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Home My WebLink AboutFD 2022-004 - Resolution RESOLUTION NO. FD2022-004 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Rancho Cucamonga Fire Protection District; and WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed; WHEREAS,the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHEREAS, the District previously adopted Resolution No FD2021-005 adopting records retention schedules. NOW, THEREFORE,THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct. Section 2. Resolution No FD2021-005 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein. Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit"A" attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District or the public. Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health&Safety Resolution No. FD2022-004- Page 1 of 3 Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District's Board of Directors. Section 6. The term "records" as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health &Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. Resolution No. FD2022-004- Page 2 of 3 PASSED, APPROVED AND ADOPTED this 2nd day of March 2022. . Dennis Michae nt ATTEST: /6Ja �ie C. eynolds, Clerk I, JANICE C. REYNOLDS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 2"d day of March 2022. AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo NOES: None ABSENT: None ABSTAINED: None Executed this 3rd day of March 2022, at Rancho Cucamonga, California. 4aC. Reynolds, Clerk APPROVED AS TO FORM: Nicholas R. Ghirelli, Eitp-AttmTm-�-- { Richards, Watson & Gershon Resolution No. FD2022-004 - Page 3 of 3 EXHIBIT A HOW TO USE RETENTION SCHEDULES 01995-2021 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive,both records should be destroyed(or erased)after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS A DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule.An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC,an expert in Municipal Government records,and will provide the City with the following benefits: •Reduce administrative expenses,expedite procedures • Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City • Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. •AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies&Procedures Drior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed,as it is an original record. Copies,drafts, notes and non-records do NOT require authorization, and can be destroyed"When No Longer Required." • If there is NOT a minimum retention("When No Longer Required"), it does NOT need to be authorized prior to destruction,as it is a preliminary draft/transitory record or a copy. On every page of the schedules(near the top,just under the column headings)are important instructions, including instructions regarding holds on destroying records. "Litigation,complaints,claims, public records act requests,audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND 01995—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 Microforrns (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; "1"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 ("QCd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Lenend 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 i 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 flC'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 y9ur 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 normal!y performed by file folder. HOLDS:Litigation, claims, complaints. audits, public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY-WIDE Used by All De artments Human Accident, Incident, Injury 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- etc. When No When No Yes: Before Mag, All originals go Finance Finance CW-002 Longer Longer Payment Ppr (these are copies): ); GC ALL backup is forwarded to Required Required §§34090.7, 6020fl Finance Brown Act challenges must be Affidavits of Publications! filed within 30 or 90 days of Public Hearing Notices I Legal Mag' action; Statute of Limitations Lead Dept. CW-003 2 years 2 years Mfr, OD, Advertising i Affidavits of P r on Municipal Government Posting p actions is 3-6 months; GC §§34090, 54960.1(c)(1) Copies- Copies- Agenda Packets!Staff When No When No Mag' Yes: After City Clerk CW-004 Mfr, OD, S GC §§34090.7, 60200 Reports: City Council Longer Longer Ppr OG&OD Required Required _ Copies- Copies- Mag, Yes: Upon Ensure the City Clerk receives Agreements&Contracts ALL When No When No City Clerk CW-OQ5 ORIGINALS Longer Longer Mfr, OD, S Completio all original agreements; GC Ppr n §§34090.7. 60200 Required Required RANCHO CUCAMONGA, CA @1995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention t 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? 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, complaints,audits,public records act requests, and/or investi Mons suspend normal retention edods 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 After Funding Mag, Yes: Upon Lead Dept. CW-006 (Correspondence, Insurance Completion Agency Agency Audit, Yes: Before Mfr,OD, S/I Completio is 3 years from expenditure Certificates, Project Audit,if if required, Completion Ppr n report or final payment of Administration, Project whichever is required, grantee or subgrantee;2 CFR Schedules, Certified Payrolls, whichever is longer 200.334;24 CFR 91.105(h), 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 Speds=4 years,Wrongful Lead Dept. CW-007 (Correspondence, Project Completion 10 years 10 years Completion Mfr, OD, S/I 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 Retention No. Records Description Retention I Disposition Comments l Reference Record - - Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged & I S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to yoor 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, com faints, audits, public records act requests, and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). ' i I !Agreements&Contracts: UNSUCCESSFUL BIDS, ,UNSUCCESSFUL Lead Dept. CW-008 PROPOSALS or RESPONSES 2 years 2 years Mag' GC §§34090, 60201 et seq. to RFPs (Request for Ppr Proposals)and/or RFQs (Request for Qualifications) that don't result in a contract Audits 1 Audit Reports 1 Annual Copies- Copies- Financial Reports CA€R When No When No Mag, Finance CW-009 9FRPFeh8 Siye Annual Longer Longer Ppr Copies; GC§§34090.7, 60200 �, FiAaneial Reports 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 MagPpr Non-records (e.g. County Board of Required Required Supervisors) RANCHO CUCAMONGA, CA 91995-2017 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-4 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? Retentions apply to the department that is NOT the Office of Record OFR, or the"Lead De ariment". 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 Leafs), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investi ations sus end normal retention eriods retention resumes after settlement or completion). Boards, Commissions,& Committees: Residents Brown Act challenges must be Staffing Dept. CW-013 Advisory Bodies Formed by Minimum 2 Minimum 2 Mag, filed within 30 or 90 days of CITY COUNCIL years years Ppr action;GC§§34090, AGENDAS,AGENDA 54960.1(c)(1) PACKETS Boards,Commissions,& Committees: Residents Advisory Bodies Formed by Mag Department preference;State Staffing Dept. CW-014 CITY COUNCIL 2 years 2 years OD law only requires for 30 days; AUDIO RECORDINGS of GC§54953.5(b) Meetings/Audio Tapes Boards,Commissions,& p Committees: Residents Department Preference;Video Advisory Bodies Formed by Minimum 3 Minimum 3 Mag, recording of meetings are only Staffing Dept. CW-015 CITY COUNCIL years years OD required for 90 days if audio or VIDEO RECORDINGS of another record is made;GC Meetings/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 Auditor Finance CW-017 Budgets-Finals Longer Longer Fiscal Year Mfr, OD, Sll 5 years ,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 Adapted: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 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? Retentions apply to the department that is NOT the Office of Record(OFR),or the "Lead Department". If you-are the OFR,refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normallypefformed by the folder. HOLDS:Litigation,claims, complaints, audits,public records act requests, andlar investi ations suspend normal retention eriods retention resumes after settlement or co m letion. Cash Receipts Detail/Backup Copies- Copies- When No When No Mag, Finances CW-018 /Accounts Receivable Detail! Longer Longer Ppr GC§§34090.7,60200 Refund Detail Required Required Lead Minimum 2 Minimum 2 Mag, City preference;GC§§34090, (Requesting) CW-019 City Attorney Opinions years years Ppr 60201 et seq. Dept. Copies- Copies- Human When No When No Resources i Longer Longer Yes: Before Mag, Yes: After Risk CW-020 Claims Required Required Final Mfr, OD, SJI Final GC§§34090.7,34090.6 Management (Final (Final Disposition Ppr Disposition Disposition) Disposition) City preference;Statute of Limitations for personal Lead property,fraud,etc.is 3 years; Complaints/Concerns from Minimum 2 Minimum 2 Mag, (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. Human Send 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 Required RANCHO CUCAMONGA, CA 01995-2017 GladvMl Govemmental Services,Inc.-all rights reserved Revision Adopted: 4/712021 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 p 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 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 De ar rit". If Lou are the OFR,refer to Lour de artment retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, andlor in vestige tions suspend normal retention erfods retention resumes after settlement or completion). Dept.that Authors Correspondence-ROUTINE Document (e.g.Administrative,Chronological, Mag, or CW-025 2 years 2 years GC§§34090,60201 et seq. Receives the General Files.Letters, Ppr Original Memorandums,Reading File, Working Files,etc.) Document RANCHO CUCAMONGA, CA @1995-2017 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. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description Retention/Disposition Comments f 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.Liti a6on,claims, co m faints,audits,public records act requests, andlor investi affons sus end normal retention eriods retention resumes after settlement or completion). Correspondence- Electronic and paper records TRANSITORY f are filed and retained based upon their CONTENT. PRELIMINARY DRAFTS,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 of preserving the retained for the purpose of Dept.that purpose p g preserving the informational Authors informational content for content for future reference are Document future reference When No When No Mag saved by printing them out and or CW-026 Longer Longer placing in a file folder,or Receives the or calendars,checklists,e-mail Required Required Ppr saving them electronically in a i City's Original n social media posting, flyers, folder outside the e-mail Document invitations,instant messaging, system; If not mentioned here, inventories,logs,mailing lists,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, S218066.Supreme Court of webpages,etc.} 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 I Disposition Comments/Reference Record -- Image: Destroy Inactive Paper (OFR Active Total Media 1=impart (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 Me folder a.a.last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investi ations suspend norrttal retention periods retention resumes after settlement or completion). Deeds, Easements, Final Copies- Copies- City Clerk CW-027 Orders of Condemnations, When No When No Mag, Send all originals to the City Liens, Recorded Documents, Longer Longer Ppr Clerk; GC§§34090.7,60200 Rights of Ways(All) Required Required Deposit Accounts/Trust Close+5 Close+5 Ma Department preference;meets g, Lead Dept. CW-028 Accounts/Refundable auditing standards;GC Deposits years years Ppr §§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. CW-029 DMV Pull Notices Superseded or Superseded Mag Ppr audits every 2 years;Bureau of Separated or Separated National Affairs recommends 2 years for all supplementary Personnel records;GC §§34090,60201 et seq. As long as the drafts and notes are not retained in the"Regular 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 @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-9 Office of Retention No. Records Description Retention t 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. .last document+2 years), since destruction is normally erformed by file folder. HOLDS:Litigation, claims,co m laints audits,public records act requests, andJor investi ations suspend normal 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/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 years 2 years ag GC§§34090,60201 et seq. Applications,Correspondence) Ppr Meets auditing standards; Grants/CDBG/Reimbursable Grants covered by a Claims/FEMA Claims/OES Consolidated Action Plan are Claims(SUCCESSFUL After required for 5 years; Uniform Reports,other records required Funding After Funding Admin.Requirements for to pass the funding agency's Grants to Local Governments audit,if required) Agency Agency Audit, Mag, is 3 years from expenditure Lead Dept. GW-033 2 years Audit,if if required- Ppr report or final payment of Applications(successful),grant Required- Minimum 5 grantee or subgrantee;2 CFR agreement,program rotes, Minimum 5 years 200.334:24 CFR 91.105(h), regulations&procedures,reports years 92.505,570.490,&570.502(a), to grant funding agencies, 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 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-10 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record - Image: Destroy Inactive Paper (QFR) Active {Retards Total Media Media 1=Import after Center} {in office) 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 rile folder. HOLDS:Litigation,claims, co m laints, audits,public records act requests, andJor 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+ §§337 et seq.;GC§§911.2, Send Final Settlement Agreements years years Settlement Ppr 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 Longer 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 t 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 We folder(e.g.last document+2 years), since destruction is normal! erformed b frle folder. HOLDS:Litigation, claims,co m taints, audits,public records act requests, and/or investi 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 Lead Dept. CW-037 Chemical In 30 years 30 years Mfr,OD, S for 30 years;Applies to Form{or records of the Use Ppr QC&OD qualified employers; Claims chemical/substance I agent, can be made for 30 years for where&when it was used} 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 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-12 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) 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 De artment". 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 nonnally performed by file folder. HOLDS:Litigation, claims, co m taints, audits,public records act requests, and/or investigations suspend normal retention eriods 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) Mfr, OD, S No Clerk Permanently;GC Longer Longer Required Required Ppr §§34090,60201 et seq. Human Send to Send to Resources/ CW-043 OSHA Inspections or Citations Human Human Ppr GC§§34090.7,60200 Risk Management Resources Resources Ensure records kept in Do Not Retain Do Nat Retain Searation P Department files comply with Human CW-044 Personnel Files (Department- in in Before Mag, City policy(all originals are Resources level Files} Departments Departments ppr sent to Human Resources): GC§§34090.7,60200 Shred After Shred After Notes maintained in a separate Incorporation Incorporation folder to be incorporated into Personnel Files(Supervisor's into into BeforeMag, performance evaluation,or to Lead Dept. CW-045 Performance Performance Annual Notes) 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 1 §§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: 4/7/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Total vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged S S=Scan III 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, complaints, audits,public records act requests, andJor investi atlons suspend normal retention eriods retention resumes after settlement or com letlon. Lead Dept. CW-047 Public Relations/Press 2 years 2 years Mag' GC§§34090,60201 et seq. Releases Ppr Mag, Yes: After Department preference;GC Lead Dept. CW-048 Purchase Orders/Requisitions 2 years 3 years 5 years Mfr,OD, S QC&OD §§34090,60201 et seq. Ppr Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW-049 Property NOT purchased, 2 years 2 years Ppr' Statewide Guidelines show 2 the Appraisal) Loans not funded,etc, 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 (Who Ordered CW-050 Purchased Property,Funded 2 years years years Mfr,OD, S QC&OD 200.334; 24 CFR 91.105(h),& the Appraisal) Loans Ppr 570.502(b);29 CFR 97.42,GC §§34090,60201 et seq.;GC §8546.7 Records Destruction Lists/ Copies- Copies- When No When No Mag, GC 34090.7,60200 City Clerk CW-051 Certificate of Records Longer Longer Ppr §§ 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/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? Retentions ap to the department that is NOT the Office of Record OFR, or the "Lead De artment". If ou are the OFR,refer to your department retention schedule. Retentions begin when the act is completed,and imply a full rile folder e. .last document+2 years),since destruction is normal/V Derfor7med b file folder. HOLDS.Litigation,claims, complaints,audits,public records act requests, andlor investi ations suspend normal retention eriods retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,etc: When No When No CW-052 Produced by OUTSIDE Longer Longer PPr' Non-Records ORGANIZATIONS(League of Required Required California Cities,Chamber of Commerce,etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Minimum 2 Minimum 2 Mag, Statewide guidelines propose Lead Dept. CW-053 Manuals, Newsletters,etc: superseded+2 or 5 years; GC Produced by YOUR years years Ppr §§34090,60201 et seq. Department Reference Materials: Policies, Procedures, Brochures, Flyers, When When 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, S/I 10 years therefore retained Zoning Studies) Ppr permanently;GC§§34090, 60201 at seq. RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior mitten permission from GGS(909)337-3516 Revision Adopted: 4M2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 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? Retentions apply to the department that is NOT the Office of Record(OFR), or the"Lead De artment': 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,co m taints, audits,public records act requests, and/or investi ations suspend normal retention edods retention resumes after settlement or cam letion. Information is outdated after 10 Reports and Studies(other years;statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 10 years Par' propose 2 years;If historically reports-e.g.Annual Reports) p 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 Mag 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 Mag, Finance/ When No When Na Yes: After CW-061 (Finance keeps the originals Mfr,OD, S/I GC§§34090.7,60200 et seq. Payroll with employee signatures) Longer Longer Ppr QC&OD Required Required 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 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-16 Office of Retention No. Records Description RecordRetention I Disposition Comments I Reference (OFR Active Inactive Total Image: DPapey r (in office (Records vital? Media 1=Import after Center) Retention Options M=Mfr Imaged& S=Scan GiC'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. .last document+2 Years), since destruction is normally performed by file folder. HOLDS.Litigation,claims, complaints, audits,public records act requests, andlor investi adons suspend normal retention Pediods 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,, Safety Training&Tailgates) selection,or discharge;State Law requires 2-3 years for personnel actions; 8 CCR §3203 et seq.,29 CFR 1627.3(b)(1), LC§6429(c); GC §§12946, 12960,34090, 53235.2(b),53237.2(b) RANCHO CUCAMONGA, CA 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: 4/7/202 1 Ver. 14.0 RECORDS RETENTION SCHEDULE. FINANCE Page FIN-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:Liti ation complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Department Preference; IRS: 4 Finance 1 years after tax is due or paid Accounting (longer for auditing&contractor. &Financial FIN-001 1099's 1 1096's 2 years 3 years 5 years Mag, Ppr Y delinquency),. Ca. FTB' 3 ears; Reporting IRS Reg§31.6001-1(e)(2), R&T §19530, GC §34090 May contain Fire District independent contractor's Accounts Payable 1 Invoices and / compensation, expense Finance Backup 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 ( government auditing standards; Reporting Expense Reimbursements, Published articles show 3-7 Warrant Request, etc.) years; GC§§60201(d)(12), 34090 Finance I Accounts Receivable- Department preference; Meets Accounting FIN-003 Miscellaneous -Damage to 2 years 3 years 5 years Mag, Mfr, S I I Yes: After auditing standards; GC§34090 & Financial Public Property, Invoices to OD, Ppr QC &OD et seq. Reporting Outside Entities, etc. _ Department Preference (meets Finance I 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 Accountin Audits-Annual Financial Department Preference GC FIN-004.1 2 nears P P Maw 34090 Financial Reports — § Reporting RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission 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/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) Center)(Records Retention Vital? Options M=Mfr Imaged& S=Scan C'd? if the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. HOLDS:Lidi Yation. complaints, claimspublic records act re uests audits and/or investi ations sus end normal retention edods retention resumes after settlement or completion). MWEEW 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 R propose audit+4 years; Reporting Audit,etc. Published articles show 3-7 _ years;GC§34090 _ Bank Statements and Trustee Finance/ Statements, Fiscal Agent Department Preference;meets Accounting FIN-006 Statements, Investment Account 2 years 5 years 7 years Mag, Ppr auditing standards;GC &Financial Statements, Bank §§60201(d)(12),34090,26 CFR Reporting Reconciliations, Bank Deposits, 31.6001-1 Bank Transmittal Advice Department Preference;Statute Bonds(Revenue)Official of Limitations for bonds, Statements 1 Transcripts 1 mortgages,trust deeds, notes or Finance/ Certificates of Participations Fully y Full debentures is 6 years; Bonds Accounting (COPs)-Includes Continuing Yes: Until issued by local governments are &Financial FIN-007 Disclosure Reports Defeased+ Defeased+ 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 at seq. Finance/ Accounting FIN-007.1 Budget Appropriation Transfer 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards;GC§34090 Reporting Finance/ CalPERS Reports-Annual Accounting FIN-008 Valuation Reports,Actuarial 2 years 2 years 7 years Mag, Ppr Department Preference;GC &Financial Valuation Reports §34090 Reporting RANCHO CUCAMONGA, CA 01995-2017 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 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& -- ca C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally erformed by rile folder. HOLDS:Liti ation com la' is claimspublic records act requests, audits and/or invesH afions sus end normal retention periods retention resumes after settlement or completion). Finance/ Cash Receipts/Daily Cash Department preference;Meets Accounting Mag,Mfr, Yes: After &Financial FIN-009 Summaries I Cashiers Reports 1 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/ 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/ Collections/Collection Agency Department preference; Accounting FIN-011 Case Files&Statements/ 7 years 7 years Mag, Ppr Delinquencies remain on credit &Financial reports for 7 years;GC§34090 Reporting Delinquent Accounts et seq. DE-6, DE-7, DE-9, DE43,W-3,& Department Preference; IRS:4 Finance I 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 m1995-2017 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-4 Office of Retention No. Records Description Retention/Disposition Comments/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 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 le.o.last document+2 ars since destruction is normally performed by rile folder. HOLDS:Liti ation com lainis claimspublic records act requests, audits andlor investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference;All Finance/ tangible property held by Accounting Escheat(Unclaimed money J government agencies escheats &Financial FIN-014 uncashed checks) 5 years 5 years Mag, Ppr after 3 years; Statute of Reporting Limitations is 1 year for seized property;CCP§§340(d), 1519; _ GC§34090 Finance/ Accounting FIN-015 FEMA Reimbursement/OES 1 year 9 years 10 years Mag, Ppr Department Preference; GC &Financial Reimbursements §34090 Reporting Finance/ Accounting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields 1 Records are &Financial interrelated;GC§34090 Reporting Department Preference(bond auditing purposes; IRS r eguI at i o n s st a Finance I records should generally be kept Accounting&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 FIN-018 Journal Entries/Journal 2 years 5 years 7 years Mag, Ppr auditing standards; GC &Financial Vouchers §§60201(d)(1 2).34090,26 CFR Reporting 31.6001-1 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-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy' (OFR) Active (Records Total vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& jgpc an 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:Litigation,co m taints claimspublic records act re uests audits andlor investi ations sus end normal retentionperiods retention resumes after settlement or com letion. Department preference;W-4s are required four years after the Finance/ Payroll File(By Employee Name) due date of such tax for the Accounting FIN-019 5 years Separation+ Separation+ return period to which the Mag,Ppr &Financial Reporting includes W-4,other payroll forms tax is paid,whichever is the later. 26 CFR 31-6001-1;GC §60201(d)(12);GC§34090 Finance/ Department preference for Accounting Mag,Mfr, Yes:After &Financial FIN-020 Payroll Reports-Annual Detail P P OD, Ppr S/I QC&OD SBCERA Buy-backs;GC §34090 Reporting Department preference for Grant Auditing Purposes; May contain independent contractor's Finance/ Payroll Reports-Periodic compensation,expense Accounting (includes Deduction Registers, reimbursement,or District credit &Financial FIN-021 Leave Registers,Time 2 years 5 Years 7 years Mag, Ppr p card records;Meets municipal Reporting Transaction Reports,etc.) government auditing standards; Published articles show 3-7 years;GC§60201(d)(12);GC §34090 Reports,Subsidiary Ledgers, Department preference(The Finance! Reconciliations, Registers, Accounting Transaction Histories Balance When No When No Financial System Database is , FIN-022 Longer Longer Mag, Ppr the original;reports are &Financial Sheets, Revenue&Expenditure Required Required considered drafts or copies);GC Reporting Reports,etc.(MONTHLY OR §34090 PERIODIC 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. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention/Disposition Comments l 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 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 Derformed by tide folder. HOLDS:Liti ation com laints claimspublic records act requests, 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 S/I QC&OD auditing standards; GC§34090 Reporting MOE(Maintenance of Effort) Report, Street Report,etc. Finance/ Accounting FIN-024 Returned Checks I NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets &Financial auditing standards; GC§34090 Reporting Department preference for Grant Finance/ Time Sheets I Time Cards Auditing Purposes; Meets 1 Accounting Mag,Mfr, Yes: After 2 municipal government auditing &Financial FIN-025 Overtime Sheets/Overtime 2 years 5 years 7 years OD,Ppr S years standards; Published articles Reporting Cards show 3-7 years;GC §60201(d)(12);GC§34090 Finance/ 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 @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-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 Cd? 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 normallyperformed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits andlor invest! at'ons suspend normal retention periods retention resumes after settlement or completion). Meets IRS auditing standards_ Vendor Vendor pa4ment-Prefe€enc (meets Finance! pal,.,,.,,,�.,. eRl audi};� Inactive+ 3 Inactive� 3 �r��IIQr=�� Accounting Yes: Until Mag, Mfr, Yes: After FIN-027 W-9s years .years S i I gUL & Financial �- Paid OD, Ppr QC&OD Reporting yeaf5 years I�HH�IFS�?L��Ft11�5-G1.794N� � ears, GC 434090 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 Ot995-2017 Giadwell 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 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 S 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 cam letron . BUSINESS LICENSE &REVENUE Finance 1 Business FIN-029 Business License& Permit Indefinite Indefinite Yes Mag Data Fields I Records are License& Database interrelated; GC§34090 Revenue Finance 1 Department preference(Used by Business FIN-030 Business License& Permit P P Mag, Mfr, S 1 I Yes: After Planning for Zoning License& Applications and Changes OD, Ppr 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 se SPECIAL DISTRICTS Finance I Assessment Rolls 1 Lighting and Department preference; Meets Special FIN-032 Landscape Districts I Special 5 years 5 years Mag, Ppr auditing standards; GC §34090 Districts District Assessment Rolls(to Tax et seq. Assessor for Tax Rolls) Community Parks and L a n d s c a p e C i t i z Committee{Landscape Department preference; Finance I Formerly Planned Communities Special FIN-033 Maintenance Districts I Special 2 years 2 years Mag, OD Citizens' Oversight Committee; Districts Districts) State law only requires for 30 AUDIO RECORDINGS of days; GC§54953.5(b) Meetin s I Audio Tapes RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention No.j Records Description Retention!Disposition Comments I Reference Image: Destroy {OFR) (Records Vital? Active Inactive Total 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 ears, since destruction is normal!y performed b 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). Community Parks and Landscape Ci t i z � Finance/ Formerly Planned Communities Committee(Landscape Special FIN-034 Maintenance Districts 1 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 IL a n d s c a p e C i t i z ! Department preference; Finance 1 (Committee and Landscape Formerly Planned Communities Minimum 2 Minimum 2 Mag, Mfr, Yes: After Special FIN-035 iMaintenance Districts Citizens' years years OD, Ppr S/1 QC & OD Citizens' Oversight Committee; Districts Oversight Committee Original Staff Reports are filed in the project file; GC §34090 AGENDAS &AGENDA TREASURY MANAGEMENT Finance 1 When No When No I 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 1 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! Treasury FIN-038 Investment Reports& Backup/ �years 3 years 5 years Mag, Ppr Department Preference; GC Treasury Reports §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: 4/7/2021 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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 C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. HOLDS:L'' tion cam la' is claimspublic records act re uests audits a investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference; Meets Investments/Arbitrage/ auditing standards;Published Finance I Certificate of Deposit/ articles show disposal+7 years Investment Bonds(Receipts/ Yes: Until for security brokerage slips; Treasury FIN-039 Advisor Reports /Trade Tickets/ 5 years 5 years Paid Mag, Ppr statewide guidelines propose Manage. LAW(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 Record Series # Records Description Retention!Disposition Comments!Reference -7 Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. HOLDS.,Litigation, claims, complaints,public records act requests, audits and/or inuesti ations sus end normal retention petiods retention begins after settlement). FIRE ADMINISTRATION Shred Upon Shred Upon Human Career File: Equipment Mag, City/District Preference(copies); Resources FR-001 Assignments(Turnouts, etc.) Separation Separation Ppr GC§60200 or Transfer or Transfer Copies- Copies- Finance FR-002 Billings-Fire Alarm Permits, Fire When No When No Mag, Finance keeps originals; GC§ Inspections, Fire Permits Longer 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 i Mag' Yes:After.Department Preference(rated Admin. FR-004 ISO Insurance Ratings 15 years 15 years Mfrr,,O D, S QC&OD every 10 years); GC§60201 When No When Na Considered a preliminary draft/ Fire 1 FR-005 Monthly Statistical Reports/Run Longer Longer Mag' copy(the Fire database is the Admin. Statistics Ppr Required _ Required _ original); GC §6020'I et seq. Copies- Copies- Originals Maintained by City Clerk Mutual Aid Agreements,Joint When No When No Mag, City Clerk FR-006 or County Clerk of the Board Power Authorities Longer Longer Ppr Required Required Permanently; GC§60201.7 Fire/ 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/. FR-009 Ride-A-Long Waivers 2 years 2 years Mag, , GC§60201 AdmRANCHO 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-2 Office of Records Records Descri tion Record I Series# p Retention!Disposition Comments!Reference L_ Image: Destroy Inactive Paper (OFR Active Total Media 1=Import (in office) (Records Retention Vital? Options M=Mfr Imaged & Center S=Scan if the record is not listed here refer to the Retention for Ci -Kride 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 com Taintspublic records act requests, audits and/or investi ations suspend normal retention perriods retention be ins 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 §60201 Fire/ Subpoenas(Personal Appearance- 2 Years 2 years Ma § GC60201 Admin. FR-011 Fire Personnel) Ppr - Fire/ FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Data is interrelated;GC§60201 et Admin. Ppr seq, Department preference; Ics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep Training Course Records/EMS their OSHA records 7 years; Fire/ Continuing Education Training Mag, Yes: EEOC/FLSA/ADEA(Age)requires, Admin. FR-013 5 years Indefinite Mfr, aD. S When 3 Years for promotion, demotion, (Attendance Rosters, Outlines and Ppr Inactive transfer, selection, or discharge; Materials) State Law requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC§§12946, 60201, 53235.2(b), 53237.2(b) Fire/ FR-014 Training Database/Log(Target Indefinite Indefinite Mag. Data is interrelated; GC§60201 et Admin. Solutions) Ppr seq. Underground Storage Tanks-ALL- Department Preference(required FR-015 Fire i City or Privately owned) Mag, Yes: for the life of the tank); 23 CCR Admin. Location,Soil Remediaton, 10 years P P Mfr, OD, S 1 I After 1 2712(b), H&S §25284.2(i); GC i Monitorin Ppr year Well Records 60201 et.seq. COMMUNITY AFFAIRS 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-3 Office of Records Records Description Retention/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 begin when the act is completed, and imply a full file folder te.q.last document+2 ears since destruction is nonnalivoerformed by file folder. HOLDS:Litic ation claims com laintspublic records act re uests audits and/or investi ations suspend normal retention perid,ds retention be ins after settlement). When No When No Fire! Longer Longer Mag, Department Preference;GC Community FR-016 Community Outreach Required- Required- Ppr §60201 Affairs Minimum 2 Minimum 2 ears Vears When No When No Fire/ Longer Longer Public Information/Education Mag, Department Preference;GC Community FR-017 (when produced internally) Required- Required- Ppr §60201 Affairs Minimum 2 Minimum 2 years years Consistent with employee personnel files(Courts treat volunteers as employees); Volunteer Applications& EEOCtFLSA/ADEA(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;EEOClFLSAlADEA 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 i=R-4 Office of Records Record Series# Records Description Retention/Disposition Comments I Reference Image: Destroy -- Inactive Paper {OFR} Active (Records Total 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 be in when the act is completed, and imn1v a full file folder e. . last document+2 ears since destruction is normallyperformed by file folder. HOLDS:Liti ation claims com laints ublic records act re uests. audits andlor investi atians suspend normal retention pefiods retention be ins after settlement). Fire/ Volunteer Historical Lists/ Community FR-020 Extractions from Volunteer Minimum 10 Minimum 10 Mag, �Depaortjrment Preference; GC Affairs Database years years Ppr 02 COMMUNITY RISK Not Less Life of the Life of the Fire Construction Documents Than 180 Structure or Structure or Fire 1 (Submittals,Approved Plans, days from Activity,or Activity, or Mag, Yes: Drawings, Applications,Alternate the date of Community FR-021 Minimum 5 Minimum 5 Mfr, OD, S 1 t After QC §CFC§105. et seq. , 104.6 et Risk Means&Methods, and Similar completion years Ppr &OD seq.; H&S 19850 Documents Necessary for Ongoing of the years, Fire Code Compliance permitted Whichever Whichever _ work is Longer is Longer Life of the Life of the T Fire 1 Fire Fire Inspections-Business Structure or Structure or Marshal& Inspection Files 1 Occupancy Activity, or Activity, or Mag, Yes: Required for the Life of the Fire FR-022 Inspections(Approvals, Minimum 5 Minimum 5 Mfr, OD, Sit After QC Structure or Activity, or Minimum 5 Prevention Inspections, Fires,Modification/ years, years, Ppr &OD years CFC§§ 104.6—104.6.4 Alternative Methods or Materials) Whichever Whichever is Longer is Longer Fire 1 Fire When No When No — - Marshal& Fire Inspections-Citations 1 Longer Longer Yes: Mag, Yes: Department Preference; GC§ FR-023 Required- Required- Before Mfr. OD, S/I After QG 60201 et seq. Fire Notice of Violations Minimum 2 Minimum 2 Event Ppr &OD Prevention years ears Fire 1 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Mag, Yes: Department preference(Building Community FR-024 Underground, and High-Piled P P Mfr, OD, S/I After QC keeps original); CFC 104,6 et seq.; Risk 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: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Records Record Series# Records Description Retention t Disposition Comments 1 Reference Image: Destroy Active Inactive Total Media [=Import Paper (OFR) (Records Vital? 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.g. last document+2 ears , since destruction is normally performed by file folder. HOLDS:Litigation. claims, complaints, public records act requests, audits andlor investi ations suspend normal retention periods retention begins after settlement). Fire 1 Community FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Department Preference; GC _Risk Ppr � §60201 et seq. Copies- Copies- _ — I 4 -� -- Building FR-026 New Construction Plan Review When No - When No Mag, Building keeps originals; GC Longer Longer Ppr §§34090.7, 60201 Required "eerd When No Comire Imunity ' FR-027 Longer Public Information 1 Education Requged_ Mag, Department Preference; GC Risk (when produced internally) Minimum 2 Minimum 2 Ppr §60201 _ years _ ears I When No When No Community I ty FR-028 Weed Abatement 1 Vegetation LonRequired - Required_ Mag, Department Preference; GC Risk Abatement 1 Brush Clearance Minimum 2 Minimum 2 Ppr §60201 vears years EMERGENCY MANAGEMENT When No MRequired Fire 1 Community&Business Emergency Longer Mag Department Preference; GC Emergency FR-029 Required - - 6D201 Manage. Response Training Minimum 2 2 Ppr § years When No Fire I 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 o1995-2019 Gladwell Governmental Services. Inc(sos)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-6 Office of Records Record Series# Records Description � Retention 1 Disposition Comments 1 Reference — - - — -- Image: Destroy - - Inactive Paper (OFR) Active (Records Total 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.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Li ti ation, claims, com Taintspublic records act re nests, audits andlor investi ations suspend normal retention periods retention begins after settlement). Fire I Emergency Response& Recovery Emergency FR-031 f FEMA 1 OES Reimbursement 10 years 10 years Yes (all) Mfr, OD, S/I No Department Preference; GC Claims/Strike Team §60201 Manage. Reimbursements l Ppr When No When No } Fire f Longer Longer Mag, EOC Activations, After Incident i Department Preference; GC Emergency FR-032 Reports Required - Required- Yes (ail) Mfr, OD,' S/I No 60201 Manage. p Minimum 2 Minimum 2 Ppr § ears vears EMERGENCY RESPONSE f EMERGENCY MEDICAL.SERVICES Department Preference- Controlled Substance Logs, Controlled substances are Fire 1 EMS FR-033 Inventories 1 Medic Monthly 3 years 3 years Yes Mag'Ppr required for 2 years after inventory Inventory Logs or transaction; 21 CFR §1304,04, 1310.04 Fire 1 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 1 EMS FR-035 QualityImprovement)/Quality Disposition Disposition Mag, providers is 3 years;CCP§340.5. p ) Y _ Assurance +3 years + 3 years Ppr13 GGR 1109.7, i FG §19� §404 3 4,GC§60201 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 164.5300) Accountabifit Act) I Ppr I year RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Oo 1995-2019 Giadweli 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-7 Office of Records Records Description Retention 1 Disposition Comments l Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Total 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 years), since destruction is normally 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). Department preference; Paramedic Continuing Education Paramedic Continuing Education Separation+ Separation+ Mag. Yes: is required for 4 years by DPH; 8 Fire/EMS FR-037 Rosters and Certificates 4 years 4 years Mfr, OD, S When CCR§3204(d)(1)et seq., 8 CCR Ppr Inactive §3203 et seq.,29 CFR 1627.3(b)(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/PCRs 1 by AHIMA for"healthcare Paramedic Release Forms(EMS providers"; Statute of Limitations transportation)l Consent Form with; Mag, Yes: for health providers is 3 years; Fire/EMS FR-038 Assignment of Benefits: ADULTS 7 years 7 years Mfr. OD, S After 1 CCP§340.5, GC§60201; H&S8(e) 123145; 42 CFR 7.9 §§179 (Includes e-PCR Database 1 Ppr year §§179 .9 9 CCR 9444,22 CCR Electronic Patient Care Report 70751(c)&71551(c);22 CCR 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 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT©1995-2019 Gladweli 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 Record Series# Records Description Retention I Disposition Comments I Reference - - � Image: Destroy (OFR) Active Inactive Total Media I=Import Paper (in office) (Records Retention Vital? Options M=Mfr Imaged&r Center g S=Scan , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and imply a full Re folder e. . last document+2 years),since destruction is normally Performed by file folder. HOLDS:Litigation, claims, complaints, ublic records act requests, audits andlor investi ations suspend normal retention periods retention be ins after settlement). j Department Preference;adults required for 7 years; minors until 1 year after age 18, but not less than I7 years; 10 years is recommended Patient Care Reports I PCRs I by AHIMA for"healthcare Paramedic Release Forms(EMS Age of Age of providers", Statute of Limitations transportation)/Consent Form with Majority, Majority, Ma Yes: for health providers is 3 years: Minimum 7 Minimum 7 Mfr, OD, S After 1 CCP 340.5, GC 60201: H&S Fire EMS FR-039 Assignment of Benefits: I § § JUVENILES Includes e-PCR years, years, §§1797.98(e) 123145;42 CFR Database/Electronic Patient Care whichever is whichever is Ppr year 482.24(b); 9 CCR 944.4,22 CCR Report Database) longer longer 70751(c)&71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub, 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE 1 FIRE MARSHAL Fire 1 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 Ppr &OD seq. Marshal Fire I - - Emergency Response / FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag' Data is interrelated; GC§60201 et Fire Ppr seq. Marshal RANCHO CUCAMONGA FIRE PROTECTION DISTRICT OO 1995-2019 Gladwelt 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 I Disposition Comments/Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Total Media 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 le. .last document+2 ears since destruction is normally performed by rile folder. HOLDS:Liti ation claims com laintspublic records act re uests audits andlor investigrations suspend normal retention pedods retention be ins after settlement). Fire/ Emergency Fire Investigations-Arson& Mag, Yes: Department preference(Capital Response/ FR-042 P P Mfr, OD, S/I After QC Crimes have no statute of Fire Capital Crimes Only 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 Required- Required- Fire Arson&Capital Grimes Minimum 5 Minimum 5 Ppr §60201 et seq. Marshal years years Fire/ 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 CCR 66262.40 Marshal Fire/ Emergency When No When No Mag Response/ FR-047 Response Planning Longer Longer Ppr' 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!Disposition Comments!Reference 1 Image: Destroy Inactive Paper Active Total Media 1Wlmport (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 fe.g. last document+2 ears since destruction is normal!v performed by file folder. HOLDS:Liti ation, claims com laints public records act re uests audits and/or investi ations suspend normal retention periods retention be ins after settlement. Fire/ Special Event Permits/Fire Code When No When No Emergency Permits/Operating Permits/ Longer Longer Yes: Response/ FR-048 Required- Required- Before Explosives Permits /Fireworks Mag, Department preference; GC Fire Permits/Burn Permits(assembly Minimum 2 Minimum 2 Event Ppr §60201 CFC§§ 104.6—104.6.4 Marshal permits, candle permits,tent ermits a en flame etc, years years STATION OPERATIONS!SUPPRESSION Lead Dept. FR-049 AQMD Permits(Generators, etc.) 5 years 5 years Par' 40 CFR 70.6; GC§60201 —- - Mag, Yes: - Fire/Ops FR-050 Daily Evaluations/Rookie Tests 2 years 2 years Mfr, OD, S When GC§60201 Ppr Inactive When No When No Daily Vehicle Inspections/Daily Longer Longer Fire 1 Ops FR-051 Equipment Checks/Safety Required- Required- Ppr GC §60201 Equipment Inspections Minimum 2 Minimum 2 -- __ ears ears Fire Vehicle,Apparatus, & Department Preference; If a motor Equipment History Files, Ladders, Disposal of Disposal of carrier, required for 18 months Vehicle, Vehicle, etc. after vehicle is sold; CHIP requires Apparatus, Apparatus, Mag, Fire 1 Ops FR-052 life of vehicle; OSHA requires 1 Certifications, Maintenance, Equipment+ Equipment+or or Ppr year, 8 CCR§3203(b)(1);49 CFR Registrations, Safety Certifications, 39621(b)(1);49 CFR 396.3(c); etc. 2 years years 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 1 5 years 5 years Mag' 400—E-13a instructions; GC Emergency Generators Ppr 1§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: 4/7/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FRA1 Office of Records Records Description Retention/Disposition Comments/Reference Record Series# Image: Destroy Inactive Paper (OFR) Active (Records Total Media Media 1=Import after Center) {in office) 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:Lific ation claims com laintspublic records act re uests audits andlor investi ations suspend normal retention periods retention be ins 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 Before Log Books years years Event Ppr §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT c l995-2019 Giadweii Governmental services,Inc(909)337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021