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HomeMy WebLinkAbout2022-032 - Resolution RESOLUTION NO. 2022-032 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 2021. 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 All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein.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 S. This resolution shall become effective immediately upon its passage and adoption. Resolution No. 2022-032-Page 1 of 2 PASSED, APPROVED, and ADOPTED this 2Id day of March 2022. nis Michael, Mayor ATTEST: 1;0 ' ePReynolds, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) 1, 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 2nd day of March 2022. AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo NOES: None ABSENT: None ABSTAINED: None Executed this 3`d day of March 2022, at Rancho Cucamonga, California. � r — Y —, a ' e i y Reynolds, C Clerk APPROVED AS TO FORM: Nicholas R. Ghire li, City A orney Richards, Watson & Gershon Resolution No. 2022-032- Page 2 of 2 ���N��K� � �.�*nww�wno ��� HOW TO USE RETENTION SCHEDULES @1995-20msladwellGovernmental Services. 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;onindex to locate records im 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 cf 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 (|etteno, memnorondume, purchase nndmrm. etc.)' These records are NOT repeated in the Department retention schedu|e, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length oftime. Each department has o separate retention schedule that describes the records that are unique t# their depmrtment, or for which they are the Cffinm of Record. VVhmra appropriate, the department retention schedules are organized by Division within that Department. If record is not listed in your department retention schedule,refer to the City-wide retention schedule.An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC,an expert in Municipal Government records,and will provide the City with the following benefits: ^Reduce 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 ba used to store records For questions,please contact the City Clerk. ^AUTHORIZATION TO DESTROY RECORDS* QontrucUonofanoriginakrecnndthmthaoaxceedmd |torebendonpehodmuetbeauthorizeda000ndingho City Policies&Procedures 2[hghmdmarmyingit. * |f there ism minimum retention (^MUnimmumm2 yemrs^),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 mwmumnws after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND 01995—2022 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= Electronic Computer Magnetic Media(Hard drives, Networks, 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, or the record may be electronically generated and never exist in paper format;)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 ail purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations(§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board(CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop.(US) LC: Labor Code(CA) Ops.Cal.Atty.Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention t Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged & S=Scan QC'd? Retentions a ly to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, andlor investigations suspend normal retention periods retention resumes after settlement or completion). CITY-WIDE Used by All De artments Accident, Incident, Injury Human Copies- Copies- reports: PUBLIC & Resources 1 When No When No Mag, Copies retained for reference; Risk CW-001 EMPLOYEES,with associated Longer Longer Ppr GC§§34090.7, 60200 Management MSDS, if a chemical was Required Required involved Accounts Payable, Invoices, Petty Cash,Warrant Requests, Copies- Copies- All originals go to Finance Finance CW-002 etc. When No When No Yes: Before Mag, Longer Longer Payment Ppr (these are copies); GC ALL backup is forwarded to Required Required §§34090,7, 60200 Finance Brown Act challenges must be Affidavits of Publications t filed within 30 or 90 days of Public Hearing Notices/Legal Mag' action; Statute of Limitations Lead Dept. CW-003 Advertising1 Affidavits of 2 Years 2 years Mfr, OD, p P r on Municipal Government Posting actions is 3-6 months; GC §§34090, 54960.1(c)(1) Copies- Copies- CityClerk CW-004 Agenda Packets I Staff When No When Na Mfr, Yes: After GC§§34fl90.7,60200 Reports: City Council Longer Longer P,prrD, S QC&OD Required Required Copies- Copies- Agreements&Contracts ALL When No When No Mag, Yes: Upon Ensure the City Clerk receives City Clerk CW-005 ORIGINALS Langer Langer Mfr, OD, S Completio all original agreements; GC Required Required Ppr n §§34090.7, 60200 RANCHO CUCAMONGA, CA 001995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute Wthout prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention l Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media (=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. .last document+2 years), since destruction is normally performed b file folder. HOLDS:Litigation,claims, co m Taints, audits,public records act requests, andlor investi ations suspend normal retention eriods retention resumes after settlement or completion). Some Grants require audits; Grants covered by a Agreements&Contracts: Consolidated Action Plan are ADMINISTRATIVE FILES 10 years or Completion+ required for 5 years; Uniform After Admin. Requirements for (with Grant Funding) 10 years or Funding Grants to Local Governments i Agency Yes: Before s 3 years from expenditure After Funding Mag, Yes: Upon Lead Dept. CW-006 (Correspondence, Insurance Completion Audit, if Agency Audit, Completion Mfr,OD, Sll Completio report or final payment of Administration, Project whichever is Certificates, Project if required, Ppr n required, grantee or subgrantee;2 CFR whichever is 200.334:24 CFR 91.105(h), Schedules, Certified Payrolls, longer longer 92.505,570.490,&570.502(a), Invoices, Logs, RFP,etc.) 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 Agreements&Contracts: Standards=4-7 years;Statute ADMINISTRATIVE FILES of Limitations:Contracts& Completion+ Yes: Before Mag, Yes: Upon Spec's=4 years,Wrongful Lead Dept. CW-007 (Correspondence, Project Completion 10 years 10 years Completion Mfr,OD, Sll Completio Death=comp.+5 years, Administration, Project Ppr n Developers=comp.+ 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, RFP,etc.) termination+5 years;CCP §337 et.seq.,GC§§34090, 60201 et seq. 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g, last document+2 ears), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or com letion . Agreements&Contracts: UNSUCCESSFUL BIDS, ,UNSUCCESSFUL PROPOSALS or RESPONSES Mag, Lead Dept. CW-008 to RFPs (Request for 2 years 2 years Ppr !GC §§34090, 60201 et seq. Proposals)and/or RFQs (Request for Qualifications) that don't result in a contract Audits 1 Audit Reports I Annual Copies- Copies- Financial Reports GAF When No When No Mag, Finance CW-009 r.,.....,Fehensiv, Annual Longer Longer Ppr Copies; GC§§34090.7, 60200 Required Required CW-010 Bids: See Agreements& Contracts Department Staff Meetings Staffing Dept. CW-011 (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 CW-012 Organizations Longer Longer Mag' Non-records (e.g. County Board of Required Required p 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 Adapted: 41712021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media Media I=Impart after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC,d? Retentions apply to the department that is NOT the Office of Record OFR, or the"Lead Department". If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation, claims, co m faints,audits,public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Boards, Commissions,& Committees: Residents Brown Act challenges must be Staffing Dept. GW-013 Advisory Bodies Formed by Minimum 2 Minimum 2 Mag, fled within 30 or 90 days of CITY COUNCIL years years Ppr action;GC§§34090, AGENDAS,AGENDA 54960.1(c)(1) PACKETS Boards,Commissions,& Committees: Residents Department preference;State 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,& Committees: Residents Department Preference;Video recording of meetings are only Advisory Bodies Formed by Minimum 3 Minimum 3 Mag, Staffing Dept CW-015 required for 90 days if audio or CITY COUNCIL years years OD another record is made;GC VIDEO RECORDINGS of Meetings l Audio Tapes §§34090.7,34090 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 Copies- Copies- Mag, Final must be filed with County When No When No es: Current Yes: After Finance GW-017 Budgets-Finals Longer Longer Fiscal Year Mfr,OD, Sil 5 years Auditor;GC§§34090.7,60200, Required Required Ppr 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 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 8� S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record OFR, or the"Lead Department" If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation, claims,co m laints, audits,public records act requests, and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Cash Receipts Detail/Backup Copies- Copies- When No When No Mag, Finance CW-018 1 Accounts Receivable Detail I Longer Longer Ppr GC§§34090.7,60200 Refund Detail 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 Yes: Before Mag, Yes: After Resources! CW-020 Claims Longer Longer Final Mfr,OD, S/I Final GC§§34090.7,34090.6 Risk Required Required Disposition Ppr Disposition Management (Final (Final Disposition) Disposition) City preference;Statute of Limitations for personal Lead Complaints/Concerns from Minimum 2 Minimum 2 Mag, property,fraud,etc.is 3 years; (Responding) CW-021 Citizens years years Ppr Claims must be filed within 6 Dept. months;CCP§340 et seq., 342,GC§§911.2,34090, 60201 et seq. HumSend to Send to Resources CW-022 Complaints Against Employees Human Human Ppr GC§§34090.7,60200 Resources Resources CW-023 Contracts: See Agreements Copies- Copies- Lead Dept. CW-024 Copies or duplicates of any When No When No Mag Ppr GC§§34090.7,60200 record Longer Longer Required I Required RANCHO CUCAMONGA, CA 01995-2017 Gladraell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total vital? Media I=Impart after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". if you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, co m faints, audits,public records act requests, andlor investi ations suspend normal retention eriods retention resumes after settlement or completion . Dept.that Authors Correspondence-ROUTINE Document or CW-025 G Ppr.g.Administrative,Chronological, 2 years 2 yearsMag GC§§34090,60201 et seq. Receives the General Files,Letters, Ppr Memorandums,Reading File, City's Original Working Files,etc.) Document 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of I Retention No. Records Description Retention!Disposition Comments/Reference Record Image: Destroy Inactive(OFR) Active {Records Total Vital? Media I=Import Paper after (in office) Center} Retention Options M=Mfr Ima ed A S=Scan g QC'd? Retentions a ly to the department that is NOT the Office of Record OFR, or the"Lead Department". if Lou are the OFR,refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document+2 Years), since destruction is normal! performed by file folder. HOLDS:Litigation, claims,complaints, audits,Public records act re uests, andlor investi ations suspend normal retention eriods retention resumes after settlement or completion). Correspondence- Electronic and paper records TRANSITORY l are filed and retained based PRELIMINARY DRAFTS, upon their CONTENT. Interagency and Intraagency Records,e-mails,electronic Memoranda NOT retained in records,or social media the ordinary course of business postings where the Content relates in a substantive way to Content NOT Substantive,or the conduct of the public's NOT made or retained for the business,or that ARE made or Dept.that purpose of preserving the retained for the purpose of Informational content for preserving the informational Authors content for future reference are Document future reference When Na When No saved by printing them out and Receives the or CW-026 e.g.calendars,checklists,e-mail Longer Longer Pp�' placing in a file folder,or City's Original or social media posting, flyers, Required Required saving folder outside the e-mail in electronicallya. Document invitations,instant messaging, stem; If not mentioned here, inventories,logs,mailing lists, Y meeting room registrations, or if in question,consult the speaker cards,staff City Attorney to determine if a videoconference chats,notes and record is Considered transitory recordings,supply inventories, /preliminary drafts. GC telephone messages,text §§34090,60201 et seq.,GC messages,transmittal letters, §6252;64 Ops.Cal.Atty.Gen. thank yous,requests from other 317(1981));City of San Jose cities,undeliverable envelopes, v.Superior Court(Smith). visitors logs,voice mails, Supreme Court of S218066.Su webpages,etc.} P California,2017 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention/Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged 8 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. .last document+2 years),since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, co m laints, audits,public records act requests, andlor investi ations suspend normal retention eriods 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 Deposit Accounts/Trust Close+5 Close+5 Mag, Department preference;meets Lead Dept. CW-028 Accounts/Refundable years years Ppr auditing standards;GC Deposits §§34090,60201 et seq. Transitory or source records not retained in the ordinary 2 years After 2 years After course of business;CHP Lead Dept. GW-029 DMV Pull Notices Superseded or Superseded Mag Ppr audits every 2 years; Bureau of National Affairs recommends 2 Separated or Separated years for all supplementary Personnel records;GC §§34090,60201 at seq. As long as the drafts and notes are not retained in the"Regular When No When No Course of Business". Consult' Lead Dept. CW-030 Drafts&Notes: Drafts that are Longer Longer Mag' the City Attorney to determine revised(retain final version) Required Required Ppr if a record is considered a draft. GC§§34090,6252, 6254(a) RANCHO CUCAMONGA, CA (91995-2017 Gtadwell Governmental Services,Inc.-aH rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Descri tion Record p Retention 1 Disposition Comments/Reference Image: Destroy (OFR) Active Inactive Total Media I=Import Paper (in office) (Records Retention Vital? Options M=Mfr Imaged& Center g 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. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Liti ation,claims, complaints, audits,Public records act re nests, and/or investigations suspend n al retention eriods retention resumes after settlement or completion). The Lead Department should print out historical documents (or save source data)prior to GIS Database/Data I Layers When No When No replacing the data, if they Lead Dept. CW-031 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §§34090,60201 et seq.et seq. Lead Dept. CW-032 Grants(UNSUCCESSFUL 2 y y ears 2 ears Mag, Applications, Correspondence) Ppr GC§§34090,60201 et seq. Grants/CDBG/Reimbursable Meets auditing standards; Claims/FEMA Claims/DES Grants covered by a Claims(SUCCESSFUL Consolidated Action Plan are Reports,other records required After required for 5 years; Uniform g 9 to pass the funding agency's Fundin After Funding Admin.Requirements for audit,if required) Agency Agency Audit, Grants to Local Governments Lead Dept. CW-033 2 years Audit, if if required- Mag, is 3 years from expenditure Applications(successful),grant Required- Minimum 5 Ppr report or final payment of agreement,program rules. Minimum 5 years grantee or subgrantee;2 CFR regulations&procedures,reports years 200.334;24 CFR 91.105(h), to grant funding agencies, 92.505,570.490,&570.502(a), correspondence,audit records, 29 CFR 97.42;OMB Circular A completion records 110&A-133; GC§§34090, 60201 et seq.;GC§8546.7 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention l 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". if you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation, claims, co m laints, audits,public records act requests, andlor investi ations suspend normal retention eriods retention resumes after settlement or completion). Send all grievances to Human Copies- Copies- Resources;All State and Human Grievances and Informal When No When No Yes: Before Mag, Federal laws require retention Resources CW-034 Complaints(Employees) Longer Longer Disposition Ppr until final disposition of formal Required Required complaint;State requires 2 years after action is taken;GC §§12946, 12960,34090 Litigation Files/Lawsuits/ Court Case Files Final Final Yes: Until Mag, Department preference;CCP Lead Dept. CW-035 Resolution+5 Resolution+5 Settlement Ppr §§337 et seq.; GC§§911.2, Send Final Settlement Agreements years years 34090,34090.6 to the City Clerk When No When No Preliminary drafts not retained Leave Slips/Time Off Mag, in the Regular Course of Lead Dept. CW-036 Requests Langer Longer Ppr Business GC§§34090,60201 Required Required et seq. RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention I Disposition Comments l Reference Record Image: Destroy Inactive Paper {OFR) Active Total Media 1=import (in office) (Records Retention vital? Options M=Mfr after Center) S=Scan Imaged& QC d? Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule. Retentions be In when the act is com feted,and imply a full file folder e. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Litl at/an, claims,co m faints, audits,public records act requests,andlor invest/ ations suspend normal retention eriods retention resumes after settlement or completion). Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a Material Safety Data Sheet record of the chemical/ (MSDS)/Safety Data Sheet substance/agent,where& (SDS) Chemical Use Report While Mag, Yes-After when it was used is maintained Form(or records of the Lead Dept. CW-037 Chemical In 30 years 30 years Mfr, OD, QC&OD S for 30 years;Applies to chemical/substance/agent, Use Ppr qualified employers;Claims where&when it was used) can be made for 30 years for toxic substance exposures;8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i),GC §§34090,60201 et seq. Copies- Copies- Mag, Originals maintained by City City Clerk CW-038 Minutes-City Council When No When No Yes(all) Mfr,OD, S No Clerk Permanently;GC Longer Longer Ppr §§34090.7,60200 Required Required Copies- Copies- Return any whole unused Municipal Code(these are When No When No Yes: Current Mag, codes to the City Clerk; City Clerk CW-039 copies) Longer Longer Original Mfr,OD, I No Originals maintained by City Ppr Clerk Permanently;GC Required Required §§34090,60201 et seq. When No When No Non-records-may be obtained Lead Dept. CW-040 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC§§34090,60201 et seq. RANCHO 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Inactive Paper Active Total Media I=import (OFR) (Records vital? after (in office) Center) Retention Options M=Mfr Imaged& S=Scan Retentions a ly to the department that is NOT the Office of Record(OFR), or the"Lead Department". if you are the OFR,refer to Lour de artment retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years),since destruction is normally erformed by file folder. HOLDS:Litigation, claims, co m Taints, audits,public records act requests, andlor investi ations suspend normal retention enods retention resumes after settlement or completion). Notices: Public Hearing Statute of Limitations on Staffing Dept. CW-041 Notices and Proofs of 2 years 2 years Mag, Municipal Government actions Publications Ppr is 3-6 months; GC§§34090, 60201 et seq. Copies- Copies- Mag, Originals maintained by City City Clerk CW-042 Ordinances -City Council When No When No Yes(all) MR,OD, S No Clerk Permanently; GC Longer Longer Required Required Ppr §§34090,60201 et seq. Human Send to Send to Resources 1 CW-043 OSHA Inspections or Citations Human Human Ppr GC§§34090.7,60200 Risk Resources Resources Management Ensure records kept in Do Not Retain Do Not Retain Department files comply with Human CW-044 Personnel Files (Department- in in Before Mag, City policy(all originals are Resources level Files) Departments Departments Separation Ppr sent to Human Resources); GC§§34090.7,60200 Shred After Shred After Incorporation Incorporation Notes maintained in a separate folder to be incorporated into Personnel Files(Supervisor's into into Before Mag, performance evaluation,or to Lead Dept. CW-045 Notes) Performance Performance Annual Ppr document progressive Evaluation or Evaluation or Evaluation discipline;GC§§34090 et seq., Documented Documented Discipline Discipline 60201 et seq. When No When No Preliminary Drafts;destroy Lead Dept. CW-046 Unused Photographs Longer Longer Ppr' unnecessary photographs. GC Required Required §§34090,6252,6254(a) 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: 4M2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention/Disposition Comments l 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? 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 rile folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, auditspublic records act requests, and/or invesfi ations 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 at seq. Releases Ppr Mag, Yes: After Department preference;GG 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. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Mag' Statewide Guidelines show 2 the Appraisal) Loans not funded,etc. Ppr years;GC§§34090,6254(h) Not accessible to the public until purchase has been Lead Dept. Real Estate Appraisal Reports: Mag, completed;meets grant Minimum 3 Minimum 5 Yes: After auditing requirements;2 CFR the Appraisal) Loans Ppr (Who Ordered CW-050 Purchased Property,Funded 2 years years years Mir,OD, S QC&OD 200.334; 24 CFR 91.105(h),& 570.502(b);29 CFR 97.42,GC §§34090,60201 et seq.;GC §8546.7 Records Destruction Lists t Copies- Copies- When No When No Mag, City Clerk CW-051 Certificate of Records Longer Longer Ppr GC§§34090.7,60200 Destruction Required Required 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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Retention No. Records Description Retention 1 Disposition Comments I 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? Retentions apply to the department that is NOT the Office of Record OFR, or the"Lead Department" If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Litigation, claims,co m taints, audits,public records act re nests, and/or investi ations suspend normal retention edods retention resumes after settlement or com tetian. Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,etc: When No When No Mag CW-052 Produced by OUTSIDE Longer Longer PPS' Non-Records ORGANIZATIONS(League of Required Required California Cities,Chamber of Commerce,etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Minimum 2 Minimum 2 Mag, Statewide guidelines propose Lead Dept. CW-053 Manuals,Newsletters,etc: superseded+2 or 5 yeas;GC Produced by YOUR years yeas Ppr §§34090,60201 et seq. Department Reference Materials: Policies, Procedures, Brochures, Flyers, When When Mag, Lead Dept. CW-054 Manuals, Newsletters,etc: Superseded Superseded Ppr Copies;GC§§34090.7,60200 Produced by OTHER Departments CW-055 Reference or Working Files: See Correspondence Administratively and Reports and Studies Mag, Yes: After Historically significant, Lead Dept. CW-056 (Historically significant-e.g., 10 years P P Mfr,OD, Sll 10 years therefore retained Zoning Studies) Ppr permanently; GC§§34090, 60201 et seq. RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Revision Adopted: 4/7J2021 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Retention No. Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive Total Media 1=Impart Paper (OFR) (in office) (Records Retention vital? Options M=Mfr after Center) S=Scan Imaged& QC d? Retentions apply to the department that is NOT the Office of Record(OFR),or the "Lead Department". If you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by rile folder. HOLDS:Litigation, claims, co m faints, audits,public records act requests, andlor invest! ations suspend normal retention pedods retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies(other years;statewide guidelines Ppr Lead Dept. CW-057 than Historically significant 10 years 10 years P propose 2 years; If historically reports-e.g.Annual Reports) significant, retain permanently; GC§§34090,60201 et seq. Copies- Copies- Mag, Originals maintained by City City Clerk CW-058 Resolutions-City Council When No When No Yes(all) Mfr,OD, S No Clerk Permanently;GC Longer Longer Ppr §§34090.7,60200 Required Required Lead Dept. CW-059 Special Projects/Subject Files Minimum 2 Minimum 2 Mag, Department Preference; GC /Issue Files years years Ppr §§34090,60201 et seq.et seq. Surveys/Questionnaires(that the City issues) If a summary of the data is Lead Dept. CW-060 compiled,the survey forms are 2 years 2 years Ppr' GC§§34090,60201 et seq. considered a draft or transitory record,and can be destroyed as drafts(When No Longer Required) Copies- Copies- Time Cards/Time Sheets Cop 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 When No When No Preliminary drafts(the time Lead Dept. CW-062 Time Off Requests Longer Longer Ppr card is the final record);GC Required Required §§34090,60201 et seq. 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: 4/7/2021 ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Records Description Retention 1 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? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department" if you are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is norma performed by file folder. HOLDS:Litigation, claims, co m taints, audits,public records act requests, andlor investi a ** s suspend normal retention mods retention resumes after settlement or completion). Department preference;Ethics Training is 5 years;Statewide Training-ALL COURSE guidelines propose 7 years; RECORDS Calif.Labor Division is required Mag, to keep their OSHA records 7 Lead Dept. CW-063 (Attendance Rosters, Outlines 2 years 5 years 7 years Mfr,OD, S Yes:When years;EEOC/FLSA/ADEA and Materials;includes Ethics, Ppr Inactive (Age)requires 3 years for Harassment Prevention & promotion,demotion,transfer, selection,or discharge; State Safety Training&Tailgates) 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 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: 4/7/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Retention No. Records Descri tion Record p Retention!Disposition Comments ! Reference Inactive Image: Destroy (OFR) Active (Records Total Media 1=Import Paper after (in office) Retention Vital? Options M=Mfr Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Center} S=Scan I QC'd? Retentions be in when the act is completed. and imDlv a full file folder (b. . last document+2 Yearsj, since destruction is normaltv Performed bv file folder. MOLDS:1- ation complaints, claimsPublic records act requests, audits and/or investi ations sus end normal retention Periods retention resumes after settlement or completion). ANIMAL SERVICES Animal IndefiniteTReq e AS-001 Animal Registration Database Department preference; Data is Services g (Minimum 3 3 Mag interrelated; GC 34090 years} § When Noo Considered transitory 1 Animal AS-002 Animal Registration Report LongerLonger Ma P r preliminary draft(the database is Services g' p the original); GC§34090, GC Required §6252 Animal AS-003 Animal Trap Deposit Receipts 2 years P r_Services p GC§34090 et seq.Animal AS-004 Site Reports/Rabies Control Department Preference;GC Services Records 3 years Yes Mag, Ppr §34090 et seq. Animal 3 years is required; FA Services AS-DD5 Clinics: Spay and Neuter 3 years t3years Ppr §32003(e), CCP§§336(a), 337 at.seq., GC§34090 Animal AS-006 Drug Los3 years is required; FA Services g g 3 years Ppr §32003(e), CCP§§336(a), 337 et.seq., GC§34090 Animal Investigations/Problem Files -- Resolution + Resolution + Services AS-007 (barking, loose dogs,dangerous g' p Ma P r Department Preference; GC dog reports,etc.) 4 years 4 years §34090 et seq. Animal AS-0D8 Medical Records, Surgical 3 years is required; FA Services Records,X-rays 3 years 3 years Ppr §32003(e), CCP§§336(a), 337 at.seq., GC§34090 Animal Meet and Greet/Animal 3 years is required; FA Services AS-009JAdoption Contracts 3 years 3 years Ppr §32003(e), CCP§§336(a), 337 et.seq., GC§34090 Animal Notices to Comply,Warning AS-010 Letters 1 Notices/Citation Books 3 years 3 years Ma P r Department preference; GC Services (Off leash, etc.) 9 p §34090 RANCHO CUCAMOGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute with"prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver.5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Retention No. Records Description Retention l Disposition Comments l Reference Record Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (in office) (Records Retention Vaal? Options M=Mfr Imaged& Canter) S=Scan C' If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imply a full file folder e. .last document+2 ears since destruction is normally performed by rile folder. HOLDS:Liti ation com faints claimspublic records act re uests audits andlor investi ations 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 AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag treatment records;FA§32003(e), Services 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 Strays/Incoming Animals! 3 years is required; FA Animal §32003(e), PC§597.1(d);CCP AS-015 Impound Records/Impound 3 years 3 years Mag, Ppr §§336(a),337 et.seq.,GC Services Cards/"Relinquishments" §34090 Animal AS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC§34090 et seq. Services RANCHO CUCAMOGA, CA. 01996-2017 Gladweil Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Image: Destroy_ Inactive Paper (OFR) Active (Records Total Vital? Media 1=Impart 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 normal!y perforined by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or com letion). BUILDING&SAFETY Building & Address Assignments I Changes 1 Mag, Department Preference; GC Safety BL-001 Corrections P P Mfr,O D, S 1 I No §34090 Ppr Department preference; Building& BL002 Address Files I Building Permits P P Yes{all) Mfr' OD, S Yes: After Statewide guidelines propose - Safety P r QC &OD permanent; GC§34090, H&S P §19850 Building & Department Preference-Data Safety BL-003 Building Permit Database Indefinite Indefinite Yes(all) Mag is interrelated; GC§34090, H&S §19850 Upon Upon Department preference; Mag ,g, Building& Building Plans-Cancelled, Expiration, Yes: After Preliminary drafts not retained i BL-004 Cancellation Mfr, OD, 5 n the ordinary course of Safety Expired or Withdrawn Cancellation or Ppr QC & OD business; CBG§104.7; or Withdrawal Withdrawal H&S§19850, GC§34090 Department Preference; Law Building Plans-Finalled- requires for the life of the INDUSTRIAL, COMMERCIAL, building for commercial and P P Yes(ail) Mfr, OD, 5 Building& MULTI-FAMILY DWELLINGS, Mag' Yes: After common interest dwellings only; BL-005 Safety PLACES OF PUBLIC QC&OD Statewide guidelines propose 2 ACCOMMODATION,TENANT Ppr years for blueprints& IMPROVEMENTS specifications; CBC 104.7& 107.5. H&S§19850, GC§34090 RANCHO CUCAMONGA, CA. ©1995-2419 Gladweil Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver.9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Retention No. Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media Media 1=Import after {in office) Center) Retention Options M=Mfr Imaged l 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:Liti ation, complain , claims,public records act requests, audits andlor investigation suspend normal retention eriods retention resumes after settlement or completion). 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 Building& Building Plans-Finalled- Mag, Yes: After ranch buildings. Safety BL-006 SINGLE FAMILY RESIDENTIAL- P P Yes Mfr,OD, S QC&OD (d)Any one-story building SFR and APPURTENANCES Ppr 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 California Building Code 1. Attorney preference for Building& BL-007 California Standard Code(12 When P P Mag, Ppr reconstruction issues;GC Safety Parts) Superseded §50022.6 Building& Mag' Yes: After Department Preference;GC Safety BL-008 Certificate of Occupancy(CofO) P P Yes(all) Mfrr,,OD, S QC&OD §34090 pr RANCHO CUCJAMONGA, 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: 4/7/202 1 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL•3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record -_- Image: Destroy {OFR} Active Inactive(Records Total Media Media 1=import {in office} Center) Retention Vital? Options M=Mfr after 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. .last document+2 years), since destruction is nonnally performed by file folder. HOLDS:Liti ation,complain , claims,public records act requests, audits andlor investigation suspend normal retention eriods retention resumes after settlement or completion). Construction Notices Building& Inspection Notices Safe BL-009 2 years 2 years Mag, Ppr GC§34090 Safety (correction notices, compliance orders, stop work notices,etc.) Building& BL-010 Plan Check Comments When When Mag, Ppr Preliminary Drafts;GC§34090 Safety Finalled Finalled When No When No Building& BL-011 Reports: Building Activity Longer Longer Mag, Ppr Preliminary Drafts(the database Safety is the original); GC§34090 Required Required Building& Requests&Permissions to — Safety BL-012 Receive Copies of Plans(to and 2 years 2 years Mag, Ppr GC§34090 from Architects) RANCHO CUCAMONGA, CA. 01995-2019 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Retention No. i Records Description Retention l Disposition Comments t Reference Inactive LimageDestroy (OFR) Active (Records Total Vital? Media paper after (in office) Center) Retention OptionsImaged& QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection district Department preference; Mag, Mfr, Yes: After Includes final budget and final City Clerk CC-001 Board, Public Safety 2 years P P OD Ppr S i I QC &OD audit reports I 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: 417/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention/Disposition Comments I 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.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation, complaints, claims,public records act re uests,audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Agreements&Contracts-ALL (INFRASTRUCTURE,OR IF IMAGED,JIPAs,MOUs, FRANCHISES) Agreement or Contract Department Preference;All includes all contractual infrastructure contracts obligations(e.g. Specifications should be permanent for and Successful Proposal/ emergency preparedness; Scope of Work) Statute of Limitations is 4 Yes: Before Mag,Mfr, Yes: Upon years; 10 years for Errors& City Clerk CC-002 Completion P P Completion OD,Ppr S Completion Omissions;land records are Examples of Infrastructure: permanent by law;CCP§337 Architects,Buildings,bridges, et.seq.,GC§34090; covenants,development, Contractor has retention environmental,Joint Powers, requirements in 48 CFR MOUs,park improvements, 4.703 property&property restrictions, redevelopment,reservoirs,sewers, sidewalks,street&alley improvements,settlement, subdivisions,utilities,water,etc RANCHO CUCAMONGA, CA. 01995-2017 Giadwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Retention No. Records Description Retention/Disposition Comments I 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. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti anon, complaints,claims,public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion. Agreements&Contracts-ALL (NON-INFRASTRUCTURE, Professional Services Agreements-NOT IMAGED) Department Preference; Statute of Limitations is 4 Agreement or Contract years; 10 years for Errors& includes all contractual Omissions; land records are CityClerk CC-003 obligations(e.g. Specifications Completion+ Yes: Before Completion 10 years 10 years Comp letion Mag,Ppr permanent by law;CCP p and Successful Proposal! §§337.337.1(a), 337.15,343; Scope of Work) GC§34090,Contractor has retention requirements in 48 Examples of Non-Infrastructure: CFR 4.703(a) Consultants,Landscaping, Painting,Slurry Seals(Paving), Tree Trimming,Leases,Personnel, Professional Services,etc. City Clerk CC-004 Articles of Incorporation P P Mag'Mfr' S/I Yes: After Department preference;GC OD, Ppr QC&OD §34090 Board&Commission/ City Clerk CC-005 Committee Maddy Act Lists/ 2 years 2 years Mag,Ppr GC§34090 Vacancy Notices Board&Commission City Clerk CC-006 Applications(Successful and L2 years 2 years Mag,Ppr GC§34090 Unsuccessful) 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record [(Re nactive Image: Destroy (OFR} Active Total Media I=Import Paper after (in office} cords Retention Vaal? 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. .last document+2 years), since destruction is normally erformed by file folder. HOLDS:Lifi anon, complaints, claims,public records act requests, audits and/or investigations suspend normal retentionperiods 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 Council Subcommittees: All recommendations are City Clerk CC-008 Agendas, Minutes (composed solely of less than 2 Years 2 years Mag, Ppr presented to the City Council; GC§§34090,60201 et seq. a quorum of the City Council) City Council, Board& Mag,Mfr, Yes: After Department preference;GC City Clerk CC-009 Commission Historical List of P P OD, Ppr S l I QC&OD §34090 Members Economic Interest Filings Statements filed electronically (FPPC 700 Series Forms- are required for 10 years; City Clerk CC-044 Statement of Economic 10 years 10 years Mag, Mfr, S l I Yes: After City maintains copies only; Interests): OD,Ppr QC&OD original statements are filed with FPPC;GC§81009(f)(g); ELECTRONICALLY FILED � GC§$4615 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Inactive Image: Destroy s Active {Record Total vital? Media I=Import Paper after (OFR) (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:Liti ation, complaints, claims,public records act re uesis, audits andlor investigations suspend normal retentionperiods retention resumes after settlement or completion). Economic Interest Filings (FPPC 700 Series Forms- City maintains original P City Clerk CC-010 Statement of Economic 7 years 7 years Mag,Mfr, S/I Yes: After 2 statements;GC Interests): ALL FILED N OD, pr 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 City Clerk CC-012 FPPC Form 801 (Gift to 7 years 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) City Clerk CC-014 FPPC Form 803(Behested 7 years 7 years Mag, Ppr S/1 Yes: After 2 GC§81009e Payment Report) years FPPC Form 804(Agency Mag, Mfr, S/1 Yes: After 2 FPPC Regulation 18734(c); City Clerk CC-015 Report of New Positions) P P OD,Ppr years GC§81009e FPPC Form 805(Agency Mag, Mfr S/I, Yes: After 2 FPPC Regulation 18734(c); City Clerk CC-016 Report of Consultants) P P OD,Ppr years GC§81009e FPPC Farm 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. 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No. Records Description Retention I Disposition Comments l Reference Inactive Image: Destroy (OFR) Active Total Media l=Import Paper after (m off-ice) Center} Retention ce (Records Vital? Options M=Mfr Imaged& S=Scan QC'd? if the record is not listed here, refer to the Retention for Cit -i�de Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits andlor inve16 sti ations suspend normal retention periods retention resumes after settlement or completion), ELECTIONS-CONSOLIDATED Assessment District Ballots, City Clerk CC-018 Protest Letters, & Envelopes- 2 years 2 years Ppr GC§53753(e)(2) Prop, 218 proceedings Campaign Filings(FPPC 400 For Electronic Filings, Data Series Forms&Form 501): that has been maintained for SUCCESSFUL CANDIDATES Mag,Mfr, Yes: After 2 at least 10 years may then be (Elected Officials) OD, P City Clerk CC-019 2 years P' P S archived in a secure format; r All,whether filed electronically p years Paper must be retained for at or not least 2 years; GC §81009(b)&(g); GC§84615(i) Campaign Filings(FPPC 400 Candidates without Series Forms & Form 501): committees are not required UNSUCCESSFUL to file their statements, City Clerk CC-020 CANDIDATES 5 years 5 years Mag,Mfr, S Yes: After 2 reports or copies online or Includes Unsuccessful OD, Ppr years electronically; Paper must be Candidates Without retained for at least 2 years; Committees that Don't File GC§81009(b)&(g); GC Electronically §84615 Campaign Filings (FPPC 400 -- Series Forms, 501 Form): UNSUCCESSFUL Statements filed electronically City Clerk CC 020.1 CANDIDATES, 10 years 10 years Mag. Ppr Sit are required for 10 years; GC ELECTRONICALLY FILED- §81009(b)&(g); GC§84615 WITH or WITHOUT Committees 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 Adopte& 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Records Description Retention t Disposition Comments 1 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'd7 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complaints, claims,public records act re uests, audits andlor investi afions suspend normal retentionperiods 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 4 years Mag, Ppr least 2 years; GC ORIGINAL WITH CITY CLERK §81009(0&(g) (copies) Campaign Filings(FPPC 400 OTHER Paper must be retained for at Series Forms): O City Clerk CC-022 COMMITTEES{ THEACS-not 7 years 7 years Mag, Ppr least 2 years;GC §81009(c)&(g) candidate-controlled) Department Preference: Statewide guidelines Candidate File: Nomination proposes 4 years for Papers, Candidate Statement Term of Term of successful candidates,2 City Clerk CC-023 Office+4 Office+4 Mag, Ppr years for unsuccessful;CA Forms,etc.-SUCCESSFUL CANDIDATES years years law states term of office and 4 years after the expiration of term and does not delineate between the two; EC§17100 Statewide guidelines Candidate File: Nomination proposes 4 years for Papers,Candidate Statement successful candidates,2 City Clerk CC-024 Forms,etc.- Election+4 Election+4 Mag, Ppr years for unsuccessful; CA UNSUCCESSFUL years years law states term of office and 4 CANDIDATES years after the expiration of term and does not delineate between the two; EC§17100 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: 4M2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) Center)(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.g. last document+2 ears), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). i 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 Mag, Mfr, Retained for Historical value, City Clerk CC-026 (copies of resolutions, final 2 years P P S No results; Certificate of Election) OD, Ppr GC §34090 Results+8 Results+8 Not accessible to the public: months or months or Final Final The 8 month retention applies after election results, or Elections-Petitions (Initiative, Examination Examination final City Clerk GC-027 Recall or Referendum) + 1 year after + 1 year Ppr examination if no election, i unless there is a legal or petition after petition FPPC proceeding. EC examination examination i if insufficient insufficient §§17200(b)(3}' 174Q0 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record I _ Inactive Image: Destroy (OFR) Active (Records Total vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti anon, complaints, claims,public records act re uests, audits andlor investi ations suspend nomtal retentionperiods retention resumes after settlement or completion). City Clerk determines Historical Records, historical significance; Photographs,&Historical records can address a variety City Clerk CC-028 Projects(e.g.Incorporation, P P Mag,Mfr, S No of subjects and media. Some City Seal,Awards of significant OD, Ppr media(e.g.audio and video historical interest,etc.) tape)may be limited because of the media's life expectancy; GC§34090 Minutes: City Council, Redevelopment Agency, City Clerk CC-029 Successor Agency,Oversight P P Mag,Mfr, S/I No GC§34090 Board, Fire Protection District OD, Ppr Board, Public Safety Commission Municipal Code City Clerk CC-030 Administration,Distribution, 2 years 2 years Mag, Ppr GC§34090 etc. Municipal Code History/ Mag,Ppr Mfr, Yes: After Department preference Supplements OD, City Clerk CC-031 P P S/I QC'd&OD (retain one of each supplement); GC§34090 Oath of Office: City Council, Term of Mag,Mfr, Yes: After Department Preference;GC City Clerk CC-032 Boards&Commission Office+4 P P S/I OD, Ppr QC'd&OD §34090 Members years City Clerk CC-033 Ordinances P P Mag,Mfr, S/I Yes: After GC§34090 -7 OD, Ppr QC'd&OD RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. Records Description Retention/Disposition Comments 1 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti afion, complaints, claims,public records act requests,audits and/or investigations suspend normal retentionperiods retention resumes after settlement or completion). Petitions(submitted to Council on any subject-Dog Parks, Parking,Traffic Calming,etc.) Mag, Mfr, Yes: After Department preference;only City Clerk CC-034 2 years 2 years OD, Ppr S/I QC'd&OD 1 year is required; GC See Elections for Initiative, §50115 Recall or Referendum Petitions City Clerk CC-035 Public Records Requests/ 2 years 2 years Mag, Mfr, S/I Yes: After GC§34090 Request for Records OD,Ppr QC'd&OD Recorded Documents: ALL- Deeds, Easements, Liens& Releases, Rights of Way, City Clerk CC-036 Notices of Completion, P P Yes(all) Mag, Mfr, S No Department preference;GC Recorded Agreements 1 OD, Ppr §34090 et seq. Contracts, Certificate of Compliance,etc. Recordings-AUDIO of City Council, Redevelopment Department preference;State City Clerk CC-037 Agency,Successor Agency, 2 years 2 years Mag,OD law only requires for 30 days; Oversight Board, Fire GC§54953.5(b) Protection District Board, Public Safety Commission 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Retention No. Records Description Retention/Disposition Comments I 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 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 erfonned by file folder. HOLDS:Liti anon, complaints, claims,public records act re uests,audits andlor investi ations suspend normal retentionperiods retention resumes after settlement or comptenon. Recordings-VIDEO of City Council, Redevelopment Department Preference; Agency,Successor Agency, Minimum 3 Minimum 3 Video recording of meetings City Clerk CC-038 Oversight Board, Fire years years Mag, OD 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 I I 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 Redistricting Web Page District Boundary Web Page City Clerk CC-046 (Map, Redistricting Process, 10 years 10 years Mag, Ppr EC§21608(g);GC§34090 Agendas,Calendars, Notice, etc.) Resolutions: City Council, Redevelopment Agency, Successor Agency,Oversight Mag,Mfr, City Clerk CC-041 Board Fire Protection District P P OD, Ppr S i 1 No GC§34090 Board, Public Safety Commission Secretary of State Statement City Clerk CC-045 of Facts/Registry of Public 2 years 2 years Mag, Ppr GC§34090 Agencies 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Retention No. Records Description Retention l Disposition Comments t 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 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:Liti anon, complaints, claims,public records act requests, audits an investigations suspend normal retentionperiods retention resumes after settlement or completion). When No When No Preliminary drafts used to City Clerk CC-042 Speaker Cards Longer Longer Ppr produce minutes;GC§34090 Required Required RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written pennission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER gage CM-1 Office of Retention No. Records Description Retention 1 Disposition Comments 1 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 C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is normal! erformed by file folder. HOLDS:Litigation, complaints, claimspublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY MANAGER City CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC§34090 Manager City CM-001 Annual Reports/Strategic Plans P P Mag, Mfr, S 1 I Yes: After Department Preference; GC Manager OD, Ppr QC'd&OD §34090 City CM-015 Art in Public Places(City Projects, 5 years P P Mag,Mfr, S/I Yes: After Department preference; GC Manager not Developer Projects) OD, Ppr QC&OD §34090 Brown Act challenges must be City Art In Public Places Committee Minimum 2 Minimum 2 filed within 30 or 90 days of Manager CM-016 AGENDAS,AGENDA PACKETS years years Mag' Ppr action; GC §§34090, 54960.1(c)(1) City Art In Public Places Committee Mag, Mfr, Manager CM-017 MINUTES&BYLAWS P P OD, Ppr S No GC§§34090 City CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC§34090 Manager City CM-003 City Council Correspondence Minimum 2 Minimum 2 Mag Ppr Department Preference; GC Manager years ears §34090 City Council/Commission Contact When No When No Preliminary documents: GC Manager CM-004 Forms Longer Longer Mag, Ppr §34090 et seq. Required Required _ _ City Grand Jury Reports and Department Preference(the Manager CM-005 Responses(Regarding City 5 years 5 years Mag, Ppr Grand Jury keeps their reports 5, Operations) years); GC §34090 City Mag, Mfr, Yes: After Manager CM-006 Proclamations 1 Commendations 2 years 2 years OD Ppr S/I QC'd&OD GC §34090 Projects, Programs, Subject& City Minimum 2 Mlnimurn 2 Department Preference; GC Manager CM-007 Issues(Issues and/or projects will years years Mag' Ppr §34090 vary over time) _ City CM-008 Public Comment Cards 2 years Mag, Mfr, 5 i l ° Yes After GC§34090 Manager 2 years OD, Ppr QC'd &OD RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Retention No. Records Description Retention 1 Disposition Comments I Reference Record _ Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & 5=scan C'd7 If the record is not listed here, refer to the Detention 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 p ublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. Manager City Speech Notes I PowerPoint Manager CM-010 Presentations 2 years 2 years Mag, Ppr GC §34090 et seq. Copies- Copies- i When No When No Invoices are maintained by Finance CM-011 Travel 1 Conferences Longer Longer Mag' Ppr Finance; GC §34090.7 Required Required Videos(Public activity, etc. Not When Na When Na Content does not relate in a City CM-012 City Council or Advisory Body Longer Longer Mag, Ppr substantive way to the conduct Manager Videos, nor regular, ongoing of the public's business; GC operations of the City) Required Required §34090 et seq. city CM-013 Weekly Reports (News& Notes) 2 years 2 years Mag, Mfr, S t I Yes: After GC §34090 Mana er OD. Ppr OC'd&OD COMMUNITY IMPROVEMENT Community C1-001 Citations Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC Improve. years ears §34090 Cade Enforcement I Abatement When No 7When No Department preference: Case is Loner Community CI-002 Case Files(Includes appeals and Requigred- Requier gred- Yes: Until Mag, Ppr open until satisfactorily resolved Improve. Cade Enforcement Complaint Minimum 2 Minimum 2 Resolution (some cases are not resolved); Letters) CFC§104.3.4, GC§34090 ears years RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Retention No. Records Description Retention 1 Disposition Comments I Reference Record -- - Destroy -- Image: 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-Vide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years, since destruction is normally performed by file folder. HOLDS:Litigation, 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 Accident 1 Incident Reports When No When No Management CS-D01 (Members of the Public) longer Longer Mag, Ppr GC§34090.7 Required Required Activity I Special Programs 1 Special Event Files& Reports I When No When No ABC Permits, where required Longer Longer Community CS 002 Required- Required- Mag, Ppr Department preference; GC Services §34090 After School, Children's Programs, Minimum 2 Minimum 2 Cultural Arts, Sports, Seniors, years years Filming,Theatre Programs etc. Community CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Services _ CommunityArt in Public Places 1 Artists in Mag, Yes: After Department preference; GC CS-004 Residence-Successful P P Mfr, OD, S I I Services P QC &OD §34090 Placements Ppr When No When No CommunityArt in Public Places I Artists in Longer Longer Department preference; GC CS-005 Residence-Unsuccessful Required- Required- Mag, Ppr Services Proposals Minimum 2 Minimum 2 §34090 years years Artist Contracts Yes: Mag, Yes: Department preference; Community Completion+ Upon Statute of Limitations: CS-006 Includes Insurance Certificates and Completion 5 years Before Mfr, OD, SII Services Administration Records 5 years Completion Ppr Completio Contracts&Spec's=4 years; n CCP§337 et. seq., GC§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Retention No. Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media 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.Liti ation, complain claims,public records act requests, audits andlor investigations sus end normal retention er. ds retention resumes after settlement or completion). Community CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years,unless it is a Services preliminary draft; GC§34090 Capital Improvement Projects(CIP- where Community Services is the Department preference; Some Lead): Administration File/NOT 10 years or Completion+ grant funding agencies require Scanned After 10 years or audits;Statute of Limitations Funding After Funding for Errors&Omissions is 10 Community Project Administration, Certified Upon Agency Agency Yes: Until years:Statute of Limitations: CS-008 Payrolls,Community Outreach! Mag, Ppr Contracts&Spec's=4 years, Services Notifications, Project Schedules, Completion Audit, if Audit, Completed Wrongful Death=comp.+5 Progress meetings,Punch Lists, required, required, years, Developers=comp.+10 Real Estate Appraisals, RFIs& whichever is whichever is years;Statewide guidelines Responses,Temporary Easements, longer longer propose termination+5 years; Construction Manager's Logs, Daily CCP§337 et.seq.,GC§34090 Inspections, Daily Logs, 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: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Retention No. Records Description Retention/Disposition Comments I 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. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complain claims,public records act requests, audits andlor investigations sus end normal retention mods retention resumes after settlement or completion). Capital Improvement Projects(CIP- where Community Services is the Lead): Permanent File/Scanned Records Specifications/RFP&Addenda, Department preference; Agreement/Contract(copy), Yes: retained for disaster Community Successful Proposal,Change Upon Yes: Until Mag' Complet. preparedness purposes; Services CS-009 Orders,Geotechnical Studies& Completion P P Completed MfrP p OD, S/I +10 Statewide guidelines propose Reports, Operations&Maintenance years Permanent for Infrastructure Manuals(O&M Manuals,)Materials plans;GC§34090 Testing Reports,Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos,Soil Reports, Studies, Submittals, Surveys,etc. Class Instructors Contracts Yes: Mag, Yes: Department preference; Community Completion+ Upon Statute of Limitations: CS-010 Includes Insurance Certificates and Completion 5 years Before Mfr, OD, S/I Services Administration Records 5 years Completion Ppr Completio Contracts&Spec's=4 years; n CCP§337 et.seq., GC§34090 Yes: Department preference; Community Completion+ Yes: Mag, Upon Statute of Limitations: CS-011 Client/Provider Agreements Completion 5 years Before Mfr, OD, S/I Services 5 years Completion Ppr Completio Contracts&Spec's=4 years; n CCP§337 et.seq.,GC§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Retention No. Records Description Retention!Disposition Comments 1 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 fife folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:L tion, complain , claims, ublic records acf re uests, audits andlor investigations suspend nomaat retention eriods retention resumes after settlement or completion). The Foundation obtained operational independence as Community&Arts Foundation Mag, of June 2019;Original Staff Community Yes: After Reports are filed in the project Services CS-012 P P Mfr, OD, S/1 2 years file; Brown Act challenges must AGENDA PACKETS&AGENDAS Ppr be filed within 30 or 90 days of action; GC§§34090, 54960.1(c)(1) City preference;The Community&Arts Foundation Foundation obtained Community CS-013 2 years 2 years Tape operational independence as Services AUDIO RECORDINGS of Meetings (Mag) of June 2019 State law only /Audio Tapes requires for 30 days;GC §54953.5(b) Community&Arts Foundation Mag, The Foundation obtained Community CS-014 P P Yes Mfr,OD, S No operational independence as Services MINUTES RESOLUTIONS&BYLAWS Ppr of June 2019;GC§34090 Lead Dept.& CS-015 Credit Card Receipts 2 years 2 years Mag,Ppr City preference(not all detail is Finance sent to Finance);GC§34090 Community CS-016 Customer Relations/Member Indefinite Indefinite Mag Ppr Data fields are inter-related; , Services Database GC§34090 et seq. Lead Dept.& Deposits/Cash Receipts Detail/ City preference(not all detail is Finance CS-017 Backup/Accounts Receivable 2 years 2 years Mag, Ppr sent to Finance); GC§34090 Detail/Refund Detail 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: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=impart (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 Ci -fflde 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:Liti ation,complain claims,public records act requests, audits andlor investi ations sus end normal retention perdiods retention resumes after settlement or completion). When No When No Longer Longer Community CS-018 Donations Required- Required- Mag,Ppr Department Preference;GC Services §34090 Minimum 2 Minimum 2 years years When No When No Content does not relate in a Community CS-019 Evaluations/Surveys(of programs) Longer Longer Mag, Ppr substantive way to the conduct Services of the public's business;GC Required Required §34090 Event Service Agreements/ESS Contracts/Special Event Contacts Yes: Department preference; Com Community /Professional Service Agreements Completion+ Yes: Mag, Upon Statute of Limitations: Services CS-020 (PSAs) pletion 5 Yeas 5 years Before Mfr, OD, S!I Completio Contracts&Spec's=4 years; Includes Insurance Certificates and Completion Ppr n CCP§337 et.seq., GC§34090 Administration Records Community Facility Use Rental Contracts i Field Yes: Services CS-021 Use Contracts/Facility Use 2 years 2 years Before Mag, Ppr GC§34090 Requests Event Community CS-022 Fundraising Events Services 2 years 2 years Mag, Ppr GC§34090 Lead Dept.& CS-023 Gift Shop Sale Receipts 2 years 2 years Mag,Ppr City preference(not all detail is Finance sent to Finance);GC§34090 House Reports/Program Files/ When No When No Community Event Files/Sponsored Vouchers i Longer Longer Department Preference;GC Services CS-024 Coupons (Theatre) Required- Required- Mag,Ppr §34090 Includes Contract Billing Minimum 2 Minimum 2 years years RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4M2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Paper (OFR} (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd7 if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and irpply a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Liti ation, com laTnts, claims,public records act requests, audits and/or invests ations sus end normal retention eriods 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 Yes: After Community Park and Recreation Commission Mag, 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) Park and Recreation Commission Community Tape City preference; State law only Services CS-027 AUDIO RECORDINGS of Meetings 2 years 2 years (Mag) requires for 30 days;GC /Audio Tapes §54953.5(b) Park and Recreation Commission Community Mag, Services CS-028 MINUTES RESOLUTIONS& P P Yes Mfr, OD, S No GC§34090 BYLAWS Ppr Performance Contracts Yes: Mag, Yes: Department preference; Community Completion+ Upon Statute of Limitations: CS-029 Includes Insurance Certificates and Completion 5 years Before Mfr,OD, S/I Services Administration Records 5 years Completion Ppr Completio Contracts&Spees=4 years; n CCP§337 et.seq.,GC§34090 Community Yes: Services CS-030 Photo Waivers 2 years 2 years Before Mag, Ppr GC§34090 Event 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: 4/7/2021 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 Active Total Media 1=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 rile folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:L tion, complain claims,public records act requests, audits andlor investi ations sus end no retention pedods retention resumes after settlement or complefion. Community GS-031 Recreation Database(Active Net) Indefinite Indefinite Mag Department Preference;data is Services interrelated; GC§34090 Registration/Applications/ Yes: Community Liability Forms/Release of Liability During Services CS-032 Forms/Permissions: Camps, Field 2 years 2 years Class or Mag,Ppr GC§34090 Trips,Authorization to give Medicine,etc. Program Community Yes: Services CS-033 Safety Inspections 2 years 2 years Before Mag,Ppr GC§34090 Event Community When No When No Preliminary drafts not retained. Services CS-034 Schedules/Hours Longer Longer Mag,Ppr in the ordinary course of Required Required business;GC§34090 Community Department Preference(meets Services CS-035 Scholarships 5 years 5 years Mag, Ppr auditing standards);GC §34090 Community Senior Advisory Committee-All Services CS-037 Records(Members are not 2 years 2 years Mag,Ppr GC§34090 Appointed by the City Council) Community CS-039 Sign-in/Sign-Out Sheets for 2 years 2 years Mag,Ppr GC§34090 Services classes and programs Community Sports Advisory Committee-All Services CS-040 Records(Member are not 2 years 2 years Mag,Ppr GC§34090 Appointed by the City Council) 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: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active Total Media I=Import (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. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti afion, complaints, claims, ublic records act re nests, audits andlor investi ations suspend normal retention eriods 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 business; GC§34090 Preliminary drafts/Transitory records-NOT made or Community When No When No retained for the purpose of Services CS-042 Sports Score Sheets, Schedules Longer Longer Mag, Ppr preserving the informational Required Required content for future reference, GC§34090;64 Ops.Cal.Atty. Gen.317(1981)) When No When No Community Theatre Member Files/Patron Files Longer Longer Yes: Department Preference;GC Services CS-043 Required- Required- Before Mag, Ppr {Gym,etc.) Minimum 2 Minimum 2 Event §34090 years ears Community When No When No Preliminary drafts not retained Services CS-044 Ticket Stubs Longer Longer Mag, Ppr in the ordinary course of Required Required business; GC§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwetl Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office of Retention No. Records Description Retention 1 Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media 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. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complain claims,public records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or completion). Consistent with employee personnel files(Courts treat volunteers as employees); Volunteer/Unpaid Intern EEOC/FLSA/ADEA(Age) Lead Dept. CS-045 Applications&Agreements- 3 years 3 years Ppr requires 3 years for promotion, Unsuccessful or Pending demotion,transfer, selection, Applicants 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/FLSAIADEA(Age) Volunteer/Unpaid Intern requires 3 years for promotion, Applications&Agreements Inactive i Inactive/ Mag, Yes: 1 demotion,transfer,selection, Lead Dept. CS-046 (includes emergency contact Separation+ Separation+ Mfr,OD, S or discharge;State Law information) -Successful 3 years 3 years Ppr year requires 2-3 years;29 CFR Applicants 1602.31 &1627.3(b)(1),8 CCR§3204(d)(1)et seq.,GC §§12946, 12960,34090;29 USC 1113 Community CS-047 Waivers of Liability 2 years 2 years Mag,Ppr GC§34090 Services 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: 4/7/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Record of !Retention No. Records Description Retention I Disposition Comments 1 Reference Inactive Image: Destroy Active Center) Total Media 1=Import Paper after (OFR) (in office) {Records Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion), DEPARTMENT OF INNOVATION&TECHNOLOGY Used for Disaster Recovery Depart. of When No When No Purposes Only; Considered a Innovation copy and can be destroyed & DOIT-001 Backups- DAILY Longer Longer Yes Mag. when no longer required; tapes Technology Required Required are in autochangers and are overwritten; UGC§34090 et seq. Used for Disaster Recovery Purposes Only; Store off-site in Depart. of When No When No commercial storage for disaster Innovation recovery„ Considered a copy & DOIT-002 Backups-WEEKLY Longer Longer Yes Mag• and can be destroyed when no TechnologyRequired Required longer required; retention based on administrative value; recycle _ tapes; GC§34090 et seq. Depart. of Innovation DOIT 003 Network Configuration Maps& 2 years 2 years Yes Mag. GC §34090 et seq. & Plans Technology For legal compliance for Depart. of WORM/DVD-r 1 CD-r 1 Blue Ray- Trustworthy Electronic Records Innovation. R or other UNALTERABLE (when the electronic record & DOIT-004 MEDIA that does not permit P P OD serves as the official record); GC Technology additions, deletions, or changes 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: 4/7/2021 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention I Disposition Comments I Reference Record _ ]nactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, complaints, claims,public records act re uests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ECONOMIC DEVELOPMENT I REDEVELOPMENT I SUCCESSOR AGENCY Economic Economic Development Projects, Develop. 1 Programs, Subject& Issues Minimum 2 Minimum 2 Department Preference, GC RDA/ ED-001 ,Mag Ppr Successor (Issues and/or projects will vary years years §34090 Agency over time) Economic Develop. / Department Preference; GC RDA/ ED-002 Mobile Home Accords P P Mag, Ppr §34090 Successor Agency Economic - — - Develop. I Department preference, meets RDA/ ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr municipal auditing standards-, Successor GG§34090 Agency Recorded Documents: ALL- Copies- Copies- Deeds, Easements, Liens& When No When No Mag, Mfr, Finals are maintained by City City Clerk ED-004 Releases, Rights of Way, Notices Longer Longer Yes (all) OD Ppr S No Clerk; GC§34090 et seq. of Completion, Recorded Required Required Agreements I Contracts, etc. Economic----- --- --- - - _ Develop./ Redevelopment Long Range Completion Completion Department preference; GC RDA/ ED-005 Property Management Plans, + 10 years + 10 years Mag, Ppr §34090 Successor Oversight Plans Agency Economic Develop./ RDA/ ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090 Successor Agency RANCHO CUCAMONGA, CA 01995-2017 Gtadwetl Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 417/2021 ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-2 HOUSING, RDA, SUCCESSOR AGENCY Office of Record Retention No. Records Description Retention 1 Disposition Comments 1 Reference Inactive Image: FDestroy Active Total Media I=Importter (OFR) (in office) (Records Retention Waal? Options M=Mfr & Center) S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, cam laints, claims,public records act requests, audits andlorinvesti ations sus end normsl retention periods retention resumes after settlement or completion). Redevelopment Projects& Project Planning, Building and Areas Economic Engineering retains final Develop.! (Ensure Planning has all documents of construction Completion Completion projects(transfer any CIP + 10 ears RDA l ED-007 Environmental Documents, ears + 10 Mag' Ppr Successor Engineering has all CIP Projects, y y project files to Engineering); Agency and City Clerk has all Real Covers various Statute of Property records for Permanent Limitations; CCP§337 et seq.; _ retention) _ GC §34090 Economic Develop. ! Department preference, meets RDA 1 ED-008 Relocations Completion Completion Mag, Ppr municipal auditing standards; Successor + 5 years + 5 years CCP§337 et seq.; GC§34090 A enc HOUSING Foreclosure Notices/Notices of Disposition DispositiI City Attorney preference; GC Housing ED-009 Defaults(NOD) +5 years + 5 ea Mag, Ppr §34090 5 years a HUD requires 5 years after the Housing Programs: Affordable After the the project completion; documents Housing Projects, Rehabilitation, Affordability imposing recapture/resale 9 J Affordaby CDBG-funded Housing Projects, Period Period restrictions are 5 years after the etc. Terminates, affordability period terminates; Terminates, or the Mag, Mfr, Yes: When Uniform Admin. Requirements Housing ED-010 5 years Written or the OD Ppr S!I Inactive for Grants to local Governments WITH a Recapture l Resale Agreement Written is 3 years from expenditure Restriction Terminates, Agreement report; 2 CFR 200.334;24 CFR Whichever Terminates, 92.508(a)&(c)&570.502(a)(16), Deeds are sent to City Clerk is Longer Whichever 982.158, 884.214; 29 CFR is Longer 97.42, GC§34090 RANCHO CUCAMONGA, CA (D1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/71202 T ver.6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-3 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Records Total vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Sc n C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e._last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Liti ation compTaints claimspublic records act re uests audits and/or investi ations sus end normal retention eriods retention resumes after settlement or com tetion. 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-o Plan Requirements;Required for Housing ED-011 OR OR Mag, Mfr, S/l Yes: After 3-4 years from expenditure or WITHOUT a Recapture/Resale Forgiveness Forgiveness OD, Ppr QC&OD performance report;2 CFR Restriction +5 years +5 years 200.334;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 I 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 01995-2017 Gia&ell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Retention No. Records Description Retention i Disposition Comments l Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (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-LI ide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ENGINEERING ADMINISTRATION SEE CITY-WIDE CAPITAL PROJECTS Capita[Improvement Projects (CIP): Maintenance Projects - Department preference, Some . Not Involving Professional 5 years or Completion + grant funding agencies require Resign Professional Services After 5 years or audits; Statute of Limitations for Engineering Funding After Funding Errors& Omissions is not Services l (All Records) Upon Agency Agency Yes: Until applicable; Statute of Capital Ca ENG-001 P Completion Audit, if Audit, if Completed Mag, Ppr Limitations: Contracts& t i f M l xampes of Projects E required, required, Spec's=4 years; Statewide Projects: Painting, Pavement whichever is whichever is guidelines propose termination Overlays, Repairs, Ramps, Re- longer longer + 5 years; CCP§337 et. seq., Roof, Sidewalk Repairs, Slurry GC§34090 Seals, etc. Capital Improvement Projects (CIP): Administration File l NOT Department preference; Some Scanned 10 years or Completion+ grant funding agencies require After 10 years or audits; Statute of Limitations for Engineering Project Administration, Certified Funding After Funding Errors&Omissions is 10 ears; Services l Payrolls, Community Outreach/ years: Agency Agency Yes: Until Statute of Limitations: Contracts ENG-002 Notifications, Project Schedules, Mag, Ppr & Spec's=4 years,Wrongful Projects Capital Progress meetings, Punch Lists, Completion Audit, Audit, if Completed Death=comp. +5 years, required, required, Real Estate Appraisals, RFIs& whichever is whichever is Developers=camp. + 10 years; Responses, Temporary longer longer Statewide guidelines propose Easements, Construction termination +5 years; CCP Manager's Logs, Daily Inspections, §337 et. seq., GC§34090 Daily Logs, Photos, etc. RANCHO CUCAMONGA, CA. @1995-2017 Gladwell Governmental Services,Inc.-al[rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 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 1=Import after (in office) Center) Retention Options M=Mfr imaged& S=Scan QC'd7 If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complain ,claims,public records act requests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Capital Improvement Projects (CIP): Permanent File!Scanned Records Specifications&Addenda, Department preference; Agreement/Contract(copy), Engineering Yes: retained for disaster Successful Proposal,Change Mag, Services/ Upon Yes: Until Complet preparedness purposes; Capital ENG-003 Orders,Geotechnical Studies& Completion P P Completed Mfr,OD, S/I +10 Statewide guidelines propose Projects Reports, Operations& Ppr years Permanent for Infrastructure Maintenance Manuals(O&M Manuals,)Materials Testing plans;GC§34090 Reports, Grading Permits, Hazardous Materials Plans,Notice of Completion, Soil Reports, Studies,Submittals, Surveys,etc. Engineering Services 1 ENG-004 Construction Inspection Indefinite Indefinite Yes Mag Data Fields/Records are Capital Databases interrelated; GC§34090 Projects Engineering Services 1 Design&Construction Standards- Mag'P P Mfr Yes: After Department Preference;GC Capital ENG-005 Authored by the City P,O D, S/I QC&OD §34090 Projects 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Retention No. Records Description Record p Retention!Disposition Comments l Reference Image: Destroy (OFR) Active (Records Total Vltal? Media 1=Import Paper (in office} Retention Options M=Mfr after Center) Imaged 8 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 normal! erformed b file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigation suspend normal retention periods retention resumes after settlement or com letion . Engineering Drawings, Maps, Plans and -7Drafts should be destroyed; Some maps are also retained Services/ Record Drawings, Large-Format Mag, Capital ENG 006 Drawings, Capital Improvement P P Yes(all) Mfr, OD, S No by Planning; Selected maps are Projects Project"As-Built", Base Maps Ppr retained in Public Works foradministrative purposes;GC §34090, 34090.7 ENVIRONMENTAL PROGRAMS Engineering Services/ ENG-007 CCTV-Storm Drains 2 ears 2 ears Mag, Ppr Department preference Environment y y (Preliminary drafts GC 34090 al Programs { °�'' )� § Engineering Services/ ENG-008 Construction Diversion/Deposit, Department preference; GC Environment Reimbursement, etc. 10 years 10 years Mag, Ppr al Programs §34090 Engineering Department preference; Services/ FOG(Fats, Oil&Grease)!Source Monitoring records required for Environment ENG-009 Contra)l Pretreatment Annual 1 3 years 3 years Mag, Ppr 3 years; POTW reports are al Programs Semi-Annual Reports required for 3 years;40 CFR - 403.12; GC§34090 Engineering Services/ Household Hazardous Waste/ ENG-010 RecyclinglDisposal/Participant 3 years 3 14 CCR 18813.4; 22 CCR Environment years Mag, Ppr al Programs Logs 66262.40 et seq.; GC§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/71202 1 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Retention No. Records Description Retention 1 Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total LMedia =Import(OFR) (in office) (Records Retention Vital? M=NIfr after Center) Imaged S=Scan 8� 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 fife folder(e.g. last document+2 ears, since destruction is normal!y performed by file folder. .HOLDS:Litigation, complaints. claims, ublic records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or com letion . Engineering Required for a minimum of 5 Services i Sanitary Spills and Overflows Mag' 'Yes: After years;40 CFR 122.410)(2); ENG-011 5 years 5 years Mfr, OD, S 1 I Environment (SSOs) QC&OD SWRCB Order 2006-03;40 al Programs Ppr ,CFR 122.41{j)(2); GC §34090 Department preference; SB 1383 compliance is required for Engineering I Solid Waste Reduction 1 5 years. Low-Carbon Fuel Services I Recycling 1 AB 939 Compliance 1 Standard requlations credits ENG-012 Tonnage Reports/ SB 1383 10 years 10 years Mag, Ppr can be received for 10 years. Environment al Programs iCompliance(Organic Waste- and are eligible for an g Collection and Recycling) extension: 14 CCR� 18995:.2 H&S§39730.7: GC§34090 et seq. I Engineering Services I ENG-013 Solid Waste Tonnage I AB 939 10 years 10 years Mag, Ppr Department preference: GC Environment §34090 al Programs Engineering Required for a minimum of 5 Mag' Yes(after years,40 CFR 122.410)(2); Services/ Environment ENG-014 Stormwater Illicit Discharges 5 years 5 years Mfr, OD, S I I 2 years) SWRCB Order 2006-D3; 40 Ppr R§§122.21, 122.41, 122.44; al Programs CC § Engineering Department Preference; 9 g Monitoring records required for Services I ENG 015 Stormwater Monitoring/NPDES 5 years 5 years Mag, Ppr 13 years; 40 CFR§§122,21, Environment I Monitoring and Inspection 122.41, 122.44; CCP§337 et al Programs seq. RANCHO CUCAMONGA, CA. DD 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Retention No. Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active Total Media I=Import (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.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Lib tion complain claimspublic records act requests, audits and(or investigation suspend normal retention ends retention resumes after settlement or completion). Engineering Required for a minimum of 5 Services/ Mag' Yes: After years;40 CFR 122.410)(2); Environment ENG-016 Stormwater: Business Inspections 5 years 5 years Mfr,OD, S 1 I QC&OD SWRCB Order 2006-03;40 al Programs Ppr CFR§§122.21, 122.41, 122.44; GC§34090 Engineering Mag Department preference; Services/ Stormwater: NPDES Annual Yes: After Monitoring records required for Environment ENG-017 Reports 5 years 5 years Mfr,OD, S/1 QC 3 years;40 CFR§§122.21, al Programs Ppr 122.41, 122.44 Engineering Department Preference; Services/ Expiration+5 Expiration+ Yes: Until Monitoring records required for Environment ENG-018 Stormwater: NPDES Permits years 5 years Expiration Mag, Ppr 3 years;40 CFR§§122.21, al Programs 122.41, 122.44; CCP§337 et seq. Department preference;plans Engineering must be updated every 5 years, ENG-019 Services/ Stormwater: TM 5 years 5 years Mfr, OD, S/I DL Plan(Total Mag' Yes: After audits are required every 2 Environment Maximum Daily Load)Plan QC&OD years;SWRCB Order 2006-03; al Programs Ppr 4§§122.21, 122.41, 122.44;GC §34090 Engineering Water Quality Management Plans Mag, Services/ Yes: After Department preference;GC Environment ENG-020 (Commercial, Private P P Mfr, OD, S 1 I QC&OD §34090 al Programs Development) Ppr 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: 4/7/2021 1/er. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) 'fictive (Records As vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& S�Scan QC'd7 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+2 ears), since destruction is normal!y performed by file folder. HOLDS:Liti ation, complaints, claims, public records act re quests, audits and/or investi ations sus end normal retention p eriods retention resumes after settlement or completion). GENERAL ENGINEERING Engineering Services/ Mag' Department Preference; GC General ENG-021 Aerial Maps(Analog 1 Historical) P P Mfr, OD, S 1 I No §34090 Engineering Ppr Engineering Services 1 Mag' Yes: After Department Preference-, GC General ENG-022 Benchmarks P P Mfr General SII QC&OD §34090 Engineering _ Department preference; Some Engineering Correspondence-Regulatory Yes: While Mag, correspondence from Services 1 Agencies Not Related to a GIP Minimum 2 Minimum 2 Yes: After General ENG-023 (State&Federal Agencies, EPA, years years Active Mfr, OD, S QC Regulatory Agencies need to be Engineering Health Department, etc.) Issues Ppr retained for long periods of time; GC §34090 Encroachment Permits 1 Engineering Excavation Permits: Temporary Final I Final I Services 1 (Street Permits, Temporary Yes: Until General ENG-024 Construction, Sidewalk Repairs, Completion + Completion+ Completion Mag, Ppr GC§3409D Engineering Traffic Control, Utility Cuts etc.) 2 Years 2 years Includes Insurance Certificates Engineering Encroachments-Permanent Mag, Services 1 Yes: After Department Preference; GC General ENG-025 (Permanent structures in the City's P P Mfr, OD, S QC & OD §34090 Engineering Right of Way) Ppr Engineering Services I Data Fields 1 Records are General ENG-026 Engineering Permits Database Indefinite Indefinite Yes Mag interrelated; GC§34090 Engineering RANCHO CUCAMONGA, CA. C11 99 5-2 01 7 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-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? !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. .last document+2 years),since destruction is normally performed by rile folder. HOLDS:Litigation, complain , claims,public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Engineering Engineering Studies/Surveys- Mag, Services 1 Yes: After Department Preference; GC General ENG-027 Preliminary Studies 1 Project P P Mfr,OD, S/I QC&OD §34090 Engineering Assessments Ppr Engineering Geotechnical and Soil Reports; Mag, Services/ Yes: After Department Preference; GC General ENG-028 Hydrology Reports(Authored on P P Mfr,OD, S es&OD Depart Engineering behalf of the City) Ppr Engineering Mag Services/ Grading Plans, Grading Plans& ' Yes: After Department Preference;GC General ENG-029 Grading Certificates P P MPprD, S QC&OD §34090 Engineering Engineering Services/ Lighting and Landscape Districts- Mag' Yes: After Department preference;GC General ENG-030 Formation and Boundaries P P Mfr, S QC&OD §34090 Engineering Engineering Master Plans: Bikeway, Park, Mag, Department preference; Drafts Services/ Pavement, Sewer,Traffic, Yes: After General ENG-031 Transportation,Water Master P P Mfr,OD, S QC&OD should be destroyed;GC Ppr §34090 Engineering Plan,etc. Copies- Copies- City Clerk ENG-032 Public Works Subcommittee When No When No Mag Ppr GC§34090.7 Longer Longer Required Required 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after Center) (in office) Retention Options M=Mfr Imaged & ' S=Scan QC,d? If the record is not listed here. refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder e.g, last document+2 ears), since destruction is normal!y performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigation suspend normal retention periods retention resumes after settlement or com letion). 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 I 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. LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC§34090 et seq. Private Land Development Projects 1.lob Files: Administration File Construction Inspections, Statute of Limitations for Errors Engineering Correspondence, Photos, Private &Omissions is 10 years; Services 1 Lab Verifications,Testing Lab Upon Completion+ Yes: Until Statute of Limitations: Contracts Land Dev.& ENG-035 Final Reports,etc. Completion 10 years 10 years Completed Mag, Ppr & Spec's=4 years,Wrongful Transportatio Death=comp. +5 years, n Examples of Development Develop e rs=comp. + 10 years; Projects: CUPS, Lot Line CCP§337 et. sect., GC§34090. Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps,Tracts,. TPMs, TSMs 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Retention No. Records Descri tion Record p Retention/Disposition Comments l Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged 8� S=Scan QC'd7 1f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normally erformed by file folder. HOLDS:Liti tion, complain , claims,public records act requests, audits and/or,investi ations suspend normal retention eriods 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/ MagDepartment preference; Land Dev.& ENG-036 Dedications, Easements, Upon P P Yes: Until fr, O Yes: After retained for disaster Completion Mfr, OD, SII Transportatio Abandonments(City Clerk is OFR) p Completed 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 When No Mag Ppr copies;GC§34090.7 Longer Longer Required Required Engineering Services/ Traffic Congestion Management Land Dev.& ENG-038 plans/Transportation Plans 10 years 10 years Mag Ppr Department preference;GC Transportatio §34090 n RANCHO CUCAMONGA, CA. 01995-2017 Gladwel!Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adapted: 4/7(2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of Retention No. Records Description Retention 1 Disposition Comments 1 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-tMde Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document+2 ears), since destruction is normatl performed by file folder. HOLDS:Litigation. complaints, claims, public records act requests, audits andlor investigation suspend normal retention periods retention resumes after settlement or completion). Engineering Services 1 Department preference; GC Land Dev. & ENG-039 Traffic Counts 10 years 10 years Mag Ppr, §34090 Transportatio n - - — - Engineering Services I Land Dev. & ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC§34090 Transportatio n _ - Engineering Services I Land Dev. & ENG-041 Self-Haul Permits 2 years 2 years I Mag Ppr GG§34090 Transportatio n - -- - - Engineering Department preference Services 1 (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 §34a9Q n - — Engineering Services 1 Transportation Studies I Traffic Mag, Yes: After'Department preference; GC Land Dev. & ENG-043 Studies 1 Warrants: Signals, Stop P P Mfr, OD, SII QC&OD §34090 Transportatio Signs, Crossing Guards, etc. Ppr n RCMU -RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering Department Preference; GC Services I RCMU QQ1 Applications for Service 2 years 2 years Mag, Ppr §34090 RC MU 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Retention No. Records Description Retention I Disposition Comments I 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:Liti ation complaints, claims,public records act requests, audits andlor investigations suspend normal retention perdiods retention resumes after settlement or completion). Lead Dept. RCMU-002 AQMD Permits(Generators,etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6;GC§34090 Engineering Services I RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC§34090 RCMU Engineering Bulk Power Log Sheets/ Services/ RCMU-004 Purchasing/Suppliers 10 years 10 years Mag,Ppr Department Preference;GC RCMU (Evaluations, Financial Data. §34090 Reports or Studies) Capital Improvement Projects(CIP -RCMU): Administration File J NOT Scanned(Electricity, Fiber or Department preference; Some grant funding agencies require Street Lights Only) 10 years or Completion+ audits; Statute of Limitations for After 10 years or Project Administration,Certified Funding After Funding Errors&Omissions is 10 years; Engineering Statute of Limitations:Contracts Payrolls, Community Outreach/ Upon Agency Agency Yes: Until Services 1 RCMU-005 Notifications, Project Schedules, Completion Audit,if Audit,if Completed Mag, Ppr & =4 years,Wrongful RCMU Deathth=comp. +5 years, Progress meetings, Punch Lists, required, required, Developers=comp.+10 years: Real Estate Appraisals, RFIs& whichever is whichever is Statewide guidelines propose Responses,Temporary longer longer termination+5 years; CCP Easements,Construction Manager's Logs, Daily Inspections, §337 et.seq., GC§34090 Daily Logs, etc. RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media 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. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Liti tion, complain ,claims,public records act re uests,audits and/or investi ations suspend normal retention pefiods retention resumes after settlement or completion). Capital Improvement Projects(CIP -RCMU): Permanent File I Scanned Records(Electricity, Fiber or Street Lights Only Specifications/RFP&Addenda, Department preference; Agreement/Contract(copy), Yes: retained for disaster Engineering Successful Proposal,Change ,Mag Upon Yes: Until Complet preparedness purposes; Services! RCMU-006 Orders,Geotechnical Studies& Completion P P Completed Mfr,OD, Sit +10 Statewide guidelines propose RCMU Reports,Operations& Ppr years Permanent for Infrastructure Maintenance Manuals(O&M plans;GC§34090 Manuals,)Materials Testing Reports,Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos,Soil Reports,Studies, Submittals, Surveys,etc. Engineering Customer Information Service Services/ RCMU-007 (CIS)Database Indefinite Indefinite Mag Data is interrelated;GC§34090 RCMU Department of Energy(DOE)& Engineering Mag, Federal Energy Regulatory Yes(after Department Preference;GC Services I RCMU-008 Commission(FERC)Licenses and P P Mfr,OD, S/1 QC) §34090 RCMU Regulatory Correspondence Ppr Engineering Department of Energy(DOE)& Department Preference;GC Services I RCMU-009 Federal Energy Regulatory P P Mag, Ppr §34090 RCMU Commission(FERC)Reports 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: 4/7/202 1 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Retention No. Records Description Retention!Disposition Comments 1 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 Cit -wde Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complain claims,public records act re uests, audits andlor investigations suspend normal retention periods retention resumes after settlement or completion). Copies- Copies- When No When No City Clerk RCMU-010 Easements Longer Longer MfrfrPp, O Yes: After D, S OC (copies); GC§34090.7 Required Required Engineering Mag, Department Preference Services/ RCMU-011 Electricity Drawings!As-Bullts/ P P Mfr,OD, S/I Yes(after (Engineering has originals);GC RCMU Record Drawings Ppr _ QC) §34090.7 Engineering Equipment Records(Manuals, Disposal of Disposal of Department Preference;CCP Services/ RCMU-012 Tests, Inspections, Studies, Equipment+ Equipment+ Mag, Ppr §337 et.Seq., GC§34090 RCMU Reports) 2 years 2 years Engineering Mag, Services/ RCMU-013 Facility Histories/Infrastructure P P Mfr,OD, S I 1 Yes(after Department Preference;GC RCMU Design Ppr QC) §34090 Generator Operation Logs& Lead Dept. RCMU-014 Inspections-Fixed t 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 Mag, Services/ RCMU-016 Joint Pole Agreements, History, P P Mfr, OD, S/I Yes(after Department Preference;GC RCMU Maintenance(Card Files) Ppr QC) §34090 Engineering Mag, Department Preference(meets Services/ RCMU-017 Joint Pole Invoices/Accounts 5 years 5 years Mfr,OD, S/I Yes(after municipal government auditing RCMU Receivable Ppr QC) requirements);GC§34090 Engineering Department Preference;GC Services/ RCMU-018 Load Records 10 years 10 years Mag, Ppr §34090 RCMU 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Retention No. Records Description Retention 1 Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Media Media t=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. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation, complain claims,public records act requests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Engineering Payments I Credit Card Receipts- Department preference(meets Services! RCMU-019 RCMU 5 years 5 years Mag, Ppr auditing standards);GC§34090 RCMU Engineering Power Operations Reports/ Department Preference;GC Services/ RCMU-020 Outage Reports 10 years 10 years Mag, Ppr §34090 RCMU Engineering Services t RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated;GC§34090 RCMU Engineering Power Trading/Power Scheduling Completion+ Completion+ Department Preference Services! RCMU-022 5 years 2 years Mag, Ppr (auditing standards are 5 RCMU (Check Out Worksheets) 3 years years);GC§34090 Engineering Power Trading/Power Scheduling Department Preference;GC Services! RCMU-023 3 years 4 years 5 years Mag, Ppr RCMU (Confirmations, Invoices) §34090 Engineering Power Trading/Power Scheduling Department Preference;GC Services! RCMU-024 (pathing Sheets) 3 years 4 years 5 years Mag, Ppr §34090 RCMU 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 Reports&Confirmations: Department Preference; GC RCMU&Gas Services/ RCMU-026 CEC,CFTC,CPUC, EPA, FERC, 10 years 10 years Mag, Ppr §34090 NERC, NPDES, WECC,etc. 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 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 rile folder e. .last document+2 years), since destruction is normally performed by rile folder. HOLDS:Liti alion, complain , claims,public records act re uests, audits and/or investigations suspend normal retention edods retention resumes after settlement or completion). Regulatory Agency When No When No Engineering Longer Longer Services/ RCMU-027 Correspondence: CEC,CFTC, Required- Required- Mag, Ppr Department Preference;GC RCMU&Gas GPUC,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, GPUC, 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 When No When No Services/ RCMU-031 SCADA Printouts/Reports/Lag Langer Longer Mag, Ppr Preliminary drafts-if not drafts, RCMU Books Required Required then 2 years; GC§34090 Engineering Solar Power Production Operating Department Preference;GC Services/ RCMU-032 Data Logs/Diaries 10 years 10 years Mag, Ppr §34090 RCMU 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 Gladw+ell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Retention No. Records Description Retention I Disposition Comments I 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.Lift anon, complain ,claims,public records act re uests, audits andlor investigation suspend normal retention periods retention resumes after settlement or completion. Division Work Orders/Service Requests Providing RCMU-034 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated;GC§34090 Service/ (Computerized Maintenance Work Management System) _ Division Work Orders/Service Requests- When No When No Providing RCMU-035 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service 1 Database Required Required is the original);GC§34090 Work (Paper drafts) Work Orders/Service Requests- NOT entered in CMMS Database Division (or partial information entered into City Preference;CCP§§338 et Providing RCMU-036 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) RANCHO CUCAMONGA, CA. @1995-2017 Giadweii Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Inactive �IMmage: Destroy Active Total Media Import Paperafter (OFR) ('rn office) (Records Retention Vital? Options =Mfr Imaged& Center) S=Scan C'd7 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal! performed b file folder. !-HOLDS:Litigation, complaints, claims, public records act requests, audits andlor investigations suspend normal retention periods retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Department Preference; IRS: 4 Finance 1 years after tax is due or paid Accounting FIN-001 1099's 11096's 2 years 3 years 5 years Mag, Ppr (longer for auditing&contractor & Financial delinquency); Ca. FTR 3 years; Reporting IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090 May contain Fire District Accounts Payable 1 Invoices and independent contractors Finance! Backup compensation, expense Accounting Yes: Until Mag, Mfr, Yes: After 1 reimbursement, or District credit & Financial FIN 002 (Includes Invoices, Travel 2 years 5 years 7 years Paid OD, Ppr S I I year card records; Meets municipal Reporting Expense Reimbursements, government auditing standards; Published articles show 3-7 Warrant Request, etc.) years; GC§§60201(d)(12). 34090 Finance I Accounts Receivable- Accounting Miscellaneous-Damage to Mag, Mfr, Yes: After Department preference; Meets & Financial FIN-003 Public Property, Invoices to 2 years 3 years 5 years OD, Ppr S I I QC&OD auditing standards; GC §34090 et seq. Reporting Outside Entities, etc. _ _ Department Preference(meets Finance 1 municipal government auditing Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr standards); Statewide guidelines & Financial propose audit+4 years; Reporting Published articles show 3-7 years; GC§34090 Finance 1 -- - - Accounting Audits-Annual Financial Department Preference GC & Financial FIN-004.1 Reports 2 years @ @ Mac], Ppr 34090 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 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention No. Records Description Retention l Disposition Comments t Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S= C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full fife folder e. .last document+2 ears since destruction is normall erformed by file folder. HOLDS:Liti ation com laini s claimspublic records act re nests audits and/or investi ations suspend normal retention perdiods 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, PERS 2 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 1 Statements, Fiscal Agent Department Preference; meets Accounting Statements, Investment Account auditing standards; GC &Financial FIN-0O6 Statements, Bank 2 Years 5 years 7 years Mag, Ppr §§60201(d)(12),34090,26 CFR Reporting Reconciliations,Bank Deposits, 31.6001-1 Bank Transmittal Advice Department Preference; Statute Bonds(Revenue)Official of Limitations for bonds, Statements!Transcripts! mortgages,trust deeds,notes or Finance 1 Certificates of Participations debentures is 6 years; Bonds Accounting (COPs)-Includes Continuing Fully Fully Yes: Until issued by local governments are &Financial FIN-007 Disclosure Reports D10 yearased+ D10 yearased+ Maturity Mag, Ppr 10 years;There are specific Reporting 10 years 10 years requirements for disposal of See Bank Statements for unused bonds;CCP§§336 et statement retention. seq. 337.5(a);26 CFR 1.6001- 1(e): GC§43900 et seq. Finance 1 Accounting FIN-007.1 Budget Appropriation Transfer 2 years 5 years 7 years Mag, Ppr Department Preference;meets auditing standards; GC§34090 Reporting Finance 1 Ca1PERS Reports-Annual Accounting Department Preference;GC &Financial FIN-0013 Valuation Reports,Actuarial 2 years 2 years 7 years Mag, Ppr §34090 Reporting Valuation Reports RANCHO CUCAMONGA, CA 01995-2017 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 14.0 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 C'd7 If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.a.last document+2 ears since destruction is normally performed by rile folder. HOLDS:Liti tion complaints, claims,public records act requests, audits andlor investi ations sus end normal retention periiods retention resumes after settlement or completion). Finance I Cash Receipts I 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. May contain Fire District independent contractor's Finance I compensation,expense Accounting Mag, Mfr, Yes: After reimbursement,or District credit &Financial FIN-010 Checks/Warrants(Cashed) 3 years 4 years 7 years OD, Ppr S QC card records;Meets municipal Reporting government auditing standards; Published articles show 3-7 years; GC§§34090. 60201(d)(12) Finance/ Department preference; Accounting Collections/Collection Agency es remai n credit Delinquencies in on cree&Financial FIN-011 Case Files&Statements 1 7 years 7 years Mag, Ppr reports for years; in §3490 Reporting Delinquent Accounts et seq. DE-6, DE-7, DE-9, DE-43,W-3,& Department Preference;IRS:4 Finance/ DE-166,941 Forms, IRS 5500 yrs after tax is due or paid;Ca. Accounting Forms(Employee Benefit Plans), FTB:3 years;Articles show 7 &Financial FIN-012 PERS/FICA&Medicare 5 years 2 years 7 years Mag, Ppr years;IRS Reg§31.6001- Reporting Adjustments-Quarterly Payroll 1(e)(2), R&T§19530;29CFR Tax Returns/OASDI, Federal 516.5-516.6,29USC 436,GC Tax Deposits,Adjustments,etc. §34090 Produced by Deferred Comp. Finance I Provider;consistent with Accounting FIN-013 Deferred Compensation(City 2 years 5 years 7 years Mag, Ppr proposed statewide guidelines; &Financial Statements) published articles for bank Reporting statements show 4-7 years;GC §304090,26 CFR 31.6001.1 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: 417/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S= C' /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.a.last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, com taints claimspublic records act requests, audits an investigations sus end normal retention periods retention resumes after settlement or completion). Department preference;All Finance 1 tangible property held by Accounting Escheat(Unclaimed money I government agencies escheats FIN-014 5 years 5 years Mag, Ppr after 3 years;Statute of &Financial uncashed checks)Reporting Limitations is 1 year for seized property;CCP§§340(d), 1519; GC§34090 Finance Accounting FIN-015 FEMA Reimbursement I OES 1 year 9 years 10 years Mag,Ppr Department Preference; GC &Financial Reimbursements §34090 Reporting Finance I Accounting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields/Records are &Financial interrelated;GC§34090 Reporting Department Preference(bond auditing purposes; IRS Finance/ r a g u I at i o n s st a Accounting records should generally be kept &Financial FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr for as long as the bonds are Reporting outstanding,plus 3 years after the final redemption date of the bonds");26 CFR 1.6001-1(e); GC§34090 Finance/ Department Preference;meets Accounting Journal Entries/Journal auditing standards;GC &Financial FIN-018 Vouchers 2 Years 5 years 7 years Mag, Ppr §§60201(d)(1 2),34090,26 CFR Reporting 31.6001-1 RANCHO) CUCAMONGA, CA 01995-2017 Giadwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4M2021 ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of JRetention No. Records Descri tion Record p Retention/Disposition Comments/Reference L(Records Image: Destroy (OFR) ActiveTotal Media 1=Import Paper after {in office) Retention vital? Options M=Mfr Imaged& If the record is not listed here refer to the Retention for City-wide standards S=ScaC'd? Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, com taints claimsPublic records act requests. audits and/or investi adons sus end normal retention Perriods retention resumes after settlement or completion). Department preference;W-4s are required four years after the Finance 1 Payroll File(By Employee Name) due date of such tax for the Accounting Separation+ Separation+ &Financial FIN-019 5 years Mag,Ppr return period to which the Includes W-4,other payroll forms 2 year' Reporting tax is paid,whichever is the later. 26 CFR 31-6001-1; GC Finance I -- §60201(d)(1 2);GC§34090 Accounting FIN-020 Payroll Reports-Annual Detail P p Mag, Mfr, Yes:After Department preference for &Financial p OD, Ppr S/I QC&OD SBCERA Buy-backs;GC Reporting §34090 Department preference for Grant Auditing Purposes;May contain Finance/ Payroll Reports-Periodic independent contractor'scompensation,expense Accounting FIN-021 (includes Deduction Registers, reimbursement,or District credit &Financial Leave Registers,Time 2 years 5 years 7 years Mag, Ppr Reporting Transaction Reports,etc.) card records; Meets municipalgovernment auditing standards; Published articles show 3-7 years; GC§60201(d)(12); GC Reports,Subsidiary Ledgers, - - §34090 Finance/ Reconciliations, Registers, Department preference(The Accounting Transaction Histories, Balance When No When No Financial System Database is &Financial FIN-022 Sheets, Revenue&Expenditure Longer Longer Mag, Ppr the original;reports are Reporting Reports,etc. (MONTHLY OR Required Required considered drafts or copies);GC PERIODIC) §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladweil Govemmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 ver. 14.0 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 I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? ff the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normally performed by file folder. HOLDS:Lifi ation com laints claimspublic records act re uesfs audits andlor investi ations sus end 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 Sit l QC&OD auditing standards; GC§34090 Reporting MOE(Maintenance of Effort) Report,Street Report,etc. Finance/ Accounting FIN-024 Returned Checks 1 NSF Checks 5 years 5 years Mag, Ppr Department Preference;Meets &Financial auditing standards; GC§34090 Reporting Department preference for Grant Finance 1 Time Sheets/Time Cards I Auditing Purposes; Meets Accounting S Mag, Mfr, Yes: After 2 municipal government auditing Cards &Financial FIN-025 Overtime Sheets/Overtime 2 years 5 years 7 years OD, Ppr years standards;Published articles Reporting show 3-7 years; GC §60201(d)(12); GC§34090 Finance 1 Accounting Vehicle Titles(Pink Slips)-All Sale or Sale or Department Preference; GC &Financial FIN-025.1 Vehicles Disposal Disposal Mag, Ppr §34090 Reporting Department preference for Grant Finance/ Auditing Purposes;Meets Accounting FIN-026 W-2's 2 years 5 years 7 years Mag,Ppr municipal government auditing &Financial standards;Published articles Reporting show 3-7 years;GC 60201(d)(12);GC§34090 RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.(909)337-3516-a[[rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Records Description Retention 1 Disposition Comments 1 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 C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Meets IRS auditing standards Finance 1 Vendor Vendor IDepa e-(+m ent Rreferenceets- Accoun#ing Yes: Until Mag, Mfr, Yes: After Inactive+3 Inactive+ 3 FRUni^ al ^oyeffl ent auditing sting FIN-027 W-9s years .years S 1 I 8R Financial M n m„m 5 �5 Paid OD. Ppr QC&ODPFOpese ear Reporting years yeaf5 -Published a0 Gles chew 3 7 veafs; GC 34090 BUDGET MANAGEMENT Budgets-Preliminary, Proposed. ' Finance 1 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: 41712021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged& Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imply a full file folder(e.g. last document+2 ears, since destruction is normal!y performed by file folder. MOLDS:Litigation, comp faints, claims, public records act re nests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion . BUSINESS LICENSE&REVENUE Finance I Business FIN-029 Business License& Permit Indefinite Indefinite Yes Mag Data Fields I Records are License& Database interrelated; GC§34090 Revenue _ Finance I Department preference(Used by Business Business License& Permit Mag, Mfr, Yes: After Planning for Zoning License& FIN-030 Applications and Changes P P OD, Ppr 51 I QC&OD Clearances); GC §34090 et seq. Revenue Finance I Department preference(meets Business FIN-031 Business License& Permit 5 years 5 years Mag, Ppr municipal government auditing License& Renewals requirements); GC§34090 et Revenue I I I Iseg. SPECIAL DISTRICTS Financed Assessment Rolls I Lighting and Landscape Districts 1 Special Department preference-, Meets Special FIN-032 District Assessment Rolls s Tax 5 years 5 years Mag, Ppr auditing standards; GC§34090 Districts et seq. Assessor for Tax Rolls) Community Parks and Landscape Ci t i z Committee(Landscape Department preference; Finance 1 Maintenance Districts/Special Formerly Planned Communities Special FIN-033 Districts) 2 years 2 years Mag, OD Citizens'Oversight Committee; Districts State law only requires for 30 days; GC §54953.5(b) AUDIO RECORDINGS of Meetings I Audio Tapes RANCHO CUCAMONGA, CA O1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention No. Records Description Retention 1 Disposition Comments 1 Reference Record Inactive image: Destroy (OFR) Active (Records Total vital? Meditioa I=Import Paper after (in office} Center) Retention Opns M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document+2 years) since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Community Parks and L a n d s c a p e C i t i z i Finance I Committee (Landscape Formerly Planned Communities 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 MINUTES Community Parks and j L a n d s c a p e C i t i z E Department preference; Finance! Committee and Landscape Formerly Planned Communities Minimum 2 Minimum 2 Mag, Mfr, Yes: After Special FIN-035 Maintenance Districts Citizens' years years OD Ppr S i I QC&OD Citizens'Oversight Committee; Districts (Oversight Committee Original Staff Reports are filed in the project file; GC §34090 AGENDAS &AGENDA TREASURY MANAGEMENT Finance/ When No When No Preliminary drafts not retained in Treasury FIN-036 Bankruptcies-NOT pursued Longer Longer Mag, Ppr the ordinary course of business; Manage. Required Required GC §34090 Finance! Department Preference Treasury FIN-037 Bankruptcies-Where a claim is 10 years 10 years Mag, Ppr (negative information remains on Manage. filed credit ratings for 7 years); GC §34090 Finance! Investment Reports&Backup 1 Department Preference; GC Treasury FIN-038 Treasury Reports 2 years 3 years 5 years Mag, Ppr §34090 Manage. 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: 4171202 T Ver. 14.0 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 G'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a. .last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Liti ation cam laints claimspublic records act re nests audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference;Meets Investments I Arbitrage I 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 i Trade Tickets 1 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 01995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Records Records Description Retention t Disposition Comments I Reference Record Series# _ Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after {in office) Center) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, complaints,public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement. FIRE ADMINISTRATION Upon Shred Upon Human Career File: Equipment Shred Up Mag, City 1 District Preference(copies); Resources FR-001 Assignments (Turnouts, etc.) Separation Separation Ppr GC§60200 or Transfer or Transfer Copies- Copies- Finance FR-002 Billings-Fire Alarm Permits, Fire When No When No Mag, Finance keeps originals; GC§ Inspections, Fire Permits Longer Longer Ppr §60201 60201 Required Required _ Fire District Board Agendas,Audio Copies- Copies- City Clerk FR-003 or Video Recordings, Minutes, When No When No Mag, City Clerk keeps originals; GC § Resolutions, Notices Longer Longer Ppr §60201 60201 Required Required Fire 1 Mag' Yes:After Department Preference(rated Admin. FR-004 ISO Insurance Ratings 15 years 15 years Mfr,P D, S QC&OD every 10 years); GC§60201 r, When No :::R Considered a preliminary draft 1 Fire 1 FR-005 Monthly Statistical Reports!Run Longer Mag' copy(the Fire database is the Admin. Statistics Ppr Required original); GC§60201 et seq. Copies- Originals Maintained by City Clerk Mutual Aid Agreements, Joint When No Mag, City Clerk FR-006 power Authorities Longer Longer Ppr or County Clerk of the Board Permanently; GC§60201.7 Required Required Fire 1 Programs and Projects(e.g. Minimum 2 Minimum 2 Mag, Department Preference; GC§ Admin. FR-007 Explorer, CPR Program, Fire years years Ppr 60201 et seq. Service Day, etc.) _ Fire 1 FR-008 Requests for Fire Incident Reports 2 years 2 years Mag' GC§60201 Admin, and Fire Investigation Reports Ppr Fire Admin. FR-009 Ride-A-Long Waivers 2 years r 2 years Ppg' 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 R@VISIOn Adopted: 4f712029 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Records Record Series# Records Description Retention 1 Disposition Comments I Reference Image; Destroy . Inactive Paper (OFR) Active (Records Total Vitals Media i 1=Import after (In office) Center) Retention Options M=Mfr Imaged S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full rile folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Litigation, claims com laintspublic records act requests, audits and/or investi ations suspend normal retention perfiiods retention begins after settlement). Fire 1 Standard Operating Procedures I Superseded Superseded Mag Statewide guidelines propose Admin. FR-010 Policy& Procedure Manual +2 years +2 years Ppr superseded+2 or 5 years; GC §6fl201 Fire I FR-011 Subpoenas(Personal Appearance- 2 years 2 years Mag' GC§60201 Admin. Fire Personnel) Ppr Fire 1 FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Data is interrelated; GC§60201 at Admin. Ppr seq. epartment pre erence; les Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep Training Course Records/EMS their OSHA records 7 years; Continuing Education Training Mag. Yes: EEOCIFLSAIADEA(Age)requires Fire 1 FR-013 5 years Indefinite Mfr, OD, S When 3 years for promotion,demotion, Admin. transfer, selection, or discharge; .(Attendance Rosters, Outlines and Ppr Inactive Materials) State Law requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 C F R 1627.3(b)(1), LC §6429(c); GC§§12946, 60201, 53235.2(b), 53237.2(b) Fire I FR-014 Training Database I Log(Target Indefinite Indefinite Mag, Data is interrelated; GC§60201 et Admin. Solutions) Ppr seq. Underground Storage Tanks-ALL- Department Preference(required Fire 1 City or Privately owned) Mag' Yes' for the life of the tank); 23 CCR Admin. FR-015 Location,Soil Remediation, 10 yearn P P Mfr, OD, S 1 I After 1 2712(b), H&S §25284.2(i); GC Monitorin Well Records Ppr year 60201 et. seq. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT OO 1995-2019 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 417/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Records Records Description Retention 1 Disposition Comments/Reference Record Series# Image: Destroy - -- Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally performed by rile folder. HOLDS:Liti ation claims com laintspublic records act re uesfs audits andlor investi ations suspend normal retention pedods retention be ins after settlement). When No When No Fire/ Longer Longer Community FR-016 Community Outreach Required- Required- Mag, Department Preference;GC Affairs Minimum 2 Minimum 2 Ppr §60201 ears years When No When No Fire/ Public Information 1 Education Longer Longer Mag, Department Preference;GC Community FR-017 Required- Required- Affairs {when produced internally} Minimum 2 Minimum 2 Ppr §60201 ears vears Consistent with employee personnel files(Courts treat volunteers as employees); Volunteer Applications& EEOCIFLSAIADEA(Age)requires Lead Dept, FR-018 Agreements-Unsuccessful 3 years 3 years Ppr 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; EEOCIFLSA/ADEA Volunteer Applications& (Age)requires 3 years for Agreements(includes emergency Inactive! Inactive/ Mag, Yes: 1 promotion,demotion,transfer, Lead Dept. FR-019 Separation+ Separation+ Mfr, OD, S selection,or discharge;State Law contact information) -Successful 3 years 3 years Ppr year requires 2-3 years;29 CFR Applicants 1602.31 &1627.3(b)(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 Revision Adopted: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Records Record Series# Records Description Retention I Disposition Comments I Reference _ — Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g, last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints,public records act requests, audits and/or investigations suspend normal retention periods retention begins after settlement). Fire/ Volunteer Historical Lists 1 Minimum 10 Minimum 10 Mag, Department Preference; GC Community FR-020 Extractions from Volunteer years years Ppr §60201 Affairs Database COMMUNITY RISK Not Less Life of the Life of the Fire Construction Documents Than 180 Structure or Structure or (Submittals, Approved Plans, days from Fire 1 Activity, or Activity, or Mag, Yes: Community FR-021 Drawings, Applications, Alternate the date of Minimum 5 Minimum 5 Mfr, OD, 51 I After QC CFC§105.4 et seq. , 104.6 et Risk Means& Methods, and Similar completion years, years, Ppr &OD seq.; H&S§19850 Documents Necessary for Ongoing of the Fire Code Compliance permitted Whichever Whichever work is Longer is Longer Life of the Life of the Fire Inspections-Business Structure or Structure or Fire/Fire Inspection Files 1 Occupancy Activity, or Activity, or Mag, Yes: Required for the Life of the Marshal& FR-022 Inspections (Approvals, Minimum 5 Minimum 5 Mfr, OD, S I I After QC Structure or Activity,or Minimum 5 Fire Prevention Inspections, Fires, Modification I years, years, Ppr & OD years CFC §§ 104.6—104.6.4 Alternative Methods or Materials) Whichever Whichever is Longer is Longer When No When No Fire 1 Fire Longer Longer Yes: Mag, Yes: Marshal& FR-023 Fire Inspections-Citations 1 Required- Required- Before Mfr, OD, S 1 I After QC Department Preference; GC§ Fire Notice of Violations 60201 et seq. Prevention Minimum 2 Minimum 2 Event Ppr & OD years rFP rs _ Fire/ Approved Fire Suppression, Fire Mag, Yes: Department preference(Building T Community FR-024 Sprinkler, Fire Alarm, Private Fire P Mfr, OD, S 1 I After QC keeps original); CFC 104.6 et seq.; Risk Underground, and High-Piled Combustible Storage Plans. 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 Revision Adopted: 4/712021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Record Series# Records Description Retention!Disposition Comments t Reference Image: Destroy Inactive Paper (QFR) Active Records Total Vital? Options I=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan If the record is not listed hero, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation. claims, com faints, public records act requests, audits and/orinvesti atians suspend normal retention periods retention begins after settlement). Fire i Mag, Department Preference; GC Community FR-025 Juvenile Fire Setter Program 15 years 15 years Ppr §60201 et seq. Risk Copies- Copies- Building FR-026 New Construction Plan Review When No - When No Mag, Building keeps originals, GC Longer Longer Ppr §§34090.7, 60201 Required Required _ When No When No Fire/ Longer Longer Public Information/Education Mag, Department Preference; GC Community FR-027 (when produced internally) Required- Required - Ppr 1§60201 Risk Minimum 2 Minimum 2 years years When No When No Fire I Weed Abatement 1 Vegetation Longer Longer Mag, Department Preference; GC Community FR-028 Abatement I Brush Clearance Required - Required - Ppr §60201 Risk Minimum 2 Minimum 2 ears years EMERGENCY MANAGEMENT When No MRequired Fire 1 Longer Emergency FR-029 Community 8 Business Emergency Required - - Mag, Department Preference; GC Manage, Response Training Minimum 2 2 Ppr §60201 years _When No Fire 1 Emergency Management Programs Longer Emergency FR-030 (Ready RC, Mitigation, Required - - Mag, Department Preference; GC Manage. Preparedness, etc.) Minimum 2 2Ppr §60201 ears RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2019 Gladwell Governmental services.Inc(909)337-3516 all rights reserved ❑o not duplicate or distribute without prior written permission Recision Adopted: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Records Records Description Retention 1 Disposition Comments I Reference Record Series# Image; Destroy Inactive Paper Active Total Media I=lrnport (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. , last document+2 years), since destruction is normall performed by file folder. HOLDS: Litigation, claims, complaints ublie retards act re pests, audits and/orinvesti ations suspend normal retention periods retention begins after settlement. Fire Emergency Response&Recovery Mag Emergency FR-031 /FEMA 1 OES Reimbursement 10 years 10 years Yes(all) Mfr, OD, S/I No Department Preference; GC Claims I Strike Team P Manage. r i§60201 Reimbursements P _ When No When No Fire/ EOC Activations,After Incident Longer Longer Mag, Emergency FR-032 Department Preference; GC Reports §60201 Required - Required - Yes(all) Mfr, OD, SII No Ma Minimum 2 Minimum 2 Ppr nage. ears vears EMERGENCY RESPONSE I EMERGENCY MEDICAL SERVICES Department Preference- Controlled Substance Logs, MagControlled substances are Fire 1 EMS FR-033 Inventories 1 Medic Monthly 3 years 3 years Yes Ppr required for 2 years after inventory Inventory Logs P or transaction; 21 CFR§1304.04. 1310.04 Fire/EMS FR-034 Emergency Medical PCR Indefinite Indefinite Yes Mag Data is interrelated; GC§60201. Database 60201 et seq. EMS Complaints 1 CQI (Continuous Final Final Statute of Limitations for health Fire/EMS FR-035 QualityImprovement)/Quality Disposition Disposition Mag, providers 1 3 years; C§1 6340.5. P } y Ppr r rrr .com_ Assurance +3 years ^+ 3 years - - — §484-34r GC §80201 et seq. HIPAA Policies and Procedures Mag, Yes: Fire 1 EMS FR-036 (Health Insurance Portability and Superseded Superseded+6 years +6 years Mfr, OD, S After 1 24 CFR 164.530(j) Accountability Act) I I I Ppr I year RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Q1995-2019 Gladwell Governmental Services, Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 41712021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Records Record Series#T Records Description Retention/Disposition Comments I Reference Destroy Inactive linage: paper (OFR) Active (Records TotalL Media I=Import after (in office) Center) RetentionOptions M=Mfr Imaged 9 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 ears since destruction is normal!v Performed b v file folder. HOLDS Liti ation, claims complaints. public records act rogues audits andlor investi ations suspend normal retention periods retention be ins after settlement). Department preference.- Paramedic Continuing Education Paramedic ContinuingEducation Separation + Mag, Yes: is required for 4 years by DPN; 8 Fire 1 EMS FR 037 p Separation years + Mfr, OD, S When CCR§3204(d)(1)et seq., 8 CCR Rosters and Certificates 4 years 4 years Ppr inactive §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 Patient Care Reports 1 PCRs l by ANIMA for"healthcare Paramedic Release Forms(EMS providers"; Statute of Limitations transportation)l Consent Form with Mag, Yes: for health providers is 3 years; CCP§340.5, GC§60201; H&S Fire/EMS FR-038 Assignment of Benefits: ADULTS 7 years 7 years �i Mfr, OD,j S After 1 (includes e-PCR Database/ Ppr I year §§1797.98(e) 123145;42 CFR Electronic Patient Care Report 482.24(b); 9 CCR 9444, 22 CCR Database) &71551 ) 70751(c), )7155 ( 735 3(a 74731(a), 75055(a), 75343(a), 7713(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Q1995-2019 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Records Records Description Retention l Disposition Comments t Reference Record Series# Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office} Center} Retention Options M=Mfr Imaged& S=Scan C If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and L21Y a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, complaints, public records act requests, audits andlorinvesti ations suspend normal retention periods retention begins after settlement). Department Preference;adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended Patient Care Reports/PCRs/ I I by AHIMA for"healthcare Paramedic Release Forms(EMS Age of Age of providers"; Statute of Limitations Majority, Majority, for health providers is 3 years; transportation)/Consent Form with Mag. Yes: Minimum 7 Minimum 7 CCP§340.5, GC§60201; H&S Fire!EMS FR-039 Assignment of Benefits: Mfr, OD S After 1 JUVENILES(includes a-PCR years, years, Ppr year §§1797,98(a) 123145;42 CFR whichever is whichever is 482.24(b);9 C C R 9444, 22 CC Database/Electronic Patient Care longer longer 70751(c)&71551(c); 22 CCR Report Database) 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 l FIRE MARSHAL Fire/ Emergency Alarm Installation Waiver Forms: Mag, Yes: Department preference; CFC§§ Response/ FR-040 P P Mfr, OD, S/I After QC 104.6—104.6.4; GC§60201 et Fire Smoke and Carbon Monoxide p q Ppr &OD se 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 Governmental Services,Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Records Records Description Retention/Disposition Comments 1 Reference Record Series# Image: Destroy Inactive Paper (OFR) Active {Records Total vital? Media 1=Import after {in office) Center} Retention Options M=Mfr Imaged& S=Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. HOLDS:Liti ation claims com laintspublic records act re uests audits andlor investi ations suspend normal retention periods retention be ins after settlement. Fire/ Emergency Mag, Yes: Department preference(Capital Response/ FR-042 Fire Investigations-Arson&Caital Crimes Onl P P Mfr,OD, S/I After QC Crimes have no statute of Fire py Ppr &OD limitations); GC§60201 et seq. Marshal Fire/ When No When No Emergency Longer Longer Fire Investigations-OTHER Than Mag, Department preference;GC Response/ FR-043 Arson&Capital Crimes Required- Required- Ppr §60201 et seq. Fire Minimum S Minimum 5 Marshal _ ears years Fire I Approved Fire Suppression,Fire Emergency Sprinkler, Fire Alarm, Private Fire Mag, Yes: Department preference(Building Response/ FR-044 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 ,Life of the Mag Yes: Fireflow Testing(CVWD does Life of the Department preference;GC Response/ FR-045 Structure or Mfr,OD, S/I After QC Fire testing) Structure Activity Ppr &OD §60201 Marshal Fire/ Department Preference(City has Emergency Hazardous Waste Manifests/ Mag, Yes: "cradle to grave"liability);40 CFR Response/ FR-046 5 years P P Mfr,OD, S/I After QC 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 pp�' Preliminary drafts; GC§60201 Fire Required Required 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 Revision Adopted: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Records Record Series# Records Description Retention t Disposition Comments t Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C If the record is not listed here, refer to the Retention for City-WideStandards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, complaints, public records act requests, audits and/or investi ations suspend normal retention periods retention begins after settlement). Fire 1 Special Event Permits 1 Fire Code When No When No Permits I Operating Permits 1 Emergency Longer Longer Yes: Explosives Permits 1 Fireworks Mag, Department preference; GC Fire Minimum 2 Minimum 2 Event Response 1 FR-048 Permits 1 Burn Permits(assembly Required- Required- Before Ppr §60201 CFC§§ 104.6—104.6A Marshal permits, candle permits, tent years years permits, open flame etc. STATION OPERATIONS 1 SUPPRESSION Lead Dept. FR-049 AQMD Permits(Generators, etc.) 5 years 5 years Mag, 40 CFR 70.6; GC§60201 -- - - -- -— Mag, Yes: Fire f Ops FR-050 Daily Evaluations 1 Rookie Tests 2 years 2 years Mfr, OD, S When GC§60201 Ppr Inactive When No When Na Daily Vehicle Inspections i Daily Longer Longer Fire 1 Ops FR-051 Equipment Checks 1 Safety Required- Required - Ppr GC§60201 Equipment Inspections Minimum 2 Minimum 2 ears years Fire Vehicle, Apparatus, & Department Preference; If a motor Equipment History Files, Ladders, Disposal of Disposal of Vehicle, Vehicle, carrier, required for 18 months etc. Apparatus, Apparatus, Mag, after vehicle is sold; CHP requires Fire I Ops FR-052 or or Ppr life of vehicle; OSHA requires 1 Certifications, Maintenance, p year;B CCR§ 3203(b)(1); 49 CFR Registrations, Safety Certifications, Equipment 2 years yars + 1Equipment 2 years + 396.21(b)(1); 49 CFR 396.3(c); etc. _ CCP§337 et. Seq., GC §60201 Generator Operation Logs & Lead Dept. FR-053 Inspections-Fixed I Stationary 3 years 3 years Ppr' AQMD Rule 1470: GC §60201 _ Generators Generator Operation Logs& 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 Governmental services, Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/712021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Records Records Description Retention/Disposition Comments t Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Toil Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. HOLDS:Litkc ation claims cam faintspublic records act re ues#s audits andlor investi ations suspend normal retention Petrods retention begins after settlement). When When Yes: Mag, Preliminary drafts; GC§60201 et Fire/Ops FR-055 Pre-plan Sheets Superseded Superseded Before Ppr seq. Event _ Station Log Books/Red Books/ Minimum 2 Minimum 2 Yes: Mag, Department preference;GC Fire/Ops FR-056 Log Books years years Before Ppr §60201 et seq. Event RANCHO CUCAMONGA FIRE PROTECTION DISTRICT c1995-2019 Giadweti Governmental Services,Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior mitten permission Revision Adopted: 4l7/2021 Ver, 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference - Inactive - E Image: Destroy [OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & 1, 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 ears), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investi afions sus end normal retention periods retention resumes after settlement or completion). HUMAN RESOURCES Duration of Duration of EEOC/ADEA(Age) requires the Contract the Contract 1 year after benefit plan Benefit Plan Documents and/or and/or Yes: For termination; State Law Human disposition of disposition of HR001 (CaIPERS, Optical, Dental, Duration of 1+Aag, Ppr .requires 2 years after action; - Resources etc) any any Contract 29 CFR 1627.3(b)-,29 USC enforcement enforcement 1027; GC§§12946, 12960, action+2 action+2 34090, 60201 years years Bureau of National Affairs recommends 2 years for all Classification/Reorganization supplementary Personnel Human HR-002 Studies(for employee Minimum 3 Minimum 3 Mag P r records;Wage rate tables are Resources classifications and department years years ' p 1 or 2 years; State requires 2 structures) years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 12960, 34090, 60201 Bureau of National Affairs recommends 2 years for all supplementary Personnel g' p Human HR-003 Compensation Surveys 8� Minimum 3 Minimum 3 Ma P r records; Wage rate tables are Resources Studies years years 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC§§12946, 12960. 34090, 60201 RANCHO CUCAMONGA, CA. G01995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/712021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Record l Retention No. Records Description Retention I Disposition Comments I Reference _ Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention 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.g. last document+2 ears), since destruction is normal!y performed by file folder. HOLDS: Litigation, complaints claims,public records act re uests, audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion). Human HR-027 COVID-19 Notifications to 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Resources Employees _ Department preference; All State and Federal laws Department of Fair require retention until final Human Employment& Housing(DFEH Final Final disposition of formal Resources HR-004 or EEOC)Claims/Harassment Disposition + Disposition + Mag, Ppr complaint; State requires 2 Claims 3 years 3 years years after"fully and finally disposed'; 2-CCP 7�'.n; 2 CCR 11013 GC§§12946, 12960, 34090. 60201 2 years After 2 years After Human HR-005 DMV Pull Notices Superseded, Superseded, Department Preference; GC Resources or Upon or Upon Mag, Ppr §§34090, 60201 et seq. Separation Separation Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOCIFLSAIADEA(Age) Human Drug&Alcohol Test Results requires 3 years physical Resources HR-006 (All-Positives and Negatives) 6 years 6 years Mag Ppr 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 RANCHO CUCAMONGA, CA. 01 995-20 1 7 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revision Adopted: 4f71'2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Retention No. Records Description Retention l Disposition Comments 1 Reference Record Inactive Image: i Destroy Active Total Media I=Import Paper after (OFR) (in office) Center)(Records Retention V9ta1? 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 ears), since destruction is normally erformed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/orinvesti ations suspend normal retention eriods retention resumes after settlement or completion). Human 29 CFR 1602.30 29 CI=R Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 1602.31, 29 CFR 1602.32; GC U4090, 60201 Department preference; All State and Federal laws Minimum Minimum require retention until final Human Final Final disposition of formal Resources HR-007 Employee Investigations Disposition+ Disposition+ Mag, Ppr complaint; State requires 2 3 years 3 years years after"fully and finally disposed- 2 CCR 7287.0;GC 1§§12946, 12960, 34090, 60201 Ethics Training Certificates/ Human HR-008 'Harassment Prevention 5 years 5 years Mag, Ppr GC§§53235.2(b), Resources Training Certificates 53237.2(b), 34090, 60201 iRequired for 1 year from termination or 3 years from hiring, whichever is later; EEOC l FLSA!ADEA(Age) Human Separation + Separation + requires 3 years for"any Resources HR-009 1-9s 3 years 3 years Mag Ppr 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 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: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Retention No. Records Description Retention I Disposition Comments I 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 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.Liti ation, complaints, claims,public records act re uesis, audits andlor investi ations suspend nomtal retentionperiods retention resumes after settlement or completion). Department preference; EEOC/FLSAIADEA(Age) requires 3 years for promotion,demotion, Minimum Minimum transfer,selection,or Human Job Descriptions/ Mag, Mfr, Yes: After discharge;State Law requires Resources HR-010 Classification Specifications Superseded Superseded OD,Ppr S l I QC&OD 2-3 years;retirement benefits +6 years +6 years is 6 years from last action;29 CFR 1602.31 &1627.3(b)(1), S CCR§3204(d)(1)et seq., GC§§12946, 12960,34090, 60201 Labor Relations Files Human 5(Negotiation Notes, Minimum 5 Minimum 10 Mag,Mfr, Yes: After Department Preference;GC Resources HR-011 Correspondence,Interpretation years years years OD, Ppr S l I QC&OD §§34090,60201 et seq. of MOU Provisions, Documentation,etc.) RANCHO CUCAMONGA, CA.. @1995-2017 Gladweil Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Retention No. Records Description Retention/Disposition Comments 1 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.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Lid anon, complaints, claims,public records act re uests, audits and/or investigations suspend normal retention petiods retention resumes after settlement or completion). Department Preference; EEOCIFLSA/ADEA(Age) requires 3 years for Personnel Files-Background promotion,demotion, Human Separation+ Separation+ transfer,selection,or Resources HR-012 Ines(Fire,Executives, 3 years 3 years 6 years Mag, Ppr discharge; State Law requires Information Technology) 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 Personnel Files-Benefit File from last action; EEOC/FLSA/ADEA(Age) Includes Application, 3 years 8 years requires 3 years for Human HR-013 Evaluations, Policies, Oaths of Separation+ 3 years Separation+ Mag, Ppr promotion,demotion, Resources Office, PAFs(Personnel transfer,selection,or Action Forms), etc. 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. 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: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Retention No. Records Description Retention I Disposition Comments I 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 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti anon, complaints, claims,public records act re uesis, audits andlor investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department Preference; statute of limitations for Personnel Files-Employee retirement benefits is 6 years. from last action; File EEOC/FLSA/ADEA(Age) Human Includes Application, Separation+ Separation+ requires 3 years for Resources HR-014 Evaluations, Policies, Oaths of 3 years 3 years 6 years Mag,Ppr promotion,demotion, Office, PAFs(Personnel transfer,selection,or discharge; State Law requires Action Forms}, etc. 2-3 years; 29 CFR 1602.31 &1627.3(b)(1), GC§§3106, 12946, 12960,34090,60201; 29 USC 1113 Whichever Whichever is Department preference; Files Personnel Files-Medical File is Longer: Longer maintained separately; (all employees) 24 years,or Separation+ Claims can be made for 30 30 years, or years for toxic substance Termination Yes:After Human Separation+ Termination Yes: Until Mag,Mfr, exposure; 8 CCR 5144,8 Resources HR-015 Pre-employment Medical of Benefits+ Separation OD, Ppr of Benefits S Separation+ CCR 15400.2;8 CCR 6 years Clearances, ADA +5 years, 5 years,or 1 year §3204(d)(1)et seq.,29 CFR Accommodations, Respirator or Death of Death of 1910.1020(d)(1)(i), GC Fit Tests,etc. Employee+ Employee+5 §§12946, 12960,34090, 5 years years 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: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Retention No. Records Description Retention l Disposition Comments 1 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.a.last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti aeon, complaints, claims,public records act re uests, audits andlor investi ations suspend normal retention erlods retention resumes after settlement or completion). Department Preference; statute of limitations for retirement benefits is 6 years Personnel Files-Training File from last action; EEOC/FLSAIADEA(Age) Includes Application, 3 years 6 years requires 3 years for Human HR-016 Evaluations, Policies,Oaths of Separation+ 3 years Separation+ Mag,Ppr promotion,demotion, Resources Office, PAFs(Personnel transfer,selection,or Action Forms), etc. discharge,State Law requires 2-3 years; 29 CFR 1602.31 &1627.3(b)(1),GC§§3105, 12946, 12960,34090,60201; 29 LISC 1113 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 RANCHO CUCAMONGA, CA. 01995-2017 Gladweli Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Record Retention No. Records Description Retention I Disposition Comments 1 Reference _J 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 corn feted, 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 andlor investi ations suspend normal retention periods retention resumes after settlement or completion). Recruitment and Testing File Department preference; EEOC I FLSA f ADEA(Age) {Includes Advertisements, requires 1-3 years; State Law Applications for Unsuccessful Hiring Hiring Human requires 2-3 yearn, 29 CFR Resources HR-017 Candidates, Interview Notes, Decision +4 Decision +4 Mag, Ppr 1627.3(b)(1), 29 CFR Job Brochures, Test Data, 3 years 3 years 1602.14; 2 CCR 7287.0(c)(2), Testing Analysis&statistical Metric, Job Analysis, Rating GC §§12946, 12960, 34090, Sheets, Scantrans, etc.) 60201 Human Studies& Surveys Conducted 2 years, unless it is a Resources HR-018 on Behalf of the City(Sick 2 years 2 years Mag, Ppr preliminary draft; GC Leave,Attrition, Benefits,etc.) §§34090, 60201 et seq. RISK MANAGEMENT Accident 1 Incident Reports/ Injury Reports (Potential Department preference; CCP Risk Manag. HR-019 Claims-medical and non- 2 years 2 years Mag, Ppr §340.5, GC§§34090, 60201 medical that do not result in a et seq. claim.) Risk Manag. HR-020 Claim Runs 5 years 5 years Ppr Department Preference; GC §§34090, 60201 et seq. i RANCHO CUCAMONGA, CA. Q1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) {Records Retention Vaal? 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. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti anon, complaints, claims,public records act re uests, audits an investi ations suspend normal retention periods retention resumes after settlement or co m letion. Claim must be filed within 6 months,lawsuit within 2 years;complaints against peace officers within 5 years; Claims(Includes Litigated Resolution+ Yes: Until Mag,Mfr, Yes: After Statute of Limitations for Risk Manag. HR-021 Claims) Resolution 5 years 5 years Resolution OD, Ppr S Settled contracts is 4 years;wrongful death for construction is completion+5 years;CCP§§ 337 at seq.;GC§§911.2, 34090,34090.6,60201 Insurance Polices(City-owned Mag,Mfr, Yes: After Department Preference;GC Risk Manag. HR-022 policies) P P OD, Ppr S/I QC&OD §§34090,60201 et seq. OSHA requires 5 years; State OSHA Logs-200,300,301, law requires 2 years;8 CCR Ppr Risk Manag. HR-023 301A,OSHA Inspections or 5 years 5 years Mag,Mfr, S Yes: After 14300.33.8 CCR Citations OD, QC&OD §3203(b)(1),GC§34090; LC §6429c Risk Manag. HR-024 Subpoenas/Summons 2 years 2 years Mag,Mfr, S/I Yes: After GC§§34090,60201 et seq. OD, Ppr QC'd&OD Human HR-025 Workers Compensation Claim 5 years 5 years Mag Ppr Meets auditing standards; GC Resources Runs/Monthly Reports §§34090,60201 et seq. RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4M2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page t-IR-10 Office of Retention No. Records Description Retention!Disposition Comments l 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. .last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints,claims,public records act requests, audits andlor investi ations suspend normal retentionperiods retention resumes after settlement or completion). Whichever Whichever is Department preference;Files is Longer: Longer: maintained separately; Workers Compensation Claims 20 years,or Separation+ Claims can be made for 30 Long Term Disability Claims Termination 30 years,or years for toxic substance Human Separation+ Termination Yes: Until Mag,Mfr, Yes: After exposure; 8 CCR 5144,8 Resources HR-026 (Includes all Accident, Incident, 10 years . of Benefits of Benefits+ Separation OD, Ppr S QC&OD CCR 15400.2;8 CCR or Injury Reports from +5 years, 5 Employees) or Death of years,or §3204(d)(1)et seq.,29 CFR Employee+ Death of 1910.1020(d)(1)(i), GC Employee+5 §§12946, 12960, 34090, years 60201 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 5.0 RECORDS RETENTION SCHEDULE; LIBRARY Page L-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder, HOLDS:Litigation. claims, Complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). LIBRARY Board of Library Trustees Mag, Mfr, Yes: Brown Act challenges must be Library LIB-001 P P Yes OD Ppr S After 10 filed within 30 or 90 days of action; AGENDA PACKETS&AGENDAS_ 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 1 Detail/ City preference(not all detail is Dept. & LIB-004 Backup 1 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 GC§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.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: 4/7/2021 Ver.5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Retention No. Records Description Retention I Disposition Comments t Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Media 1=Import after (in office) OD or Mfr) Retention Vaal? Options M=Mfr Imaged& S=Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a. .last document+2 ears since destruction is normally performed by file folder. HOLDS:Lifi ation claims com /aints audits,Dendina records re uests an investi at' s suspend normal retentionperiods 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 LIB-007 Services); CLSA(California Library 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 Yes: Department preference(the Library LIB-008 Library Card Applications Longer Longer Mag' Mfr'Ppr S When database is the original record); Required Required OD, 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 Volunteer/Unpaid Intern Library LIB-011 Logs(Hours) 2 Years 2 years Ppr GC§34090 - -__--- Department preference(Courts treat volunteers as employees); Library Volunteers/Unpaid Intern Inactive/ Inactive/ EEOC/FLSA/ADEA(Age)requires Library LIB-012 Applications&Agreements- Separation+ Separation+ Ppr 3 years for promotion,demotion, Successful 3 years 3 years transfer,selection,or discharge; 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii),GC§§12946, 12960,34090 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: 4/7/2021 ver.5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Retention No. Records Description Retention!Disposition Comments!Reference Record Image. Destroy Inactive Paper (OFR) Active (Off-site, Total Media I=Import after {in office) OD Retention Vital? Options M=Mfr Imaged S=Scan If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.a.last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Liti ation claims complaints, auditspending records requests, andlor investigations suspend normal retention periods retention resumes after settlement). Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC§34090 Minimum 2 Minimum 2 Department preference;GC Library LIB-014 Problem Patron File ears ears Mag, Ppr 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Records Vital? 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 eriods retention resumes after settlement or completion). PLANNING Alcohol Beverage Control License When No When No Planning PL-002 Longer Longer Mag, Ppr (Non-Records) Applications(ABC Applications) Required Required Planning PL-003 Annexations I Boundaries I 1 year P P Mfrag, S 1 I Yes: After Land Records; GC§34090 Ppr Consolidations I LAFCO QC&OD Design Review Committee (Subcommittee of Planning Mag, Department preference: Original Planning PL-006 Commission) Minimum 2 P P Mfr, OD, S 1 I QC&OD Yes: After Staff Reports are filed in the AGENDAS,AGENDA PACKETS, Years Ppr project file; GC§34090 MINUTES Entertainment Permits 1 Massage Expiration + 2 Expiration + Mag' Yes: After Department preference; Planning PL-031 Business Permits years 2 years Mfrr,,pOD, S QC&OD GC§§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Retention No. Records Description Retention I Disposition Comments I 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 i nply 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 investigation suspend normal retention periods(retention resumes after settlement or completion). Not all internal communications and notes are required to be_ saved; "E-mails that do not provide insight into the project Environmental Impact Reports o r t h e a g e n c y ' s (EIRs). Negative Declarations, compliance with respect to the etc,) I CEQA 1 NEPA p r o f e c t — a r e Protect Protect_ scope of section 21167.6. Approval or Approval ar Planning PL-033 Correspondence submitted to, Denial + -180 Denial+ 180 Mag, PP r subdivision (e)and need not be or transferred from the agency, retained." Golden Door and all internal agency days days Properties, LLC v. Superior communications,including staff, Court of San Diego County notes related to a CEQA action (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, 0076993) (4th Dist.2020); PRC 21167.6; GC §34090 Environmental Determinations: Usually filed in the project file; 'Environmental Impact Reports Final environmental Planning PL-009 1 year P P ' Mfr, OD, S (EIRs), Negative Declarations, fag' Yes: After determinations are required to etc.) p P r QC&OD be kept a"reasonable period of Inside City boundaries, Non- Mime"; 14 CCR§15095(c); GC Development Projects §34090 Environmental Determinations: Non-records; EIRs and Environmental Impact Reports When No When No Negative Declarations within the Planning PL-010 (EIRs), Negative Declarations, Longer Langer Ppr City Boundaries are with the etc.) Required Required Outside City boundaries i 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 Adapted: 4/712021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Retention No. Records Description Retention/Disposition Comments I 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. .last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complain claims,public records act re uests, audits andlor investigation suspend normal retention periods retention resumes after settlement or completion). General Plan, Elements and Mag' Yes: After City Clerk Maintains all Agenda Planning PL-011 Amendments 1 year P P Mfr,OD, S/I QC&OD Packets Permanently;GC _ Ppr §34090.7 Planning PL-012 Historic Preservation Survey, 1 year P P Mfr OD, S I 1 Yes: After Department Preference;GC Evaluations and Designations Ppr 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+2 Expiration+ Mag, Yes: After Department preference; Planning PL-025 Large Family Day Care Permits years 2 years Mfr,O r,OD, S QC&OD GC§§34090 Ppr - Master Plans, Specific Plans, Land Mag' Yes: After Department Preference;GC Planning PL-013 Use Plans,etc. 1 year P P Mft,O D, S/I QC&OD §34090 Ppr 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 OC&OD GC§§34090 Ppr Planning and Historic Preservation Mag, Department preference; Original Commission Yes: After Planning PL-015 AGENDAS &AGENDA 1 year P P Mfr,OD, S/I QC&OD Staff Reports are filed in the PACKETS Ppr project file;GC§34090 RANCHO CUCAMONGA, CA. 01995-2017 Gladwetl Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Retention No. Records Description Retention 1 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 Cit -tNide Standards Retentions begin when the act is completed, and imply a full rile folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Llti tion, complain , claims,public records act re uesfs, audits andlor investigation suspend normal retention periods retention resumes after settlement or completion). Planning and Historic Preservation Department preference;State Planning PL-016 Commission 2 years 2 years Mag, OD law only requires for 30 days; AUDIO RECORDINGS of GC§54953.5(b) Meetings/Audio Tapes Planning and Historic Preservation Mag, Planning PL-017 Commission P P Yes Mfr,OD, S No GC§34090 MINUTES,BYLAWS& RESOLUTIONS Ppr Mag, Yes: After Department preference;GC Planning PL-001 Planning Director Approvals 1 year P P Mfr,OD, S 1 I QC&OD §34090 Ppr Planning Project Log of Department Preference-Data Planning PL-018 Applications, Database Indefinite Indefinite Yes(all) Mag is interrelated;GC§34090,H&S §19850 Planning Project Files- Approved Entitlements Project (Includes Associated CEQA Approved/ Department preference;Final Noticing,Conditions of Approval, Final environmental determinations Public Noticing,Environmental Decision,or 1 Mag' Yes: After are required to be kept a Planning PL-019 Determinations,Staff Reports, year if Not P P Yes Mfr,OD, S OC&OD "reasonable period of time'; 14 Plans&Maps) Approved! Ppr CCR§15095(c); GC§§34090, No Final 34090.7 Examples: Conditional Use Permits Decision (CUPs),Design Review, Parcel Maps, Site Plans,Tentative Subdivisions, Variances,Zone Changes,etc. 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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Retention No. Records Descri tion Record p Retention 1 Disposition Comments/Reference Image: Destroy } Active Inactive Total Media I=Import Paper (OFR (Records Vital? after (in office) Center} Retention Options M=Mfr Imo ed& S=Scan g If the record is not listed here,refer to fhe Retention for Ci -Wide Standards QC'd? mmnw�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:Liti ation, complain ,claims,public records act re uests,audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Applicant's proposals/plans Preliminary Review!Courtesy can be destroyed When No Review-PLANS,PROPOSALS, When No When No Planning PL-027 Longer Longer Ma P r Longer Required,as no other Documents belonging to g' P application Required Required pp' tion has been submitted, Applicant and they are not City records; GC§34090 Applicants proposals/plans Preliminary Review/Courtesy can be destroyed When Na Planning PL-020 Review- APPLICATIONS,other 2 years 2 years Mag, Ppr Longer Required,as no City Records application has been submitted, and they are not City records; GC§34090 Life of Sign, Life of Sign, Mag, Planning PL-028 Sign Permits Minimum 2 Minimum 2 Mfr,OD, S Yes: After Department preference; _ — years ears Ppr QC&OD GC§§34090 Planning PL-022 Special Studies Minimum 2 Minimum 2 Mag' Yes: After Department Preference;GC years years Mfr, OD, S QC&OD §34090 Ppr Street Name Assignments and Mag,Planning PL-029 Changes 1 year P P Mfr,OD, S Yes: After Department preference; Ppr QC&OD GC§§34090 Temporary Permits/Special Event Permits/Temporary Entitlements (Approved&Unapproved): Minimum 2 Minimum 2 Yes: Mag, Planning PL-021 During Mfr, OD, S Yes: After Department preference; Christmas Tree Lots, Pumpkin years years Event Ppr QC&OD GC§§34090 Lots, Banner Permits,Tree Removal Permits,etc. RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of Retention No. Records Description Retention 1 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 c nply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti anon, complain claims,public records act re uests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . 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 Ppr project file;GC§34090 PACKETS,MINUTES Zoning Maps(Historically Mag' Department Preference; GC Planning PL-024 Significant) 1 year P P Yes(all) Mfr,OD, S No §34090.7 Ppr Zoning Ordinance Amendments, Mag' Yes: After Department Preference Planning PL-025 Reclassifications/Zone Change 1 year P P Yes MfrP,O D, S/I 1 year (copies);GC§34090.7 Mag, Yes: After Department preference;GC Planning PL-023 Zoning Verification Letters 1 years P P Mfr,OD, S/I QC&OD §34090 Ppr 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 Adapted: 4R/2021 Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Retention No. Records Description Retention I Disposition Comments I 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 C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, 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 I Records are ment Bids) interrelated; GC§34090 Department Preference, meets municipal government auditing Procure- PUR-002 Purchase Orders I Requisitions 2 years 3 years 5 years Mag, Mfr, S I I No standards; Statute of Limitations ment OD, Ppr is 4 years,statewide guidelines propose Audit+ 5 years; GC §34090, CCP§337 Procure- PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC ment §34090 Department Preference; meets municipal government auditing Procure- PUR-004 Surplused Equipment/Disposal 2 years 3 years 5 years Mag, Mfr, S I I No standards; Statute of Limitations ment OD, Ppr is 4 years; statewide guidelines propose Audit+ 5 years; GC §34090, CCP§ 337 Procure- PUR-005 Unsuccessful Bids I 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: 4/7/2021 ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record _ Imago: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged 8 5=Scan I QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e,g. last document+2years), 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 com letion . PUBLIC WORKS l MAINTENANCE 1 FACILITIES Lead Dept. PW-001 AQMD Permits(Generators, etc.) 5 years 5 years Mag. Ppr 40 CFR 70.6; GC§34090 Public Works 1 Maint.1 PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Facilities Generator Operation Logs& Lead Dept. PW-003 Inspections-Fixed 1 Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470; GC§34090 Generators Generator Operation Logs& AQMD Rule 1470; Form Lead Dept. PW-004 Inspections-Portable 1 5 years 5 years Mag, Ppr 400—E-13a instructions; GC _ Emergency Generators §34090 Life of Operations& Maintenance Life of Facility Department Preference; GC Lead Dept. PW-005 Facility or Mag, Ppr Manuals(O&M Manuals) or Equipment Equipment §34090 et. seq. Division Work Orders I Service Requests Providing PW-006 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC §34090 Service 1 (Computerized Maintenance Work_ Management System) Work Orders/Service Requests- Providing All Information Entered in CMMS When No When No ng PW-007 Database Longer Longer Mag Ppr Preliminary drafts(the database Service! is the original); GC§34090 Work Required Required (Paper drafts) RANCHO CUCAMONGA, CA. 001995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revision Adopted: 41712021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Retention No. Records Description Retention I Disposition Comments I 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-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. HOLDS;Litigation, complaints, claims, public records act requests, audits andlor investigation suspend normal retention periods retention resumes after settlement or completion). Work Orders l Service Requests- NOT entered in CMMS Database Division (or partial information entered into Providing City Preference; CCP §§338 et P g CMMS Database)rovidi PW-008 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service/ Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) MAINTENANCE 1 PARKS&LANDSCAPE Public Works 1 Maint.1 PW-009 Arbor Day I Tree City USA, etc. 2 years 2 years Mag, Ppr GC§34090 Parks& Landscape Operations 8 Maintenance Life of Facility Life of Department Preference; GC Lead Dept. PW-010 Manuals(O&M Manuals) or Equipment Facility or Mag, Ppr §34090 et. seq. Equipment Public Works 1 Maint.I PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference: GC Parks& §34090 Landscape Public Works Department Preference 1 Maint.f Pesticide Use Permits& (agricultural pesticide records Parks& PW-012 Applications 2 years 2 years Mag, Ppr are required for 2 years);GC Landscape §34090:3 CCR 6623,-4aGF-i- 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: 4/712021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention!Disposition Comments t Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Toil 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 rile folder e. .last document+2 years),since destruction is normally performed by file folder. HOLDS.Liti ation complain claims,public records act re uests, audits andlor investigation suspend norms!retention periods retention resumes after settlement or com letion. Public Works /Maint/ pW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference:GC Parks& §34090 Landscape Public Works / arks / pW-014 Sidewalk Complaints-Parks 10 years 10 years Mag, Ppr Department preference;GC Parks& §34090 Landscape Public Works /Maint/ PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated;GC§34090 Parks& Landscape Public Works /Maint./ pW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference;GC Parks& §34090 Landscape Division Work Orders/Service Requests Providing pW-017 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC§34090 Service/ (Computerized Maintenance Work Management System) _ Division Work Orders/Service Requests- All Information Entered In CMMS When No When No Providing pW-01ti Database Longer Longer Mag Ppr Preliminary drafts(the database Service/ Required Required is the original);GC§34090 Work (Paper drafts) 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: 4/7/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Retention No, Records Description Retention f Disposition Comments! Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after Center) 5=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.g. last document+2 years), since destruction is normally performed by Re folder. HOLDS:Liti ation, complaint , claims, public records act requests, audits andfor investigation suspend normal retention periods retention resumes after settlement or completion). Work Orders 1 Service Requests- NOT entered in CMMS Database Division (or partial information entered into 7 City Preference; CCP§§333 et Service Providing PW-019 CMMS Database} 5 years 5 years Mag Ppr seq., 340 et seq., 342; GC 1 Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) MAINTENANCE 1 STREETS & FLEET i Aboveground Diesel Storage Public Works Tanks(Agency Owned) Department Preference;applies 1 Maint.1 to both Tier I and Tier II Tanks; Streets& PW-020 Spill Prevention Control and 20 years 20 years Mag, Ppr (Tier II tanks are required to Fleets Countermeasures(SPCC), have an integrity test every 20 Inspections, Integrity Testing, years); GC§60201 Maintenance,Repairs Lead Dept. PW-021 AQMD Permits(Fuel Usage) 5 years 1 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works Department Preference(City /Maint.I Hazardous Waste Manifests 1 Mag, Yes: After has"cradle to grave"liability); Streets& PW-022 Certificates of Disposal 5 years P P Mfr, OD, S QC&OD 40 CFR 262.40, B CCR Fleets Ppr 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: 4f712021 Vey. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Retention No. Records Description Retention l Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Impart (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 rile folder(e.g.last document+2 years),since destruction is normally performed by file folder. HOLDS:Liti ation, complain claims,public records act re uesfs,audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Life of Department Preference;GC Lead Dept. PW-023 Operations&Maintenance Life of Facility Facility or Mag,Ppr p Manuals(O&M Manuals) or Equipment E L ment §34090 et.seq. Pre-Trip Inspections/DOT Program/CHP Inspections/ Lead Dept. PW-024 Vehicle Safety Checks/Daily 2 years 2 years Ppr GC§34090; 13 CCR 1234(c) Vehicle Inspections/Daily Equipment Checks Public Works /Maint.l Sidewalk Complaints-Right of Department preference;GC Streets& PW-025 Way 10 years 10 years Mag, Ppr §34090 Fleets Public Works /Maint./ PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC§34090 Streets& Fleets Stormwater: Operation& Department preference;plans Public Works must be updated every 5 years, Maintenance(Catch Basins,Field, Mag, /Maint.!Streets& PW-027 General Cleaning, Open Channels, 5 years 5 years Mfr,OD, S/I Yes: After audits are required every 2 Slots, Stormwater Treatment Ppr QC&OD years;SWRCB Order 2006-03; Fleets 4§§122.21, 122.41, 122.44;GC Measures and Trash Cleaning) §34090 Lead Dept. PW-028 Underground Service Alerts 3 years 3 years Mag, Ppr Required for 3 years;GC (USA's)/Dig Alerts §§4216.2(f)&4216.3(d),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: 4/7/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention t Disposition Comments/Reference Record Image: Destroy s Inactive Paper (OFR) Active rd Total Media I=Import after {in office) Center)(Records Retention vital? Options M=Mfr a Imaged& S=Scan QC'd? If the record is not listed here,refer to the Retention for Cit -144de Standards Retentions begin when the act is completed, and iMDIV a full rile folder e.a. last document+2 years), since destruction is normally performed by rile folder. HOLDS:L ation, com laints, claims,public records act requests, audits and/or investigation sus end normal retention periods retention resumes after settlement or completion). Public Works Underground Storage - M Department Preference Tanks(Gityag, /Maint.! Yes: After(required for the life of the tank); PW-029 Owned-Removed) 10 years P P Mfr, OD, S Streets& 1 year 23 CCR 2712(b),H&S Fleets Location,Soil Remediation Ppr §25284.2(i);GC§34090 et.seq. Public Works !Maint./ 22 CCR 66266.130(c)(5), H&S Streets& PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr §25250.18(b),25250.19(a)(3)et Fleets seq. Department Preference; If a Vehicle&Equipment History Files motor carrier, required for 18 Public Works Disposal of Disposal of months after vehicle is sold; /Maint.! Vehicle or Vehicle or CHID requires life of vehicle; Streets& PW-031 AQMD Certifications, Maintenance, Equipment+ Equipment+ Mag, Ppr OSHA requires 1 year;8 CCR§ Fleets Registrations, Safety Certifications, 2 years 2 years 3203(b)(1);49 CFR etc. 396.21(b)(1);49 CFR 396.3(c); CCP§337 et.Seq.,GC§34090 Division Work Orders/Service Requests Providing PW-032 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated;GC§34090 Service/ (Computerized Maintenance Work Management System) Work Orders/Service Requests- Division All Information Entered in CMMS When No When No Providing PW-033 Database Longer Longer Mag Ppr Preliminary drafts(the database Service! Required Required is the original); GC§34090 Work (Paper drafts) 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: 4/7/2021 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Retention No. Records Description Retention I Disposition Comments I 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 S 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 ears), since destruction is normal!y performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigation suspend normal retention periods retention resumes after settlement or completion). Work Orders I Service Requests- NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP§§338 et Providing CMMS Database) Service 1 PW-034 5 years 5 years Mag Ppr i, i seq., 340 et seq., 342, GC '§34090 Work (Division providing service retains originals; Division requesting service is considered a copy) SAFETY I ADMINISTRATION Public Works Employee Training File(Training Separation + Separation + Department preference; GC I Safety PW-035 Mag, Ppr Admin. Certificates) 3 years 3 years §34090 RANCHO CUCAMONGA, CA. b1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/712021