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HomeMy WebLinkAbout2021-020 - ResolutionRESOLUTION NO. 2021-020 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, 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 City of Rancho Cucamonga; 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 Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2020. 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. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein. 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. 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. Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and adoption. Resolution No. 2021-020- Page 1 of 2 PASSED, APPROVED, and ADOPTED this 711 day of April 2021. ennis Michael, ayor ATTEST: Reynolds, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 7th day of April 2021. AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo NOES: None ABSENT: None ABSTAINED: None Executed this 8th day of April, 2021, at Rancho Cucamonga, California. APPROVED AS TO FORM: ity Attorney Resolution No. 2021-020- Page 2 of 2 EXHIBIT A 2021-020 HOW TO USE RETENTION SCHEDULES ©1995-2020 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. This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ 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 — 2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the 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, Cloud, 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 / Trustworthy Electronic Record: "Yes" indicates the electronic record may serve as the OFFICIAL record (and 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. Leqend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? ntions 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. ntions 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. DS: Litigation, claims, complaints, audits, public records act requests, and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). CITYWIDE (Used bVAll Departments) Human Resources / CW-001 Risk Management Finance CW-002 Lead Dept. CW-003 City Clerk I CW-004 City Clerk I CW-005 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting Agenda Packets / Staff Reports: City Council Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required 2 years Copies - When No Longer Required Copies - When No Longer Required Copies - When No Longer Required Copies - When No Longer Required 2 years Copies - When No Longer Required Copies - When No Longer Reouired Mag, Ppr Yes: Before I Mag, Payment I Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Copies retained for reference; GC §§34090.7, 60200 All originals go to Finance (these are copies); GC §§34090.7, 60200 Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) S Yes: After GC §§34090.7, 60200 QC &OD Yes: Upon Ensure the City Clerk receives S Completio all original agreements; GC n �§§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? ntions 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. ntions 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. DS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. Lead Dept. CW-006 CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) 10 years or Completion + After 10 years or Funding After Funding Mag, Yes: Upon Completion Agency Agency Audit, Yes: Before Mfr, OD, S/I Completio Audit, if if required, Completion Ppr n required, whichever is whichever is longer longer Completion 10 years Completion + Yes: Before 10 years Completion Mag, Mfr, OD, Ppr ►9L Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42;- OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? !entions 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. !entions 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. ,LDS: Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-008 Finance CW-009 CW-010 Staffing Dept. CW-011 CW-012 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES 2 years 2 years Mag' 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 - Comprehensive Annual When No Longer When No Longer Mag, Ppr Copies; GC §§34090.7, 60200 Financial Reports Required Required Bids: See Agreements & Contracts Department Staff Meetings (all Records, including 2 Years 2 years Mag, GC §§34090 et seq., 60201 et Minutes and Recordings, Ppr seq. Department Awards) Boards, Commissions, & Committees: External When No When No Organizations Longer Longer Ppr' Non -records (e.g. County Board of Required Required Supervisors) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media I=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.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion,). Boards, Commissions, & Committees: Residents Brown Act challenges must be Advisory Bodies Formed by Minimum 2 Minimum 2 Mag, filed within 30 or 90 days of Staffing Dept. CW-013 CITY COUNCIL years years Ppr action; GC §§34090, AGENDAS, AGENDA 54960.1(c)(1) PACKETS Boards, Commissions, & Committees: Residents Department preference; State Staffing Dept. CW-014 Advisory Bodies Formed by 2 years 2 years Mag' law only requires for 30 days; CITY COUNCIL OD GC §54953.5(b) AUDIO RECORDINGS of Meetings / Audio Tapes Boards, Commissions, & Department Preference; Video Committees: Residents recording of meetings are only Staffing Dept. CW-015 Advisory Bodies Formed by Minimum 3 Minimum 3 Mag, required for 90 days if audio or CITY COUNCIL years years OD another record is made; GC VIDEO RECORDINGS of §§34090.7, 34090 Meetings / Audio Tapes Boards, Commissions, & Committees: Residents Mag, Staffing Dept. CW-016 Advisory Bodies Formed by P P Mfr, OD, S No GC §§34090, 60201 et seq. CITY COUNCIL Ppr MINUTES & BYLAWS Finance I CW-017 I Budgets - Finals Copies - When No Longer Required Copies - When No Yes: Current Mag, Longer Fiscal Year Mfr, OD, Required Ppr Yes: After Final must be filed with County S/I 5 years Auditor; GC §§34090.7, 60200, �40802,53901 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper 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.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Cash Receipts Detail / Backup Copies - Copies - Finance CW-018 /Accounts Receivable Detail / When No When No Mag, GC §§34090.7, 60200 Refund Detail Longer Longer Ppr Required Required Lead (Requesting) CW-019 City Attorney Opinions Minimum 2 Minimum 2 Mag, City preference; GC §§34090, Dept. years years Ppr 60201 et seq. Copies - Copies - Human When No When No Resources / Longer Longer Yes: Before Mag, Yes: After 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) Lead (Responding) Dept. Human Resources Lead Dept. CW-021 Complaints / Concerns from Citizens CW-022 I Complaints Against Employees CW-023 Contracts: See Agreements Minimum 2 years Send to Human Resources Copies - CW-024 Copies or duplicates of any When No record Longer Required Minimum 2 years I Send to I Human Resources Copies - When No Longer Mag, Ppr Mag, Ppr Mag Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. GC §§34090.7, 60200 GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=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.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Correspondence - ROUTINE Document or CW-025 Ppr (e.g. Administrative, Chronological, 2 years 2 yearsMagGC §§34090, 60201 et seq. Receives the General Files, Letters, Ppr Memorandums, Reading File, City's Original Working Files, etc.) Document RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? `entions 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. entions 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. LDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY I PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required 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 Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way tc the conduct of the public's business, or that ARE made( retained for the purpose of preserving the informational content for future reference ar saved by printing them out ani placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here or if in question, consult the City Attorney to determine if a record is considered transitory I preliminary drafts. GC §§34090, 60201 et seq., GC §6252; 64 Ops. Cal. Atty. Gen 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Record Records Description Retention / 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 QC'd? tentions 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. tentions 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. )LDS: 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 Longer Ppr Clerk; GC §§34090.7, 60200 Rights of Ways (All) Required Required Lead Dept. Lead Dept. Lead Dept. CW-028 CW-029 CW-030 Deposit Accounts / Trust Accounts / Refundable Deposits DMV Pull Notices Drafts & Notes: Drafts that are revised (retain final version) Close + 5 years 2 years After Superseded or Separated When No Longer Required I Close + 5 I years 2 years After Superseded or Separated When No Longer Required Mag, Ppr Mag Ppr Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? ntions 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. ntions 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. DS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. Lead Dept. Lead Dept CW-031 CW-032 CW-033 GIS Database / Data / Layers (both City-wide and Specialized) Grants (UNSUCCESSFUL Applications, Correspondence) Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records When No Longer Required 2 years 2 years After Funding Agency Audit, if Required - Minimum 5 years When No Longer Required 2 years After Funding Agency Audit, if required - Minimum 5 years Yes Mag Mag, Ppr Mag, Ppr The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et sec GC §§34090, 60201 et seq. Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a 29 CFR 97.42; OMB Circular) 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged 8� S=Scan QC'd? tentions 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. tentions 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. ILDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human CW-034 Resources Lead Dept. CW-035 Lead Dept. CW-036 Grievances and Informal Complaints (Employees) Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Leave Slips / Time Off Requests Copies - When No Longer Required Final Resolution + 5 years When No Longer Required Copies - When No Longer Required Final elution + years When No Longer Required Yes: Before Disposition Mag, Ppr Yes: Until Mag, Settlement Ppr Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? tentions appl y 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. !entions 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. ILDS: Litiqation, claims, complaints, audits, public records act requests and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. City Clerk City Clerk Lead Dept. CW-037 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) CW-038 I Minutes - City Council CW-039 CW-040 Municipal Code (these are copies) Newspaper Clippings While Chemical In Use Copies - When No Longer Required Copies - When No Longer Required When No Longer Required 30 years Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & 30 Mag, Yes - After when it was used is maintained years Mfr, OD, S QC & OD for 30 years; Applies to Ppr qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC Mag, §§34090, 60201 et seq. Originals maintained by City Copies - When No Longer Yes (all) Mfr, OD, S No Clerk Permanently; GC Required Ppr §§34090.7, 60200 Copies - Return any whole unused When No Yes: Current Mag, codes to the City Clerk; Longer Original Mfr, OD, I No Originals maintained by City Required Ppr Clerk Permanently; GC §§34090, 60201 et seq. Non -records - may be obtained When No Longer Ppr from the newspaper company; Required GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=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". ff you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Statute of Limitations on Notices: Public Hearing Mag, Municipal Government actions Staffing Dept. CW-041 Notices and Proofs of 2 years 2 years Ppr is 3 - 6 months; GC §§34090, Publications 60201 et seq. City Clerk Human Resources / Risk Management Human Resources Lead Dept. CW-042 Ordinances - City Council CW-043 OSHA Inspections or Citations CW-044 Personnel Files (Department - level Files) CW-045 Personnel Files (Supervisor's Notes) Lead Dept. I CW-046 I Unused Photographs Copies - Copies - Mag, When No When No Yes (all) Mfr, OD, Longer Longer Ppr Required Required Send to Send to Human Human Ppr Resources Resources Do Nortt Retain Do Not Retain Before Mag, Depait in Departments Separation Ppr ments Shred After Incorporation into Performance Evaluation or Documented Discipline When No Longer Required Shred After Incorporation into Before Performance Annual Evaluation or Evaluation Documented Discipline When No Longer Required Mag, Ppr Mag, Ppr S Originals maintained by City No Clerk Permanently; GC §§34090, 60201 et seq. GC §§34090.7, 60200 Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? ,tentions 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. -tentions 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. DLDS: Litiqation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW-047 Public Relations / Press 2 years 2 years Mag' GC §§34090, 60201 et seq. Releases p Mag, Yes: After Department preference; GC Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mfr, OD, S QC &OD §§34090, 60201 et seq. Ppr Lead Dept. (Who Ordered CW-049 the Appraisal) Lead Dept. (Who Ordered CW-050 the Appraisal) City Clerk CW-051 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. Real Estate Appraisal Reports: Purchased Property, Funded Loans Records Destruction Lists / Certificate of Records Destruction 2 years 2 years Copies - When No Longer Required 2 years Minimum 3 I Minimum 5 years years Copies - When No Longer Required Mag, Ppr Mag, Yes: After Mfr, OD, S QC &OD Ppr Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC 8546.7 GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Destroy Image: pa per Active Inactive Total Media I=Import p (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? ntions 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. ntions 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. DS: Litigation, claims, complaints auditspublic records act reauests. and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. Lead Dept. Lead Dept. CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, CW-053 Manuals, Newsletters, etc: Produced by YOUR Department Reference Materials: Policies, Procedures, Brochures, Flyers, CW-054 Manuals, Newsletters, etc: Produced by OTHER Departments CW-055 Reference or Working Files: See Correspondence eports and Studies CW-056 Historically significant - e.g., Zoning Studies) When No Longer Required Minimum 2 years When Superseded 10 years P When No Longer Required Minimum 2 years When Superseded P Mag, Ppr Mag, Ppr Mag, Ppr Mag, Mfr, OD, S/I Ppr Non -Records Statewide guidelines propose superseded + 2 or 5 years; GC §§34090, 60201 et seq. Copies; GC §§34090.7, 60200 Administratively and Yes: After Historically significant, 10 years therefore retained permanently; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? .tentions 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. ,tentions 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. OLDS: Litiaation claims, complaints audits public records act requests and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies (other Magyears; statewide guidelines Ppr Lead Dept. CW-057 than Historically significant 10 years 10 years propose 2 years; If historically reports - e.g. Annual Reports) Ppr significant, retain permanently; GC §§34090, 60201 et seq. City Clerk CW-058 Lead Dept. CW-059 Lead Dept. CW-060 Resolutions - City Council Special Projects / Subject Files f Issue Files Surveys / Questionnaires (that the City issues) If a summary of the data is Dompiled, the survey forms are ,onsidered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) Copies - When No Longer Required Minimum 2 years 2 years Copies - When No Longer Required Minimum 2 years 2 years Mag, Yes (all) Mfr, OD, S No Ppr Ppr Mag, Ppr Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Department Preference; GC §§34090, 60201 et seq. et seq. GC §§34090, 60201 et seq. Time Cards /Time Sheets Copies - Copies - Mag, Finance / 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) Required Required Ppr RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? ,tentions 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. ,tentions 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. DLDS: Litiqation, 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 1 §§34090, 60201 et seq. Lead Dept. CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan OC'd? the record is not listed here, refer to the Retention for City -Wide Standards 'etentions beoin when the act is completed, and imply a full file folder (e.a. last document + 2 vears). since destruction is normally performed by file folder. (OLDS: Litiqation, complaints, claims, public records act reauests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ANIMAL SERVICES Animal Indefinite Indefinite Department preference; Data is AS-001 Animal Registration Database (Minimum 3 (Minimum 3 Mag Services interrelated GC 934090 Animal Services Animal Services Animal Services Animal Services Animal Services Animal Services Animal Services Animal Services Animal Services AS-002 lAnimal Registration Report AS-003 AS-004 AS-005 Animal Trap Deposit Receipts Bite Reports / Rabies Control Records Clinics: Spay and Neuter years) When No Longer Required 2 years 3 years 3 years AS-006 Drug Logs 3 years Investigations / Problem Files Resolution + AS-007 (barking, loose dogs, dangerous 4 years dog reports, etc.) AS-008 Medical Records, Surgical 3 years Records, X-rays AS-009 Meet and Greet / Animal 3 years Adoption Contracts Notices to Comply, Warning AS-010 Letters / Notices / Citation Books 3 years (Off leash, etc.) When No Longer Required 1 2 years 3 years 3 years 3 years Resolution + 4 years 1 3 years 3 years 3 years Considered transitory / Mag, Ppr preliminary draft (the database is the original); GC §34090, GC §6252 Ppr GC §34090 et seq. Yes Mag, Ppr Department Preference; GC §34090 et seq. 3 years is required; FA Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 3 years is required; FA Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Mag, Ppr Department Preference; GC §34090 et seq. 3 years is required; FA Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 3 years is required; FA Ppr §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? 'the record is not listed here, refer to the Retention for City -Wide Standards letentions begin when the act is completed, and imply a full file folder (e.a. last document + 2 vears)„ since destruction is normally performed by file folder. (OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion.). Animal AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 Services 3 years is required for animal Animal Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 3 years is required; FA Animal AS-013 Rescue Partnerships / Foster 3 years 3 years Mag, Ppr §32003(e), PC §597.1(d); CCP Services Care Partnerships §§336(a), 337 et. seq., GC §34090 Animal AS-014 Ride -a -Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq. Services 3 years is required; FA Animal Strays / Incoming Animals / §32003(e), PC §597.1(d); CCP Services AS-015 Impound Records /Impound 3 years 3 years Mag, Ppr 336 a , 337 et. se GC §§ () q Cards / "Relinquishments" §34090 Animal AS-016 Volunteer Hours 2 years "years Mag, Ppr GC §34090 et seq. Services RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) 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 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/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Building & Address Assignments / Changes / I Safety BL-001 Corrections P P Building & BL-002 Address Files / Building Permits P I P Safety Building & Safety Building & Safety Building & Safety BL-003 (Building Permit Database BL-004 Building Plans - Cancelled, Expired or Withdrawn Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, BL-005 MULTI -FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Indefinite Upon Expiration, Cancellation or Withdrawal P Yes (all) Indefinite Yes (all) Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Department preference; S Yes: After Statewide guidelines propose QC & OD permanent; GC §34090, H&S §19850 Department Preference - Data is interrelated; GC §34090, H&S §19850 Department preference; Yes: After Preliminary drafts not retained S QC & OD in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Mag, P Yes (all) Mfr, OD, S Ppr Department Preference; Law requires for the life of the building for commercial and Yes: After common interest dwellings only; QC & OD Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Office of Retention No. Records Description Retention / Disposition Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Page BL-2 Comments / Reference the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety Building & Safety BL-006 BL-007 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES California Building Code / California Standard Code (12 Parts) Building & BL-008 Certificate of Occupancy (CofO) Safety Fr When Superseded P P P P Yes Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height.(b) Garages and other structures appurtenant to buildings described under subdivision (a).(c) Farm or ranch buildings. (d) Any one-story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not, however, apply to a steel frame or concrete building. CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Attorney preference for Mag, Ppr reconstruction issues; GC §50022.6 Mag, Yes: After Department Preference; GC Mfr, OD, S QC & OD §34090 Ppr RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING $ CODE ENFORCEMENT Page BL-3 Office of Retention No. Record (OFR) Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) 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 beqin 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/or investigations suspend normal retention periods (retention resumes after settlement or completion). Construction Notices Building & Inspection Notices Safety BL-009 2 years 2 years Mag, Ppr GC §34090 y (correction notices, compliance orders, stop work notices, etc.) Building & Safety Building & Safety Building & Safety BL-010 Plan Check Comments BL-011 Reports: Building Activity Requests & Permissions to BL-012 Receive Copies of Plans (to and from Architects) When Finalled When No Longer Required 2 years When Mag, Ppr Preliminary Drafts; GC §34090 Finalled When No Longer Mag, Ppr Preliminary Drafts (the database D-.;-14 is the original); GC §34090 2 years Mag, Pprl I IGC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged& Center) S=Scan QC'd .' the record is not listed here, refer to the Retention for City -Wide Standards ,tentions 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. OLDS: Litigation, complaints, claims, public records act reauests, 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 Department preference; Board, Fire Protection District Mag, Mfr, Yes: After Includes final budget and final City Clerk CC-001 Board, Public Safety 2 years P P OD, Ppr S / I QC & OD audit reports / CAFR; GC Commission, All §34090 Subcommittees of the City Council (Public Works Subcommittee, etc.) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-002 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc Completion P Yes: Before Mag, Mfr, S Yes: Upon Completion OD, Ppr Completion Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Off Reice of Retention No. Records Description Retention / Disposition Comments / Reference cord Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Itf 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: Litiqation, complaints, claims, public records act reouests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-003 City Clerk CC-004 City Clerk CC-005 City Clerk CC-006 Agreements & Contracts - ALL (NON -INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications Completion 10 years Completion + Yes: Before and Successful Proposal / 10 years Completion Scope of Work) Examples of Non -Infrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Articles of Incorporation Board & Commission / Committee Maddy Act Lists / Vacancy Notices Board & Commission Applications (Successful and Unsuccessful) P 2 years 2 years P 2 years 2 years Mag, Ppr Mag, Mfr, Yes: After OD, Ppr S / I QC &OD Mag, Ppr Mag, Ppr Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) Department preference; GC §34090 GC §34090 GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) 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 imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Securities (Performance Bonds, Letters of Credit, CD's, etc.) are normally Bonds (Performance Bonds, Release of Release of released after the Notice of City Clerk CC-007 Subdivision Bonds, Letters of Bond / Letter Bond / Letter Mag, Ppr Completion is filed. Bond / Credit) of Credit of Credit letter may be replaced with a Warranty Bond, which is usually released 1 year after the Notice of Completion date. GC §34090 City Clerk City Clerk City Clerk City Council Subcommittees: CC-008 Agendas, Minutes (Composed solely of less than a quorum of the City Council) CC-009 CC-044 City Council, Board & Commission Historical List of Members Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 2 years P 10 years 2 years P 10 years All recommendations are Mag, Ppr presented to the City Council; GC §§34090, 60201 et seq. Mag, Mfr, S / I Yes: After Department preference; GC OD, Ppr QC &OD §34090 Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 vears), since destruction is normally performed by file folder. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Economic Interest Filings (FPPC 700 Series Forms - Mag, Mfr, Yes: After 2 City maintains original City Clerk CC-010 Statement of Economic 7 years 7 years OD, Ppr S / I statements; GC Interests): ALL FILED N years §81009(d)(e)(f)&(g) PAPER FORMAT Economic Interest Filings City Clerk CC-011 (FPPC Form 602/635) - 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090 Lobbyist Authorization Reporting 7 years City Clerk CC-012 FPPC Form 801 (Gift to 7 years Mag, Ppr S / I Yes: After 2 Must post on website; FPPC Agency Report) years Opinion; GC §81009(e FPPC Form 802 (Event Ticket Yes: After 2 Should post on website for 4 City Clerk CC-013 / Pass Distributions Agency 7 years 7 years Mag, Ppr S / I years years; GC §81009(e) Report) 7 years City Clerk CC-014 FPPC Form 803 (Behested 7 years Mag, Ppr S / I Yes: After 2 �GC §81009e Payment Report) years P City Clerk CC-015 FPPC Form 804 (Agency P Mag, Mfr, S / I Yes: After 2 FPPC Regulation 18734(c); �GC Report of New Positions) OD, Ppr years §81009e FPPC Form 805 (Agency Mag, Mfr, Yes: After 2 FPPC Regulation 18734(c); City Clerk CC-016 Report of Consultants) P P S / I OD, Ppr years GC §81009e FPPC Form 806 (Agency Yes: After 2 Must post on website GC City Clerk CC-017 Report of Public Official 7 years 7 years Mag, Ppr S / I years §34090; GC §81009(e) Appointments) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Center) Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED City Clerk I CC-018 City Clerk CC-019 City Clerk CC-020 City Clerk CC-020.1 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically Campaian Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 2 years 5 years 10 years 2 years 2 years 10 years Ppr Mag, Mfr, S Yes: After 2 OD, Ppr years Mag, Mfr, OD, Ppr Mag, Ppr S S/I GC §53753(e)(2) For Electronic Filings. Data that has been maintained for at least 10 vears may then be archived in a secure format: Paper must be retained for at least 2 years; GC §81009(b)&(g); GC &84615(i) Candidates without committees are not required to file their statements. Yes: After 2 reports or copies online or years electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC 8§ 4615 Statements filed electronicallvI are required for 10 vears: GCS §81009(b)&(a): GC §84615 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for Citv-Wide Standards etentions 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. OLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Campaign Filings (FPPC 400 Series Forms): THOSE NOT Paper must be retained for at City Clerk CC-021 REQUIRED TO FILE 4 years Mag, Ppr least 2 years; GC ORIGINAL WITH CITY CLERK §81009(f)&(g) (copies) Ha Campaign Filings (FPPC 400 Paper must be retained for at City Clerk CC-022 Series Forms): OTHER 7 years Mag, Ppr least 2 years; GC COMMITTEES (PACE -not §81009(c)&(g) candidate -controlled) City Clerk City Clerk CC-023 CC-024 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Term of Office + 4 years Election + 4 years Term of Office + 4 years Election + 4 years Mag, Ppr Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Media I=Import Paper after (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election City Clerk CC-025 Services, Candidate 2 years 2 years Mag, Ppr GC §34090 Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections - HISTORICAL City Clerk CC-026 (copies of resolutions, final 2 years Mag, Mfr, P P S No Retained for Historical Value, results; Certificate of Election) OD, Ppr GC §34090 Results + 8 Results + 8 months or months or Not accessible to the public; Final Final The 8 month retention applies City Clerk CC-027 Elections - Petitions (Initiative, Examination Examination Ppr after election results, or final examination if no election, Recall or Referendum) + 1 year after + 1 year petition after petition unless there is a legal or examination examination i FPPC proceeding. EC if insufficient insufficient §§17200(b)(3), 17400 (End of Elections Section) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Off ice of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? �If the record is not listed here, refer to the Retention for Citl✓-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk determines historical significance; Historical Records, records can address a variety Photographs, &Historical Mag, Mfr, of subjects and media. Some City Clerk CC-028 Projects (e.g. Incorporation, P P OD, Ppr S No media (e.g. audio and video i City Seal, Awards of significant tape) may be limited because historical interest, etc of the media's life expectancy; GC §34090 Minutes: City Council, Redevelopment Agency, City Clerk CC-029 Successor Agency, Oversight P Board, Fire Protection District Board, Public Safety Commission Municipal Code City Clerk CC-030 Administration, Distribution, 2 years etc. City Clerk CC-031 Municipal Code History / P Supplements Oath of Office: City Council, Term of City Clerk CC-032 Boards & Commission Office + 4 Members years City Clerk CC-033 Ordinances P P Mag, Mfr, S / I OD, Ppr Mag, Ppr No I GC §34090 GC §34090 Mag, Mfr, Yes: After Department preference OD, Ppr S / I QC'd & OD (retain one of each supplement); GC §34090 Mag, Mfr, S / I Yes: After Department Preference; GC OD, Ppr QC'd & OD §34090 Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC'd & 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 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-034 City Clerk CC-035 City Clerk City Clerk CC-036 CC-037 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions Public Records Requests / Request for Records Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. Recordings - AUDIO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission 2 years 2 years P 2 years 2 years 2 years P Yes (all) 2 years Mag, Mfr, Yes: After Department preference; only OD, Ppr S / I QC'd & OD 1 year is required; GC §50115 Mag, Mfr, S / I Yes: After GC 34090 § OD, Ppr QC'd & OD Mag, Mfr, S No Department preference; GC OD, Ppr §34090 et seq. Department preference; State Mag, OD law only requires for 30 days; GC §54953.5(b) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan QC'd? IIf 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 normall y performed b y file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Recordings - VIDEO of City Council, Redevelopment Department Preference; City Clerk CC-038 Agency, Successor Agency, Minimum 3 Minimum 3 Mag, OD Video recording of meetings Oversight Board, Fire years years are only required for 90 days; Protection District Board, GC §§34090.7, 34090 Public Safety Commission City Clerk CC-039 Records Destruction P P Mag, Mfr, S /1 Yes: After Department preference; GC Authorization Forms, Transfers OD, Ppr QC'd & OD §34090 Records Retention Schedules / Mag, Mfr, City Clerk CC-040 Amendments to Records 10 years P P OD, Ppr S / I No GC §34090 et. seq. Retention Schedules Redistrictinq Web Paqe / District Boundary Web Paqe City Clerk CC-046 (Map, Redistricting Process, 10 years 10 years Mag, Ppr EC U1608(q): GC U4090 Aaendas, Calendars, Notice, etc. Resolutions: City Council, Redevelopment Agency, City Clerk CC-041 Successor Agency, Oversight P P Mag, Mfr, S / I No GC §34090 Board, Fire Protection District OD, Ppr Board, Public Safety Commission Secretary of State Statement City Clerk CC-045 of Facts / Reaistry of Public 2 years 2 years Mag, Ppr GC §34090 Agencies RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. 11 HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No When No City Clerk CC-042 Speaker Cards Longer Longer Ppr Preliminary drafts used to Required Required produce minutes; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after Center (in office) ) Retention Options M=Mfr Imaged & S=Scan OC'd? 'the record is not listed here, refer to the Retention for City -Wide Standards 'etentions 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. (OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-014 All Hands Meeting Agendas 2 years City CM-001 Annual Reports / Strategic Plans P Manager City CM-015 Art in Public Places (City Projects, 5 years Manager not Developer Projects) City CM-016 Art In Public Places Committee Minimum 2 Manager AGENDAS, AGENDA PACKETS years City CM-017 Art In Public Places Committee P Manager MINUTES & BYLAWS City Manager CM-002 Cable TV Complaints 2 years CM-003 City Council Correspondence Minimum2 Manager r years City Council / Commission Contact When No Manager CM-004 Forms Longer Required City Grand Jury Reports and Manager CM-005 Responses (Regarding City 5 years Operations) City CM-006 Proclamations / Commendations 2 years Manager City Projects, Programs, Subject & Minimum 2 Manager g CM-007 Issues (Issues and/or projects will y ears vary over time) City Manager CM-008 Public Comment Cards 2 years P Mag, Ppr GC §34090 Mag, Mfr, S / I Yes: After Department Preference; GC OD, Ppr QC'd & OD §34090 Mag, Mfr, S / I Yes: After Department preference; GC OD, Ppr QC & OD §34090 Brown Act challenges must be Mag, Ppr filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Mag, Mfr, OD, Ppr S No GC §§34090 Mag, Ppr GC §34090 Mag, Ppr Department Preference; GC §34090 Mag, Ppr Preliminary documents; GC §34090 et seq. Department Preference (the Mag, Ppr Grand Jury keeps their reports 5 years); GC §34090 Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr Mag, Ppr Department Preference; GC §34090 Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No. (OFR) Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed, and imply a full rile folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City CM-009 RCN Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. Manager City CM-010 Speech Notes / PowerPoint 2 years 2 years Mag, Ppr GC §34090 et seq. Manager Presentations Finance CM-011 Travel / Conferences Videos (Public activity, etc. Not City CM-012 City Council or Advisory Body Manager Videos, nor regular, ongoing operations of the City) City Manager CM-013 Weekly Reports (News & Notes) Community Improve. CI-001 Citations Code Enforcement / Abatement Community CI-002 Case Files (Includes appeals and Improve. Code Enforcement Complaint Letters) Copies - When No Longer Required When No Longer Required Copies - When No Longer Reauired When No Longer Required Mag, Ppr Mag, Ppr 2 years I 2 years I Mag, Mfr, OD,. Por COMMUNITY IMPROVEMENT Minimum 2 Minimum 2 Mag, Ppr years ears When No When No Longer Longer Required - Required - Yes: Until Mag, Ppr Minimum 2 Minimum 2 Resolution years vears Invoices are maintained by Finance; GC §34090.7 Content does not relate in a substantive way to the conduct of the public's business; GC §34090 et seq. S / I Yes: After GC §34090 OC'd & OD Department Preference; GC §34090 Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) 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 imply a full file folder (e.,q. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY SERVICES Copies - Copies - Risk CS-001 Accident / Incident Reports When No When No Mag, Ppr GC §34090.7 Management (Members of the Public) Longer Longer Required Required Community Services CS-002 Activity / Special Programs / Special Event Files & Reports / ABC Permits, where required After School, Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Community CS-003 Armored Car Manifests Services Art in Public Places / Artists in Community CS-004 Residence - Successful Services Placements When No Longer Required - Minimum 2 years 2 years P When No Art in Public Places / Artists in Longer Community CS-005 Residence - Unsuccessful Required - Services Proposals Minimum 2 years Artist Contracts Community CS-006 Includes Insurance Certificates and Completion Services Administration Records When No Longer Required - Minimum 2 years 2 years P When No Longer Required - Minimum 2 years Completion + Yes: 5 years 5 years Before Completion Mag, Ppr Mag, Ppi Mag, Mfr, OD, Ppr Mag, Ppr Department preference; GC §34090 GC §34090 S / I Yes: Afterl Department preference; GC QC & OD 1§34090 Department preference; GC §34090 Yes: Department preference; Mag, Upon Statute of Limitations: Mfr, OD, S/1 Completio Contracts & Spec's=4 years; Ppr n CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services Community Services CS-007 CS-008 Tracking Capital Improvement Projects (CIP - where Community Services is the Lead): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. 2 years Upon Completion 2 years 10 years or Completion + After 10 years or Funding After Funding I Agency Agency Audit, if Audit, if required, required, whichever is whichever is longer I longer Yes: Until Completed 2 years, unless it is a Mag, Ppr preliminary draft; GC §34090 Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Mag, Ppr Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media I=Import Paper (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP & Addenda, Agreement / Contract (copy), Community CS-009 Successful Proposal, Change Services Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Community Class Instructors Contracts Services CS-010 Includes Insurance Certificates and Administration Records Community CS-011 Client / Provider Agreements Services Upon Completion Yes: P P Yes: Until fr, OD, S/I Complet. Completed MO+ 10 Ppr years Completion 1 5 years Completion 5 years (Completion 5 years Yes: Mag, Before Mfr, OD, Completion Ppr Yes: Magi Before Mfr, OD, )mpletion Ppr S/I S/I Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Yes: Department preference; Upon Statute of Limitations: Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 Yes: Department preference; Upon Statute of Limitations: Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Retention No. Records Description Retention / Disposition Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? �If the record i; Retentions be HOLDS: Litigi Community Services Community Services Community Services Lead Dept. & Finance Community Services Lead Dept. & Finance not listed here, refer to the Retention for City -Wide Tin when the act is completed, and imply a full file fol ition, complaints, claims, public records act requests, Community & Arts Foundation CS-012 AGENDA PACKETS & AGENDAS Community & Arts Foundation CS-013 AUDIO RECORDINGS of Meetings / Audio Tapes Community & Arts Foundation CS-014 MINUTES RESOLUTIONS & BYLAWS CS-015 Credit Card Receipts CS-016 Customer Relations / Member Database Deposits / Cash Receipts Detail / CS-017 Backup / Accounts Receivable Detail / Refund Detail standards ier (e.,q. last do audits and/or i P 2 years P 2 years Indefinite 2 years icument + 2 years), since destruction is r nvestigations suspend normal retention F P 2 years P Yes 2 years Indefinite 2 years ormall y p( leriods (re Mag, Mfr, OD, Ppr Tape (Mag) Mag, Mfr, OD, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Comments / Reference 4ormed by file folder. tention resumes after settlement or completion). The Foundation obtained operational independence as of June 2019; Original Staff S / I Yes: After Reports are filed in the project 2 years file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; The Foundation obtained operational independence as of June 2019 State law only requires for 30 days; GC §54953.5(b) The Foundation obtained S No operational independence as of June 2019; GC §34090 City preference (not all detail is sent to Finance); GC §34090 Data fields are inter -related; GC §34090 et seq. City preference (not all detail is sent to Finance); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of Retention No. Records Description Retention / Disposition Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Page CS-5 Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions beqin 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: Litiqation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). When No When No Community Longer Longer Department Preference; GC Services CS-018 Donations Required - Required - Mag, Ppr 34090 Minimum 2 Minimum 2 years years Content does not relate in a Community When No When No substantive way to the conduct Services CS-019 Evaluations / Surveys (of programs) Longer Longer Mag, Ppr of the public's business; GC Required Required §34090 Event Service Agreements / ESS Contracts / Special Event Contacts Community CS-020 / Professional Service Agreements Services (PSAs) Includes Insurance Certificates and Administration Records Community Facility Use Rental Contracts / Fiek Services CS-021 Use Contracts / Facility Use Requests Community CS-022 Fundraising Events Services Lead Dept. & CS-023 Gift Shop Sale Receipts Finance Completion 5 years 2 years 2 years 2 years House Reports / Program Files / When No Community Event Files / Sponsored Vouchers / Longer Services CS-024 Coupons (Theatre) Required - Includes Contract Billing Minimum 2 years mpletion + Yes: Mag, 5 years Before Mfr, OD, Completion Ppr 2 years 2 years 2 years When No Longer Required - Minimum 2 years Yes: Before Mag, Ppr Event Mag, Ppr Mag, Ppr Mag, Ppr Yes: S/I Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 GC §34090 GC §34090 City preference (not all detail is sent to Finance); GC §34090 Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS:_ Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ■Community Lewis Family Playhouse Inactive + 5 Inactive + 5 Department preference (meets Services CS-025 Memberships years years Mag, Ppr auditing standards); GC §34090 Original Staff Reports are filed CommunityPark and Recreation Commission Mag, Yes: After in the project file; Brown Act Services CS-026 P P Mfr, OD, S / I 2 years challenges must be filed within AGENDA PACKETS & AGENDAS Ppr 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community CS-027 Services Community CS-028 Services Community CS-029 Services Community CS-030 Services Park and Recreation Commission AUDIO RECORDINGS of Meetings 2 years 2 years / Audio Tapes Park and Recreation Commission MINUTES RESOLUTIONS & P I P BYLAWS Performance Contracts Includes Insurance Certificates and Completion Administration Records Photo Waivers 2 years Tape (Mag) Mag, Yes Mfr, OD, S No Ppr Completion + Yes: Mag, 5 years 5 years Before Mfr, OD, Completion Ppr Yes: 2 years Before Mag, Ppr Event City preference; State law only requires for 30 days; GC §54953.5(b) GC §34090 Yes: Department preference; S/I Upon Statute of Limitations: Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090 GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? 11f the record is not listed here, refer to the Retention for City -Wide Standards lRetentions beqin 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:. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community CS-031 Recreation Database (Active Net) Indefinite I Indefinite I Mag Department Preference; data is Services interrelated; GC §34090 Community Services Community Services Community Services Community Services Community Services Community Services Community Services Registration / Applications / Liability Forms / Release of Liability CS-032 Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. CS-033 Safety Inspections CS-034 Schedules / Hours CS-035 Scholarships Senior Advisory Committee - All CS-037 Records (Members are not Appointed by the City Council) CS-039 Sign -in / Sign -Out Sheets for classes and programs Sports Advisory Committee - All CS-040 Records (Member are not Appointed by the City Council) 2 years 2 years When No Longer Required 5 years 2 years 2 years 2 years 2 years 2 years When No Longer Required 5 years 2 years 2 years 2 years Yes: During Class or Mag, Ppr Program Yes: Before Mag, Ppr Event Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr GC §34090 GC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 Department Preference (meets auditing standards); GC §34090 GC U4090 GC §34090 GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Vital? Center) Image: Destroy Media I=Import Paper Options M=Mfr after S=Scan Imaged & QC'd? Comments / Reference elf 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,__ Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Sports Organizations / Non -Profit When No When No Preliminary drafts not retained Services CS-041 Organizations (Little League, etc.) Longer Longer Mag, Ppr in the ordinary course of Required Required I business; GC §34090 Community When No Services CS-042 Sports Score Sheets, Schedules Longer Required When No Community CS-043 Theatre Member Files / Patron Files Longer Required - Services (Gym, etc.) Minimum 2 years Community When No Services CS-044 Ticket Stubs Longer Required When No Longer Required Mag, Ppr When No Longer Yes: Required - Before Mag, Ppr Minimum 2 1 Event When No Longer Mag, Ppr Required Preliminary drafts / Transitory records - NOT made or retained for the purpose of preserving the informational content for future reference, GC §34090; 64 Ops. Cal. Atty. Gen. 317 (1981)) Department Preference; GC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of Retention No. Records Description Retention / Disposition Record (OFR) f the record is Retentions be -IOLDS _ Litiq,, Lead Dept. Lead Dept. Community Services not listed here, refer to the Retention for City -Wide Tin when the act is completed, and imply a full file foh ition, complaints, claims, public records act requests, Volunteer / Unpaid Intern CS-045 Applications & Agreements - Unsuccessful or Pending Applicants CS-046 CS-047 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Waivers of Liability Active Inactive Total (in office) (Records Retention Vital? Center) tandards ler (e.,q. last do audits and/or i 3 years Inactive / Separation + 3 years 2 years cument + 2 y ,7vestlgations .ars), since destruction is n suspend normal retention K 3 years Inactive / Separation + 3 years 2 years Image: Destroy Media I=Import paper after Options M=Mfr Imaged & S=Scan QC'd? ormall y DE ,eriods (re Ppr Mag, Mfr, OD, Ppr Mag, Ppr rformed bI !ention res, S file folder. Ames after Yes: 1 year Page CS-9 Comments / Reference settlement or completion). Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'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.a. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DEPARTMENT OF INNOVATION & TECHNOLOGY Depart. of Innovation DOIT-001 Backups - DAILY Technology Depart. of Innovation DOIT-002 Backups - WEEKLY Technology Depart. of Innovation DOIT-003 Network Configuration Maps & & Plans Technology Depart. of WORM / DVD-r / CD-r / Blue Ray - Innovation DOIT-004 R or other UNALTERABLE & MEDIA that does not permit Technology additions, deletions, or changes 2 years Used for Disaster Recovery When No When No Purposes Only; Considered a Longer Longer Yes Mag. copy and can be destroyed Required Required when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off -site in When No When No commercial storage for disaster Longer Longer Yes Mag. recovery; Considered a copy Required Required and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. 2 years Yes Mag. GC §34090 et seq. For legal compliance for Trustworthy Electronic Records P P OD (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan OC'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.p. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investicrations susioend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Economic Economic Development Projects, Develop. / Programs, Subject & Issues Minimum 2 Minimum 2 Department Preference; GC RDA / ED-001 , MagPpr Successor (Issues and/or projects will vary years years §34090 Agency over time) Economic Develop. / RDA Successor Agency Economic Develop. / RDA/ Successor Agency ED-002 IMobile Home Accords ED-003 City Clerk I ED-004 Economic Develop. / RDA/ Successor Agency Economic Develop. / RDA/ Successor Agency E D-005 Real Estate Appraisals Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, etc. Redevelopment Long Range Property Management Plans, Oversight Plans ED-006 I Redevelopment Plans P 5 years Copies - When No Longer Required Completion + 10 years P P I I Mag, Ppr 5 years I I Mag, Ppr Copies - When No Yes (all) Mag, Mfr, Longer OD, Ppr Required Completion Mag, Ppr + 10 years P I I Mag, Ppr S No Department Preference; GC §34090 Department preference, meets municipal auditing standards; GC §34090 Finals are maintained by City Clerk; GC §34090 et seq. Department preference; GC §34090 Department Preference for Historical Purposes; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Center) Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & S=Scan OC'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.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Redevelopment Projects & Project I I Planning, Building and Areas Economic Develop. / RDA / Successor Agency Economic Develop. / RDA/ Successor Aoencv Housing Housing ED-007 (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) ED-008 I Relocations ED-009 ED-010 Foreclosure Notices / Notices of Defaults (NOD) Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk Completion + 10 years Completion + 5 years Completion + 10 years Completion + 5 years HOUSING Disposition Disposition + 5 years I + 5 years 5 years After the o years artei Affordability the Period Affordability I Terminates, Period or the Terminates, Written or the Agreement Written Terminates, Agreement Whichever Terminates, is Longer Whichever is Longer Mag, Ppr Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr S/I Yes: When Inactive Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090 Department preference, meets municipal auditing standards; CCP §337 et seq.; GC §34090 City Attorney preference; GC §34090 HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.333; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-3 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? 'the record is not listed here, refer to the Retention for City -Wide Standards stentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. OLDS: Litiqation. complaints, claims. public records act reauests, audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Housing Programs: Affordable HUD requires 5 years after the Housing Projects, Rehabilitation, agreement terminates; CDBG-funded Housing Projects, Consistent with Consolidated etc. Loan Pay-off Loan Pay-off Plan Requirements; Required fc OR OR Mag, Mfr, S / I Yes: After 3-4 years from expenditure or Housing ED-011 WITHOUT a Recapture / Resale Forgiveness Forgiveness OD, Ppr QC & OD performance report; 2 CFR Restriction + 5 years + 5 years 200.333; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, Deeds and Insurance are sent to 884.214; 29 CFR 97.42, GC City Clerk §34090 Loan Applications / Potential Buyers Denied, Cancelled or Housing ED-012 Withdrawn (First Time Home 2 years 2 years Mag, Ppr GC §34090 Buyers, Life/Safety, Rehabilitation, HOME, etc.) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Retention No. Record (OFR) Records Description Retention / Disposition Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards Comments / Reference 7s 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. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING ADMINISTRATION (SEE CITY-WIDE) Engineering Services / Capital Projects Engineering Services / Capital Projects ENG-001 ENG-002 Capital Improvement Projects (CIP): Maintenance Projects - Not Involving Professional Design Professional Services (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re - Roof, Sidewalk Repairs, Slurry Seals, etc. Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Photos, etc. Upon Completion Upon Completion CAPITAL PROJECTS 5 years or After Funding Agency Audit, if required, whichever i longer 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 5 years or After Funding Agency Audit, if required, whichever is longer :ompletion + 10 years or Agency Audit, if required, whichever is longer Yes: Until Completed Yes: Until Completed Mag, Ppr Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? 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 file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. -(OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Capital Projects Engineering Services / Capital Projects Engineering Services / Capital Projects ENG-003 ENG-004 ENG-005 Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Construction Inspection Databases Design & Construction Standards - Authored by the City Upon Completion Indefinite P Yes: Yes: Until fr, OD, S/I P P Complet. Completed MO+ 10 Ppr years Indefinite Yes Mag Mag, P Mfr, OD, S/I Ppr Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Data Fields / Records are interrelated; GC §34090 Yes: After Department Preference; GC QC & OD §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Comments / Reference 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Drafts should be destroyed; Engineering Drawings, Maps, Plans and Some maps are also retained ENG-006 P P Yes (all) MfO Services / Record Drawings, Large -Format r, OD, S No by Planning; Selected maps are p Capital Drawings, Capital Improvement Ppr retained in Public Works for Projects Project "As -Built", Base Maps administrative purposes; GC §34090, 34090.7 ENVIRONMENTAL PROGRAMS Engineering Services / ENG-007 CCTV - Storm Drains Environment al Programs Engineering Services / ENG-008 Construction Diversion /Deposit, Environment Reimbursement, etc. al Programs Engineering FOG (Fats, Oil & Grease) / Source Services / ENG-009 Control / Pretreatment Annual / Environment al Programs Semi -Annual Reports Engineering Household Hazardous Waste / Services / ENG-010 Recycling/Disposal / Participant Environment al Programs Logs 2 years 10 years 3 years 3 years 2 years 10 years 3 years 3 years Mag, Ppr Department preference (Preliminary drafts); GC §34090 Mag, Ppr Department preference; GC §34090 Department preference; Monitoring records required for Mag, Ppr 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Mag, Ppr 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Required for a minimum of 5 Services / Sanitary Spills and Overflows , OD, S / I Yes: After years; 40 CFR 122.410)(2); Environment ENG-011 (SSOs) 5 years 5 years MfrO Ppr QC & OD SWRCB Order 2006-03; 40 al Programs I I CFR 122.410)(2); GC §34090 Engineering Services / ENG-012 Environment al Programs Engineering Services / ENG-013 Environment al Programs Engineering Services / ENG-014 Environment al Programs Engineering Services / Environmen al Program: Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports Solid Waste Tonnage / AB 939 Stormwater Illicit Discharges ENG-015 Stormwater Monitoring / NPDES Monitoring and Inspection 10 years 10 years 5 years 5 years 10 years 10 years 5 years 5 years Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Department preference; GC §34090 et seq. Department preference; GC §34090 Required for a minimum of 5 Yes (after years; 40 CFR 122.410)(2); S / I 2 years) SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Center) Image: Destroy Media I=Import Paper Vital? Options M=Mfr after S=Scan Imaged & QC'd? Comments / Reference �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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Engineering Services / Environment al Programs Engineering ENG-016 Stormwater: Business Inspections 5 years 5 years Mag' Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.410)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Department preference; Services / ENG-017 Stormwater: NPDES Annual 5 years 5 years Mfr, OD, S / I Yes: After Monitoring records required for Environment Reports Ppr QC 3 years; 40 CFR §§122.21, al Programs 122.41, 122.44 Engineering Department Preference; Services / ENG-018 Stormwater: NPDES Permits Expiration + 5 Expiration + Yes: Until Mag, Ppr Monitoring records required for 3 years; 40 CFR §§122.21, Environment al Programs years 5 years Expiration 122.41, 122.44; CCP §337 et seq. Department preference; plans Engineering Mag' must be updated every 5 years, Services / ENG-019 Stormwater: TMDL Plan (Total 5 years 5 years Mfr, OD, S / I Yes: After audits are required every 2 Environment Maximum Dail Load Plan y ) p P r QC & OD years; SWRCB Order 2006-03; al Programs 4§§122.21, 122.41, 122.44; GC §34090 Engineering Services / ENG-020 Environment al Programs Water Quality Management Plans P (Commercial, PrivateLand e Pie Development) LongeF App"Gable IQ Mag, Yes: After Department preference; GC Mfr, OD, S / I QC & OD §34090 Ppr RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) 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 imply a full file folder (e.g. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL ENGINEERING Engineering Services / General Engineering Engineering Services / General Engineering Engineering Services / General Engineering Engineering Services / General Engineering Engineering Services / General Engineering Engineering Services / General Engineering ENG-021 Aerial Maps (Analog / Historical) ENG-022 I Benchmarks Correspondence - Regulatory ENG-023 Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Encroachment Permits / Excavation Permits: Temporary ENG-024 (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Encroachments - Permanent ENG-025 (Permanent structures in the City's Right of Way) ENG-026 I Engineering Permits Database P P Minimum 2 years Final / Completion 2 years P Indefinite P P Mag, Mfr, OD, S / I Ppr Mag, Mfr, OD, S/I Ppr Yes: While Mag, Minimum 2 Active Mfr, OD, S years Issues Ppr Final / Yes: Until Completion + Completion Mag, Ppr 2 years Mag, P Mfr, OD, S Ppr Indefinite I I Yes Mag No Department Preference; GC §34090 Yes: After Department Preference; GC QC & OD §34090 Department preference; Some Yes: After correspondence from QC Regulatory Agencies need to be retained for long periods of time; GC §34090 GC § 34090 Yes: After Department Preference; GC QC & OD §34090 Data Fields / Records are interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 21 HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations Engineering Services / Engineering Studies / Surveys - General ENG-027 Preliminary Studies / Project P Engineering Assessments Engineering Services / Geotechnical and Soil Reports; General ENG-028 Hydrology Reports (Authored on P Engineering behalf of the City) Engineering Services / ENG-029 Grading Plans, Grading Plans & P General Grading Certificates Engineering Engineering Services / General Engineering Engineering Services / General Engineering City Clerk ENG-030 ENG-031 Lighting and Landscape Districts - Formation and Boundaries Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, etc. ENG-032 I Public Works Subcommittee P P Copies - When No Longer Required ears), since d suspend norn P P P P P Copies - When No Longer Reauired 9struction is normally performed by file folder. ial retention periods (retention resumes after settlement or completion) Mag, Mfr, OD, S/I Yes: After Department Preference; GC Ppr QC & OD §34090 Mag, Mfrr,, S Yes: After Department Preference; GC pOD, QC & OD §34090 Mag, Mfr, OD, S Yes: After Department Preference; GC Ppr QC & OD §34090 Mag, Yes: After Department preference; GC Mfrr,,pOD, S QC & OD §34090 Mag, Yes: After Department preference; Drafts Mfr, OD, S QC & OD should be destroyed; GC Ppr §34090 Mag Ppr I I I GC §34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Paper (Records Total Vital? Media I=Import after (in office) Center) 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 imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices Copies - of Completion, Recorded When No Mag, Even if documents are e- City Clerk ENG-033 Agreements / Contracts, Certificate Longer P P Yes (all) Mfr, OD, S No recorded, send all finals to the of Compliance, etc. Required Ppr City Clerk; GC §34090 et seq. Send all originals to City Clerk, even if they are e-recorded. Building ENG-034 Engineering Services / Land Dev. & Transportatio n ENG-035 Plan Checks for Building Permits Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs LAND DEVELOPMENT AND TRANSPO 2 years I 2 years Upon Completion 10 years 10 years RTATION Yes: Until Completed Mag, Ppr Mag, GC §34090 et seq. Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? IIf 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/or investigations suspend normal retention Periods I (retention resumes after settlement or completion) Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Rights of Way, Soil Engineering Reports, Stormwater, etc. Services / Department preference; Land Dev. & ENG-036 Dedications, Easements, Upon P P Yes: Until fr1 OMag Mfr, OD, S/I Yes: After retained for disaster Transportatio Abandonments (City Clerk is OFR) Completion p Completed p Ppr QC & OD preparedness purposes; GC n §34090 Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Copies - Copies - Police ENG-037 Traffic Collision Reports When No Longer When No Longer Mag Ppr copies; GC §34090.7 Required Required Engineering Services / Land Dev. & ENG-038 Traffic Congestion Management 10 years 10 years Mag Ppr Department preference; GC Transportatio Plans / Transportation Plans §34090 n RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Office of Retention No. Records Description Retention / Disposition Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Page ENG-10 Comments / Reference If the record is not listed here, refer to the Retention for Citv-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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Department preference; GC Land Dev. & ENG-039 Traffic Counts 10 years 10 years Mag Ppr §34090 Transportatio n Engineering Services / Land Dev. & ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Transportatio n Engineering Services / Land Dev. & ENG-041 Self -Haul Permits 2 years 2 years Mag Ppr GC §34090 Transportatio n Engineering Department preference Services / (required every 5 years, but can Land Dev. & ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr be extended to 7 or 10 years); Transportatio GC §34090 n Engineering Services / Transportation Studies / Traffic Land Dev. & ENG-043 Studies / Warrants: Signals, Stop P Transportatio Signs, Crossing Guards, etc. n RCMU- RANCHO Engineering Services / RCMU-001 Applications for Service 2 years RCMU 2 years Mag, Mfr, OD, Ppr UTILITIES Mag, Ppr S/I Yes: After I Department preference; GC QC & OD 1§34090 Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. I RCMU-002 IAQMD Permits (Generators, etc.) 1 5 years Engineering Services / RCMU Engineering Services / RCMU Engineering Services / RCMU RCMU-003 (Armored Car Manifests Bulk Power Log Sheets / RCMIU-004 Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) RCM U-005 Capital Improvement Projects (CIP - RCMU): Administration File / NOT Scanned (Electricity, Fiber or Street Lights Only) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. 2 years 10 years Upon Completion 5 years 10 years 10 years or Completion + After 10 years or Funding After Funding Agency Agency Audit, if Audit, if required, required, whichever is whichever is longer longer Yes: Until Completed Mag, Ppri 1 140 CFR 70.6; GC §34090 Mag, Pprl I IGC §34090 Mag, Ppr Department Preference; GC §34090 Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts Mag, Ppr & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Retention No. Record (OFR) Records Description Retention / Disposition Image: Destroy Inactive Paper Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City -Wide Standards Retentions beqin 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Capital Improvement Projects (CIP - RCMU): Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only Engineering Services / RCMU Engineerinc Services ! RCMU Engineerinc Services / RCMU Engineerinc Services / RCMU RCM U-006 Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. RCMU-007 Customer Information Service (CIS) Database Department of Energy (DOE) & RCMU-008 Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence Department of Energy (DOE) & RCMU-009 Federal Energy Regulatory Commission (FERC) Reports Upon Completion Indefinite P P Yes: P P Yes: Until fr, OD, S/I Complet. Completed MO+ 10 Ppr years Indefinite P P Mag Mag, Mfr, OD, S / I Ppr Mag, Ppr Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Data is interrelated; GC §34090 Yes (after Department Preference; GC QC) §34090 Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Copies - Copies Mag - Cit Clerk RCMU-010 Easements When No When No Mfr, O Yes: After Y Mfr, OD, S (copies); GC §34090.7 Longer Longer Ppr QC Required Required p Engineering Services / RCMU-011 Electricity Drawings / As-Builts / P P Mag, Mfr, OD, S / I Yes after ( Department Preference (Engineering has originals); GC RCMU Record Drawings Ppr QC) §34090.7 Engineering Equipment Records (Manuals, Disposal of Disposal of Services / RCMU-012 Tests, Inspections, Studies, Equipment + Equipment + Mag, Ppr Department Preference; CCP RCMU Reports) 2 years 2 years §337 et. Seq., GC §34090 Engineering Services / RCMU-013 FacilityHistories / Infrastructure P P Mag g' Mfr, OD, S / I Yes (after Department Preference; GC RCMU Design Ppr QC) §34090 Generator Operation Logs & Lead Dept. RCMU-014 Inspections - Fixed / Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. RCMU-015 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators §34090 Engineering Services / RCMU-016 Joint Pole History, Agreements, 9 rY, P P Ma g' Mfr, OD, S / I Yes (after Department Preference; GC RCMU Maintenance (Card Files) Ppr QC) §34090 5 years Engineering Services / RCMU-017 Joint Pole Invoices /Accounts 5 years Mag, Mfr, OD, S / I Yes (after Department Preference (meets municipal government auditing RCMU Receivable Ppr ) requirements); GC §34090 Engineering Services / RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; GC RCMU §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Center) Image: Destroy Vital? Media 1=Import paper after Options M=Mfr Imaged & S=Scan QC'd? Comments / Reference 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/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU-019 Payments /Credit Card Receipts - 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 RCMU RCMU Engineering Services / RCMU-020 Power Operations Reports / 10 years 10 years Mag, Ppr Department Preference; GC §34090 RCMU Outage Reports Engineering Services / RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 RCMU Engineering Services / RCMU-022 Power Trading / Power Scheduling Completion + Completion + 2 years Mag, Ppr Department Preference (auditing standards are 5 RCMU (Check Out Worksheets) 3 years 5 years years); GC §34090 Engineering Services / RCMU-023 Trading / Power Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC (Confirmations, Invoices) §Power 34090 RCMU Engineering Services / RCMU-024 Power Trading / Power Scheduling 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 RCMU (Pathing Sheets) Engineering Regulatory Agency Audits: Department Preference; GC Services / RCMU-025 CEC,CFTC, CPUC, EPA, FERC, 10 years 10 years Mag, Ppr §34090 RCMU & Gas NERC, NPDES, WECC, etc. Engineering Regulatory Agency Compliance Services / RCMU-026 Reports & Confirmations: 10 years 10 years Mag, Ppr Department Preference; RCMU & Gas CEC,CFTC, CPUC, EPA, FERC, §34090 NERC, NPDES, WECC, etc. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 GC Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference !� Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Regulatory Agency When No When No Engineering Services / RCMU-027 Correspondence: CEC,CFTC, Longer Required - Longer Required - Mag, Ppr Department Preference; GC RCMU & Gas CPUC, EPA, FERC, NERC, Minimum 10 Minimum 10 §34090 NPDES, WECC, etc.. years years Engineering Regulatory Agency Inspections: Mag, Yes (after Department Preference; GC Services / RCMU-028 CEC,CFTC, CPUC, EPA, FERC, 10 years 10 years Mfr, OD, S / I QC) §34090 RCMU & Gas NERC, NPDES, WECC, etc. Ppr Engineering Regulatory Agency Licenses: Mag, Yes (after Department Preference; GC Services / RCMU-029 CEC,CFTC, CPUC, EPA, FERC, P P Mfr, OD, S / I QC) §34090 RCMU & Gas NERC, NPDES, WECC, etc. Ppr Engineering SCADA Database (Electricity) Data is interrelated; system Services / RCMU-030 (Supervisory Control and Data Indefinite Indefinite Yes Mag qualifies as a "trusted system"; RCMU Acquisition) GC §§34090, 12168.7 Engineering SCADA Printouts /Reports /Log When No When No Preliminary drafts - if not drafts, Services / RCMU-031 Books Longer Longer Mag, Ppr then 2 years; GC §34090 RCMU Required Required Engineering Services / RCMU-032 Solar Power Production Operating 10 years 10 years Mag, Ppr Department Preference; GC RCMU Data Logs / Diaries §34090 Underground Service Alerts Department Preference Lead Dept. RCMU-033 (USA's) 3 years 3 years Mag, Ppr (required for 3 years); GC §§4216.2(d) & 4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) 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 imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. IHOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work Division Providing Service / Work Division Providing Service / Work Work Orders / Service Requests RCMU-034 CMMS DATABASE (Computerized Maintenance Management System) Work Orders / Service Requests - RCMU-035 All Information Entered in CMMS Database (Paper drafts) RCMU-036 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) Indefinite When No Longer Required 5 years Indefinite When No Longer Required 5 years Mag Mag Ppr Mag Ppr Data is interrelated; GC §34090 Preliminary drafts (the database is the original); GC §34090 City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No. (OFR) Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'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.a. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, 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 Finance / Accounting FIN-002 & Financial Reporting Finance / Accounting FIN-003 & Financial Reporting Finance / Accounting & Financial Reporting FIN-004 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. Audit Work Papers 2 years 5 years I 7 years I Yes: Udntil Mag, Mfr, OD, Ppr S / I 2 years 3 years 5 years 2 years 3 years 5 years Mag, Mfr, OD, Ppr Mag, Ppr S/I May contain Fire District independent contractor's compensation, expense Yes: After 1 reimbursement, or District credit card records; Meets municipal year government auditing standards; Published articles show 3 - 7 years; GC §§60201 (d)(1 2), 34090 Yes: After Department preference; Meets QC & OD auditing standards; GC §34090 et seq. Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; 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 Revision Adopted: 3/18/2020 Ver.12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed he, refer to the Retention for Citv-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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department Preference (meets Finance / Audits - Single Audits, Grant municipal government auditing Accounting Audits, IRS Audits, 3 years after 5 years after standards); Statewide guidelines & Financial FIN-005 Transportation Audits, PIERS Audit Years Audit Audit Mag, Ppr propose audit + 4 years; Reporting Audit, etc. Published articles show 3 - 7 years; GC §34090 Bank Statements and Trustee Finance / Statements, Fiscal Agent Accounting FIN-006 Statements, Investment Account & Financial Statements, Bank Reporting Reconciliations, Bank Deposits, Bank Transmittal Advice Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. 2 years Fully Defeased + 10 years 5 years 1 7 years Fully Yes: Until Defeased + Maturity 10 years Mag, Ppr Mag, Ppr Finance / Accounting FIN-007.1 Budget Appropriation Transfer 2 years 5 years 7 years Mag, Ppr & Financial Requests Reporting Finance / CalPERS Reports - Annual Accounting FIN-008 Valuation Reports, Actuarial 2 years 2 years 7 years Mag, Ppr & Financial Valuation Reports 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 Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Department Preference; meets auditing standards; GC §34090 Department Preference; GC §34090 Revision Adopted: 3/18/2020 Ver.12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan OC'd? Ilf the record is not listed here, refer to the Retention for Citv-Wide Standards (Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. I HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Cash Receipts / Daily Cash Department preference; Meets Accounting Mag, Mfr, Yes: After & Financial FIN-009 Summaries /Cashiers Reports / 2 years 3 years 5 years OD, Ppr S / I QC & OD auditing standards; GC §34090 Reporting Cash Reports / Petty Cash et seq. Finance / Accounting FIN-010 & Financial Reporting Finance / Accounting FIN-011 & Financial Reporting Finance / Accounting & Financial Reporting FIN-012 Checks / Warrants (Cashed) Collections / Collection Agency Case Files & Statements / Delinquent Accounts DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 3 years 4 yearsk7e 7 years 5 years 2 years 7 years Mag, Mfr, OD, Ppr Mag, Ppr Mag, Ppr Finance / Accounting FIN-013 Deferred Compensation (City 2 years 5 years 7 years Mag, Ppr & Financial Statements) 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 S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§ 34090, 60201(d)(12) Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 Revision Adopted: 3/18/2020 Ver.12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 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) Retention Options M=Mfr Imaged & Center) S=Scan OC'd? 'the record is not listed here, refer to the Retention for Citv-Wide Standards 'etentions 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. (OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Department preference; All tangible property held by Finance / government agencies escheats accounting FIN-014 Escheat (Unclaimed money / 5 years 5 years Mag, Ppr after 3 years; Statute of r Financial uncashed checks) Limitations is 1 year for seized Reporting property; CCP §§340(d), 1519; GC §34090 Finance / Accounting & Financial Reporting Finance / Accounting & Financial Reporting Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements FIN-016 I Financial Services Database FIN-017 Fixed Assets 1 year 1 9 years 1 10 years Indefinite 2 years Indefinite 1 Yes 3 years 1 5 years Mag, Ppr Mag Mag, Ppr Finance / Accounting FIN-018 Journal Entries / Journal 2 years 5 years 7 years Mag, Ppr & Financial Vouchers 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 Department Preference; GC §34090 Data Fields / Records are interrelated; GC §34090 Department Preference (bond auditing purposes; IRS regulations state, "...material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Department Preference; meets auditing standards; GC §§60201 (d)(1 2), 34090, 26 CFR 31.6001-1 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) Center) (Records Retention Vital? Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; W-4s are required four years after the Finance / Accounting Payroll File (By Employee Name) Separation + Separation + due date of such tax for the return period to which the & Financial FIN-019 Includes W-4, other payroll forms 2 years 5 years 7 years Mag, Ppr records relate, or the date such Reporting p g tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting Finance / Accounting & Financial Reporting FIN-020 FIN-021 Payroll Reports - Annual Detail Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) P 2 years 5 years P Mag, Mfr, Yes: After Department preference for OD, Ppr S / I QC & OD SBCERA Buy -backs; GC p §34090 Mag, Ppr Reports, Subsidiary Ledgers, Finance / Reconciliations, Registers, When No When No Accounting FIN-022 Transaction Histories, Balance Longer Longer Mag, Ppr & Financial Sheets, Revenue & Expenditure Required Required Reporting Reports, etc. (MONTHLY OR PERIODIC) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201 (d)(1 2); GC §34090 Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Revision Adopted: 3/18/2020 Ver.12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed here, refer to the Retention for Citv-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/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Reports: Annual State or Finance / Federal: State Controller's Accounting Report, Local Government Mag, Mfr, Yes: After Department Preference; Meets & Financial FIN-023 Compensation Report, Gas Tax, 2 Years 3 years 5 years OD, Ppr S / I QC & OD auditing standards; GC §34090 Reporting MOE (Maintenance of Effort) Report, Street Report, etc. Finance / Accounting FIN-024 Returned Checks / NSF Checks & Financial Reporting Finance / Time Sheets / Time Cards / Accounting FIN-025 Overtime Sheets / Overtime & Financial Cards Reporting Finance / Accounting Vehicle Titles (Pink Slips) - All & Financial FIN-025.1 Vehicles Reporting Finance / Accounting FIN-026 W-2's & Financial Reporting 5 years 5 years I I Mag, Ppr 2 years 5 years 17 years I Mag, Mfr, OD, Ppr Sale or Sale or Mag, Ppr Disposal Disposal 2 years 5 years 7 years Mag, Ppr S Yes: After 2 years Department Preference; Meets auditing standards; GC §34090 Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201 (d)(1 2); GC §34090 Department Preference; GC §34090 Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201 (d)(1 2); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Record (OFR) Records Description Active Inactive (in office) (Records Center) the record is not listed here, refer to the Retention for City -Wide Standards Retention / Disposition Image: Destroy Total Vital? Media I=Import Paper after Retention Options M=Mfr Imaged & S=Scan OC'd? Comments / Reference (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. I HOLDS: Litiqation, complaints, claims, public records act reauests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Department Preference (meets Finance ! municipal government auditing Accounting FIN-027 W-9s Minimum 5 Minimum 5 Yes: Until Mag, Mfr, S ! I Yes: After standards); Statewide guidelines & Financial ears y years Paid OD, Ppr QC & OD propose audit + 4 years; Reporting Published articles show 3 - 7 years; GC &34090 BUDGET MANAGEMENT Budgets - Preliminary, Proposed, Finance / Backup Documents When No When No Budget FIN-028 Longer Longer Mag, Ppr Preliminary drafts; GC §34090 Manage. (The Final Budget is maintained Required Required by the City Clerk) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imp/v a full file folder (e.q. last document + 2 vears), since destruction is normal/v 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). BUSINESS LICENSE & REVENUE Finance / Business FIN-029 Business License & Permit Indefinite Indefinite Yes Mag Data Fields / Records are License & Database interrelated; GC §34090 Revenue Finance / Department preference (Used by Business FIN-030 Business License & Permit P P Mag, Mfr, S / 1 Yes: After Planning for Zoning License & Applications and Changes OD, Ppr QC & OD Clearances); GC §34090 et seq. Revenue Finance / Department preference (meets Business FIN-031 Business License & Permit 5 years 5 years Mag, Ppr municipal government auditing License & Renewals I requirements); GC §34090 et Revenue seq. SPECIAL DISTRICTS Finance / Assessment Rolls / Lighting and Department preference; Meets Special FIN-032 i s Landscape Districts /Specal 5 years 5 years Mag, Ppr auditing standards; GC §34090 Districts District Assessment Rolls Tax et seq. Assessor for Tax Rolls) Community Parks and Landscape Citizens' Oversight Department preference; Finance / Committee (Landscape Formerly Planned Communities Special FIN-033 Maintenance Districts /Special 2 years 2 years Mag, OD Citizens' Oversight Committee; Districts Districts) State law only requires for 30 days; GC §54953.5(b) AUDIO RECORDINGS of Meetinqs / Audio Tapes RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy Active Center) Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & S=Scan OC'd? the record is not listed here, refer to the Retention for City -Wide Standards 'etentions begin when the act is completed, and imply a full file folder (a. a. last document + 2 vears), since destruction is normally performed by file folder. (OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations susvend normal retention periods (retention resumes after settlement or completion). Community Parks and Landscape Citizens' Oversight Formerly Planned Communities Finance / Committee (Landscape y Special FIN-034 Maintenance Districts / Special P P Yes Mag, Mfr, S No Citizens' Oversight Committee; Districts Districts) OD, Ppr Send originals to the City Clerk; GC §34090.7 Finance / Special FIN-035 Districts Finance / Treasury FIN-036 Manage. Finance / Treasury FIN-037 Manage. Finance / Treasury FIN-038 Manage. IMINUTES Community Parks and Landscape Citizens' Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA Bankruptcies - NOT pursued Bankruptcies - Where a claim is filed Investment Reports & Backup / Treasury Reports Minimum 2 years Minimum 2 years TREASURY MANAGEMENT When No Longer Required 10 years When No Longer Required_ 1 IJ 2 years 3 years Mag, Mfr, Yes: After OD, Ppr S / I QC & OD Mag, Ppr Mag, Ppr Mag, Ppr Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver.12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 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) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? the record is not listed here, refer to the Retention for City -Wide Standards 'etentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears)I since destruction is normallvperformed by file folder. 'OLDS: Litiqation, complaints, claims, public records act reauests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Department Preference; Meets Investments / Arbitrage / auditing standards; Published Finance / Certificate of Deposit / articles show disposal + 7 years Investment Bonds (Receipts / Yes: Until for security brokerage slips; Treasury FIN-039 Advisor Reports / Trade Tickets / 5 years 5 years Paid Mag, Ppr statewide guidelines propose Manage. 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 Revision Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr S=Scan Imaged & OW /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 file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Shred Upon Shred Upon Human FR-001 Career File: Equipment Separation Separation Mag, City / District Preference (copies); Resources Assignments (Turnouts, etc.) or Transfer or Transfer Ppr GC § 60200 Copies - Copies - I Finance FR-002 Billings - Fire Alarm Permits, Fire When No When No I Mag, Finance keeps originals; GC § Inspections, Fire Permits Longer Longer Ppr §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Fire / FR-004 ISO Insurance Ratings Admin. Fire / FR-005 Admin. City Clerk FR-006 Fire / FR-007 Admin. Fire / FR-008 Admin. Fire / FR-009 Admin. Monthly Statistical Reports / Run Statistics Mutual Aid Agreements, Joint Power Authorities Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Requests for Fire Incident Reports and Fire Investigation Reports Ride -A -Long Waivers Required Copies - When No Longer Required 15 years When No Longer Required Copies - When No Longer Required Minimum 2 years 2 years 2 years "uNroa - When No Longer Required 15 years When No Longer Required Copies - When No Longer Required Minimum 2 years 2 years 2 years Mag, City Clerk keeps originals; GC § Ppr §60201 60201 Mag, Mfr, OD, S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Ppr Mag, Considered a preliminary draft / Ppr copy (the Fire database is the original); GC §60201 et seq. Mag, Originals Maintained by City Clerk Ppr or County Clerk of the Board Permanently; GC §60201.7 Mag, Department Preference; GC § Ppr 60201 et seq. Mag, Ppr GC §60201 Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Record Series # (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Vital? Center) Image: Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Scan go Comments / Reference the record is not listed here, refer to the Retention for City -Wide Standards etentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. OLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention beqins after settlement). Fire / Standard Operating Procedures / Superseded Superseded Mag, Statewide guidelines propose Admin. FR-010 policy & Procedure Manual + 2 years + 2 years Ppr superseded + 2 or 5 years; GC I Fire / FR-011 Subpoenas (Personal Appearance - 2 years 2 years Mag' l§60201 GC §60201 Admin. Fire Personnel) Ppr Fire / FR-012 Telestaff Database Admin. Fire / Admin. Fire / Admin. Fire / Admin FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) FR-014 Training Database / Log (Target Solutions) Underground Storage Tanks - ALL - FR-015 City or Privately owned) Location, Soil Remediation, Monitorina Well Records Indefinite I 1 Indefinite 1 Yes 5 years Indefinite 10 years Indefinite Indefinite P P COMMUNITY AFFAIRS Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD, Ppr 61 S/I Yes: When Inactive Yes: After 1 year Data is interrelated; GC §60201 et seq. Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Data is interrelated; GC §60201 et seq. Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC �60201 et. seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Records Record Series # (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Vital? Center) Image: Destroy Media I=Import paper after Options M=Mfr Imaged & S=Scan W'd Comments / Reference If the record is not listed here, refer to the Retention for Citv-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: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). When No When No Fire / Longer Longer Community FR-016 Community Outreach Required - - Mag, Department Preference; GC Affairs Minimum 2 LRequired m 2 Ppr §60201 years When No When No Fire / Longer Longer Community FR-017 Public Information /Education Required - Required - Mag, Department Preference; GC Affairs (when produced internally) Minimum 2 Minimum 2 Ppr §60201 years years Lead Dept. FR-018 Volunteer Applications & Agreements - Unsuccessful Volunteer Applications & Lead Dept. FR-019 Agreements (includes emergency contact information) - Successful Applicants 3 years Inactive / Separation + 3 years 3 years Inactive / 3 years Ppr Mag, Mfr, OD, Ppr S Yes: 1 year Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Record Series # (OFR) Records Description Retention / Disposition Image: Destroy Inactive Paper Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr S=Scan Imaged & QUI Comments / Reference IIf 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.a. last document + 2 years), since destruction is normally performed by file folder. (HOLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations 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 I I COMMUNITY RISK Not Less Fire Construction Documents Than 180 Fire / (Submittals, Approved Plans, days from Community FR-021 Drawings, Applications, Alternate the date of Risk Means & Methods, and Similar completion Documents Necessary for Ongoing of the Fire Code Compliance permitted work Life of the Fire Inspections - Business Structure or Fire / Fire Inspection Files / Occupancy Activity, or Marshal & FR-022 Inspections (Approvals, Minimum 5 Fire Prevention Inspections, Fires, Modification / years, Alternative Methods or Materials) Whichever is Longer When No Fire / Fire Longer Marshal & FR-023 Fire Inspections - Citations / Required - Fire Notice of Violations Minimum 2 Prevention years Fire / Approved Fire Suppression, Fire Community FR-024 Sprinkler, Fire Alarm, Private Fire P Risk Underground, and High -Piled Combustible Storage Plans. Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Mag, Yes: CFC §105.4 et seq. , 104.6 et Minimum 5 Mfr, OD, S / I After QC seq.; H&S §19850 years, Ppr & OD Whichever is Longer Life of the Structure or Activity, or Mag, Yes: Required for the Life of the Minimum 5 Mfr, OD, S / I After QC Structure or Activity, or Minimum 5 years, Ppr & OD years CFC §§ 104.6 — 104.6.4 Whichever is Lon er When No Longer Yes: Mag, Yes: Department Preference; GC § Required - Before Mfr, OD, S / I After QC 60201 et seq. Minimum 2 Event Ppr & OD Yes: Department preference (Building IrsMag, Mfr, OD, S / I After QC keeps original); CFC 104.6 et seq.; Ppr & OD GC §§60200, H&S §19850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Record Series # (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Vital? Center) Image: Destroy Media I=Import paper after Options M=Mfr Imaged & S=Scan 4r,d Comments / Reference IIf the record is not listed here, refer to the Retention for Citv-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: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention beqins after settlement). Fire / Community FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Department Preference; GC Risk Ppr §60201 et seq. 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 Longer Community FR-027 Public Information /Education Required - Required - Mag, Department Preference; GC Risk (when produced internally) Minimum 2 Minimum 2 Ppr §60201 years years When No When No Fire / Longer Longer Community FR-028 Weed Abatement / Vegetation Required - Required - Mag, Department Preference; GC Risk Abatement / Brush Clearance Minimum 2 Minimum 2 Ppr §60201 vears years EMERGENCY MANAGEMENT When No When No Fire / Emergency FR-029 Community &Business Emergency Longer Required - Longer Required - Mag, Department Preference; GC Manage. Response Training Minimum 2 Minimum 2 Ppr §60201 years vears When No When No Fire / Emergency Management Programs Longer Longer Mag, Department Preference; GC Emergency FR-030 (Ready RC, Mitigation, Required - Required - Manage. Preparedness, etc.) Minimum 2 Minimum 2 Ppr §60201 vears vears RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr S=Scan Imaged & 90 Ilf the record is not listed here, refer to the Retention for Citv-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: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response & Recovery Man Emergency FR-031 / FEMA / OES Reimbursement 10 years 10 years Yes (all) Mfr, OD, S/I No Department Preference; GC Mana e. g Claims / Strike Team P p r §60201 Reimbursements When No When No Fire / Emergency FR-032 EOC Activations, After Incident Longer Required - Longer Required - Yes (all) Mag, Mfr, OD, S/I No Department Preference; GC Manage. Reports p Minimum 2 Minimum 2 Ppr § 60201 vears vears Fire / EMS FR-033 Fire / EMS FR-034 Fire / EMS FR-035 Fire / EMS FR-036 EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs Emergency Medical PCR Database EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) 3 years Indefinite 3 years Superseded + 6 years 3 years Yes Indefinite Yes 3 years Superseded + 6 years Department Preference - Mag, Controlled substances are Ppr required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Mag Data is interrelated; GC §60201, 60201 et seq. Statute of Limitations for health Mag, providers is 3 years; 13 CCR Ppr 1100.7, UFC §104.3.2, §104.3.4, GC §60201, 60201 et seq. Mag, Yes: Mfr, OD, S After 1 24 CFR 164.5300) Ppr year RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Record Series # (OFR) Records Description Retention / Disposition Active Inactive Total (in office) (Records Retention Vital? Center) Image: Destroy Media I=Import Paper Options M=Mfr after Imaged & S=Scan Comments / Reference If the record is not listed here, refer to the Retention for Citv-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: Litiqation, claims, complaints, public records act requests, audits and/or investiqations suspend normal retention periods (retention beains after settlement) Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946,12960,60201 Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations 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 fter 1 CCP §340.5, GC §60201; H&S transportation) / Consent Form with Ppr §§1797.98(e) 123145; 42 CFR Assignment of Benefits: ADULTS 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 ©1995-2019 Gladweil Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Records Records Description Retention / Disposition Comments / Reference Record Series # Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Vital? Retention Options M=Mfr after Center) S=Scan Imaged & (Jr-d If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed. and imply a full file folder (e.q. last document + 2 vears), since destruction is norma/hi performed by file folder. HOLDS: Litiqation, claims, complaints, public records act requests, audits and/or investiaations 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 Age of Age of providers"; Statute of Limitations Patient Care Reports / PCRs / Majority, Majority, for health providers is 3 years; Paramedic Release Forms (EMS Minimum 7 Minimum 7 Mag, Yes: CCP §340.5, GC §60201; H&S123145; Fire /EMS FR-039 transportation) /Consent Form with years, years, Mfr, OD, S After 1 §§1797.98(e) 42 CFR Assignment of Benefits: whichever is whichever is Ppr year 482.24(b); 9 CCR 9444, 22 CCR JUVENILES 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 / Emergency Mag, Yes: Department preference; CFC §§ Response / Alarm Installation Waiver Forms: FR-040 P P Mfr, OD, S / I After QC 104.6 — 104.6.4; GC §60201 et Fire Smoke and Carbon Monoxide 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 ©1995-2019 Gladwell Govemmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Records Record Series # (OFR) Retention / Disposition Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan %Q Ilf the record is not listed here, refer to the Retention for Citv-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. I HOLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Records Description Comments / Reference Emergency Fire Investigations - Arson & Mag, Yes: Department preference (Capital Response / FR-042 Capital Crimes Only P P Mfr, OD, S / I After QC Crimes have no statute of Fire Ppr & OD limitations); GC §60201 et seq. Marshal Fire / When No When No Emergency Fire Investigations -OTHER Than Longer Longer Mag, Department preference; GC Response / FR-043 Required - Required - Fire Arson & Capital Crimes Minimum 5 Minimum 5 Ppr §60201 et seq. Marshal years years Fire / Emergency Approved Fire Suppression , Fire Mag, Yes: Department preference (Building Response / FR-044 Sprinkler, Fire Alarm, Private Fire P P Mfr, OD, S / I After QC keeps original); CFC 104.6 et seq.; Fire Underground, and High -Piled Ppr & OD GC §§60200, H&S §19850 Marshal Combustible Storage Plans Fire / Emergency Fireflow Testing (CVWD does Life of the Life of the Mag, Yes: Department preference; GC Response / FR-045 testing) Structure Structure or Mfr, OD, S / I After QC §60201 Fire Activity Ppr & OD Marshal Fire / Emergency , Mag Yes: Department Preference (City has Response / FR-046 Hazardous Waste Manifests / 5 years P P Mfr, OD, S / I After QC "cradle to grave" liability); 40 CFR Fire Certificates of Disposal Ppr & OD 262.40, 8 CCR 3204(d)(1)(A), 22 Marshal CCR 66262.40 Fire / Emergency When No When No Mag Response / FR-047 Response Planning Longer Longer Preliminary drafts; GC §60201 Fire Required Required Ppr, Marshal RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver 12.0 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 I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan qr,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.q. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Special Event Permits / Fire Code When No When No Emergency Permits / Operating Permits / Longer Longer Yes: Response / Explosives Permits / Fireworks FR-048 Required - Required - Before Mag, Department preference; GC Fire Permits / Burn Permits (assembly Minimum 2 Minimum 2 Event Ppr §60201 CFC §§ 104.6 — 104.6.4 Marshal permits, candle permits, tent years years permits. open flame„ etc.) STATION OPERATIONS / SUPPRESSION Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years I 5 years ' Pag' 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests Daily Vehicle Inspections / Daily Fire / Ops FR-051 Equipment Checks / Safety Equipment Inspections Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. 2 years When No Longer Required - Minimum 2 years Disposal of Vehicle, Apparatus, or 2 years Longer Required - Minimum 2 Disposal of Vehicle, Apparatus, or F. Mag, Mfr, OD, Ppr Ppr Mag, Ppr Yes: S When GC §60201 Inactive GC §60201 Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 Certifications, Maintenance, Equipment + Equipment + year; 8 CCR § 3203(b)(1); 49 CFR Registrations, Safety Certifications, 2 years 2 years 396.21(b)(1); 49 CFR 396.3(c); �CCP etc. §337 et. Seq., GC §60201 Generator Operation Logs & Lead Dept. FR-053 Inspections - Fixed / Stationary 3 years 3 years Ppr' AQMD Rule 1470; GC §60201 Generators Generator Operation Logs & Mag' AQMD Rule 1470; Form Lead Dept. FR-054 Inspections - Portable / 5 years 5 years Ppr 400—E-13a instructions; GC Emergency Generators §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Govemmental services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Records Record Series # Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QQ 'the record is not listed here, refer to the Retention for Citv-Wide Standards 'etentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. (OLDS: Litiqation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Yes: Fire / Ops FR-055 Pre -plan Sheets When When Before Mag, Preliminary drafts; GC §60201 et Superseded Superseded Event Ppr seq. Fire / Ops FR-056 Station Log Books / Red Books / Minimum 2 Minimum 2 Yes:Mag, Before Department preference; GC Log Books years years Event Ppr §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Rev. Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources Human Resources H R-001 H R-002 Benefit Plan Documents (CaIPERS, Optical, Dental, etc.) Classification / Reorganization Studies (for employee classifications and department structures) Duration of the Contract and/or disDosition of any enforcement action + 2 6- years Minimum 3 years Duration of the Contract and/or Yes: For Jis osition of Duration of Mag, Ppr any Contract enforcement action + 2 6- years Minimum 3 years Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; F,-slaw gate feF FetmFemeRtj State Law requires 2 years after action; 29 CFR 1627.3(b)(2-); 29 USC 1027; GC §§12946, 12960, 34090,60201 Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 'etentions beqin 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. 'OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Bureau of National Affairs recommends 2 years for all supplementary Personnel Human HR-003 Compensation Surveys & Minimum 3 Minimum 3 Mag, Ppr records; Wage rate tables are Resources Studies y ears years 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-027 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC %409.6(k). GC &34090 Human Resources Human Resources HR-004 Department of Fair Employment & Housing (DFEH or EEOC) Claims Department preference; All State and Federal laws require retention until final Final Final disposition of formal Disposition + Disposition + Mag, Ppr complaint; State requires 2 3 years 3 years years after "fully and finally disposed"; 2 CCR 7287.0; §§12946, 12960, 34090, 60201 2 years After 2 years After Superseded, Superseded, Department Preference; GC HR-005 DMV Pull Notices or Upon or Upon Mag, Ppr §§34090, 60201 et seq. Separation Separation RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for Citv-Wide Standards 9tentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally oerformed by file folder. OLDS: Litiqation, complaints, claims, public records act reouests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources H R-006 Human HR-007 Resources Human HR-008 Resources Drug & Alcohol Test Results (All - Positives and Negatives) Employee Investigations Ethics Training Certificates / Harassment Prevention Training Certificates 6 years Minimum Final Disposition + 3 years 5 years 6 years Minimum Final Disposition + 3 years 5 years Mag Ppr Mag, Ppr Mag, Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090, 60201; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; §§12946, 12 660, 34090, 60201 GC §§53235.2(b), 53237.2(b), 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention I Vital? Options M=Mfr Imaged & Center) S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources Human Resources H R-009 HR-010 I-9s Job Descriptions / Classification Specifications Separation + 3 years Minimum Superseded + 6 years Separation + 3 years Minimum Superseded + 6 years Mag Ppr Mag, Mfr, OD, Ppr S/I Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946,12960 34090, 60201 Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or Yes: After discharge; State Law requires QC & OD 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for Citv-Wide Standards etentions 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. OLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources Human Resources H R-011 HR-012 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) Personnel Files - Background Files (Fire, Executives, Information Technology) 5 years Separation + 3 years Minimum 5 I years 3 years Minimum 10 years Separation + 6 years Mag, Mfr, OD, Ppr Mag, Ppr S/I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Records Retention I Vital? Options M=Mfr Imaged & Center) S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Human Resources Human Resources Personnel Files - Benefit File Includes Application, HR-013 Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Personnel Files - Employee File HR-014 Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years Separation + 3 years 3 years 3 years Separation + 6 years Separation + 6 years 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 Mag, Ppr Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 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 action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards 9tentions 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. OLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources Human Resources HR-015 H R-016 Personnel Files - Medical File (all employees) Pre -employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc. Personnel Files - Training File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 6 years Separation + 3 years Whichever Whichever is is Longer: Longer: 24 years, or Separation + Termination 30 years, or of Benefits Termination + 5 years, of Benefits + or Death of 5 years, or Employee + Death of 5 years Employee + 5 years 3 years Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr Mag, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; Per NeoGov Policy; 29 CFR Human HR-027 Recruitment Database 5 years 5 years Mag, Ppr 1627.3(b)(1), 29 CFR Resources (NeoGov) 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090, 60201 Human Resources Human Resources Risk Manag. H R-017 HR-018 Recruitment and Testing File (includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) Accident / Incident Reports / Injury Reports (Potential HR-019 Claims - medical and non- medical that do not result in a claim.) Hiring Decision + 3 years 2 years Hiring Decision + 3 years 2 years RISK MANAGEMENT 2 years 2 years Mag, Ppr Mag, Ppr Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090, 60201 2 years, unless it is a preliminary draft; GC §§34090, 60201 et seq. Department preference; CCP §340.5, GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged & Center) 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 imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department Preference; GC Risk Manag. HR-020 Claim Runs 5 years 5 years Ppr §§34090, 60201 et seq. Claim must be filed within 6 months, lawsuit within 2 years; complaints against peace officers within 5 years; Risk Manag. HR-021 Claims (Includes Litigated Resolution 5 years Resolution + Yes: Until Mag, Mfr, S Yes: After Statute of Limitations for Claims) 5 years Resolution OD, Ppr Settled contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6, 60201 Insurance Polices (City -owned P P Mag, Mfr, S / I Yes: After Department Preference; GC Risk Manag. HR-022 policies) OD, Ppr QC & OD §§34090, 60201 et seq. Calif. Labor Division is required to keep their records OSHA Logs - 200, 300, 301, Mag, Mfr, Yes: After 7 years; OSHA requires 5 Risk Manag. HR-023 301A, OSHA Inspections or 5 years 5 years OD, Ppr S QC & OD years; State law requires 2 Citations years; 8 CCR §3203(b)(1), GC §§34090.7, 60200; LC §6429c Risk Manag. I HR-024 I Subpoenas / Summons 2 years 2 years Mag, Mfr, S / I OD, Ppr Yes: After GC §§34090, 60201 et seq. QC'd & 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 Revision Adopted: 3/18/2020 Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10 OffiRecord ce of Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? ff the record is not listed here, refer to the Retention for Citv-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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human HR-025 Workers Compensation Claim 5 years 5 years Mag Ppr Meets auditingstandards; GC P I Resources Runs / Monthly Reports §§34090, 60201 et seq. Human Resources H R-026 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 10 years Whichever Whichever is is Longer: Longer: 20 years, or Separation + I Termination 30 years, or of Benefits Termination + 5 years, of Benefits + or Death of 5 years, or Employee + Death of 5 years Employee + 5 years Yes: Until Mag, Mfr, Yes: After Separation OD, Ppr S QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Office of Retention No. Records Description Retention / Disposition Record Page L-1 Comments / Reference Image: Destroy Inactive Paper (OFR) (Off -site, , Total Media I=Import (in office) Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is comDleted, and imply a full file folder (e.q. last document + 2 vears), since destruction is normally performed by file folder. HOLDS: Litiqation, claims, complaints, audits, pendinq records requests, 'and/or investigations suspend normal retention ,periods (retention resumes after settlement). LIBRARY Board of Library Trustees Yes: Brown Act challenges must be OD Library LIB-001 P P Yes Mag, Mfr, S After 10 filed within 30 or 90 days of action; AGENDA PACKETS & AGENDAS , Ppr years GC §§34090, 54960.1(c)(1) Board of Library Trustees Library LIB-002 2 years 2 years Mag City Clerk maintains these AUDIO RECORDINGS of Meetings Permanently; GC §34090.7 / Audio Tapes Board of Library Trustees Mag, Mfr, Yes: Library LIB-003 P P Yes OD, Ppr S After 10 GC §34090 MINUTES years Lead Cash Receipts Report / Detail / City preference (not all detail is Dept. & LIB-004 Backup / Accounts Receivable 2 years 2 years Mag, Ppr sent to Finance); GC §34090 Finance Detail / Refund Detail Library LIB-005 Complaints and Compliments 2 years 2 ears Mag, Ppr UGC §34090 When No When No Library LIB-006 Flyers for Library Programs Longer Longer Ppr Preliminary Drafts; GC §34090 Required Re uired RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR ) Active Inactive (Off -site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan f the record is not listed here, refer to the Retention for Citv-Wide Standards detentions begin when the act is completed, and imph✓ a full file folder (e.q. last document + 2 vears), since destruction is normallv performed by file folder. BOLDS: Litigationclaims. complaints, audits., pending records reauests., and/or investioations suspend normal retention periods (retention resumes after settlement). Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Final Final Per California State Library Library Services); CLSA (California Library LIB-007 2 years Expenditure Expenditure Mag, Ppr Records Management Program Services Act) and PLF (Public + 3 years + 5 years Requirements (April 27, 1998); GC Library Foundation) ONLY. For all §34090 others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance When No When No Mag, Mfr, Yes: Department preference (the Library LIB-008 Library Card Applications Longer Longer S OD, Ppr When database is the original record); Required Required Inactive GC §34090 Library LIB-009 (Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library Volunteer / Unpaid Intern Library LIB-010 Applications & Agreements - 2 years 2 years Ppr GC §34090 Unsuccessful or Waiting Library LIB-011 Library Volunteer / Unpaid Intern 2 years r 2 years Ppr GC §34090 Logs (Hours) Library LIB-012 Library Volunteers / Unpaid Intern Applications & Agreements - Successful Inactive / Inactive / Separation + Separation 3 years 1 3 years Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires Ppr 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy site, Inactive Paper Active - Total Vital? Media 1=Import after (in office) OD (Offor -site, Retention Options M=Mfr Imaged & S=Scan Qu? the record is not listed here, refer to the Retention for City -Wide Standards etentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed bit file folder. OLDS: Litiqation, claims, complaints, audits, pending records requests, and/or investioations suspend normal retention periods (retention resumes after settlement). Library LIB-01 3 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Minimum 2 Minimum 2 Department preference; GC Library LIB-014 Problem Patron File Mag, Ppr years years §§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) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions beqin 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods I (retention resumes after settlement or completion). PLANNING Alcohol Beverage Control License When No When No Planning PL-002 Applications (ABC Applications) Longer Longer Mag, Ppr (Non -Records) Required Required Planning PL-003 Annexations / Boundaries / 1 year Consolidations / LAFCO Design Review Committee (Subcommittee of Planning Planning PL-006 Commission) Minimum 2 AGENDAS, AGENDA PACKETS, years MINUTES Planning PL-031 Entertainment Permits / Massage Expiration + 2 Business Permits years Environmental Determinations: Environmental Impact Reports Planning PL-009 (EIRs), Negative Declarations, 1 year etc.) Inside City boundaries, Non - Development Projects Environmental Determinations: Environmental Impact Reports When No Planning PL-010 (EIRs), Negative Declarations, Longer etc.) Required Outside City boundaries P P Mag, Mfr, OD, S / I Yes: After QC & OD Land Records; GC §34090 Ppr P P Mag, Yes: After Department preference; Original Mfr, OD, S / I QC & OD Staff Reports are filed in the Ppr project file; GC §34090 Expiration + Mag, Mfrr,,pOD, S Yes: After Department preference; 2 years QC & OD GC§§34090 Usually filed in the project file; Mag, Final environmental P P Mfr, OD, S Yes: After determinations are required to Ppr QC & OD be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 When No Non -records; EIRs and Longer Ppr Negative Declarations within the Required City Boundaries are with the project file RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for Citv-Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-011 General Plan, Elements and 1 year P P Mag' Mfr, OD, S / I Yes: After City Clerk Maintains all Agenda Packets Permanently; GC Amendments Ppr QC & OD §34090.7 P Planning PL-012 Historic Preservation Survey, 1 year P Mag' Mfrr,, S / I Yes: After Department Preference; GC Evaluations and Designations pOD, QC & OD §34090 Mag, Yes: After Department preference; Planning PL-024 Historic Property Files 1 year P P Mfr, OD, S QC & OD GC§§34090 Ppr Expiration + Planning PL-025 Large Family Day Care Permits Expiration + 2 Mag, Mfrr,,pOD, S Yes: After Department preference; years 2 years QC & OD GC§§34090 Planning PL-013 Master Plans, Specific Plans, Land 1 year P P Mf Oag,D, S / 1 Yes: After Department Preference; GC Use Plans, etc. Ppr QC & OD §34090 When No When No Preliminary drafts not retained Planning PL-014 Materials Boards Longer Longer Mag, Ppr in the ordinary course of Required Required business; GC §34090 Mag, Yes: After Department preference; Planning PL-026 Mills Act Contracts 1 year P P Mfr, OD, S QC & OD GC§§34090 Ppr Planning and Historic Preservation Mag, Department preference; Original Planning PL-015 Commission 1 year P P Mfr, OD, S / I Yes: After QC & OD Staff Reports are filed in the AGENDAS &AGENDA Ppr project file; GC §34090 PACKETS RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning and Historic Preservation Department preference; State Planning PL-016 Commission AUDIO RECORDINGS of 2 years 2 years Mag, OD law only requires for 30 days; Meetings / Audio Tapes I I GC §54953.5(b) Planning and Historic Preservation Commission Mag, Planning PL-017 MINUTES, BYLAWS & P P Yes Mfr, OD, S No GC §34090 RESOLUTIONS Ppr Planning PL-001 Planning PL-018 Planning PL-019 Planning Director Approvals Planning Project Log of Applications, Database Planning Project Files - Approved Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Design Review, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 1 year P P Indefinite I Indefinite Project Approved / Final Decision, or 1 year if Not Approved / No Final Decision P P Mag, Yes: After Department preference; GC Mfr, OD, S / I QC & OD §34090 Ppr Department Preference - Data Yes (all) Mag is interrelated; GC §34090, H&S §19850 Yes Mag, Mfr, OD, Ppr !11 Department preference; Final environmental determinations Yes: After are required to be kept a QC & OD "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Office of Retention No. Records Description Retention / Disposition Record Active Inactive Total Media (OFR) (Records Vital? (in office) Center) Retention Options the record is not listed here, refer to the Retention for City -Wide etentions begin when the act is completed, and imply a full file fo OLDS: Litiqation, complaints, claims, public records act requests Preliminary Review / Courtesy Planning PL-027 Review - PLANS, PROPOSALS, other Documents belonging to Applicant Preliminary Review / Courtesy Planning PL-020 Review - APPLICATIONS, other City Records Planning I PL-028 (Sign Permits Planning Planning Planning PL-022 I Special Studies PL-029 PL-021 Street Name Assignments and Changes Temporary Permits / Special Event Permits / Temporary Entitlements (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, Tree Removal Permits, etc. Standards Ver (e.q. last d audits and/or, When No Longer Required 2 years Life of Sign, Minimum 2 years Minimum 2 years 1 year Minimum 2 years Page PL-4 Comments / Reference Image: Destroy I=Import paper M=Mfr after S=Scan Imaged & QC'd? )cument + 2 years), since destruction is normally performed by file folder. nvestigations suspend normal retention periods (retention resumes after settlement or completion) Applicant's proposals / plans can be destroyed When No When No Longer Required, as no Longer Mag, Ppr application has been submitted, Required and they are not City records; GC §34090 Applicant's proposals / plans can be destroyed When No 2 years Mag, Ppr Longer Required, as no application has been submitted, and they are not City records; GC §34090 Life of Sign, Minimum 2 years Minimum 2 years P P Minimum 2 Yes: During years Event Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, Ppr S Yes: After Department preference; QC & OD GC§§34090 Yes: After Department Preference; GC QC & OD §34090 Yes: After Department preference; QC & OD GC§§34090 Yes: After QC & OD Department preference; GC§§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Retention No. Record (OFR) Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media I=Import (in office) (Records Retention Vital? Options M=Mfr after Center) 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 imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Trails Committee (Subcommittee Mag, Department preference; Original of Planning Commission) Minimum 2 Yes: After Planning PL-030 AGENDAS, & AGENDA years P P Mfr, OD, S / I QC & OD Staff Reports are filed in the PACKETS, MINUTES Ppr project file; GC §34090 Planning PL-024 Zoning Maps (Historically 1 year P P Yes (all) MfrP , OD, S No Department Preference; GC Significant) §34090.7 Planning PL-025 Planning PL-023 Zoning Ordinance Amendments, Reclassifications / Zone Change Zoning Verification Letters 1 year P 1 years P pr Mag, Yes Mfr, OD, Ppr Mag, Mfr, OD, Ppr S/I S/I Yes: After Department Preference 1 year (copies); GC §34090.7 Yes: Afterl Department preference; GC QC & OD 1§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan OC'd? 'the record is not listed here, refer to the Retention for City -Wide Standards 'etentions 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. (OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROCUREMENT Procure- PUR-001 Procurement Database (Planet Indefinite Indefinite Yes Mag Data Fields / Records are ment Bids) interrelated; GC §34090 Department Preference; meets municipal government auditing Procure- ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- Department Preference; GC ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr §34090 Department Preference; meets municipal government auditing Procure- ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procur e- PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr GC §34090 ment RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? Ilf the record is not listed here, refer to the Retention for City -Wide Standards lRetentions 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods I (retention resumes after settlement or completion). PUBLIC WORKS / MAINTENANCE / FACILITIES Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 1 5 years I Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Facilities Lead Dept. Lead Dept. PW-002 I Facility Inspections PW-003 PW-004 Lead Dept. I PW-005 Division Providing PW-006 Service / Work Division Providing PW-007 Service / Work 2 years Generator Operation Logs & Inspections - Fixed / Stationary 3 years Generators Generator Operation Logs & Inspections - Portable / 5 years Emergency Generators Operations & Maintenance Life of Facility Manuals (O&M Manuals) or Equipment Work Orders / Service Requests CMMS DATABASE Indefinite (Computerized Maintenance Management System) Work Orders / Service Requests - All Information Entered in CMMS When No Database Longer Required (Paper drafts) 2 years 3 years I 5 years Life of Facility or Equipment Indefinite When No Longer Required Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag Mag Ppr GC §34090 AQMD Rule 1470; GC §34090 AQMD Rule 1470; Form 400—E-13a instructions; GC §34090 Department Preference; GC §34090 et. seq. Data is interrelated; GC §34090 Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? the record is not listed here, refer to the Retention for City -Wide Standards etentions 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. OLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing PW-008 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) MAINTENANCE / PARKS & LANDSCAPE Public Works / Maint. / PW-009 Arbor Day / Tree City USA, etc. Parks & Landscape Lead Dept. PW-010 Operations & Maintenance Manuals (O&M Manuals) Public Works / Maint. / PW-011 Park Safety Checklist Parks & Landscape Public Works / Maint. / Pesticide Use Permits & Parks & PW-012 Applications Landscape 2 years Life of Facility or Equipment 10 years 2 years 2 years I Life of I Facility or Equipment 10 years 2 years Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr GC §34090 Department Preference; GC §34090 et. seq. Department preference; GC §34090 Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 171.11 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? IIf 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC Parks & §34090 Landscape Public Works / Maint. / Parks & Landscape Public Works / Maint. / Parks & Landscape Public Works / Maint. / Parks & Landscape Division Providing Service / Work Division Providing Service / Work PW-014 Sidewalk Complaints - Parks PW-015 ITree Inventory PW-016 (Tree Maintenance Work Orders 10 years Indefinite 30 years Work Orders / Service Requests PW-017 CMMS DATABASE Indefinite (Computerized Maintenance Management System) Work Orders / Service Requests - AII Information Entered in CMMS When No PW-018 Database Longer Required (Paper drafts) 10 years Indefinite 30 years Indefinite When No Longer Required Mag, Ppr Department preference; GC §34090 Mag Data is interrelated; GC §34090 Mag, Ppr Department preference; GC §34090 Mag I I I Data is interrelated; GC §34090 Mag Ppr Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 tears), since destruction is normally performed by file folder. HOLDS: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP §§338 et Providing PW-019 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342; GC Service / §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) Public Works / Maint. / Streets & Fleets Lead Dept. Public Works / Maint. / Streets & Fleets PW-020 Aboveground Diesel Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs PW-021 IAQMD Permits (Fuel Usage) PW-022 Hazardous Waste Manifests / Certificates of Disposal MAINTENANCE / STREETS & FLEET 20 years 5 years 5 years P 20 years 5 years P Mag, Ppr Mag, Ppr Mag, Mfr, OD, S Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §60201 40 CFR 70.6; GC §34090 Department Preference (City Yes: After has "cradle to grave" liability); QC & OD 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Off ice of Retention No. Records Description Record Retention / Disposition Comments / Reference Destroy Image: Inactive Active (OFR) (Records Total Media Vital? Paper I=Import after (in office) Center) 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 beqin 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: Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations & Maintenance Life of Facility Lead Dept. PW-023 Life of Facility or Mag, Ppr Department Preference; GC Manuals (O&M Manuals) or Equipment Equipment §34090 et. seq. Lead Dept Public Works / Maint. / Streets & Fleets Public Works / Maint. / Streets & Fleets Pre -Trip Inspections / DOT Program / CHP Inspections / PW-024 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks PW-025 Sidewalk Complaints - Right of Way PW-026 (Sidewalk Inspection Database Public Works Stormwater: Operation & / Maint. / Maintenance (Catch Basins, Field, Streets & PW-027 General Cleaning, Open Channels, Fleets Slots, Stormwater Treatment Measures and Trash Cleaning) Lead Dept. PW-028 Underground Service Alerts (USA's) / Dig Alerts 2 years 10 years Indefinite 5 years 3 years 2 years 10 years Indefinite 5 years 3 years Ppr Mag, Ppr Mag Mag, Yes: After Mfr, OD, S / I OC & OD Ppr Mag, Ppr GC §34090; 13 CCR 1234(c) Department preference; GC §34090 Data is interrelated; GC §34090 Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) 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 imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods I (retention resumes after settlement or completion). Public Works Department Preference Underground Storage Tanks (City- Mag, / Maint. / PW-029 Owned - Removed) 10 years P P Mfr, OD, S Yes: After (required for the life of the tank); Streets & 1 year 23 CCR 2712(b), H&S Fleets Location, Soil Remediation Ppr § 25284.2() § i ; GC 34090 et. seq. Public Works / Maint. / PW-030 Used Oil Disposal Streets & Fleets Public Works / Maint. / Streets & Fleets Division Providing Service / Work Division Providing Service / Work PW-031 Vehicle & Equipment History Files AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Work Orders / Service Requests PW-032 CMMS DATABASE (Computerized Maintenance Management System) Work Orders / Service Requests - AII Information Entered in CMMS PW-033 Database (Paper drafts) 3 years Disposal of Vehicle or Equipment + 2 years Indefinite When No Longer Required 3 years Disposal of Vehicle or Equipment + 2 years Indefinite When No Longer Required Mag, Ppr Mag, Ppr Mag Mag Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Data is interrelated; GC §34090 Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020 Ver. 7.0 Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Retention / Disposition Inactive Active Total (Records (in office) Center) Retention Image: Destroy Media I=Import Paper Vital? Options M=Mfr after S=Scan Imaged & QC'd? Page PW-7 Comments / Reference 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/or investigations suspend normal retention periods (retention resumes after settlement or completion) Work Orders / Service Requests - NOT entered in CMMS Database Division (or partial information entered into Providing CMMS Database) City Preference; CCP §§338 et Service / PW-034 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) SAFETY / ADMINISTRATION Public Works / Safety PW-035 Employee Training File (Training Separation + Separation + Mag, Ppr Department preference; GC Admin. Certificates) 3 years 3 years §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020