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HomeMy WebLinkAbout19-017 - Resolution RESOLUTION NO. 19-017 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 2018. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct. Section 2. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein. Section 3. The City Council hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit "A", attached hereto and incorporated herein by this reference, as the City's Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga. Section 4. The term "records" as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq. Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and adoption. RESOLUTION NO. 19-017 - Page 1 of 2 PASSED, APPROVED, AND ADOPTED this 17th day of April, 2019. Y ennis Michaer, Mayor ATTEST: "�4 ea ,Vnice C. Reynolds, derk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 17th day of April 2019. AYES: Hutchison, Kennedy, Michael, Scott, Spagnolo NOES: None ABSENT: None ABSTAINED: None Executed this 18th day of April, 2019, at Rancho Cucamonga, California. IF ce C. Reynolds, dirk APPROVED AS TO FORM: ity Attorney RESOLUTION NO. 19-017 - Page 2 of 2 HOW TO USE RETENTION SCHEDULES 01995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed(or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule.An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed"When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND 01995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the original or"record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P= Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? =Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)—the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, orjackets) Ppr= Paper OD = Optical Disk, CD-r, DVD-r,WORM, or other media which does not allow changes Scan /Import(guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged &QC'd: "Yes" indicates the paper version may be destroyed IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media—DVD-R, CD-R, or WORM,or microfilmed), and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business& Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board (CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop. (US) LC: Labor Code(CA) Ops. Cal.Atty. Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) GC§34090 is a base minimum retention;the"Total Retention"column is what has been adopted by the City Council. Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of 1 Record Retention No. Records Description i Retention/Disposition Comments/Reference Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). Accident, Incident, Injury Human reports: PUBLIC& Copies- Copies- Resources/ When No When No Mag, Copies retained for reference; Risk CW-001 EMPLOYEES,with associated Longer Longer Ppr GC§§34090.7, 60200 Management MSDS, if a chemical was Required Required involved Accounts Payable, Invoices, Petty Cash, Warrant Requests, Copies- Copies- etc. When No Longer When No Yes: Before Mag, All originals go to Finance Finance CW-002 Longer Payment Ppr (these are copies); GC §§34090.7, 60200 ALL backup is forwarded to Required Required Finance Brown Act challenges must be Affidavits of Publications/ filed within 30 or 90 days of Public Hearing Notices/Legal Mag, action; Statute of Limitations Lead Dept. CW-003 Advertising/Affidavits of 2 years 2 years Mfr, OD, on Municipal Government Postin Ppr actions is 3-6 months,GGR 9 §§337 +seq, 349.4; GC §§34090, 54960.1(c)(1) j Copies- Copies- Agenda Packets/Staff When No When No Mag' Yes: After City Clerk CW-004 Mfr, OD, S GC§§34090.7, 60200 Reports: City Council Longer Longer Ppr QC&OD Required Required Copies- Copies- i Mag, Yes: Upon Ensure the City Clerk receives City Clerk CW-005 Agreements&Contracts ALL When No When No Mfr, OD, S Completio all original agreements; GC ORIGINALS 1 Longer Longer Required Required Ppr n §§34090.7, 60200 RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention l Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). i Some grant funding agencies require audits, Statute of Limitations for Errors& Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Agreements &Contracts: 10 years or Contracts&Spec's=4 years, ADMINISTRATIVE FILES After Completion+ Wrongful Death=comp. +5 (with Grant Funding) 10 years or Funding years, Developers=comp. + 10 After Funding' Mag, Yes: Upon Lead Dept. CW-006 Agency Yes: Before years; Statewide guidelines p (Correspondence, Insurance Completion Audit, if Agency Audit„ Completion Mfr, OD, S/1 Completio propose termination+5 years; Certificates, Project if,required, Ppr n Administration, Project required, whichever is CCP§337 et.seq., 21 CFR Schedules, Certified Payrolls, whichever is longer 1403.36& 1403.42(b);24 CFR longer 85.42, 91.105(h), 92.505, & Invoices, Logs, RFP, etc.) 570.502(b), 28 CFR 66.42; 29 CFR 97.42;40 CFR 31.42;44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §§34090, 60201 et seq.; GC 8546.7 RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 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 Mfr, OD, S/I Completio Death=comp. +5 years, Administration, Project 10 years Completion Ppr n Developers=comp. + 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, RFP, etc.) termination +5 years; CCP §337 et. seq., GC§§34090, 60201 et seq. 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 i Audits/Audit Reports/CAFR-' Copies- Copies- When No When No Mag, Finance CW-009 Comprehensive Annual Longer Longer Ppr Copies; GC§§34090.7, 60200 Financial Reports Required Required CW-010 Bids: See Agreements& Contracts RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active TotalMedia 1=Import (OFR) (in office) (Records Retention Vital? after Center) Options M=Mfr 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 imly a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Boards, Commissions, & Committees: Employees Staff Meetings/Department Staff ! Mag, GC§§34090 et seq.,60201 et Staffing Dept. CW-011 Meetings (all Records, 2 years 2 years Ppr seq. including Minutes and (Recordings) Boards, Commissions, & Committees: External When No When No Organizations Mag, CW-012 Longer Longer Ppr Non-records (e.g. County Board of Required Required Supervisors) Boards, Commissions, & Committees: Residents Brown Act challenges must be Advisory Bodies Formed by Minimum 2 Minimum 2 Mag, filed within 30 or 90 days of Staffing Dept. CW-013 CITY COUNCIL years years Ppr action; GC§§34090, AGENDAS,AGENDA 54960.1(c)(1) PACKETS Boards, Commissions, & Committees: Residents Department preference; State Staffing Dept. CW-014 Advisory Bodies Formed by 2 years 2 years Mag' law only requires for 30 days; CITY COUNCIL OD AUDIO RECORDINGS of GC§54953.5(b) Meetings/Audio Tapes RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention No. Records Description Retention/Disposition Comments t 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Boards, Commissions, & Committees: Residents Department Preference;Video Advisory Bodies Formed by Mag, recording of meetings are only Staffing Dept. CW-015 CITY COUNCIL 10 years 10 years OD required for 90 days; GC VIDEO RECORDINGS of §§34090.7, 34090 Meetings/Audio Tapes Boards, Commissions, & Committees: Residents Mag, Staffing Dept. CW-016 Advisory Bodies Formed by P 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 Yes: Current Yes: After Finance CW-017 Budgets-Finals Longer Longer Fiscal Year Mfr, OD, S/I 5 years Auditor; GC§§34090.7, 60200, Required Required Ppr 40802, 53901 Cash Receipts Detail/Backup Copies- Copies When No When No Mag,- Finance CW-018 /Accounts Receivable Detail/ GC§§34090.7, 60200 Refund Detail Longer Longer Ppr Required Required Lead Minimum 2 Minimum 2 Mag, City preference; GC§§34090, (Requesting) CW-019 City Attorney Opinions years yearn Ppr 60201 et seq. Dept. Copies- Copies- Human When No When No Resources/ Longer Langer Yes: Before Mag, Yes: After CW-020 Claims Final Mfr, OD, S/I Final GC§§34090.7, 34090.6 Risk Required Required Management (Final ((Final Disposition Ppr Disposition Disposition) Disposition).: RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Destroy Image: I Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). City preference; Statute of Limitations for personal Lead property,fraud, etc. is 3 years; (Responding) CW-021 Complaints/Concerns from Minimum 2 Minimum 2 Mag, Claims must be filed within 6 Dept. Citizens years years Ppr months; CCP§§338 e#seq., 340 et seq., 342, GC§§945 GC§§911.2. 34090, 60201 et Send to Send to Human Resources CW-022 Complaints Against Employees Human Human Ppr' GC§§34090.7, 60200 Resources Resources CW-023 Contracts: See Agreements Copies- Copies- Copies or duplicates of any When No When No Lead Dept. CW-024 record Longer Longer Mag Ppr GC§§34090.7, 60200 Required R 11 equired Dept. that Authors Correspondence- ROUTINE Document or CW-025 (e.g.Administrative,Chronological, 2 years 2 years Mag' GC§§34090, 60201 et seq. Receives the General Files, Letters, Ppr Memorandums,Reading File, City's Original Working Files,etc.) Document RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Electronic and paper records Correspondence- are filed and retained based TRANSITORY/ upon their CONTENT. PRELIMINARY DRAFTS, Records, e-mails, electronic Interagency and Intraagency records, or social media Memoranda NOT retained in postings where the Content the ordinary course of business relates in a substantive way to the conduct of the public's Content NOT Substantive,or business, or that ARE made or NOT made or retained for the retained for the purpose of Dept.that preserving the informational Authors purpose of preserving the content for future reference are informational content for Document When No When No saved by printing them out and or CW-026 future reference Longer Longer Mag' placing in a file folder, or Receives the Required Required Ppr saving them electronically in a City's Original (e.g.calendars,checklists,e-mail folder outside the a in -mail Document or social media posting, flyers, invitations,instant messaging, system; If not mentioned here, inventories, logs,mailing lists, or if in question, consult the meeting room registrations, City Attorney to determine if a speaker cards,supply inventories, record is considered transitory telephone messages,text /preliminary drafts. GC messages,transmittal letters, §§34090, 60201 et seq., GC thank yous,requests from other §6252; 64 Ops. Cal.Atty. Gen. cities,undeliverable envelopes, 317(1981)); City of San Jose visitors logs,voice mails, v. Superior Court(Smith). webpages,etc.) S218066. Supreme Court of California, 2017 RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: Paper Active Inactive Total Media 1=Import p (OFR) (Records Vital? (in office) Center) Retention Options M=Mfr after Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Deeds, Easements, Final Copies- Copies- City Clerk CW-027 Orders of Condemnations, When No When No Mag, Send all originals to the City Liens, Recorded Documents, Longer 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 y 2 years After course of business; CHP 2 ears After audits every 2 years; Bureau of Lead Dept. CW-029 DMV Pull Notices Superseded or Superseded Mag Ppr National Affairs recommends 2 Separated or Separated 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 Drafts&Notes: Drafts that are Mag, Lead Dept. CW-030 Longer Longer the City Attorney to determine p revised (retain final version) Required Required Ppr if a record is considered a draft. GC§§34090, 6252, 6254(a) RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: paper (OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations sus end normal retention periods(retention resumes after settlement or completion). The Lead Department should print out historical documents (or save source data)prior to GIS Database/Data/Layers When No When No replacing the data, if they Lead Dept. CW-031 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. i Grants(UNSUCCESSFUL Mag, Applications, Correspondence) Lead Dept. CW-032 2 years L2years, Ppr GC§§34090, 60201 et seq. RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import i (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department'. If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are Grants/CDBG/Reimbursable required for 5 years, Uniform Claims/FEMA Claims/OES Admin. Requirements for Claims(SUCCESSFUL Grants to Local Governments Reports, other records required After is 3 years from expenditure Ito pass the funding agency's Funding After.Funding; report or final payment of audit, if required) Agency Agency Audit, Ma grantee or subgrantee; Lead Dept. CW-033 2 years Audit, if if required- g' statewide guidelines propose 4 Applications(successful),grant Required- Minimum 5 Ppr years; 7 CFR 3016.42; 21 CFR agreement,program rules, Minimum 5 years 1403.36& 1403.42(b);24 CFR regulations&procedures,reports years 85.42, 91.105(h), 92.505, to grant funding agencies, 570.490, &570.502(a&b), 28 correspondence,audit records, CFR 66.42; 29 CFR 97.42; 40 completion records CFR 31.42; 44 CFR 13.42, 45 CFR 92.42; OMB Circular A- 110&A-133; GC§§34090, 60201 et seq. GC&8546.7 RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention l Disposition Comments I 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). , 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 CW-034 until final disposition of formal Resources Complaints(Employees) Longer Longer Disposition Ppr complaint; State requires 2 Required Required years after action is taken, GC §§12946, 34090 Litigation Files/Lawsuits/ Department preference; CCP Court Case Files Final Final Yes: Until Mag, §§337 et seq.; GC§§911.2, Lead Dept. CW-035 Resolution +5 Resolution+5Settlement Ppr 94 , 34090, 34090.6;�� Send Final Settlement Agreements years years §832.5(b)to the City Clerk When No When No Preliminary drafts not retained Lead Dept. CW-036 Longer La Leave Slips/Time Off nger Mag, in the Regular Course of Requests Ppr Business GC§§34090,60201 Required Required et seq. RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) 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 filefolder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical/ Material Safety Data Sheet substance/agent,where& (MSDS)/Safety Data Sheet (SDS) Chemical Use Report While Mag, Yes-After when it was used is maintained Lead Dept. CW-037 Form (or records of the Chemical In 30 years 30 years Mfr, OD, S OC&OD for 30 years;Applies to Use Ppr qualified employers; Claims chemical/substance/agent, 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 Required Required Ppr §§34090.7, 60200 Copies- Copies- Return any whole unused Municipal Code(these are I When No When No ' Yes: Current Mag, codes to the City Clerk; City Clerk C)JV-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 Langer. Ppr from the newspaper company; Required Required GC§§34090, 60201 et seq. RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No. Records Description Retention!Disposition Comments!Reference Image: Destroy Inactive Paper (OFR) Active ! Total Media 1=Import (Records Vital? after (in office) Retention Options M=Mfr I Center) S=Scan Imaged & QC,d? Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations sus end normal retention periods(retention resumes after settlement or completion). Statute of Limitations on Notices: Public Hearing Municipal Government actions Staffing Dept. CW-041 Notices and Proofs of 2 years 2 years Mag, is 3-6 months;OSR§3;37-et- Publications p seq; GC§§34090, 60201 et seq. Copies- Copies- Mag, Originals maintained by City City Clerk CW-042 Ordinances -City Council When No When NoLongerLonger Yes(all) Mfr, OD, S No Clerk Permanently; GC Required Required Ppr §§34090, 60201 et seq. Hum an Res ources/ Send to j Send to Risk CW-043 OSHA Inspections or Citations Human Human Ppr GC§§34090.7, 60200 Management Resources Resources Ensure records kept in Do Not Retain Do Notjea, Department files comply with Human CW-044 Personnel Files (Department- in iBefore Mag, City policy(all originals are Resources level Files) Departments DeparSeparation Ppr sent to Human Resources); GC§§34090.7, 60200 Shred After Shred Incorporation IncorporationNotes maintained in a separate into into Before folder to be incorporated into Personnel Files(Supervisor's , Mag, performance evaluation, or to Lead Dept. CW-045 Notes) Performance Performance Annual Evaluation or Evaluation or Evaluation Ppr document progressive Documented Documented,. discipline; GC§§34090 et seq., Discipline Discipline 60201 et seq. When No When No Preliminary Drafts; destroy Lead Dept. CW-046 Unused Photographs Longer Longer Mag' unnecessary photographs. GC Required Required Ppr1 1 1§§34090, 6252, 6254(a) RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods retention resumes after settlement or completion). Public Relations/Press Lead Dept. CW-047 Releases 2 years 2 years Ppr' GC§§34090, 60201 et seq. 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 P ppReports: Not accessible to the public; Lead Dept. �Real Estate Appraisal (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 (Who Ordered CW-050 Purchased Property, Funded 2 years Mfr, OD, S auditing requirements;24 CFR the Appraisal) Loans Years years Ppr QC&OD 85.42&91.105(h), & 570.502(b);29 CFR 97.42, GC §§34090, 60201 et seq. Records Destruction Lists/ Copies- Copies- City Clerk CW-051 Certificate of Records When No When No Mag, GC§§34090.7, 60200 Destruction Longer Longer Ppr Required Required RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No ag 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, Lead Dept. CW-054 Manuals, Newsletters, etc: When When Mag, Copies; GC§§34090.7, 60200 Produced by OTHER Superseded Superseded Ppr I Departments CW-055 Reference or Working Files: See Correspondence Administratively and Reports and Studies Mag, Historically significant, i Yes: After Lead Dept. CW-056 (Historically significant-e.g., 10 years P P Mfr, OD, S/I 10 therefore retained Zoning Studies) Ppr years permanently; GC§§34090, 60201 et seq. RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Records Descri tion Record p Retention/Disposition Comments/Reference Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Information is outdated after 10 Reports and Studies(other years; statewide guidelines Lead Dept. CW-057 than Historically significant 10 years 10 years Ppr' propose 2 years; If historically reports-e.g.Annual Reports) significant, retain permanently; GC§§34090,60201 et seq. Copies- Capes- When No When No Mag, Originals maintained by City City Clerk CW-058 Resolutions-City Council Longer Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC City Clerk CW-058 Resolutions-City C Required Required Ppr §§34090.7, 60200 — i 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) Time Cards/Time Sheets Copies- Copies- Finance/ When No When Na Mag' Yes: After Payroll CW-061 (Finance keeps the originals Mfr, OD, S/I GC§§34090.7, 60200 et seq. with employee signatures) Longer Longer Ppr QC&OD Required Required RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Retention No. Records Description Retention/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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). When No When No Preliminary drafts(the time Lead Dept. CW-062 Time Off Requests Longer Longer Ppr card is the final record); GC Required Required §§34090, 60201 et seq. Department preference; Ethics Training is 5 years; Statewide !Training-ALL COURSE guidelines propose 7 years; RECORDS Calif. Labor Division is required Mag, to keep their OSHA records 7 Lead Dept. CW-063 Attendance Rosters, Outlines 2 ears 5 ears 7 ears Mfr, OD, S Yes:When p ( y Y Y Inactive Years; EEOC/ELBA/ADEA and Materials; includes Ethics, Ppr (Age)requires 3 years for Harassment Prevention & promotion,demotion, transfer, Safety Training&Tailgates) selection, or discharge; State Law requires 2-3 years for personnel actions; 8 CCR §3203 et seq.,29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 34090, 53235.2(b) RANCHO CUCUMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active TotalL Media 1=Import Paper after (OFR) (in office) (Records RetentionOptions M=Mfr Imaged& Center) 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.g. last document+2 ears since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention penods retention resumes after settlement or completion). Animal Indefinite Indefinite Services � AS-001 Animal Registration Database i (Minimum 3 (Minimum 3 Mag Department preference; Data is interrelated; GC§§12946, 34090 years) years) When No When No Considered transitory/ Animal AS-002 Animal Registration Report Longer Longer Mag, Ppr preliminary draft(the database is Services the original); GC§34090, GC Required Required §6252 Animal AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC§34090 et seq. Services Animal AS-004 Bite Reports/Rabies Control 3 years 3 ears' Yes MaPDepartment Preference; GC yMag,Services Records §34090 et seq. Animal 3 years is required; FA Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr §32003(e), CCP§§336(a), 337 et. seq., GC§34090 Animal 3 years is required; FA Services AS-006 Drug Logs 3 years 3 years. Ppr §32003(e), CCP§§336(a), 337 et. seq., GC§34090 Investigations/Problem Files Animal Resolution+ Resolution+ Department Preference; GC AS-007 (barking, loose dogs, dangerous Mag, Ppr dog reports, etc.) Services 4 years 4y I e I a,r 11 s §34090 et seq. _ Animal Medical Records, Surgical 3 years is required; FA Services AS-008 Records,X-rays 3 years 3 years Ppr §32003(e), CCP§§336(a), 337 et. seq., GC§34090 Animal Meet and Greet/Animal 3 years is required; FA Services AS-009 Adoption Contracts 3 years 3 years Ppr §32003(e), CCP§§336(a), 337 _ et. seq., GC§34090 Animal Notices to Comply,Warning De artmentreference; GC Services AS-010 Letters/Notices/Citation Books 3 years 3 years Mag, Ppr §34090 p (Off leash, etc.)_ Animal AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC§34090, GC§6252 Services RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy (OFR) Active � (Records Tvtal Media [=Import Paper after (in office) Retention Vital? Options M=Mfr Imaged & Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal/Vperformed by file folder. Liti ation, com laints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . 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 Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC§34090 et seq. Strays/Incoming Animals/ 3 years is required; FA Animal AS-015 Impound Records/Impound 3 years 3 years Mag, Ppr §320030), 37 t. seq., G CCP Services Cards/"Relinquishments" §34090 ), 337 et. seq., GC §34090 Animal AS-016 Volunteer Hours 2 years 2 years' Mag, Ppr GC§34090 et seq. Services RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total 11 Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUILDING&SAFETY Building& Address Assignments/Changes/ Mag' BL-001 P P Mfr, OD, S/I No Department Preference; GC i Safety Corrections §34090 Ppr Department preference; Building & BL-002 Address Files/Buildin Permits P P Yes all Mfr OD S Yes: After Statewide guidelines propose Safety g ( ) PQC&OD permanent; GC§34090, H&S Ppr §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; Expiration, Mag, Preliminary drafts not retained Building & Building Plans-Cancelled, Expiration, Yes: After BL-004 Cancellation) Mfr, OD, S n the ordinary course of Safety Expired or Withdrawn Cancellation or Ppr QC&OD i business; CBC§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 Building & MULTI-FAMILY DWELLINGS, Mag' Yes: After common interest dwellings only; Safety BL-005 PLACES OF PUBLIC P P Yes(all) Mfr,P OD, S QC&OD Statewide guidelines propose 2 ACCOMMODATION,TENANT p years for blueprints& IMPROVEMENTSspecifications, CBC 104.7& 107.5, H&S§19850, GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; Plans need not be filed for: (a)Single or multiple dwellings not more than two stories and basement in height.(b)Garages and other structures appurtenant to buildings described under subdivision (a).(c) Farm or ranch buildings. (d)Any one-story building Building& Building Plans-Finalled- Mag, where the span between Yes: After bearing walls does not exceed Safety BL-006 SINGLE FAMILY RESIDENTIAL- P I' Yes Mfr, OD, S QC&OD 25 feet. The exemption in this SFR and APPURTENANCES Ppr subdivision does not however, apply to a steel frame or concrete building. Site Plans are Only for dwellings Ince than 2 Sterieo garages& , faffnS/ranehen 1 .ten.,.pith hearing walls Inco than 25L CBC requires 180 days from completion date; CBC 104.7& 107.5, H&S§19850, GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 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) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). California Building Code/ 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 BL-008 Certificate of Occupancy(CofO) l P P Yes(all) Mfr, OD, S Safety Ppr QC&OD §34090 Construction Notices I Building& Inspection Notices BL-009 2 years 2 years Mag, Ppr GC§34090 Safety (correction notices, compliance orders, stop work notices, etc.) Building& I When When Safety BL-010 Plan Check Comments Finalled Finalled Mag, Ppr Preliminary Drafts; GC§34090 When No When No Building& BL-011 Reports: Building Activity Longer Longer Mag, Ppr Preliminary Drafts(the database Safety Required Required is the original); GC§34090 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. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 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 P11 S/I OD, Ppr QC&OD audit reports/CAFR; GC Commission,All Subcommittees of the City §34090 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 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active 1 Total Media 1=Import Paper after (OFR) (Records Vital? (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 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Agreements&Contracts-ALL (INFRASTRUCTURE, OR IF IMAGED,JPAs, 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 i 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, j redevelopment, reservoirs,sewers, sidewalks,street&alley improvements,settlement, subdivisions,utilities,water,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 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 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) (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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 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 City Clerk CC-003 obligations(e.g. Specifications Completion 10 years Completion + Yes: Before Mag Ppr permanent by law; CCP and Successful Proposal/ 10 years Completion §§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. i Mag, Mfr, Yes: After Department preference; GC City Clerk CC-004 Articles of Incorporation P P OD, Ppr S/I QC&OD §34090 i 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 2 years 2 years Mag, Ppr GC§34090 Unsuccessful) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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) (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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Securities(Performance Bonds, Letters of Credit, CD's, etc.)are normally released after the Notice of Bonds(Performance Bonds, Release of Release of City Clerk CC-007 Subdivision Bonds, Letters of i Bond/Letter Bond/Letter Mag, Ppr Completion is filed. Bond/ letter may be replaced with a Credit) of Credit of Credit Warranty Bond,which is usually released 1 year after the Notice of Completion date. GC§34090 City Council Subcommittees AgendasMinutes All recommendations are , City Clerk CC-008 2 years 2 years Mag, Ppr presented to the City Council; (Composed solely of less than 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/I QC&OD §34090 Members Statements filed electronically Economic Interest Filings (FPPC 700 Series Forms- are required for 10 years; MN Mfr,,_ Yes: After City maintains copies only, City Clerk CC-044 Statement of Economic 10 years 1�ears S/I Interests): O�Payr QC&OD original statements are filed ELECTRONICALLY FILED with FPPC: GC§81009(f}( i GC§84615 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No. Records Description i Retention/Disposition Comments/Reference Inactive Image: Destroy Active Tota Media 1=Import Paper after (OFR) (Records Vital? (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 years), since destruction is normally performed by file folder. Litigation, com taints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Economic Interest Filings City maintains original (FPPC 700 Series Forms- Mag, Mfr, Yes: After 2 City Clerk CC-010 7 years i 7 years S/I statements; GC Statement of Economic OD, Ppr years §81009(d)(e)(f)&(g) Interests): ALL Economic Interest Filings (FPPC Form 602/635)- 2 CCR 18615(d), GC City Clerk CC-011 2 years 5 3 years 7 5 years Mag, Ppr Lobbyist Authorization W 009(e)&(g) Reporting j Must post on website; FPPC City Clerk CC-012 FPPC Form 801 (Gift to 7 years 7 years Mag, Ppr S/I Yes: After 2 Opinion;2 GGR Agency Report) years 18944{s)E3)(G);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/I Yes: After 2 GC§81009e Payment Report) years FPPC Form 804(Agency Mag, Mfr, Yes: After 2 FPPC Regulation 18734(c); City Clerk CC-015 Report of New Positions) P P OD, Ppr S/I years GC§81009e City Clerk CC-016 FPPC Form 805(Agency P P Mag, Mfr, S/I Yes: After 2 FPPC Regulation 18734(c); Report of Consultants) OD, Ppr years GC§81009e FPPC Form 806(Agency Yes: After 2 Must post on website GC City Clerk CC-017 Report of Public Official 7 years I 7 years Mag, Ppr S/I years §34090; GC§81009(e) Ap ointments) ELECTIONS-CONSOLIDATED RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Active Total Media 1=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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 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 Series Forms&Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for at City Clerk CC-019 SUCCESSFUL CANDIDATES 2 years P P OD, Ppr S years least 2 years; GC (Elected Officials) §81009(b)&(g) Campaign Filings(FPPC 400 Paper must be retained for at Series Forms &Form 501): Mag, MfrYes: After2 City Clerk CC-020 5 years 5 years S least 2 years; GC UNSUCCESSFUL OD, Ppr, years §81009(b)&(g) CANDIDATES 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(f)&(g) (copies) Campaign Filings (FPPC 400 Paper must be retained for at City Clerk CC-022 Series Forms): OTHER 7 years 7 years Mag, Ppr least 2 years; GC COMMITTEES(PACS-not candidate-controlled) §81009(c)&(g) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged& Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i i Department Preference; Statewide guidelines proposes 4 years for Candidate File: Nomination Term of Term of successful candidates, 2 City Clerk CC-023 Papers, Candidate Statement Office+4 Office+4 Mag, Ppr years for unsuccessful; CA Forms, etc. -SUCCESSFUL 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 I i 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 i years years law states term of office and 4 UNSUCCESSFUL years after the expiration of CANDIDATES term and does not delineate between the two; EC§17100 I 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 Adopted: 1/16/2018 Ver. 8.0 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 [=Import Paper after (OFR) (Records Vital? (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 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Elections-GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election City Clerk CC-025 Services, Candidate 1 2 years 2 years Mag, Ppr GC§34090 Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections-HISTORICAL City Clerk CC-026 (Sample ballot, copies of 2 years P p Mag, Mfr, S No Retained for Historical Value, resolutions, final results; OD, Ppr GC§34090 Certificate of Election) I Results+8 Results+8 months or months or Not accessible to the public; Final Final I The 8 month retention applies Examination Examination after election results, or final Elections-Petitions (Initiative, #-Na-E-testier} f T No EleGtiGR City Clerk CC-027 Recall or Referendum) +-I year after j + Ppr examination if no election, petition after etip tion unless there is a legal or examination examination if FPPC proceeding. EC if insufficient insufficient& §§17200(b)t31, 17400 8 Mo. i A10- (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 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). I City Clerk determines Historical Records, historical significance; Photographs, &Historical records can address a variety Mag, Mfr, of subjects and media. Some City Clerk CC-028 Projects (e.g. Incorporation, P P OD, Ppr S No media (e.g. audio and video City Seal, Awards of significant I tape)may be limited because historical interest, etc.) of the media's life expectancy, GC§34090 Minutes: City Council, Redevelopment Agency, City Clerk CC-029 Successor Agency, Oversight P 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, Mfr, Yes: After Department preference City Clerk CC-031 P P OD, Ppr S/I QC'd &OD (retain one of each Supplements 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 IOD, Ppr QC'd &OD §34090 Members years City Clerk CC-033 Ordinances P p Mag, Mfr, S/I Yes: After GC §34090 OD, Ppr QC'd&OD RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy ActiveTotal Media 1=Import Paper after (OFR) (Records Vital? (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 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). I Petitions(submitted to Council j on any subject-Dog Parks, Parking, Traffic Calming, etc.) Mag, preference; only City Clerk CC-034 2 years 2 years Mag, Mfr, S/I Yes: After 1 year is required; GC See Elections for Initiative, OD, Ppr QC'd&OD §50115 Recall or Referendum Petitions I 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/ 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,Oversight Board, Fire 2 years 2 years Mag, OD law only requires for 30 days; Protection District Board, i GC§54953.5(b) Public Safety Commission RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Cente) Retention Vital? Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Recordings-VIDEO of City Council, Redevelopment Department Preference; Agency, Successor Agency, Minimum 10 Minimum 10 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 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 Resolutions: City Council, Redevelopment Agency, City Clerk CC-041 Successor Agency, Oversight P P Mag, Mfr, S/I No GC§34090 Board, Fire Protection District OD, Ppr Board, Public Safety Commission City Clerk CC-045 Secretary of State Statement 2 years 2 years Mag, Ppr GC§34090 of Facts When No When No City Clerk CC-042 Speaker Cards Longer Longer Ppr Preliminary drafts used to Rproduce minutes; GC§34090 Required equired City Clerk CC-043 Vehicle Titles(Pink Slips)-All Sale or Sale or Mag, Ppr Department Preference; GC Vehicles Disposal Disposal §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No. Records Description Retention/Disposition Comments I Reference Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) in office (Records Retention Vital? Options M=Mfr Imaged& ( ) Center) p g S=ScanQC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY MANAGER CityCM-001 Annual Reports/Strategic Plans P p Mag, Mfr, S/I Yes: After Department Preference; GC Manager OD, Ppr QC'd&OD §34090 City CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC§34090 Manager City Minimum 2 Minimum 2 Department Preference; GC Manager CM-003 City Council Correspondence years ears Mag, Ppr §34090 When No When No City CM-004 Council/Commission Contact Longer Longer Mag, Ppr Preliminary documents; GC Manager Forms Required Required §34090 et seq. 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 years Mag, Mfr, Yes: After CM-006 Proclamations/Commendations ; 2 years 2 S/I GC§34090 Manager OD, Ppr QC'd&OD Projects, Programs, Subject& City CM-007 Issues(Issues and/or projects will Mag, Ppr Minimum 2 Minimum 2 Department Preference; GC Manager vary over time) years years §34090 City ,MagMfr, Yes: After CM-008 Public Comment Cards 2 years 2 years S/I GC§34090 Manager OD, Ppr QC'd&OD City Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC§34090 et seq. City Speech Notes/PowerPoint Manager CM-010 Presentations 2 years 2 years Mag, Ppr GC§34090 et seq. Copies- Copies- When No When No Invoices are maintained by Finance CM-011 Travel/Conferences Longer Longer Mag, Ppr Finance; GC§34090.7 Required Required RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy Active Total; Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Videos(Public activity, etc. Not Content does not relate in a When No When No City City Council or Advisory Body substantive way to the conduct CM-012 Longer Longer Mag, Ppr Manager Videos, nor regular, ongoing Required Required., of the public's business; GC operations of the City) §34090 et seq. City CM-013 Weekly Reports(News&Notes) 2 years 2 years Mag, Mfr, S/I Yes: After GC§34090 Manager OD P r QC'd&OD COMMUNITY IMPROVEMENT Community CI-001 Citations Minimum 2 Minimum 2Department Preference; GC Improve. years years Mag, Ppr §34090 When No When No Code Enforcement/Abatement j Department preference; Case is Longer Longer Community Case Files (Includes appeals and Yes: Until open until satisfactorily resolved Improve. CI-002 Code Enforcement Complaint I Required- Required- Resolution Mag, Ppr p p (some cases are not resolved); Minimum 2 Minimum 2 Letters) ears ears' CFC§104.3.4, GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Records Vital?Total Media 1=Import � after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods(retention resumes after settlement or completion). Copies- Copies- Risk Accident/Incident Reports When No When No Management CS-001 (Members of the Public) Longer Longer Mag, Ppr GC§34090.7 Required Required Activity/Special Programs/ Special Event Files&Reports/ When No When No Community ABC Permits, where required Longer Longer Department preference; GC Services CS-002 Required- Required- Mag, Ppr §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 Art in Public Places/Artists in Mag, Community CS-004 Residence-Successful P P Mfr, OD, S/I Yes: After Department preference; GC Services Placements Ppr QC&OD §34090 When No When No I' Art in Public Places/Artists in Longer Longer Community CS-005 Residence- Unsuccessful Required- Required_', Mag, Ppr Department preference; GC Services §34090 Proposals Minimum 2 Minimum 2i years years I 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, S/I Services Administration Records 5 years Completion Ppr Completio Contracts&Spec's=4 years; n CCP §337 et. seq., GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Paper Tota[ Media 1=Import (OFR) (Records vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC,d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Community CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a Services preliminary draft; GC§34090 I Capital Improvement Projects(CIP- where Community Services is the Department preference; Some Lead): Administration File/NOT 10 years or Completion+ grant funding agencies require ScannedAfter 10 years oraudits; Statute of Limitations Funding AfterFunding for Errors&Omissions is 10 Project Administration, Certified years; Statute of Limitations. Community Upon Agency Agency Yes: Until CS-008 Payrolls, Community Outreach/ Mag, Ppr Contracts&Spec's=4 years, Services Completion Audit, if Audit,if Completed Wrongful Death—com +5 Notifications, Project Schedules, 9 Death=comp.required, required, Progress meetings, Punch Lists, years, Developers=comp. + 10 whichever is whichever is ears; Statewide guidelines Real Estate Appraisals, RFIs& Y 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 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Recordf Office of Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion), Capital Improvement Projects(CIP- where Community Services is the Lead): Permanent File/Scanned Records Specifications/RFP &Addenda, Department preference; Agreement/Contract(copy), Yes: retained for disaster Community Successful Proposal, Change Upon Yes: Until Mag' Complet. preparedness purposes- CS-009 P P Mfr, OD, S/I Services Orders, Geotechnical Studies& Completion Completed P r + 10 Statewide guidelines propose Reports, Operations&Maintenance p years Permanent for Infrastructure Manuals(0&M Manuals,) Materials plans; GC§34090 Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Community Class Instructors Contracts ' Yes: Mag, Yes: Department preference; Y Completion+! Upon Statute of Limitations: 5 CS-010 Includes Insurance Certificates and Completion 5 years Before Mfr, OD, S/I Services Administration Records years Completion Ppr Completio Contracts&Spec's=4 years; n CCP§337 et.seq., GC§34090 Yes: Department preference, CS-011 Client Community Completion+ Yes: Mag, Upon Statute of Limitations: Services /Provider Agreements Completion 5 years 5 years Before Mfr, OD, S/I Completio Contracts&Spec's=4 years; j Completion Ppr n CCP§337 et. seq., GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record j Image: Destroy Inactive Paper i 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 file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Original Staff Reports are filed Community Community&Arts Foundation Mag, Yes: After m the project file; Brown Act Services CS-012 P P Mfr, OD, S/I 2 years challenges must be filed within AGENDA PACKETS &AGENDAS Ppr 30 or 90 days of action, GC §§34090, 54960.1(c)(1) Community&Arts Foundation City preference; State law only Community CS-013 2 years 2 years Tape requires for 30 days; GC Services AUDIO RECORDINGS of Meetings (Mag) §54953.5(b) /Audio Tapes Community&Arts Foundation Mag,g, Services CS-014 MINUTES RESOLUTIONS & P P Yes Mfr, OD, S No GC§34090 BYLAWS Ppr 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 Customer Relations/Member Data fields are inter-related; CS-016 Indefinite j Indefinite Mag, Ppr GC§34090 et seq. Services Database 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 When No When No Longer Longer Community CS-018 Donations Required- Required- Mag, Ppr Department Preference, GC Services Minimum 2 Minimum 2CC §34090 years years RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Active Total Media 1=Import Paper (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. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods(retention resumes after settlement or completion). 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 I Required Required §34090 Event Service Agreements/ESS Contracts/Special Event Contacts Yes: Department preference; Community /Professional Service Agreements Completion+ Yes: Mag, Upon Statute of Limitations: Services CS-020 (PSAs) Completion 5 years 5 years Before Mfr, OD, S/I Com pletio 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/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 2 years 2 years Mag, Ppr GC§34090 Services Lead Dept. & CS-023 Gift Shop Sale Receipts 2 years 21,years Mag, Ppr City preference(not all detail is Financesent to Finance); GC§34090 When No When No CommunityHouse Reports/Program Files/ Longer Longer, Department Preference; GC Services CS-024 Event Files (Theatre) Required- Required- Mag, Ppr §34090 Includes Contract Billing Minimum 2 Minimum 2 years years Community Lewis Family Playhouse Inactive+5 Inactive+5 Department preference(meets Services CS-025 Memberships years years Mag, Ppr auditing standards); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Retention No. Records Description j Retention I Disposition Comments I Reference Record _ Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Original Staff Reports are filed Park and Recreation Commission Mag, in the project file; Brown Act Community CS-026 P P Mfr, OD, S/I Yes: After challenges must be filed within Services AGENDA PACKETS &AGENDAS Ppr 2 years 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 ContractsYes: 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&Spec's=4 years- Administration CCP§337 et. seq., GC§34090 Yes: Community Services CS-030 Photo Waivers 2 years 2 years Before Mag, Ppr GC§34090 Event Community CS-031 Recreation Database(Active Net) Indefinite Indefinite i' Mag Department Preference; data is Services interrelated; GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active i Total Media [=Import (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-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Registration/Applications/ Yes: Liability Forms/Release of Liability Community CS-032 Forms/Permissions: Camps, Field 2 years years During Mag, Ppr GC§34090 Services Class or 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 i j Original Staff Reports are filed Community Senior Advisory Committee Mag, Yes: After in the project file; Brown Act Services CS-036 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) Senior Advisory Committee CommunityTape City preference; State law only CS-037 2 years 2 years requires for 30 days; GC Services AUDIO RECORDINGS of Meetings ! (Mag) §54953.5(b) /Audio Tapes RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record 7 Image: Destroy Inactive Paper (OFR) Active (Records Total Vitali Media 1=Import after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Senior Advisory Committee Community Mag, Services CS-038 MINUTES RESOLUTIONS& P P Yes Mfr, OD, S No GC§34090 BYLAWS Ppr Community CS-039 Sign-in/Sign-Out Sheets for 2 years 2 years Mag, Ppr GC§34090 Services iclasses 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) Community Sports Organizations/Non-Profit When No When No Preliminary drafts not retained Services CS-041 Organizations(Little League, etcLonger 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 'i content for future reference, GC§34090; 64 Ops. Cal.Atty. i Gen. 317(1981)) When No When No Longer Longer Yes: Community Theatre Member Files/Patron Files I Department Preference; GC Services CS-043 (Gym, etc.) Required- Required- Before Mag, Ppr §34090 Minimum 2 Minimum 2 Event years years RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1--import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Community When No When No Preliminary drafts not retained Services CS-044 Ticket Stubs Longer71 , Longer Mag, Ppr in the ordinary course of Required Required I' business; GC§34090 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)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090 Courts treat volunteers as j employees, Volunteer/Unpaid Intern EEOC/FLSA/ADEA(Age)requires 3 years for promotion, Applications&Agreements Inactive/ Inactive/ Mag, Lead Dept. CS-046 (includes emergency contact Separation + Separation+ Mfr, OD, S Yes: 1 demotion, transfer, selection, information) -Successful 3 years 3 years Ppr year or discharge; State Law requires 2-3 years; 29 CFR Applicants 1602.31 & 1627.3(b)(ii), 8 j CCR§3204(d)(1)et seq., GC §§12946, 34090; 29 USC 1113 Community CS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC§34090 Services RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). 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 Required Required Technology are in autochangers and are overwritten; GC§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 Required Required Technology 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/CD-r/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, 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 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 HOUSING, RDA, SUCCESSOR AGENCY Office of Record Retention No. Records Description Retention/Disposition Comments/Reference 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(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ECONOMIC DEVELOPMENT/REDEVELOPMENT/SUCCESSOR AGENCY Economic I Economic Development Projects, Develop./ Programs, Subject& Issues Minimum 2 Minimum 2 Department Preference; GC RDA/ ED-001 Issues and/or projects will va ears Mag, Ppr Successor ( p I rY y yearn §34090 Agency over time) Economic Develop./ 11 1 1 11 1 Department Preference; GC RDA/ ED-002 Mobile Home Accords P P Mag, Ppr §34090 Successor Agency Economic Develop./ j Department preference, meets RDA/ ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr municipal auditing standards; Successor GC§34090 Agency Recorded Documents: ALL- Copies- Copies- Deeds, Easements, Liens& When No When No Mag, Mfr, Finals are maintained by City of Completion, Recorded City Clerk ED-004 Releases, Rights of Way, Notices Longer : Longer Yes (all) OD, Ppr S N0 Clerk; GC §34090 et seq. Required Required ' Agreements/Contracts,-etc. Economic I 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./ I Department Preference for RDA/ i ED-006 Redevelopment Plans P P Mag, Ppr Historical Purposes; GC§34090 Successor Agency RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-2 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 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Redevelopment Projects&Project � I Planning, Building and Areas Economic Engineering retains final Develop./ (Ensure Planning has all documents of construction I Completion Completion projects(transfer any CIP RDA/ ED-007 Environmental Documents, i Mag, Ppr Successor Engineering has all CfP Projects, + 10 years + 10 years project files to Engineering); Covers various Statute of Agency and City Clerk has all Real i � Limitations; CCP§337 et seq.; Property records for Permanent retention) GC§34090 Economic Develop./ Department preference, meets ion RDA/ ED-008 Relocations +5 years +Completion Complet5 years Mag, Ppr municipal auditing standards; Successor CCP§337 et seq.; GC§34090 A enc HOUSING Foreclosure Notices/Notices of Disposition Disposition City Attorney preference; GC Housing ED-009 Defaults(NOD) _ +5 years +5 years Mag, Ppr §34090 5 years after HUD requires 5 years after the Housing Programs: Affordable the After the project completion; documents Affordability imposing recapture/resale Housing Projects, Rehabilitation, Affordability', CDBG-funded Housing Projects, Period Period restrictions are 5 years after the Terminates, affordability period terminates; etc. 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 I Resale Written, is 3 years from expenditure Restriction Agreement Terminates, report; statewide guidelines Terminates, Deeds are sent to City Clerk Whichever Whichever propose 4 years; 24 CFR 85.42, is Longer is Longer 92.508(a)&(c)&570.502(a)(16), 29 CFR 97.42, GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-3 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total' Vital? Media 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 Cit -Wide Standards 1 Retentions begin when the act is completed, and im a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Housing Programs: Affordable HUD requires 5 years after the Housing Projects, Rehabilitation, agreement terminates; CDBG-funded Housing Projects, etc. Loan Pay-off Loan Pay-off Consistent with Consolidated OR OR Mag, Mfr, Yes: After Plan Requirements; Required for Housing ED-011 S/I 3-4 years from expenditure or WITHOUT aRecapture/Resale I Forgiveness Forgiveness OD, Ppr QC&OD performance report;24 CFR Restriction +5 years +5 years 85.42, 92.508(a)&(C)& Deeds and Insurance are sent to 570.502(a)(16),29 CFR 97.42, Cit Clerk GC§34090 Y Loan Applications/Potential Buyers Denied,Cancelled or Housing ED-012 Withdrawn (First Time Home 2 years ; 2 years Mag, Ppr GC§34090 Buyers, Life/Safety, Rehabilitation, HOME, etc. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Relcordce f Retention No. Records Description Retention/Disposition Comments/Reference � Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ADMINISTRATION SEE CITY-WIDE CAPITAL PROJECTS Capital Improvement Projects (CIP): Maintenance Projects- Department preference; Some Not Involving Professional 5 years or Completion+ grant funding agencies require Design Professional Services After 5 years or audits; Statute of Limitations for Engineering j Funding After Funding Errors&Omissions is not 001 Services/ (All Records) Upon Agency Agency Yes: Until applicable; Statute of Capital ENG- Completion Audit, if Audit,if Completed Mag, Ppr Limitations: Contracts& Projects Examples of Maintenance 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/NOT Department preference; Some Scanned grant funding agencies require 10 years or Completion+ After 10 years or audits; Statute of Limitations for Project Administration, Certified Errors&Omissions is 10 years; Engineering Funding After Funding Services/ Payrolls, Community Outreach/ Upon Agency Agency Yes: Until Statute of Limitations: Contracts Capital ENG-002 Notifications, Project Schedules, Completion Audit, if Audit,if Completed Mag, Ppr &Spec's=4 years,Wrongful Projects Progress meetings, Punch Listsrequired, required,, Death=comp. +5 years, Real Estate Appraisals, RFIs& whichever is whichever is Developers=comp. + 10 years; ,Responses, Temporary Ion ger longer, Statewide guidelines propose Easements, Construction g g 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.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Officeof RRetention No. Records Description Retention/Disposition Comments/Reference 1 Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) � (Records Vital? after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Capital Improvement Projects (CIP): Permanent File/Scanned j Records Specifications&Addenda, Agreement/Contract(copy) Department preference- Engineering Engineering Yes: retained for disaster Successful Proposal, Change Ma Services/ Upon Yes: Until g' Complet. preparedness purposes; ENG-003 Orders, Geotechnical Studies& P P Mfr, OD, S/I Capital Reports, Operations & Completion Completed Ppr + 10 Statewide guidelines propose Projects years Permanent for Infrastructure Maintenance Manuals(0&M plans; GC§34090 Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Engineering - Services/ Construction Inspection Data Fields/Records are ENG-004 Indefinite indefinite Yes Mag Capital Databases interrelated; GC§34090 Projects Engineering Services/ Design&Construction Standards- Mag' Yes: After Department Preference; GC Capital ENG-005 Authored b the Cit P P Mfr, OD, S/I p y y Ppr QC&OD §34090 Projects RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) 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. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Drafts should be destroyed, Engineering Drawings, Maps, Plans and MagSome maps are also retained Services/ ENG-006 Record Drawings, Large-Format P P Yes(all) Mfr, OD, S No by Planning; Selected maps are Capital Drawings, Capital Improvement retained in Public Works for Projects Project"As-Built", Base Maps Ppr administrative purposes; GC §34090, 34090.7 ENVIRONMENTAL PROGRAMS Engineering Services/ Department preference Environment ENG-007 jCCTv-Storm Drains 2 years 2 years Mag, Ppr (Preliminary drafts); GC§34090 al Programs Engineering Services/ ENG-008 Construction Diversion/Deposit, 10 years 10 years Mag, Ppr Department preference; GC Environment Reimbursement, etc. §34090 al Programs Department preference; EngineeringMonitoring records required for FOG(Fats, Oil&Grease)/Source Services/ 3 years; POTW reports are ENG-009 Control/Pretreatment Annual/ I 3 years 3 years Mag, Ppr Environment required for 3 years;-40 GFR al Programs Semi-Annual Reports §§12240 CFR 21 122.41; 403.12; GC&34090 Engineeringg Household Hazardous Waste/ Ma Services/ Yes;—After 14 CCR 18813.4;22 CCR 1I ENG-010 Recycling/Disposal/Participant 3 years 3 years MfF,OD, S44 QG&OB 66262.40 et seq.; GC§34090 al Programs Logs Ppr RANCHO CUCAMONGA CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved � 9 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after j (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Engineering Required for a minimum of 5 Services/ 5 years 5 y Sanitary Spills and Overflows Mag ENG ears Mfr, OD' , S/ Yes: After years;40 CFR 122.410)(2); Environment I(SSOs)-011 Ppr QC&OD SWRCB Order 2006-03;40 al Programs p CFR 122.410)(2); GC§34090 Engineering Solid Waste Reduction/ Services/ Department preference; GC ENG-012 Recycling/AB 939 Compliance/ 10 years 10 years Mag, Ppr Environment Tonnage Reports §34090 et seq. al Programs -- i Engineering Services/ ENG-013 Solid Waste Tonnage/AB 939 10 years 10 years Mag, Ppr Department preference; GC Environment §34090 al Programs Engineering Required for a minimum of 5 Ma Services/ g' Yes(after years; 40 CFR 122.410)(2); Environment ENG-014 Stormwater Illicit Discharges 5 years 5 years Mfr, OD, S/I 2 years) SWRCB Order 2006-03,40 al Programs Ppr CFR§§122.21, 122.41, 122.44, GC§34090 Department Preference; Engineering Services/ Stormwater Monitoring/NPDES Monitoring records required for Environment ENG-015 Monitoring and Inspection 5 years :years Mag, Ppr 3 years;40 CFR§§122.21, al Programs 122.41, 122.44; CCP§337 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Required for a minimum of 5 Engineering Mag, years;40 CFR 122.410)(2); Services/ ENG-016 Stormwater: Business Inspections 5 years 5 years Mfr, OD, S/I Yes: After SWRCB Order 2006-03;40 Environment QC&OD al Programs Ppr CFR§§122.21, 122.41, 122.44; GC§34090 Engineering Department preference; Services/ Stormwater: NPDES Annual Mag' Yes: After Monitoring records required for ENG-017 5 years 5 years Mfr, OD, S/I Environment Reports QC 3 years;40 CFR§§122.21, al Programs Ppr 122.41, 122.44 Engineering Department Preference; Services/ Expiration +5 Expiration+ Yes. Until Environment ( years 5 years Expiration Monitoring records required for ENG-018 Stormwater: NPDES Permits 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, Services/ Stormwater: TMDL Plan (Total Mag' Yes: After audits are required every 2 ENG-019 5 years 5 years Mfr, OD, S/I 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 Land Use No Land Use No Mag, Services/ Yes: After Department preference; GC Environment ENG-020 (Commercial, Private Longer Longer Mfr, OD, S/I OC&OD §34090 al Programs Development) Applicable Applicable Ppr GENERAL ENGINEERING RANCHO CUCAMONGA, CA. 01995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes atter settlement or completion). Engineering Services/ Mag' Department Preference; GC ENG-021 Aerial Maps(Analog/Historical) P P Mfr, OD, S/I No General i Ppr §34090 Engineering Engineering Services/ Mag' Yes: After Department Preference; GC ENG-022 Benchmarks P P Mfr, OD, S/I General Ppr QC&OD §34090 Engineering _ Engineering Correspondence-Regulatory I Department preference; Some Yes: While Mag, correspondence from Services/ Agencies Not Related to a CIP �, 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/ ( ry Final/ Final/ EngineeringExcavation Permits: Temporary Services/ Street Permits, TemporaryYes: Until ENG-024 Completion + Completion+ Mag, Ppr GC§34090 General Construction, Sidewalk Repairs, 2 years 2 years Completion Engineering Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Engineering Encroachments-Permanent Mag, Services/ 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/ Data Fields/Records are ENG-026 Engineering Permits Database i Indefinite Indefinite Yes Mag General interrelated, GC§34090 Engineering RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after I (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Engineering Engineering Studies/Surveys- Mag, Services/ Yes: After Department Preference; GC ENG-027 Preliminary Studies/Project P P Mfr, OD, S/I General Assessments Ppr OC&OD §34090 Engineering Engineering (Geotechnical and Soil Reports; Mag, Services/ Yes: After Department Preference; GC General ENG-028 Hydrology Reports(Authored on P P Mfr, OD, S QC&OD §34090 Engineering behalf of the City) Ppr Engineering Services/ Grading Plans, Grading Plans& Mag'P P Mfr, Yes: After Department Preference; GC General ENG-029 Grading Certificates Ppr 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,O D, S QC&OD §34090 Engineering pr Engineering Master Plans: Bikeway, Park, Mag, Department preference; Drafts Services/ ENG-031 Pavement, Sewer, Traffic, Yes: After General Transportation,Water Master P P Mfr, OD, S QC&OD should be destroyed; GC Engineering Plan, etc. Ppr §34090 Copies- Copies- When No When No City Clerk ENG-032 (Public Works Subcommittee Longer Longer Mag Ppr GC§34090.7 Required Required RANCHO CUCAMONGA, CA. 9)1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record i Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after ! (in office) Center) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Recorded Documents: ALL- Deeds, Easements, Liens& Releases, Rights of Way, Notices of Completion, Recorded j Copies- Mag, Even if documents are e- City Clerk ENG-033 Agreements/Contracts, Certificate, When No P P Yes(all) Mfr, OD, S No recorded, send all finals to the of Compliance, etc. Longer Ppr City Clerk; GC§34090 et seq. Required 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, Pprl GC§34090 et seq. Private Land Development Projects/Job Files: Administration File Construction Inspections, Statute of Limitations for Errors Engineering Correspondence, Photos, Private &Omissions is 10 years; Services/ Lab Verifications, Testing Lab Statute of Limitations: Contracts Upon Completion+ Yes: Until Land Dev. & ENG-035 Final Reports, etc. Completion 10 years 10 years ' Completed Mag, Ppr &Speds=4 years,Wrongful p Death=comp. +5 years, Trans ortatio I n Examples of Development Developers=comp. + 10 years; Projects: CUPs, Lot Line CCP§337 et.seq., GC§34090 Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Retention No. Records Description j Record p Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after ' (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, co m laints, claims,public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). I Private Land Development Projects/Job Files: Permanent ,Files I Drainage, Driveway, Grading Plans, Rights of Way, Soil Engineering Reports, Stormwater, etc. Department preference; Services/ Upon Yes: Until Mag' Yes: After retained for disaster Land Dev. & ENG-036 Dedications, Easements, Completion P P Completed Mfr, OD, S/I QC&OD preparedness purposes; GC n Ppr ransportatio Abandonments(City Clerk is OFR) §34090 Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Copies- Copies- When No When No Police ENG-037 Traffic Collision Reports Longer Longer Mag Ppr copies; GC§34090.7 Required Required Engineering Services/ Traffic Congestion Management I Department preference; GC Land Dev. & ENG-038 10 years 10 years Mag Ppr Transportatio Plans/Transportation Plans §34090 n RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office oRecordf Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper Total Media 1=Import (OFR) Active I (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Engineering Services/ Department preference; GC Land Dev. & ENG-039 Traffic Counts I 10 years 10 years Mag Ppr §34090 Transportatio n Engineering Services/ Land Dev. & ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC§34090 Transportatio n Engineering Services/ Land Dev. & ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC§34090 Transportatio n �I Engineering Services/ Department preference Land Dev. & ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr (required every 5 years, but can be extended to 7 or 10 years); Transportatio GC§34090 n Engineering Services/ Transportation Studies/Warrants: Department preference; GC Land Dev. & ENG-043 Signals, Stop Signs, Crossing 10 years 10 years Mag Ppr §34090 Transportatio Guards, etc. n RCMU-RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering Department Preference; GC Services/ RCMU-001 Applications for Service 2 years 2 years Mag, Ppr §34090 RCMU RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Record Retention No. Records Description Retention/Disposition Comments I Reference l Destroy Image: Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Lead Dept. RCMU-002 AQMD Permits(Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC§34090 Engineering Services/ RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC§34090 RCMU Engineering Bulk Power Log Sheets/ Purchasing/Suppliers Department Preference; GC Services/ RCMU-004 (Evaluations, Financial Data. 10 years 10 years Mag, Ppr §34090 RCMU Reports or Studies) Capital Improvement Projects (CIP -RCMU): Administration File/ Department preference; Some NOT Scanned (Electricity, Fiber or , 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/ RCMU-005 Notifications, Project Schedules, Completion Audit, if Audit, Deathth=comif_ Completed Mag, Ppr & c years,Wrongful RCMU p. +5 years, Progress meetings, Punch Lists, required, required,, Developers comp. + 10 years; Real Estate Appraisals, RFIs& I whichever is whichever is Statewide guidelines propose Responses, Temporary longer longer Easements, Construction termination+5 years; CCP Manager's Logs, Daily Inspections, 'I §337 et. seq., GC§34090 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 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Image: 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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, oublic records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Capital Improvement Projects(CIP -RCMU): Permanent File/ Scanned Records (Electricity, Fiber or Street Lights Only Specifications/RFP&Addenda, Agreement/Contract(copy), Department preference; Engineering Successful Proposal, Change Mag, Yes: retained for disaster Upon Yes: Until Complet. preparedness purposes; Services/ RCMU-006 Orders, Geotechnical Studies& P P Mfr, OD, S/I RCMU Reports, Operations& Completion Completed Ppr + 10 Statewide guidelines propose Maintenance Manuals (O&M years Permanent for Infrastructure Manuals,) Materials Testing plans; GC§34090 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 Federal Energy Regulatory Mag' Yes(after Department Preference; GC Services/ RCMU-008 Commission(FERC) Licenses and P P Mfr, OD, S/I QC) §34090 RCMU Regulatory Correspondence Ppr Engineering Department of Energy(DOE)& Department Preference; GC Services/ 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 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Retention No. Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after � (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Copies- Copies w­ Mag, Clerk RCMU-010 Easements When No When No Mag' Yes: After City Longer Longer Mfrr,,O D, S QC (copies); GC§34090.7 Required Required Engineering Mag, Department Preference Services/ RCMU-011 Electricity Drawings/As-Builts/ 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 Services/ RCMU-012 Tests, Inspections, Studies, Equipment+ Equipment+ Mag, Ppr Department Preference; CCP §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 Yes(after Department Preference; GC RCMU Design Ppr QC) §34090 Generator Operation Logs& Lead Dept. RCMU-014 Inspections-Fixed/Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470; GC§34090 Generators Generator Operation Logs& AQMD Rule 1470; Form Lead Dept. RCMU-015 Inspections-Portable/ 5 years 5 years Mag, Ppr 400—E-13a instructions; GC Emergency Generators §34090 Engineering Joint Pole Agreements, History, Mag' Yes(after Department Preference; GC Services/ RCMU-016 (Maintenance(Card Files) P P Mfr, OD, S/I QC) §34090 RCMU Ppr EngineeringMag, 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 Services/ RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; GC RCMU §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Engineering I Payments/Credit Card Receipts- li Department preference(meets Services/ RCMU-019 5 years 5 years Mag, Ppr RCMU RCMU auditing standards); GC§34090 Engineering Power Operations Reports/ Department Preference; GC Services/ RCMU-020 I 10 years 10 years Mag, Ppr RCMU Outage Reports §34090 Engineering Services/ RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC§34090 RCMU Engineering Department Preference Power Trading/Power Scheduling Completion + Completion+ Services/ RCMU-022 (Check Out Worksheets) 3 years 2 1years5 years Mag, Ppr (auditing standards are 5 RCMU years); GC§34090 Engineering Power Trading/Power Scheduling Department Preference; GC Services/ RCMU-023 ( 3 years 4 5 years Mag, Ppr §34090 RCMU Confirmations, Invoices) Engineering Power Trading/Power Scheduling Department Preference; GC Services/ RCMU-024 3 years 4 years 5 years Mag, Ppr RCMU (Pathing Sheets) I §34090 Engineering Regulatory Agency Audits: Department Preference; GC Services/ RCMU-025 CEC,CFTC, CPUC, EPA, FERC, 10 years 1 10 years Mag, Ppr §34090 RCMU &Gas NERC, NPDES,WECC, etc. Engineering Regulatory Agency Compliance Reports&Confirmations: Department Preference; GC Services/ RCMU-026 CEC,CFTC, CPUC, EPA, FERC, 10 years 10 years Mag, Ppr §34090 RCMU &Gas NERC, NPDES, WECC, etc. 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 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Regulatory Agency When No When No Engineering Longer Longer Services/ RCMU-027 Correspondence: CEC,CFTC, Required- Required.- Mag, Ppr Department Preference; GC CPUC, EPA, FERC, NERC, §34090 RCMU &Gas Minimum 10 Minimum 10 NPDES, WECC, etc.. years years Engineering Regulatory Agency Inspections: Mag, Services/ RCMU-028 CEC,CFTC, CPUC, EPA, FERC, 10 years 10 years Mfr, OD, S/I Yes(after Department Preference; GC RCMU&Gas NERC, NPDES, WECC, etc. Ppr QC) §34090 Engineering Regulatory Agency Licenses: Mag, Services/ RCMU-029 CEC,CFTC, CPUC, EPA, FERC, P P Mfr, OD, S/I Yes(after Department Preference; GC RCMU &Gas NERC, NPDES, WECC, etc. Ppr QC) §34090 Engineering SCADA Database(Electricity) Data is interrelated; system Services/ RCMU-030 (Supervisory Control and Data Indefinite IndjNo Yes Mag qualifies as a"trusted system"; RCMU Acquisition) GC§§34090, 12168.7 Engineering When No WhServices/ RCMU-031 SCADA Printouts/Reports/Log Longer LgMag, Ppr Preliminary drafts-if not drafts, RCMU Books Required Rethen 2 years; GC§34090 Engineering Services/ RCMU-032 Solar Power Production Operating 10 years 10 years Mag, Ppr Department Preference; GC RCMU Data Logs/Diaries §34090 Department Preference Lead Dept. RCMU-033 Underground Service Alerts 3 years 3 years Mag, Ppr (required for 3 years); GC (USA's) §§4216.2(d)&4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 10.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of IRetention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active Total Media 1=Import (in office) (Records Retention Options M=Mfr Vital? 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. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Division Work Orders/Service Requests Providing CMMS DATABASE RCMU-034 � 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/ Database i is the original); GC§34090 Required Required Work (Paper drafts) Work Orders/Service Requests- NOT entered in CMMS Database Division (or partial information entered intoCity Preference; CCP§§338 et Service Providing RCMU-036 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342,-60-- / Work (Division providing service retains §§945 GC§34090 originals; Division requesting service is considered a copy) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Department Preference, IRS:4 Finance I years after tax is due or paid Accounting FIN-001 1099's/1096's 2 years 3 years 5 yearn Mag, Ppr (longer for auditing&contractor & Financial delinquency); Ca. FTB: 3 years; Reporting IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090 May contain Fire District Accounts Payable/Invoices and independent contractor's Finance/ Backup compensation, expense Accounting Yes: Until Mag, Mfr, Yes: After 1 reimbursement, or District credit &Financial (Includes Invoices, Travel Paid OD, Ppr FIN-002 2 years 5 years 7 years S/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/ Accounts Receivable Department preference; Meets Accounting Miscellaneous -Damage to Mag, Mfr, Yes: After FIN-003 2 years 3 years 5 years S/1 i auditing standards; GC§34090 &Financial Public Property, Invoices to OD, Ppr QC&OD Reporting Outside_Entities, etc. et seq. Department Preference(meets Finance/ municipal government auditing Accounting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr standards); Statewide guidelines &Financial propose audit+4 years; Reporting Published articles show 3-7 years; GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of ! Record Retention No. Records Description Retention/Disposition Comments/Reference �— Image: Destroy Active Inactive TotalMedia 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) 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 normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). 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/ Statements, Fiscal Agent Department Preference; meets Accounting FIN-006 Statements, Investment Account j 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/Transcripts/ mortgages, trust deeds, notes or Finance/ (Certificates of Participations Full Fulldebentures is 6 years; Bonds Accounting (COPs)-Includes Continuing y Y Yes: Until issued by local governments are &Financial FIN-007 Disclosure Reports D10 asedyear + b10 ased years Maturity Mag, Ppr 10 years; There are specific 10 years 10 years Reporting 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/ CaIPERS Reports-Annual Accounting Department Preference; GC FIN-008 Valuation Reports, Actuarial 2 years ; 2 years 7 years. Mag, Ppr &Financial §34090 Reporting Valuation Reports Finance/ Accounting Cash Receipts/Daily Cash preference; Meets &Financial FIN-009 Summaries/Cashiers Reports/ 2 years 3 years 5 years ODMag,, MfrPpr, S/I OC&OD Yes: After Department auditing standards, GC§34090 Re porting Cash Reports/Petty Cash et seq. p 9 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) S=Scan i QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). 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, DE-43,W-3, &i 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 i Produced by Deferred Comp. Finance/ Provider; consistent with Accounting FIN-013 Deferred Compensation (City 2 years 5 years 7 years Mag, Ppr proposed statewide guidelines; &Financial Statements) published articles for bank Reporting statements show 4-7 years; GC §304090, 26 CFR 31.6001.1 i RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Rf ecordice f Retention No. Records Description Retention/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 C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference;All tangible property held by Finance/ government agencies escheats Accounting I FIN-014 Escheat(Unclaimed money/ 5 years 5 years Mag, Ppr after 3 years; Statute of & Financial j uncashed checks) j Limitations is 1 year for seized Reporting j property; CCP§§340(d), 1519, GC§34090 Finance/ i Accounting FEMA Reimbursement/OES Department Preference; GC &Financial FIN-015 (Reimbursements 1 year 9 years 10 years Mag, Ppr §34090 Reporting Finance/ Accounting I Data Fields/Records are FIN-016 Financial Services Database Indefinite Indefinite Yes Mag &Financial interrelated; GC§34090 Reporting Department Preference(bond auditing purposes; IRS regulations state, "...material Finance/ records should generally be kept Accounting FIN-017 Fixed Assets 2 years 3 years ;5 years Mag, Ppr for as long as the bonds are &Financial outstanding, plus 3 years after Reporting the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC§34090 Finance/ Department Preference; meets Accounting Journal Entries/Journal auditing standards; GC &Financial FIN-018 Vouchers 2 years 5 years 7 years Mag, Ppr §§60201(d)(12), 34090, 26 CFR Reporting 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No. Records Description Retention/Disposition Comments l Reference Image: Destroy Active Inactive 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(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention eriods retention resumes after settlement or completion). Department preference;W-4s are required four years after the Finance/ due date of such tax for the � Payroll File(By Employee Name) Accounting Separation + 'Separation+ return period to which the FIN-019 5 years Mag, Ppr &Financial 2 years � 7 years records relate, or the date such Reporting Includes W-4, other payroll forms tax is paid,whichever is the later. 26 CFR 31-6001-1; GC j §60201(d)(12); GC§34090 Finance/ Accounting Department preference for Mag, Mfr, Yes:After &Financial FIN-020 Payroll Reports-Annual Detail P P OD, Ppr S/I QC&OD SBCERA Buy-backs; GC Reporting §34090 Department preference for Grant j Auditing Purposes; May contain independent contractor's Finance/ Payroll Reports-Periodic compensation, expense Accounting FIN-021 (includes Deduction Registers, 2 years 5 years 7 years MagPpr reimbursement, or District credit , & Financial Leave Registers, Time card records; Meets municipal Reporting Transaction Reports, etc.) j government auditing standards; Published articles show 3-7 years; GC§60201(d)(12); GC §34090 Reports, Subsidiary Ledgers, Department preference(The Finance/ Reconciliations, Registers, When No When No Financial System Database is Accounting Transaction Histories, Balance FIN-022 Longer Longer Mag, Ppr the original; reports are &Financial Sheets, Revenue& Expenditure Required 1 Required considered drafts or copies); GC Reporting Reports, etc. (MONTHLY OR §34090 PERIODIC RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& Center) I I S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, ublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Reports: Annual State or Finance/ Federal: State Controller's Accounting Report, Local Government Mag, Mfr, Yes: After Department Preference; Meets & Financial FIN-023 Compensation Report, Gas Tax, 2 Years 3 years 5 years OD, Ppr S/I QC&OD auditing standards; GC§34090 Reporting MOE(Maintenance of Effort) Report, Street Report, etc. Finance/ Accounting FIN-024 Returned Checks/NSF Checks 5 years 5 years' Mag, Ppr Department Preference; Meets &Financial auditing standards; GC§34090 Reporting Department preference for Grant Finance/ Auditing Purposes; Meets Time Sheets/Time Cards/ Accounting Mag, Mfr, Yes: After 2 municipal government auditing FIN-025 Overtime Sheets/Overtime 2 years 5 years 7 years S &Financial, OD, Ppr years standards; Published articles Reporting Cards show 3-7 years; GC §60201(d)(12); GC§34090 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 j standards; Published articles Reporting show 3-7 years; GC §60201(d)(12); GC§34090 Department Preference(meets Finance/ municipal government auditing Accounting Minimum 5 Minimum 5 Yes: Until Mag, Mfr, Yes: After standards); Statewide guidelines FIN-027 W-9s S/I &Financial years ! years Paid OD, Ppr QC&OD propose audit+4 years; Reporting Published articles show 3-7 years; GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active TotalMedia 1=Import Paper after (OFR) (Records Vital? (m office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUDGET MANAGEMENT Budgets-Preliminary, Proposed, Finance/ Backup Documents When No When No Budget FIN-028 (The Final Budget is maintained Longer Langer Mag, Ppr Preliminary drafts; GC§34090 Manage. by the City Clerk with the Agenda Required Required Packet BUSINESS LICENSE&REVENUE Finance/ Business FIN-029 Indefinite Ind Business License&Permit efinite Yes Mag Data Fields/Records are i License& Database interrelated; GC§34090 Revenue Finance/ 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 S/I QC&OD _ Clearances); GC§34090 et seq. Revenue Finance/ Department preference(meets Business FIN-031 Business License&Permit 5 years 5 years Mag, Ppr municipal government auditing License& Renewals requirements); GC§34090 et Revenue se . SPECIAL DISTRICTS Finance/ Assessment Rolls/Lighting and Department preference; Meets Special FIN-032 Landscape Districts/Special 5 years 5 years Mag, Ppr auditing standards; GC§34090 District Assessment Rolls(to Tax Districts Assessor for Tax Rolls) 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 Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Active Total Media 1=Import Paper after (OFR) (Records Vital? (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Planned Communities Citizens' Oversight Committee(Landscape; Finance/ Maintenance Districts/Special Department preference; State Special FIN-033 Districts) 2 years 2 years Mag, OD law only requires for 30 days; Districts GC§54953.5(b) AUDIO RECORDINGS of Meetings/Audio Tapes Planned Communities Citizens' Oversight Committee(Landscape j Finance/ Maintenance Districts/Special Mag, Mfr, Send originals to the City Clerk; Special FIN-034 Districts) P P Yes OD, Ppr S No GC§34090.7 Districts MINUTES Planned Communities Citizens' Oversight Committee and Finance/ Landscape Maintenance Districts Department preference; Original Minimum 2 Minimum Mag, Mfr, Yes: After Special FIN-035 Citizens' Oversight Committee years years OD, Ppr S/I QC&OD Staff Reports are filed in the Districts project file; GC§34090 AGENDAS &AGENDA PACKETS TREASURY MANAGEMENT Finance/ When No When No Preliminary drafts not retained in Treasury FIN-036 Bankruptcies-NOT pursued Longer LongerMag, Ppr the ordinary course of business; Manage. Required Required GC§34090 Finance/ I Department Preference Bankruptcies-Where a claim is (negative information remains on Treasury FIN-03710 years 10 years Mag, Ppr Manage. ifiled credit ratings for 7 years); GC §34090 Finance/ Department Preference; GC Treasury FIN-038 Investment Reports& Backup 2 years 3 years 5 years §34090 Mag, Ppr 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 Adopted: 1/16/2018 Ver.4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Records Vital? (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 normally performed by file folder. Liti ation, com laints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department Preference, Meets Investments/Arbitrage/ auditing standards; Published Finance/ Certificate of Deposit/ I articles show disposal+7 years Investment Bonds(Receipts/ Yes: Until for security brokerage slips; Treasury FIN-039 Advisor Reports /Trade Tickets/ 5 years 5 years Paid Mag, Ppr statewide guidelines propose Manage. LAIF (Local Agency Investment permanent; FTC Reg's rely on Fund)) "self-enforcement"; GC§§34090,43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 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. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). HUMAN RESOURCES EEOC/ADEA(Age) requires 1 year after benefit plan termination; Federal law Human Benefit Plan Documents Duration of Duration of Yes: For requires 6 years after filing Resources HR-001 (CaIPERS, Optical, Dental, the Contract the Contract': Duration of Mag, Ppr date for retirement; State Law etc.) +6 years +6 years Contract requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC§§12946, 34090, j 60201 I , - Bureau of National Affairs recommends 2 years for all Classification/Reorganization supplementary Personnel Human HR-002 Studies(for employee Minimum 3 Minimum 3 records;Wage rate tables are Resources classifications and department years years Mag, Ppr 1 or 2 years; State requires 2 structures) years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 34090, 60201 Bureau of National Affairs recommends 2 years for all supplementary Personnel Human HR-003 Compensation Surveys& Minimum 3 Minimum 3 Ma P records;Wage rate tables are Resources Studies years years g' pr 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC§§12946, 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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 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) 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 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference;All State and Federal laws Department of Fair Final Final require retention until final Human disposition of formal HR-004 Employment&Housing (DFEH Disposition +i Disposition+ Mag, Ppr Resources complaint; State requires 2 or EEOC)Claims � 3 years 3 years years after"fully and finally disposed"; 2 CCR 7287.0;GC §§12946, 34090, 60201 2 years After 2 years After' Human HR-005 DMV Pull Notices Ma Superseded, Superseded, Department Preference; GC Resources or Upon or Upon g, Ppr §§34090, 60201 et seq. Separation Separation Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA(Age) Human Drug&Alcohol Test Results requires 3 years physical HR-006 6 years 6 years Mag Ppr examinations; State Law Resources (All-Positives and Negatives) requires 2 years; 29 CFR 1627.3(b)(1)(v), GC§§12946, 34090, 60201,49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record � Image: Destroy Inactive Active Total Media 1=Import Paper after (OFR) (Records Vital? (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. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). I Department preference; All State and Federal laws Minimum Minimum require retention until final Human HR-007 Employee Investigations Final Final Mag, Ppr disposition of formal Resources Disposition + Disposition +' complaint; State requires 2 3 years 3 years years after"fully and finally disposed";2 CCR 7287.0; GC §§12946, 34090,60201 Human Ethics Training Certificates t GC§§53235.2(b) 34090 Resources HR-008 Harassment Prevention 5 years 5 years Mag, Ppr 60201 Training Certificates !1!113 Nen oitizens s r , tify peciedieally;Required for 1 year from termination or 3 years from hiring,whichever is later; EEOC I FLSA I ADEA HumanHR-009 I-9s j Separation+ Separation+ Mag Ppr (Age) requires 3 years for Resources 3 years 3 years "any other forms of employment inquiry'; State Law requires 2-3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC§§12946, I 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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 OffRelcordce f Retention No. Records Description Retention I Disposition Comments I Reference inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after I � (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 years), since destruction is normally performed by file folder. Litigation, com laints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, transfer, selection, or Minimum Minimum Human HR-010 Superseded Superseded S/I Job Descriptions/ Mag, Mfr, Yes: After discharge; State Law requires � Resources Classification Specifications +6 years +6 years OD, Ppr QC&OD 2-3 years; retirement benefits is 6 years from last action;29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., j GC§§12946, 34090, 60201; 29 USC 1113 I Labor Relations Files Human (Negotiation Notes, Minimum 5 Minimum 10 Mag, Mfr, Yes: After Department Preference; GC Resources HR-011 Correspondence, Interpretation 5 years years years OD, Ppr S/I QC&OD §§34090, 60201 et seq. of MOU Provisions, Documentation, 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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record p ! p Image: Destroy Inactive Active Total Media 1=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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department Preference; EEOC/FLSA/ADEA(Age) j ! requires 3 years for Personnel Files-Background promotion, demotion, Human Separation + Separation+ transfer, selection, or Resources HR-012 Files (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)(ii), GC§§3105, 12946, 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) Separation + Separation+ Human Includes Application, requires 3 years for Resources HR-013 Evaluations, Policies, Oaths of 3 years 3 years 6 years Mag, Ppr promotion, demotion, Office, PAFs(Personnel transfer, selection, or Action Forms), etc. discharge; State Law requires 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC§§3105, 12946, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (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 normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department Preference; statute of limitations for retirement benefits is 6 years Personnel Files-Employee 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)(ii), GC§§3105, 12946, 34090, 60201; 29 USC 1113 I Whichever Whichever is' ec is Longer: o Department preference; Files Separation+ Personnel Files-Medical File 24 years, or maintained separately; 30 years, or (all employees) Termination Termination Claims can be made for 30 of Benefits Yes:After years for toxic substance Human Separation+ of Benefits+ Yes: Until Mag, Mfr, Resources HR-015 Pre-employment Medical + 5 years. S Separation+ exposure; 8 CCR 5144, 8 6 years 5 years.or Separation ; OD, Ppr Clearances. ADA or Death of Beath of 1 year CCR 15400.2: 8 CCR Accommodations, Respirator ;Employee+ §3204(d)(1)et seq., 29 CFR Fit Tests, etc. 5 years, IWm to ee+5 1910.1020(d)(1)(i), GC �•�ti... GheveF is rs'' §§12946, 34090, 60201 whichever:s= anger 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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media 1=Import Paper after (OFR) (Records Vital? {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 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i Department Preference, statute of limitations for retirement benefits is 6 years Personnel Files-Training File ! from last action; EEOC/FLSA/ADEA(Age) Includes Application, requires 3 years for Human Separation + I Separation + Resources HR-016 Evaluations, Policies, 3 years 6 years Oaths of 3 years Mag, Ppr promotion, demotion, � Office, PAFs(Personnel transfer, selection, or Action Forms), etc. discharge; State Law requires 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC§§3105, 12946, 34090, 60201; 29 USC 1113 i Department preference; Per Human Recruitment Database NeoGov Police 29 GFR HR-027 5 years 5_ yeas Mag, Pp r 1627.3(b)(i),29 CFR 1602.14 Resources NeoGov et seg2 CCR 11013(c} GC §§12946, 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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive 'Total, Media 1=Import Paper after (OFR) (in office) (Records Retention Vital? Options M=Mfr Imaged& j 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 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Recruitment and Testing File Department preference; (Includes Advertisements, i EEOC/FLSA/ADEA(Age) Human Applications for Unsuccessful Hiring Hiring requires 1-3 years; State Law Resources HR-017 Candidates, Interview Notes, Decision +3 Decision+3 Mag, Ppr requires 2-3 years; 29 CFR Job Brochures, Test Data, years years 1627.3(b)(i), 29 CFR 1602.14 Testing Analysis&statistical et seq.2 CCR 7287.0(c)(2), Metric, Job Analysis, Rating GC §§12946, 34090, 60201 Sheets, Scantrons, etc.) I 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/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. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference InactiveImage: Destroy Active Total Media 1=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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). i Claim must be filed within 6 months a--year, lawsuit within 2 years; complaints against peace officers within 5 years; 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 et seq.; GC§§911.2, O^�34090, 34090.6, 60201; oG�2.5(p) 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 se j p ) i p §§ q• Calif. Labor Division is required to keep their records OSHA Logs-200, 300, 301, Mag, Mfr, Yes: After 7 years; OSHA requires 5 Risk Manag. HR-023 301A, OSHA Inspections or 5 years 5 years OD, Ppr S QC&OD years; State law requires 2 Citations years; 8 CCR§3203(b)(1), j GC§§34090.7, 60200; LC §6429c —� Mag, Mfr, Yes: After Risk Manag. HR-024 Subpoenas/Summons 2 years 2 years OD, Ppr S/I QC'd&OD GC§§34090,60201 et seq. Human Workers Compensation Claim Meets auditing standards; GC HR-025 5 years j 5 years Mag Ppr Resources Runs/Monthly Reports §§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 Adopted: 1/16/2018 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10 Office of Retention No. Records Description ! Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (Records Vital? (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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Whichever 1ltthicf7euer is' Longer: is Longer: Department preference; Files 20 years, or Separation+ maintained separately; Workers Compensation Claims j Termination 30 years, or Claims can be made for 30 /Lon Term Disability Claims of Benefits Termination Long y years for toxic substance Human Separation+ of Benefits+ Yes: Until Mag, Mfr, Yes: After HR-026 (Includes all Accident, Incident, + 5 years, S exposure; 8 CCR 5144, 8 Resources or Injury Reports from 10 years or Death of 5 years or Separation OD, Ppr QC&OD CCR 15400.2; 8 CCR Employees) Employee+ Death of §3204(d)(1)et seq., 29 CFR 5 years, Em I +5 1910.1020(d)(1)(i), GC who.r„chevp is §§12946, 34090, 60201 aeeF I [sager RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record IRetention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active 1 (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Board of Library Trustees Yes: Brown Act challenges must be Library LIB-001 P jl P Yes Mag, Mfr,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 City Clerk maintains these Library LIB-002 AUDIO RECORDINGS of Meetings 2 years 2 years Mag Permanently; GC§34090.7 /Audio Tapes Board of Library Trustees Yes: Library LIB-003 P P Yes Mag, Mfr,ODPpr S After 10 GC§34090 MINUTES , years Lead Cash Receipts Report/ Detail/ City preference(not all detail is Dept. & LIB-004 Backup/Accounts Receivable 2 years 2 years Mag, Ppr sent to Finance); GC§34090 Finance Detail/Refund Detail Library LIB-005 Complaints and Compliments 2 years 2 ears Mag, Ppr GC§34090 When No When No Library LIB-006 Flyers for Library Programs Longer Longer Ppr Preliminary Drafts; GC§34090 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 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record IRetention No. Records Description Retention/Disposition Comments/Reference Destroy Image: Active Inactive Total Media [=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention eriods retention resumes after settlement. Grants: LSCA(Library Services and Construction), LSTA(Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Per California State Library Final Final Services): CLSA(California Library Records Management Program Library LIB-007 2 years Expenditure Expenditure Mag, Ppr 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, S When database is the original record); Required RI uired OD, Ppr Inactive GC§34090 Library LIB-009 Library Systems: ILS Database iIndefinite Indefinite Mag, Ppr Data is interrelated; GC§34090 Library Volunteer/Unpaid Intern Library LIB-010 Applications&Agreements- 2 years 2 years Ppr GC§34090 Unsuccessful or Waiting Library LIB-011 Library Volunteer/Unpaid Intern 2 years 2 years Ppr GC§34090 Logs (Hours) _ 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; I � 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii), GC§§12946, 34090 RANCHO CUCAMONGA, CA.©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive (OFR) li, Active ( ff Total_ Media 1=Import Pape Off-site vital? after (in office) ( Retention Options M=Mfr OD or 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 normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Library LIB-013 Passport Transmittals 2 years 2 ears Mag, Ppr GC§34090 Ppr Library LIB-014 Problem Patron File Minimum 2 Minimum 2! Mag, Department preference; GC II years ears'' §§34090 RANCHO CUCAMONGA, CA.©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: PLANNING Page PLA Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Mag' Yes: After Department preference; GC Planning PL-001 (Administrative Reviews 1 5 years P P Mfr, OD, S/I QC&OD §34090 Ppr -- — Alcohol Beverage Control License When No When No Planning PL-002 Applications(ABC Applications) Longer Longer. Mag, Ppr (Non-Records) Required Required Planning PL-003 Annexations/Boundaries/ 5 years P P Mfr,Mag, Yes:S/I Yes: After Land Records; GC§34090 Ppr Consolidations/LAFCO QC&OD Mag, PlanningPL-004 Art in Public Places Yes. After Department preference; GC 5 years P P Mfr, OD, S/I Ppr QC&OD §34090 When No When No (Non-Records-Census Bureau Planning PL-005 Census, Demographics Longer Longer Mag, Ppr is OFR) Required Required Design Review Committee Mag, Department preference; Original Minimum 2 Yes: After Planning PL-006 AGENDAS &AGENDA years P P Mfr, OD, S/I QC&OD Staff Reports are filed in the PACKETS Ppr project file; GC§34090 Design Review Committee Department preference; State Planning PL-007 AUDIO RECORDINGS of 2 years 2 years Mag, OD law only requires for 30 days; Meetings/Audio Tapes GC§54953.5(b) Design Review Committee Mag' Send originals to the City Clerk; Planning PL-008 P p Yes Mfr, OD, S No MINUTES, BYLAWS & Ppr GC §34090.7 RESOLUTIONS RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total (OFR) (Records Vital? Media 1=Importafter (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Environmental Determinations: Usually filed in the project file; Final environmental Environmental Impact Reports Mag, Yes: After determinations are required to Planning PL-009 (EIRs), Negative Declarations, P P Mfr, OD, S � Ppr QC&OD be kept a"reasonable periodof etc.) time"; 14 CCR 15095(c); GC Inside City boundaries §34090 Environmental Determinations: Environmental Impact Reports When No When No Non-records; EIRs and Planning PL-010 (EIRs), Negative Declarations, Longer Longer Ppr Negative Declarations within the etc.) Required Required City Boundaries are with the project file Outside City boundaries Mag, City Clerk Maintains all Agenda General Plan, Elements and Yes: After Planning PL-011 P P Mfr, OD, S/I Packets Permanently; GC g Amendments Ppr QC&OD §34090.7 Historic Preservation Survey, Mag' Yes: After Department Preference; GC Planning PL-012 Evaluations and Designations P P Mfrr,,O D, S/I QC&OD §34090 Master Plans, Specific Plans, Land Mag' Yes: After Department Preference; GC Planning PL-013 P P Mfr, OD, S/ Use Plans, etc. Ppr QC&OD §34090 When No When No Preliminary drafts not retained Planning PL-014 Materials Boards Longer Longer Mag, Ppr in the ordinary course of Required Required business; GC§34090 Planning and Historic Preservation Commission Mag, Department preference; Original Planning PL-015 Minimum 2 P p Mfr, OD, S/I Yes: After Staff Reports are filed in the AGENDAS &AGENDA years Ppr QC&OD project file; GC§34090 PACKETS RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total ? Media 1=Import (OFR) (Records Vital. after (in office) Retention Options M=Mfr Center) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Planning and Historic Preservation Commission Department preference; State Planning PL-016 2 years 2 years Mag, OD law only requires for 30 days,- AUDIO ays;AUDIO RECORDINGS of I GC§54953.5(b) Meetings/Audio Tapes Planning and Historic Preservation Commission Mag. Send originals to the City Clerk; Planning PL-017 P P Yes Mfr, OD, S No MINUTES, BYLAWS& Ppr GC§34090.7 RESOLUTIONS Planning Project Log of Department Preference-Data Planning PL-018 Indefinite Indefinite Yes(all) Mag is interrelated; GC§34090, H&S Applications, Database §19850 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 OffRe1cordce f Retention No. Records Description Retention f Disposition Comments f Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Planning Project Files - Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Department preference; Final Public Noticing, Environmental environmental determinations Determinations, Staff Reports, Mag, Yes: After are required to be kept a Planning PL-019 10 years P P Yes Mfr, OD, S Plans &Maps) Ppr QC&OD "reasonable period of time"; 14 CCR§15095(c); GC§§34090, Examples: Conditional Use Permits 34090.7 (CUPs),Correspondence, Design Review, Development Review Cases (DRC), Parcel Maps, Planned Unit Developments(PUD),Site Plans, Tentative Subdivisions,Variances, Zone Changes,etc. Applicant's proposals I plans can be destroyed When No no Planning PL-020 Preliminary Review File 2 years 2 years Mag, Ppr Longer Required, application has been sun submitted, j and they are not City records; GC§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, co m laints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Special Event Permits/Temporary Entitlements/Temporary Permits (Approved &Unapproved): Minimum 2 Minimum 2 Yes: Mag, Planning PL-021 , S Yes: After Department preference; ( During Mfr, OD years years Event Ppr QC&OD GC§§34090 Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc. PlanningPL-022 Special i Minimum 2 Minimum 2 Mag' Yes: After Department Preference; GC Spec a Studies Mfr, OD, S years years Ppr QC&OD §34090 Mag' Yes: After Department reference; GC Planning PL-023 Zoning Compliance Letters ! 5 years P P Mfr, OD, S/I QC&OD §34090 p Ppr Zoning Maps(Historically Mag' Department Preference; GC Planning PL-024 P P Yes(all) Mfr, OD, S No Significant) §34090.7 Ppr Planning PL-025 Zoning Ordinance Amendments, P P Yes MfrIaOD, S/I Yes. After Department Preference Reclassifications/Zone Change Ppr 1 year (copies); GC§34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 3.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active I (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Procure- PUR-001 Indefinite Procurement Database(Planet Yes Mag Data Fields/Records are Indefinite ment Bids) interrelated; GC§34090 Department Preference; meets i municipal government auditing Procure- Mag, Mfr, standards; Statute of Limitations ment PUR-002 Purchase Orders!Requisitions 2 years 3 years 5 years S/I No 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 yearn Mag, Ppr Department Preference; GC ment §34090 Department Preference; meets j municipal government auditing Procure- PUR-004 Surplused Equipment/Disposal 2 years 3 years 5 yearsMag, Mfr, S/I No standards; Statute of Limitations ment OD, Ppr is 4 years; statewide guidelines propose Audit+5 years; GC §34090, CCP§337 Procure — ment PUR-005 Unsuccessful Bids/Evaluations 2 years 2 years' Mag, Ppr GC§34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr � Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 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 /Maint. / PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC§34090 Facilities Generator Operation Logs& Lead Dept. PW-003 Inspections-Fixed/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/ 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 Facilityor Mag, Ppr Manuals(O&M Manuals) or Equipment Equipment §34090 et. seq. Division Work Orders/Service Requests Providing CMMS DATABASE PW-006 � 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-007 Database Longer Longer Mag Ppr Preliminary drafts(the database Service/ Required Required is the original); GC§34090 Work L (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 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of , Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Work Orders/Service Requests- i NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP§§338 et Providing CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342,G,- Service/ PW-008 Work (Division providing service retains x§945 GC§34090 originals; Division requesting service is considered a copy) MAINTENANCE /PARKS&LANDSCAPE Public Works /Maint./ PW-009 Arbor Day/Tree City USA, etc. 2 years 2 years Mag, Ppr GC§34090 Parks& Landscape Life of Operations&Maintenance Life of Facility Department Preference; GC Lead Dept. PW-010 Manuals(O&M Manuals) or Equipment Facility or Mag, Ppr §34090 et. seq. Equipment Public Works /Maint./ PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC Parks& §34090 Landscape Public Works Department Preference /Maint./ 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 6623,40 CFR 171.11 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) II (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Works /Maint./ Department preference; GC PW-013 Playground Inspections 10 years 10 years Mag, Ppr Parks& §34090 Landscape Public Works /Maint./ Department preference; GC PW-014 Sidewalk Complaints-Parks 10 years 10 years Mag, Ppr Parks& §34090 Landscape L Public Works /Maint./ Parks& PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC§34090 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 CMMS DATABASE PW-017 Indefinite In 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-018 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 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record _ Destroy Image: Inactive Paper Active c AtiTotal Media 1=Import (OFR) li (Records Vital? after (in office) retention Options M=Mfr Center) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Work Orders/Service Requests- NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP§§338 et Providing CMMS Database) Service/ PW-019 5 years 5 years Mag Ppr seq., 340 et seq., 342�G Work (Division providing service retains ! §§945.6GC§34090 originals; Division requesting service is considered a copy) I MAINTENANCE /STREETS &FLEET Aboveground Diesel Storage Public Works Tanks(Agency Owned) Department Preference; applies /Maint./ 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 � I Lead Dept. PW-021 AQMD Permits(Fuel Usage) r5 years 5 years Mag, Ppr 40 CFR 70.6; GC§34090 Department Preference(City Public Works Mag, has"cradle to grave"liability); /Maint./ Hazardous Waste Manifests/ Yes: After Streets& PW-022 Certificates of Disposal 5 years P P Mfr, OD, S QC&OD 40 CFR 262.40, 8 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 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of i Record Retention No. Records Description j Retention/Disposition Comments/Reference Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, oublic records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Life of Lead Dept. PW-023 Facility or Mag, Ppr Operations&Maintenance Life of Facility Department Preference; GC Manuals(O&M Manuals) or Equipment §34090 et. seq. Equipment Pre-Trip Inspections/DOT Program/CHP Inspections/ Lead Dept. PW-024 Vehicle Safety Checks/Daily 2 years 2 years Ppr GC§34090, 3 CCR 1234(3) Vehicle Inspections/Daily Equipment Checks Public Works /Maint./ PW-025 Sidewalk Complaints-Right of 10 years 10 years Mag, Ppr Department preference; GC Streets& Way §34090 Fleets Public Works /Maint. / PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC§34090 Streets& Fleets p Department preference; plans Public Works Stormwater: Operation & must be updated every 5 years, Maintenance(Catch Basins, Field, Mag, /Maint. / I Yes: After audits are required every 2 PW-027 General Cleaning, Open Channels,j 5 years 5 years Mfr, OD, S/I Streets& Slots, Stormwater Treatment Ppr QC&OD years; SWRCB Order 2006-03; Fleets Measures and Trash Cleaning) 4§§122.21, 122.41, 122.44; GC §34090 Underground Service Alerts Required for 3 years; GC Lead Dept. PW-028 3 years 3 years Mag, Ppr (USA's) §§4216.2(d)&4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Active Total Media 1=Import Paper (OFR) j (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. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Works Department Preference /Maint./ Underground Storage Tanks(City- Mag, Yes: After (required for the life of the tank); Streets& PW-029 Owned-Removed) 10 years P P Mfr, OD, S 1 year 23 CCR 2712(b), H&S Fleets Location,Soil Remediation Ppr §25284.2(1); GC§34090 et.seq. Public Works 22 CCR 66266.130(c)(5), H&S / Teets'/ PW-030 Used Oil Disposal 3 ears 3 year Mag, P r Streets'& p y y P §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./ I Vehicle or Vehicle or CHP requires life of vehicle; Mag, Ppr Streets& PW-031 AQMD Certifications, Maintenance, Equipment+ Equipment+ OSHA requires 1 year; 8 CCR§ Fleets Registrations, Safet Certifications, 2 years 2 years 3203(b)(1);49 CFR etc. �I 396.21(b)(1);49 CFR 396.3(c); CCP§337 et. Seq., GC§34090 Division Work Orders/Service Requests Providing CMMS DATABASE PW-032 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/ is the original); GC§34090 Work Required Required (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 Adopted: 1/16/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Record Retention No. Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Work Orders/Service Requests- NOT entered in CMMS Database Division (or partial information entered into City Preference; CCP§§338 et Providing PW-034 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GG- Service/ Work (Division providing service retains §§945.6, GC§34090 originals; Division requesting service is considered a copy) SAFETY l ADMINISTRATION Public Works Employee Training File(Training Separation + Separation+ Department preference; GC g, Ppr Admin. Certificates) 3 years 3 years §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 1/16/2018