Dept. CW-045 Performance Performance Annual Notes) Ppr document progressive i Evaluation or Evaluation or Evaluation discipline; GC§§34090 et seq., Documented Documented 60201 et seq. Discipline Discipline When No When No Preliminary Drafts; destroy Lead Dept. CW-046 Unused Photographs Longer Longer Mag, unnecessary photographs. GC Required Required p §§34090, 6252, 6254(a) RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 OffRecord ce Retention Retention No. Records Description Retention/Disposition Comments/Reference i Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) ! (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Relations/Press I Mag, Lead Dept. CW-047 Releases 2 years 2 years Ppr GC§§34090, 60201 et seq. i Lead Dept. CW-048 Purchase Orders/Requisitions' 2 years 3 year7s 5 years Mfr, OD, S Yes: After Department preference; GC Ppr QC&OD §§34090, 60201 et seq. Lead Det. 'Real Estate Appraisal Reports:Dept. pp p Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Mag, Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. p years; GC§§34090, 6254(h) Not accessible to the public until purchase has been Lead Dept. Real Estate Appraisal Reports: % Mag, completed; meets grant Minimum 3 Minimum 5 Yes: After (Who Ordered CW-050 Purchased Property, Funded 2 years years years Mfr, OD, S QC&OD auditing requirements, 24 CFR the Appraisal) Loans Ppr 85.42&91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq. Records Destruction Lists/ Copies- Copies- When No When No Mag, City Clerk CW-051 Certificate of Records GC§§34090.7, 60200 Destruction Longer Longer Ppr Required Required RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy j Inactive Paper I Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No CW-052 Produced by OUTSIDE Longer Longer Ppr' Non-Records ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Statewide guidelines propose Lead Dept. CW-053 Manuals, Newsletters, etc Minimum 2 Minimum 2 Mag, superseded +2 or 5 years; GC Produced by YOUR years years Ppr §§34090, 60201 et seq. Department Reference Materials: Policies, Procedures, Brochures, Flyers, Lead Dept. CW-054 Manuals, Newsletters, etc: I When When Mag, Copies; GC§§34090.7, 60200 Produced by OTHER i Superseded Superseded Ppr Departments Reference or Working Files: CW-055 See Correspondence Administratively and Reports and Studies Mag, Historically significant, Yes: After Lead Dept. CW-056 (Historically significant-e.g., 10 years P P Mfr, OD, S/I 10 ears therefore retained Zoning Studies) Ppr y permanently; GC§§34090, 60201 et seq. RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center Ima ed& _ 9 S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies(other years; statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 14 years Mag, propose 2 years; If historically reports-e.g.Annual Reports) p significant, retain permanently; GC§§34090, 60201 et seq. Copies- Copies- When Mag, Originals maintained by City When No When No City Clerk CW-058 Resolutions-City Council Longer N Yes(all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090.7, 60200 Lead Dept. CW-059 Special Projects/Subject Files Minimum 2 Minimum 2 Mag, Department Preference; GC /Issue Files years years Ppr §§34090, 60201 et seq. et seq. I i Surveys/Questionnaires (that the City issues) If a summary of the data is ag Lead Dept. CW-060 compiled,the survey forms are 2 years 2 years Ppg' GC§§34090, 60201 et seq. considered a draft or transitory record, and can be destroyed as drafts(When No Longer Required) Copies-Copies- Cop Time Cards/Time Sheets CopMag, Finance/ I When No When No Yes: After Payroll CW-061 (Finance keeps the originals Longer Longer Mfr, OD, S/I QC&OD GC§§34090.7, 60200 et seq. with employee signatures) Ppr i Required Required RANCHO CUCUMONGA, 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: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper � Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). When No When No Preliminary drafts(the time Lead Dept. CW-062 Time Off Requests Longer Longer Ppr card is the final record); GC Required Required §§34090, 60201 et seq. Department preference; Ethics Training is 5 years, Statewide Training-ALL COURSE guidelines propose 7 years; RECORDS Calif. Labor Division is required Mag, to keep their OSHA records 7 Lead Dept. CW-063 Attendance Rosters, Outlines 2 ears 5 ears 7 ears Mfr, OD, S Yes: When p ( Y y Y Inactive Years; EEOC/ELBA/ADEA and Materials; includes Ethics, Ppr (Age)requires 3 years for Harassment Prevention & promotion, demotion, transfer, Safety Training&Tailgates) selection, or discharge; State Law requires 2-3 years for j personnel actions; 8 CCR §3203 et seq.,29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 34090, 53235.2(b) RANCHO CUCUMONGA, 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: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image, Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Department Preference; IRS: 4 Finance/ years after tax is due or paid Accounting FIN-001 1099's/1096's 2 years 3 years 5 years !Mag, Ppr (longer for auditing&contractor &Financial delinquency); Ca. FTB: 3 years; Reporting IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090 May contain Fire District Accounts Payable/Invoices and independent contractor's Finance Backup compensation, expense / reimbursement, or District credit Accounting FIN-002 2 years 5 years 7 years Yes: Until Mag, Mfr, S/I Yes: After 1 card records; Meets municipal &Financial (Includes Invoices, Travel Paid OD, Ppr year government auditing standards; Reporting Expense Reimbursements, Published articles show 3-7 Warrant Request, etc.) years; GC§§60201(d)(12), i 34090 Finance/ Accounts Receivable- Department preference; Meets Accounting Miscellaneous -Damage to Mag, Mfr, Yes: After &Financial FIN-003 Public Property, Invoices to 2 years 3 years 5 years OD, Ppr S/I QC&OD auditing standards; GC§34090 Reporting Outside Entities, etc. I et seq. Department Preference(meets Finance/ municipal government auditing Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years; Mag, Ppr standards); Statewide guidelines &Financial propose audit+4 years; Reporting Published articles show 3-7 years; GC§34090 RANCHO CUCAMONGA CA ©1995-2017 Gladwell Governmental Services Inc. 909 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image Destroy Active Inactive Total Media [=Import Paper after (OFR) (in office) I (Records Retention Vital? Options M=Mfr ! Imaged& Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, com laints, claims, public records act requests, audits and/or investigations sus end normal retention peric,ds retention resumes after settlement or completion). Department Preference(meets Finance/ Audits-Single Audits, Grant municipal government auditing Accounting Audits, IRS Audits, 13 years after 5 years after standards); Statewide guidelines FIN-005 2 years Mag, Ppr &Financial Transportation Audits, PERS Audit Audit propose audit+4 years; Reporting Audit, etc. ! Published articles show 3-7 years; GC§34090 Bank Statements and Trustee Finance/ Statements, Fiscal Agent Department Preference; meets Accounting Statements, Investment Account auditing standards; GC FIN-006 2 years 5 years 7 years Mag, Ppr &Financial Statements, Bank §§60201(d)(12), 34090, 26 CFR Reporting Reconciliations, Bank Deposits, 31.6001-1 Bank Transmittal Advice Department Preference; Statute Bonds(Revenue)Official of Limitations for bonds, Statements/Transcripts/ mortgages,trust deeds, notes or Finance/ Certificates of Participations Full Full debentures is 6 years; Bonds Accounting' (COPs)-Includes Continuing y y Yes: Until issued by local governments are FIN-007 Defeased + Defeased+ Mag, Ppr &Financial Disclosure Reports Maturity 10 years;There are specific 10 years 10 years; Reporting i � requirements for disposal of See Bank Statements for unused bonds; CCP§§336 et statement retention. seq. 337.5(a); 26 CFR 1.6001- 1 1(e): GC§43900 et seq. Finance/ CalPERS Reports-Annual Accounting j FIN-008 Valuation Reports,Actuarial 2 years 2 years 7 years' Mag, Ppr Department Preference; GC &Financial Valuation Reports §34090 Reporting Finance/ Cash Receipts/Daily Cash Department preference; Meets Accounting Mag,Ppr Mfr, Yes: After FIN-009 Summaries/Cashiers Reports/ 2 years 3 years 5 years S/1 auditing standards; GC§34090 &Financial Cash Reports/Petty Cash OD, QC&OD et seq. Reporting RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services. Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan C1d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). May contain Fire District j independent contractor's compensation, expense Finance/ reimbursement, or District credit Accounting FIN-010 Checks/Warrants(Cashed) 3 years 4 years 7 years Mag, Mfr, S Yes: After card records; Meets municipal & Financial OD, Ppr QC Reporting government auditing standards; Published articles show 3-7 years; GC§§34090, 60201(d)(12) Finance/ Collections/Collection Agency Department preference; Accounting FIN-011 Case Files&Statements/ 7 years 7 years Mag, Ppr Delinquencies remain on credit &Financial reports for 7 years; GC§34090 Reporting Delinquent Accounts et se q. DE-6, DE-7, DE-9, DE-43, W-3, &' Department Preference; IRS: 4 Finance/ DE-166, 941 Forms, IRS 5500 yrs after tax is due or paid; Ca. Accounting Forms(Employee Benefit Plans), FTB: 3 years;Articles show 7 &Financial FIN-012 PERS/FICA&Medicare 5 years 2 years 7 years Mag, Ppr years; IRS Reg §31.6001- Reporting Adjustments-Quarterly Payroll 1(e)(2), R&T§19530; 29CFR Tax Returns/OASDI, Federal 516.5-516.6, 29USC 436, GC Tax Deposits, Adjustments, etc. §34090 Produced by Deferred Comp. Finance/ Provider; consistent with Accounting FIN-013 Deferred Compensation (City 2 years 5 years 7 years Mag, Ppr proposed statewide guidelines; &Financial Statements) published articles for bank Reporting statements show 4-7 years; GC i §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA 9)1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Records Vital? (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, com laints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference;All tangible property held by Finance/ government agencies escheats &Financial uncashed checks) Accounting FIN-014 Escheat(Unclaimed money/ 5 years 5 yearsMag, Ppr after 3 years; Statute of Reporting Limitations is 1 year for seized property; CCP§§340(d), 1519; GC§34090 Finance/ Accounting FEMA Reimbursement/OES Department Preference; GC FIN-015 1 year 9 years 10 years Mag, Ppr &Financial Reimbursements §34090 Reporting Finance/ Accounting Data Fields/Records are &Financial FIN-016 Financial Services Database Indefinite Indefinite Yes Mag interrelated; GC§34090 Reporting Department Preference(bond auditing purposes; IRS Finance/ regulations state, "...material Accounting records should-generally be kept &Financial FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr for as long as the bonds are Reporting outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC§34090 Finance/ Department Preference; meets Accounting Journal Entries/Journal auditing standards; GC &Financial FIN-018 Vouchers 2 years 5 years 7 years Mag, Ppr §§60201(d)(12), 34090, 26 CFR Reporting I 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record �-Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) 1 Retention Options M=Mfr Imaged& Center) S=Scan I QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Department preference;W-4s are required four years after the Finance/ due date of such tax for the Payroll File(By Employee Name) Accounting !Separation +I Separation+ return period to which the FIN-019 i 5 years Mag, Ppr & Financial 2 years 7 years records relate, or the date such Reporting Includes W-4, other payroll forms tax is paid,whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC§34090 Finance/ Accounting i Mag, Mfr, I Yes:After Department preference for &Financial FIN-020 Payroll Reports-Annual Detail P P OD, Ppr S/I OC&OD SBCERA Buy-backs; GC Reporting §34090 Department preference for Grant Auditing Purposes; May contain independent contractor's Finance/ Payroll Reports-Periodic compensation,expense Accounting (includes Deduction Registers, reimbursement, or District credit &Financial FIN-021 Leave Registers, Time 2 years 5 years 7 years Mag, Ppr card records; Meets municipal Reporting Transaction Reports, etc.) government auditing standards; Published articles show 3-7 years; GC§60201(d)(12); GC §34090 Reports, Subsidiary Ledgers, Finance/ Reconciliations Registers, j Department preference(The Accounting Transaction Histories, Balance When No When No Financial System Database is FIN-022 Longer Longer Mag, Ppr the original; reports are &Financial Sheets, Revenue& Expenditure Reporting Reports, etc. (MONTHLY OR Required Requir11 ed considered drafts or copies); GC PERIODIC) §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Inactive Image: I Destroy Active Total Media 1=Import Paper after (OFR) (Records Vital? (. 1 in office) Center Retention Options M=Mfr Imaged& I ) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Reports: Annual State or Finance/ Federal: State Controller's Accounting FIN-023 Report, 2 years 3 years Local Government arsS/I Mag, Mfr, Yes: After Department Preference; Meets 5 ye : &Financial Compensation Report, Gas Tax, OD, Ppr QC&OD auditing standards; GC§34090 Reporting MOE(Maintenance of Effort) Report, Street Report, etc. Finance/ Accounting Department Preference; Meets FIN-024 Returned Checks/NSF Checks 5 years 1 5 years Mag, Ppr &Financial auditing standards; GC§34090 Reporting Department preference for Grant Finance/ j Time Sheets/Time Cards Auditing Purposes; Meets / Accounting FIN-025 Overtime Sheets/Overtime 2 years 5 years 7 years Mag, Mfr, S j Yes: After 2 municipal government auditing &Financial Cards OD, Ppr years standards; Published articles Reporting show 3-7 years; GC §60201(d)(12), GC§34090 Department preference for Grant Finance! Auditing Purposes; Meets Accountingmunicipal government auditing &Financial FIN-026 W-2's 2 years 5 years 7 years' Mag, Ppr standards; Published articles Reporting show 3-7 years; GC §60201(d)(12); GC§34090 Department Preference(meets Finance/ municipal government auditing Accounting Minimum 5 1 Minimum 5 Yes: Until Mag, Mfr, Yes: After standards); Statewide guidelines FIN-027 W-9s S/ &Financial ! years years Paid OD, Ppr QC&OD propose audit+4 years; Reporting Published articles show 3-7 years; GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference 4 Image: Destroy Active Inactive Total Media 1=Import , Paper after (OFR) (Records Vital? � (in office) Retention ' Options M=Mfr i Imaged& Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUDGET MANAGEMENT Budgets-Preliminary, Proposed, Finance/ Backup Documents When No When No Budget FIN-028 (The Final Budget is maintained Longer Longer Mag, Ppr Preliminary drafts; GC§34090 Manage. Required Required by the City Clerk with the Agenda Packet BUSINESS LICENSE&REVENUE Finance/ I Business Business License &Permit Data Fields/Records are FIN-029 Indefinite Indefinite Yes Mag License& Database interrelated; GC§34090 Revenue Finance/ Business Business License&Permit Mag, Mfr, Yes: After Department preference(Used by License& FIN-030 Applications and Changes P P OD, Ppr S/I QC&OD Planning for Zoning Revenue Clearances); GC §34090 et seq. Finance/ IDepartment preference(meets Business Business License&Permit municipal government auditing License& FIN-031 iRenewals 5 years 5 yearsMag, Ppr requirements); GC§34090 et Revenue sea. SPECIAL DISTRICTS Finance/ (Assessment Rolls/Lighting and Department preference; Meets Landscape Districts/Special Special FIN-032 District Assessment Rolls (to Tax 5 years 5 years Mag, Ppr auditing standards; GC§34090 Districts et seq. Assessor for Tax Rolls) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record 7— Image. Destroy Inactive (OFR) Active (Records Total Vital? Media 1=Import ! Paper after (in office) Center) Retention Options M=Mfr ! Imaged & S=ScanQC-d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigation sus end normal retention periods retention resumes after settlement or completion). Planned Communities Citizens' Oversight Committee(Landscape Finance/ Maintenance Districts/Special j Department preference; State Special FIN-033 Districts) 2 years 2 years Mag, OD law only requires for 30 days; Districts GC§54953.5(b) AUDIO RECORDINGS of Meetings/Audio Tapes _ Planned Communities Citizens' Oversight Committee(Landscape Finance/ Maintenance Districts/Special Mag, Mfr, Send originals to the City Clerk; Special FIN-034 Districts) P P Yes OD, Ppr S No GC§34090.7 Districts MINUTES Planned Communities Citizens' Oversight Committee and Finance/ Landscape Maintenance Districts Department preference; Original Minimum 2 Minimum 2 Mag, Mfr, Yes: After Special FIN-035 Citizens'Oversight Committee years years OD, Ppr S/I QC&OD Staff Reports are filed in the Districts project file; GC§34090 AGENDAS &AGENDA PACKETS TREASURY MANAGEMENT Finance/ When No When No Preliminary drafts not retained in Treasury FIN-036 Bankruptcies-NOT pursued Longer Longer Mag, Ppr the ordinary course of business; Manage. Required Required GC§34090 Finance/ Department Preference Bankruptcies-Where a claim is Treasury FIN-037 10 years 10 years Mag, Ppr (negative information remains on Manage. filed credit ratings for 7 years); GC §34090 Finance/ Department Preference; GC Treasury FIN-038 Investment Reports& Backup 2 years 3 years 5 years Mag, Ppr §34090 Manage. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, fnc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention eriods retention resumes after settlement or completion). Department Preference; Meets Investments/Arbitrage/ auditing standards; Published Certificate of Deposit/ articles show disposal+7 years Treasury FIN-039 (Receipts 5 years 5Mag, Ppr y ga slips- ears Finance/ Investment Bonds / Yes: Until for security brokera! y ' ' Manage. iAdvisor Reports /Trade Tickets/ Paid statewide guidelines propose LAIF(Local Agency Investment permanent; FTC Reg's rely on Fund)) "self-enforcement" GC§§34090,43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference �- Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention ' Options M=Mfr Center) S=Scan Imaged & C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement). ADMINISTRATION ! Shred Upon Shred Upon' Human Career File: Equipment Mag, City/District Preference(copies); Resources FR-001 Assignments (Turnouts, etc.) Separation Separation Ppr GC§60200 or Transfer 'or Transfer Copies- Copies- Finance FR-002 Billings-Fire Alarm Permits, Fire When No When No Mag, Finance keeps originals; GC§ Inspections, Fire Permits Longer I Longer Ppr §60201 60201 Required Required Fire District Board Agendas, Audio Copies- Copies- City Clerk FR-003 or Video Recordings, Minutes, When No When No Mag, City Clerk keeps originals; GC§ Resolutions, Notices Longer Longer Ppr §60201 60201 Required Required Fire/ FR-004 ISO Insurance Ratings 15 years 15 years Mag, Department Preference(rated Admin. Ppr every 10 years), GC§60201 Fire/ Monthly Statistical Reports/Run When No When No Mag, Considered a preliminary draft/ FR-005 Longer Longer, copy(the Fire database is the Admin. Statistics Required Required Ppr original); GC§60201 et seq. Copies- Copies- Originals Maintained by City Clerk Mutual Aid Agreements,Joint When No When No Mag, City Clerk FR-006 power Authorities Longer Langer Ppr or County Clerk of the Board Permanently; GC§60201.7 Required Re uired Programs and Projects(e.g. Fire/ Minimum 2 Minimum 2 Mag, Department Preference; GC§ Admin. FR-007 Explorer, CPR Program, Fire years years ( Ppr 60201 et seq. Service Day, etc.) Fire/ FR-008 Requests for Fire Incident Reports 2 years 2 years Ppr GC§60201 Admin. and Fire Investigation Reports p Fire/ FR-009 Ride-A-Long Waivers j 2 years 2 years Mag' GC§60201 Admin. 1 11 1 Ppr RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Record Series# Records Description Retention/Disposition Comments f Reference Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan C' -Wide Standards If the record is not listed here, refer to the Retention for Cit Retentions begin when the act is completed, and imply a full file folder(e.g. last document+Z years), since destruction is normally performed by file folder. Liti ation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement. Fire/ Standard Operating Procedures/ Superseded Superseded I Mag, Statewide guidelines propose FR-010 y +2 years +2 years Ppr superseded+2 or 5 years; GC Admin. Policy& Procedure Manual §60201 Fire/ Subpoenas(Personal Appearance- Mag, FR-011 2 years 2 years GC§60201 Admin. Fire Personnel) Ppr Fire/ Mag, Data is interrelated; GC§60201 et Admin. FR-012 Telestaff Database Indefinite Indefinite Yes Ppr seq. Department preference; tics Training is 5 years, Statewide guidelines propose 7 years; Calif. Labor Division is required to keep Training Course Records/EMS their OSHA records 7 years; Fire/ Continuing Education Training Mag, Yes: EEOC/FLSA/ADEA(Age) requires FIR 013 5 years 5 years Mfr, OD, S When 3 years for promotion,demotion, Admin. (Attendance Rosters, Outlines and Ppr Inactive transfer,selection, or discharge; Materials) State Law requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC§§12946, 60201, 53235.2(b) Fire/ Training Database/Log (Target Mag, Data is interrelated; GC§60201 et FR-014 Indefinite Indefinite Admin. Solutions) Ppr seq. Fire/ Cit or Private) owned Department Preference(required Underground Storage Tanks-ALL- City y ) Mag, Yes: for the life of the tank); 23 CCR Admin. FR-015 Location,Soil Remediation, 10 years P P Mfr, OD, S After 1 2712(b), H&S §25284.2(i); GC monitorinq Well RecordsPpr year 60201 et. seg. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Records IRecords Description Retention/Disposition Comments/Reference Record Series# Destroy j ! Inactive Image: Pper Active iTotal Media 1=Import (OFR) ! (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement). When No When No Fire/ Longer Longer Mag, Department Preference; GC Community FR-016 Community Outreach Required - Required- Ppr §60201 Affairs Minimum 2 Minimum 2'. years vears When No When No Fire/ Longer Longer Public Information/Education Mag, Department Preference; GC Community FR-017 (when produced internally) Required - Required- Ppr §60201 Affairs Minimum 2 Minimum 2' years vears Consistent with employee personnel files(Courts treat volunteers as employees), EEOC/FLSA/ADEA(Age) requires Volunteer Applications& Lead Dept. FR-018 3 years 3 years Ppr 3 years for promotion, demotion, Agreements-Unsuccessful transfer,selection, or discharge; I 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC §§12946, 60201 Courts treat volunteers as employees; EEOC/FLSA/ADEA Volunteer Applications& (Age)requires 3 years for Yes: 1 Agreements(includes emergency Inactive/ Inactive/ Mag, promotion, demotion,transfer, Lead Dept. FR-019 Separation + Separation + Mfr, OD, S selection, or discharge; State Law contact information) -Successful 3 years 3 years Ppr year requires 2-3 years; 29 CFR Applicants 1602.31 & 1627.3(b)(ii), 8 CCR i §3204(d)(1)et seq., GC§§12946, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Record Series# Records Description Retention f Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investi ations suspend normal retention periods retention begins after settlement). Fire/ Volunteer Historical Lists/ Minimum 10 Minimum 10 Mag, Department Preference; GC Community FR-020 Extractions from Volunteer years years Ppr §60201 Affairs Database COMMUNITY RISK Fire Construction Documents Not Less Life of the Life of the (Submittals, Approved Plans, Than 180 Structure or Structure or Drawings Applications Alternate days from Activity,or Fire/ Activity or Mag' Yes: Means& Methods, and Similar the date of Minimum 5 CFC§105.4 et seq. , 104.6 et Community FR-021 I Minimum 5 Mfr, OD, S/I After QC Documents Necessary for Ongoing completion ems, sea.; H&S§19850 Risk ey ars, Ppr &OD Fire Code Compliance of the Whichever Shop DFawings Necessary for Fire permitted Whichever is Longer Code Gonvpfianco work isLonger 180 11 day Life of the Life of the Fire Inspections-Business Structure or Structure or Fire/Fire Inspection Files/Occupancy Activity, or Activity, or Mag, Yes: Required for the Life of the Marshal & FR-022 Inspections(Approvals, Minimum 5 Minimum 5 ' Mfr, OD, S/I After QC Structure or Activity, or Minimum 5 Fire Prevention Inspections, Fires, Modification/ years, years, Ppr &OD years CFC§§ 104.6—104.6.4 Alternative Methods or Materials) Whichever Whichever is Longer is Loncier When No When No Fire/Fire Longer Longer Yes: Marshal& Fire Inspections-Citations/ Mag, Department Preference; GC§ Fire FR-023 Notice of Violations Required- Required- Before Ppr 60201 et seq. Prevention Minimum 2 Minimum 2 Event years vears Approved Fire Suppression, Fire Fire/ I Mag, Yes: Department preference(Building Sprinkler Plans Fire Alarm Private Community FR-024 � P P Mfr, OD, S/I After QC keeps original); CFC 104.6 et seq,: Fire Underground and High-Piled Risk Combustible Storage Plans. Ppr &OD GC§§60200, H&S . 1§ 9850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records j Records Description Retention/Disposition Comments I Reference Record Series# Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan C, If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement). Fire/ Mag, Department Preference; GC Community FR-025 Juvenile Fire Setter Program 15 years 15 years Ppr §60201 et seq. Risk Copies- Copies- Building FR-026 New Construction Plan Review When No When No Mag, Building keeps originals; GC Longer Longer. Ppr §§34090.7, 60201 Required Required When No When No Fire/ Longer Langer Public Information/Education Mag, Department Preference; GC Community FR-027 Required - Required- Risk (when produced internally) Minimum 2 Minimum 2Ppr §60201 years vears When No When No Fire/ Longer Longer Weed Abatement/Vegetation i Mag, Department Preference; GC Community FR-028 Required - Required- Risk Abatement/Brush Clearance Minimum 2 Minimum_2:. Ppr §60201 ears AMMrs EMERGENCY MANAGEMENT When No When No Fire/ Longer Longer (Community&Business Emergency Mag, Department Preference; GC Emergency FR-029 Required - Required- Response Training Ppr §60201 Manage. Minimum 2 Minimum 2' years ears When No When No Fire/ Emergency Management Programs Longer Longer Emergency FR-030 (Ready RC, Mitigation, Required - Required- Mag, Department Preference; GC Manage. Preparedness, etc.) ; Minimum 2 Minimum 2 Ppr §60201 ears ears RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Records Record Series# Records Description Retention/Disposition Comments I Reference i Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. anon, claims, complaints, public records act requests, audits and/or investi ations sus end normal retention periods retention begins after settlement). Fire/ Emergency Response& Recovery Emergency FR-031 /FEMA/OES Reimbursement Mag' Department Preference; GC 9 Y 10 years 10 years Yes(all) Mfr, OD, S/I No 60201 Manage. Claims/Strike Team § Reimbursements _ Ppr When No I When No Fire/ EOC Activations,After Incident Longer Longer Mag, Department Preference; GC Emergency FR-032 Required p Required- Yes(all) Mfr, OD, S/I No § Reports Manage. Minimum 2 Minimum 2' Ppr 60201 ears years EMERGENCY RESPONSE/EMERGENCY MEDICAL SERVICES Department Preference- Controlled Substance Logs, Controlled substances are Fire/EMS FR-033 Inventories/Medic Monthly 3 years 3 years Yes Pa9' required for 2 years after inventory Inventory Logs p or transaction,21 CFR§1304.04, 1310.04 Emergency Medical PCR Data is interrelated; GC§60201, Fire/EMS FR-034 Database Indefinite Indefinite Yes Mag 60201 et seq. EMS Complaints/CQI (Continuous' Statute of Limitations for health Fire/EMS FR-035 Quality Improvement)/Quality 3 years 3 years Mag, providers is 3 years; 13 CCR Assurance Ppr 1100.7, UFC§104.3.2, §104.3.4, GC§60201, 60201 et seq. HIPAA Policies and Procedures Mag, Yes: Superseded' Fire/EMS FR-036 (Health Insurance Portability and Superseded Mfr, OD, S After 1 24 CFR 164.5300) +6 years +6 years Accountability Act) , Ppr year RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy (in office) Inactive Paper Active Total Media 1=Import (OFR) (Records Retention Options M=Mfr Vital? after Center) S=Scan Imaged & C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed bV file folder. Litigation, claims, complaints,public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement. Department preference, Paramedic Continuing Education Paramedic Continuing Education ;Separation +1 Separation+ Mag, Yes: is required for 4 years by DPH; 8 Fire/EMS FR-037 Rosters and Certificates 4 years 4 years Mfr, OD, S When CCR§3204(d)(1)et seq., 8 CCR Ppr Inactive §3203 et seq.,29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 60201 Department Preference; adults required for 7 years; minors until 1 jyear after age 18, but not less than 7 years; 10 years is recommended by AHIMA for"healthcare providers"; Statute of Limitations Patient Care Reports/PCRs/ for health providers is 3 years; Fire/EMS FR-038 Paramedic Release Forms(EMS 7 years 7 years Mfr, OD, S Aftes.1 CCP§340.5, GC§60201; H&S transportation)/Consent Form with §§1797.98(e) 123145; 42 CFR Assignment of Benefits: ADULTS Ppr year 482.24(b); 9 CCR 9444, 22 CCR 70751(c)&71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a),W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Records Record Series# Records Description Retention I Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Records Vital?Total Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complain public records act requests, audits and/or investi ations suspend normal retention periods retention begins after settlement. Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for"healthcare Patient Care Reports/PCRs/ Age of Age of providers"; Statute of Limitations Paramedic Release Forms(EMS Majority, Majority, Mag, Yes: for health providers is 3 years; Minimum 7 Minimum 7 CCP§340.5, GC§60201; H&S Fire/EMS FR-039 transportation)/Consent Form with Mfr, OD, S After 1 Assignment of Benefits: years, years, Ppr year §§1797.98(e) 123145;42 CFR JUVENILES whichever is whichever is 482.24(b); 9 CCR 9444, 22 CCR longer longer 70751(c)&71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a),W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE/FIRE MARSHAL Fire/ i Emergency Alarm Installation Waiver Forms: Mag, Yes: Department preference; CFC§§ Response/ FR-040 Smoke and Carbon Monoxide P P Mfr, OD, S/I After QC 104.6—104.6.4; GC§60201 et Fire Ppr &OD seq. Marshal Fire/ Emergency Mag, Data is interrelated; GC§60201 et Response/ FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Ppr seq. Fire Marshal RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& C' Nkomo If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. ation, claims, complaints, public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement). Fire/ Emergency Mag, Yes: Department preference(Capital Response/ FR-042 Fire Investigations-Arson& P P Mfr, OD, S/I After QC Crimes have no statute of Capital Crimes Only Fire Ppr &OD limitations); GC§60201 et seq. Marshal j Fire/ When No When No Emergency Fire Investigations-OTHER Than Longer Longer Mag, Department preference; GC Response/ FR-043 Required- Required- Arson&Capital Crimes i Ppr §60201 et seq. Fire Minimum 5 Minimum,5 Marshal years vears Fire/ Approved Fire Suppression Waas� Emergency Mag, Yes: Department preference (Building Fire Sprinkler Plans, Fire Alarm, Response/ FR-044 P P Mfr, OD, S/I After QC keeps original); CFC 104.6 et seq.; FirePrivate Fire Underground and High ( Ppr &OD GC§§60200, H&S 19850 Marshal Piled Combustible Storage Plans Fire/ Emergency Life of the ResResponse/ FR-045 Fireflow Testing (CVWD does Life of the Mag, Department preference; GC p Structure or Fire testing) Structure Activity Ppr §60201 Marshal Fire/ Department Preference(City has Emergency Hazardous Waste Manifests/ Mag, Yes: "cradle to grave"liability);40 CFR Response/ FR-046 Certificates of Disposal 5 years P P Mfr, OD, S After QC 262.40, 8 CCR 3204(d)(1)(A), 22 Fire Ppr &OD CCR 66262.40 Marshal Fire/ j Emergency When No When No Response/ FR-047 Response Planning Longer Longer Ppr' Preliminary drafts; GC§60201 Fire Required Required Marshal RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Destroy Inactive image: paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement. Fire/ Special Event Permits/Fire Code j When No hen'No Permits/Operating Permits/ Emergency Longer , Longer Yes: Explosives Permits /Fireworks Mag, Department preference; GC Fire Minimum 2 ; Minimum 2Event Response/ FR-048 Permits/Burn Permits(assembly Required- ; Required- Before Ppr §60201 CFC§§ 104.6—104.6.4 , ' ' Marshal permits, candle permits, tent g years &-years permits, open flame etc. STATION OPERATIONS/SUPPRESSION Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 years Ppr' 40 CFR 70.6, GC§60201 Mag, Yes: Fire/Ops FR-050 Daily Evaluations/Rookie Tests 2 years 2 years Mfr, OD, S When GC§60201 Ppr Inactive When No When No Daily Vehicle Inspections/Daily Longer Longer Fire/Ops I FR-051 Equipment Checks/Safety Required - Required- Ppr GC§60201 Equipment Inspections Minimum 2 Minimum 2 _years years i Fire Vehicle,Apparatus, & Department Preference; If a motor Equipment History Files, Ladders, Disposal of Disposal of carrier, required for 18 months Vehicle, Vehicle, etc. Apparatus, ,Apparatus, ' Mag, after vehicle is sold; CHP requires or or Fire Ops FR-052 life of vehicle; OSHA requires 1 Certifications, Maintenance, Equipment+ Equipment+' Ppr year; 8 CCR§3203(b)(1);49 CFR Registrations, Safety Certifications, 396.21(b)(1);49 CFR 396.3(c); etc. 2 years 2 years CCP§337 et. Seq., GC§60201 Generator Operation Logs& Lead Dept. FR-053 Inspections-Fixed/Stationary 3 years 3 years I Ppr' AQMD Rule 1470; GC§60201 Generators Generator Operation Logs& AQMD Rule 1470; Form Lead Dept. FR-054 Inspections-Portable/ 5 years 5 years Par' 400—E-13a instructions; GC Emergency Generators p §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Records Record Series# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints,public records act requests, audits and/or investigations sus end normal retention periods retention begins after settlement. When WhenYes: Mag, Preliminary drafts; GC§60201 et Fire/Ops FR-055 Pre-plan Sheets Superseded Superseded Before Ppr seq. Event Yes: Fire/Ops FR-056 Station Log Books/Red Books/ Minimum 2 Minimum 2 Before Mag, Department preference; GC Log Books yearsears y r P Event p §60201 et seq. RANCHO CUCAM 0NGA FIRE PROTECTION DISTRICT©1995-2017 GIadwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018