RESOLUTION NO. 2021-XXX- Page 1 of 1

RESOLUTION NO. 2021-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval,

and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Rancho Cucamonga; and

WHEREAS, California Government Code Section 34090 provides a procedure whereby any

City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted records retention guidelines for various

government records; and WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted

records retention schedules, the most recent in 2020. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA

DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct.

Section 2. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein.

Section 3. The City Council hereby adopts the revised City-wide Records Retention

Schedules set forth in Exhibit “A”, attached hereto and incorporated herein by this reference, as the City’s Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga.

Section 4. The term “records” as used herein shall include records, documents, instructions,

books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution and

enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and

adoption. PASSED, APPROVED AND ADOPTED this ____ day of __________, 2021.

APPROVED AS TO FORM: City Attorney

HOW TO USE RETENTION SCHEDULES ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

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 beauthorized 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 beauthorized 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).”

EXHIBIT A

RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)

Human

Resources /

Risk

Management

CW-001

Accident, Incident, Injury

reports: PUBLIC &

EMPLOYEES, with associated

MSDS, if a chemical was

involved

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Copies retained for reference;

GC §§34090.7, 60200

Finance CW-002

Accounts Payable, Invoices,

Petty Cash, Warrant Requests,

etc.

ALL backup is forwarded to

Finance

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Before

Payment

Mag,

Ppr

All originals go to Finance

(these are copies); GC

§§34090.7, 60200

Lead Dept. CW-003

Affidavits of Publications /

Public Hearing Notices / Legal

Advertising / Affidavits of

Posting

2 years 2 years

Mag,

Mfr, OD,

Ppr

Brown Act challenges must be

filed within 30 or 90 days of

action; Statute of Limitations

on Municipal Government

actions is 3 - 6 months; GC

§§34090, 54960.1(c)(1)

City Clerk CW-004Agenda Packets / Staff

Reports: City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

SYes: After

QC &ODGC §§34090.7, 60200

City Clerk CW-005Agreements & Contracts ALL

ORIGINALS

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

S

Yes: Upon

Completio

n

Ensure the City Clerk receives

all original agreements; GC

§§34090.7, 60200

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-006

Agreements & Contracts:

ADMINISTRATIVE FILES

(with Grant Funding)

(Correspondence, Insurance

Certificates, Project

Administration, Project

Schedules, Certified Payrolls,

Invoices, Logs, RFP, etc.)

Completion

10 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency Audit,

if required,

whichever is

longer

Yes: Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes: Upon

Completio

n

Some Grants require audits;

Grants covered by a

Consolidated Action Plan are

required for 5 years; Uniform

Admin. Requirements for

Grants to Local Governments

is 3 years from expenditure

report or final payment of

grantee or subgrantee; 2 CFR

200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),

29 CFR 97.42; OMB Circular

A-110 & A-133; GC §§34090,

60201 et seq.; GC §8546.7

Lead Dept. CW-007

Agreements & Contracts:

ADMINISTRATIVE FILES

(Correspondence, Project

Administration, Project

Schedules, Certified Payrolls,

Invoices, Logs, RFP, etc.)

Completion 10 years Completion +

10 years

Yes: Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes: Upon

Completio

n

Covers E&O Statute of

Limitations; Published Audit

Standards=4-7 years; Statute

of Limitations: Contracts &

Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10 years;

Statewide guidelines propose

termination + 5 years; CCP

§337 et. seq., GC §§34090,

60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-008

Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL

PROPOSALS or RESPONSES

to RFPs (Request for

Proposals) and/or RFQs

(Request for Qualifications)

that don't result in a contract

2 years 2 yearsMag,

PprGC §§34090, 60201 et seq.

Finance CW-009

Audits / Audit Reports / CAFR -

Comprehensive Annual

Financial Reports

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprCopies; GC §§34090.7, 60200

CW-010Bids: See Agreements &

Contracts

Staffing Dept. CW-011

Department Staff Meetings

(all Records, including

Minutes and Recordings,

Department Awards)

2 years 2 yearsMag,

Ppr

GC §§34090 et seq., 60201 et

seq.

CW-012

Boards, Commissions, &

Committees: External

Organizations

(e.g. County Board of

Supervisors)

When No

Longer

Required

When No

Longer

Required

Mag,

PprNon-records

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-013

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Brown Act challenges must be

filed within 30 or 90 days of

action; GC §§34090,

54960.1(c)(1)

Staffing Dept. CW-014

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL

AUDIO RECORDINGS of

Meetings / Audio Tapes

2 years 2 yearsMag,

OD

Department preference; State

law only requires for 30 days;

GC §54953.5(b)

Staffing Dept. CW-015

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL

VIDEO RECORDINGS of

Meetings / Audio Tapes

Minimum 3

years

Minimum 3

years

Mag,

OD

Department Preference; Video

recording of meetings are only

required for 90 days if audio or

another record is made; GC

§§34090.7, 34090

Staffing Dept. CW-016

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS

P P

Mag,

Mfr, OD,

Ppr

S No GC §§34090, 60201 et seq.

Finance CW-017 Budgets - Finals

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Current

Fiscal Year

Mag,

Mfr, OD,

Ppr

S/IYes: After

5 years

Final must be filed with County

Auditor; GC §§34090.7, 60200,

40802, 53901

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance CW-018

Cash Receipts Detail / Backup

/ Accounts Receivable Detail /

Refund Detail

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprGC §§34090.7, 60200

Lead

(Requesting)

Dept.

CW-019 City Attorney OpinionsMinimum 2

years

Minimum 2

years

Mag,

Ppr

City preference; GC §§34090,

60201 et seq.

Human

Resources /

Risk

Management

CW-020 Claims

Copies -

When No

Longer

Required

(Final

Disposition)

Copies -

When No

Longer

Required

(Final

Disposition)

Yes: Before

Final

Disposition

Mag,

Mfr, OD,

Ppr

S/I

Yes: After

Final

Disposition

GC §§34090.7, 34090.6

Lead

(Responding)

Dept.

CW-021Complaints / Concerns from

Citizens

Minimum 2

years

Minimum 2

years

Mag,

Ppr

City preference; Statute of

Limitations for personal

property, fraud, etc. is 3 years;

Claims must be filed within 6

months; CCP §340 et seq.,

342, GC §§ 911.2, 34090,

60201 et seq.

Human

ResourcesCW-022 Complaints Against Employees

Send to

Human

Resources

Send to

Human

Resources

Mag,

PprGC §§34090.7, 60200

CW-023 Contracts: See Agreements

Lead Dept. CW-024Copies or duplicates of any

record

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag Ppr GC §§34090.7, 60200

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that

Authors

Document

or

Receives the

City's Original

Document

CW-025

Correspondence - ROUTINE

(e.g. Administrative, Chronological,

General Files, Letters,

Memorandums, Reading File,

Working Files, etc.)

2 years 2 yearsMag,

PprGC §§34090, 60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that

Authors

Document

or

Receives the

City's Original

Document

CW-026

Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,

Interagency and Intraagency

Memoranda NOT retained in

the ordinary course of business

Content NOT Substantive, or

NOT made or retained for the

purpose of preserving the

informational content for

future reference

(e.g. calendars, checklists, e-mail

or social media posting, flyers,

invitations, instant messaging,

inventories, logs, mailing lists,

meeting room registrations,

speaker cards, staff

videoconference chats, notes and

recordings, supply inventories,

telephone messages, text

messages, transmittal letters,

thank yous, requests from other

cities, undeliverable envelopes,

visitors logs, voice mails,

webpages, etc.)

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Electronic and paper records

are filed and retained based

upon their CONTENT.

Records, e-mails, electronic

records, or social media

postings where the Content

relates in a substantive way to

the conduct of the public's

business, or that ARE made or

retained for the purpose of

preserving the informational

content for future reference are

saved by printing them out and

placing in a file folder, or

saving them electronically in a

folder outside the e-mail

system; If not mentioned here,

or if in question, consult the

City Attorney to determine if a

record is considered transitory

/ preliminary drafts. GC

§§34090, 60201 et seq., GC

§6252; 64 Ops. Cal. Atty. Gen.

317 (1981)); City of San Jose

v. Superior Court (Smith).

S218066. Supreme Court of

California, 2017

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-027

Deeds, Easements, Final

Orders of Condemnations,

Liens, Recorded Documents,

Rights of Ways (All)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Send all originals to the City

Clerk; GC §§34090.7, 60200

Lead Dept. CW-028

Deposit Accounts / Trust

Accounts / Refundable

Deposits

Close + 5

years

Close + 5

years

Mag,

Ppr

Department preference; meets

auditing standards; GC

§§34090, 60201 et seq.

Lead Dept. CW-029 DMV Pull Notices

2 years After

Superseded or

Separated

2 years After

Superseded

or Separated

Mag Ppr

Transitory or source records

not retained in the ordinary

course of business; CHP

audits every 2 years; Bureau of

National Affairs recommends 2

years for all supplementary

Personnel records; GC

§§34090, 60201 et seq.

Lead Dept. CW-030Drafts & Notes: Drafts that are

revised (retain final version)

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

As long as the drafts and notes

are not retained in the "Regular

Course of Business". Consult

the City Attorney to determine

if a record is considered a

draft. GC §§34090, 6252,

6254(a)

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-031

GIS Database / Data / Layers

(both City-wide and

Specialized)

When No

Longer

Required

When No

Longer

Required

Yes Mag

The Lead Department should

print out historical documents

(or save source data) prior to

replacing the data, if they

require the data or output for

historical purposes;

Department Preference

(Preliminary documents); GC

§§34090, 60201 et seq. et seq.

Lead Dept. CW-032Grants (UNSUCCESSFUL

Applications, Correspondence)2 years 2 years

Mag,

PprGC §§34090, 60201 et seq.

Lead Dept. CW-033

Grants / CDBG / Reimbursable

Claims / FEMA Claims / OES

Claims (SUCCESSFUL

Reports, other records required

to pass the funding agency's

audit, if required)

Applications (successful), grant

agreement, program rules,

regulations & procedures, reports

to grant funding agencies,

correspondence, audit records,

completion records

2 years

After

Funding

Agency

Audit, if

Required -

Minimum 5

years

After Funding

Agency Audit,

if required -

Minimum 5

years

Mag,

Ppr

Meets auditing standards;

Grants covered by a

Consolidated Action Plan are

required for 5 years; Uniform

Admin. Requirements for

Grants to Local Governments

is 3 years from expenditure

report or final payment of

grantee or subgrantee; 2 CFR

200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),

29 CFR 97.42; OMB Circular A-

110 & A-133; GC §§34090,

60201 et seq.; GC §8546.7

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesCW-034

Grievances and Informal

Complaints (Employees)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Before

Disposition

Mag,

Ppr

Send all grievances to Human

Resources; All State and

Federal laws require retention

until final disposition of formal

complaint; State requires 2

years after action is taken; GC

§§12946, 12960, 34090

Lead Dept. CW-035

Litigation Files / Lawsuits /

Court Case Files

Send Final Settlement Agreements

to the City Clerk

Final

Resolution + 5

years

Final

Resolution + 5

years

Yes: Until

Settlement

Mag,

Ppr

Department preference; CCP

§§ 337 et seq.; GC §§ 911.2,

34090, 34090.6

Lead Dept. CW-036Leave Slips / Time Off

Requests

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Preliminary drafts not retained

in the Regular Course of

Business GC §§34090, 60201

et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-037

Material Safety Data Sheet

(MSDS) / Safety Data Sheet

(SDS) Chemical Use Report

Form (or records of the

chemical / substance / agent,

where & when it was used)

While

Chemical In

Use

30 years 30 years

Mag,

Mfr, OD,

Ppr

SYes - After

QC & OD

Previous MSDS may be

obtained from a service; MSDS

may be destroyed as long as a

record of the chemical /

substance / agent, where &

when it was used is maintained

for 30 years; Applies to

qualified employers; Claims

can be made for 30 years for

toxic substance exposures; 8

CCR 3204(d)(1)(B)(2 and 3),

29 CFR 1910.1020(d)(1)(i), GC

§§34090, 60201 et seq.

City Clerk CW-038 Minutes - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Originals maintained by City

Clerk Permanently; GC

§§34090.7, 60200

City Clerk CW-039Municipal Code (these are

copies)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Current

Original

Mag,

Mfr, OD,

Ppr

I No

Return any whole unused

codes to the City Clerk;

Originals maintained by City

Clerk Permanently; GC

§§34090, 60201 et seq.

Lead Dept. CW-040 Newspaper Clippings

When No

Longer

Required

When No

Longer

Required

Ppr

Non-records - may be obtained

from the newspaper company;

GC §§34090, 60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. CW-041

Notices: Public Hearing

Notices and Proofs of

Publications

2 years 2 yearsMag,

Ppr

Statute of Limitations on

Municipal Government actions

is 3 - 6 months; GC §§34090,

60201 et seq.

City Clerk CW-042 Ordinances - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Originals maintained by City

Clerk Permanently; GC

§§34090, 60201 et seq.

Human

Resources /

Risk

Management

CW-043 OSHA Inspections or Citations

Send to

Human

Resources

Send to

Human

Resources

Ppr GC §§34090.7, 60200

Human

ResourcesCW-044

Personnel Files (Department-

level Files)

Do Not Retain

in

Departments

Do Not Retain

in

Departments

Before

Separation

Mag,

Ppr

Ensure records kept in

Department files comply with

City policy (all originals are

sent to Human Resources);

GC §§34090.7, 60200

Lead Dept. CW-045Personnel Files (Supervisor's

Notes)

Shred After

Incorporation

into

Performance

Evaluation or

Documented

Discipline

Shred After

Incorporation

into

Performance

Evaluation or

Documented

Discipline

Before

Annual

Evaluation

Mag,

Ppr

Notes maintained in a separate

folder to be incorporated into

performance evaluation, or to

document progressive

discipline; GC §§34090 et seq.,

60201 et seq.

Lead Dept. CW-046 Unused Photographs

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Preliminary Drafts; destroy

unnecessary photographs. GC

§§34090, 6252, 6254(a)

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-047Public Relations / Press

Releases2 years 2 years

Mag,

PprGC §§34090, 60201 et seq.

Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years

Mag,

Mfr, OD,

Ppr

SYes: After

QC &OD

Department preference; GC

§§34090, 60201 et seq.

Lead Dept.

(Who Ordered

the Appraisal)

CW-049

Real Estate Appraisal Reports:

Property NOT purchased,

Loans not funded, etc.

2 years 2 yearsMag,

Ppr

Not accessible to the public;

Statewide Guidelines show 2

years; GC §§34090, 6254(h)

Lead Dept.

(Who Ordered

the Appraisal)

CW-050

Real Estate Appraisal Reports:

Purchased Property, Funded

Loans

2 yearsMinimum 3

years

Minimum 5

years

Mag,

Mfr, OD,

Ppr

SYes: After

QC &OD

Not accessible to the public

until purchase has been

completed; meets grant

auditing requirements; 2 CFR

200.334; 24 CFR 91.105(h), &

570.502(b); 29 CFR 97.42, GC

§§34090, 60201 et seq.; GC

§8546.7

City Clerk CW-051

Records Destruction Lists /

Certificate of Records

Destruction

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprGC §§34090.7, 60200

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-052

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by OUTSIDE

ORGANIZATIONS (League of

California Cities, Chamber of

Commerce, etc.)

When No

Longer

Required

When No

Longer

Required

Mag,

PprNon-Records

Lead Dept. CW-053

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by YOUR

Department

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Statewide guidelines propose

superseded + 2 or 5 years; GC

§§34090, 60201 et seq.

Lead Dept. CW-054

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by OTHER

Departments

When

Superseded

When

Superseded

Mag,

PprCopies; GC §§34090.7, 60200

CW-055Reference or Working Files:

See Correspondence

Lead Dept. CW-056

Reports and Studies

(Historically significant - e.g.,

Zoning Studies)

10 years P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

10 years

Administratively and

Historically significant,

therefore retained

permanently; GC §§34090,

60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-057

Reports and Studies (other

than Historically significant

reports - e.g. Annual Reports)

10 years 10 yearsMag,

Ppr

Information is outdated after 10

years; statewide guidelines

propose 2 years; If historically

significant, retain permanently;

GC §§34090, 60201 et seq.

City Clerk CW-058 Resolutions - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Originals maintained by City

Clerk Permanently; GC

§§34090.7, 60200

Lead Dept. CW-059Special Projects / Subject Files

/ Issue Files

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§§34090, 60201 et seq. et seq.

Lead Dept. CW-060

Surveys / Questionnaires (that

the City issues)

If a summary of the data is

compiled, the survey forms are

considered a draft or transitory

record, and can be destroyed

as drafts (When No Longer

Required)

2 years 2 yearsMag,

PprGC §§34090, 60201 et seq.

Finance /

PayrollCW-061

Time Cards / Time Sheets

(Finance keeps the originals

with employee signatures)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & ODGC §§34090.7, 60200 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

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.

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-062 Time Off Requests

When No

Longer

Required

When No

Longer

Required

Ppr

Preliminary drafts (the time

card is the final record); GC

§§34090, 60201 et seq.

Lead Dept. CW-063

Training - ALL COURSE

RECORDS

(Attendance Rosters, Outlines

and Materials; includes Ethics,

Harassment Prevention &

Safety Training & Tailgates)

2 years 5 years 7 years

Mag,

Mfr, OD,

Ppr

SYes: When

Inactive

Department preference; Ethics

Training is 5 years; Statewide

guidelines propose 7 years;

Calif. Labor Division is required

to keep their OSHA records 7

years; EEOC/FLSA/ADEA

(Age) requires 3 years for

promotion, demotion, transfer,

selection, or discharge; State

Law requires 2 -3 years for

personnel actions; 8 CCR

§3203 et seq., 29 CFR

1627.3(b)(1), LC §6429(c); GC

§§12946, 12960, 34090,

53235.2(b), 53237.2(b)

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ANIMAL SERVICES

Animal

ServicesAS-001 Animal Registration Database

Indefinite

(Minimum 3

years)

Indefinite

(Minimum 3

years)

MagDepartment preference; Data is

interrelated; GC §34090

Animal

ServicesAS-002 Animal Registration Report

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Considered transitory /

preliminary draft (the database is

the original); GC §34090, GC

§6252

Animal

ServicesAS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq.

Animal

ServicesAS-004

Bite Reports / Rabies Control

Records3 years 3 years Yes Mag, Ppr

Department Preference; GC

§34090 et seq.

Animal

ServicesAS-005 Clinics: Spay and Neuter 3 years 3 years Ppr

3 years is required; FA

§32003(e), CCP §§336(a), 337

et. seq., GC §34090

Animal

ServicesAS-006 Drug Logs 3 years 3 years Ppr

3 years is required; FA

§32003(e), CCP §§336(a), 337

et. seq., GC §34090

Animal

ServicesAS-007

Investigations / Problem Files

(barking, loose dogs, dangerous

dog reports, etc.)

Resolution +

4 years

Resolution +

4 yearsMag, Ppr

Department Preference; GC

§34090 et seq.

Animal

ServicesAS-008

Medical Records, Surgical

Records, X-rays3 years 3 years Ppr

3 years is required; FA

§32003(e), CCP §§336(a), 337

et. seq., GC §34090

Animal

ServicesAS-009

Meet and Greet / Animal

Adoption Contracts 3 years 3 years Ppr

3 years is required; FA

§32003(e), CCP §§336(a), 337

et. seq., GC §34090

Animal

ServicesAS-010

Notices to Comply, Warning

Letters / Notices / Citation Books

(Off leash, etc.)

3 years 3 years Mag, PprDepartment preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights

reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Animal

ServicesAS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252

Animal

ServicesAS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag

3 years is required for animal

treatment records; FA §32003(e),

PC §597.1(d); CCP §§336(a),

337 et. seq., GC §34090

Animal

ServicesAS-013

Rescue Partnerships / Foster

Care Partnerships3 years 3 years Mag, Ppr

3 years is required; FA

§32003(e), PC §597.1(d); CCP

§§336(a), 337 et. seq., GC

§34090

Animal

ServicesAS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq.

Animal

ServicesAS-015

Strays / Incoming Animals /

Impound Records / Impound

Cards / "Relinquishments"

3 years 3 years Mag, Ppr

3 years is required; FA

§32003(e), PC §597.1(d); CCP

§§336(a), 337 et. seq., GC

§34090

Animal

ServicesAS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights

reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUILDING & SAFETY

Building &

SafetyBL-001

Address Assignments / Changes /

CorrectionsP P

Mag,

Mfr, OD,

Ppr

S / I NoDepartment Preference; GC

§34090

Building &

SafetyBL-002 Address Files / Building Permits P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

Statewide guidelines propose

permanent; GC §34090, H&S

§19850

Building &

SafetyBL-003 Building Permit Database Indefinite Indefinite Yes (all) Mag

Department Preference - Data

is interrelated; GC §34090, H&S

§19850

Building &

SafetyBL-004

Building Plans - Cancelled,

Expired or Withdrawn

Upon

Expiration,

Cancellation

or Withdrawal

Upon

Expiration,

Cancellation

or

Withdrawal

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

Preliminary drafts not retained

in the ordinary course of

business; CBC §104.7;

H&S§19850, GC §34090

Building &

SafetyBL-005

Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS

P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; Law

requires for the life of the

building for commercial and

common interest dwellings only;

Statewide guidelines propose 2

years for blueprints &

specifications; CBC 104.7 &

107.5, H&S§19850, GC §34090

RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights

reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Building &

SafetyBL-006

Building Plans - Finalled -

SINGLE FAMILY RESIDENTIAL -

SFR and APPURTENANCES

P P Yes

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; Plans

need not be filed for: (a) Single

or multiple dwellings not more

than two stories and basement

in height.(b) Garages and other

structures appurtenant to

buildings described under

subdivision (a).(c) Farm or

ranch buildings.

(d) Any one-story building

where the span between

bearing walls does not exceed

25 feet. The exemption in this

subdivision does not, however,

apply to a steel frame or

concrete building. CBC requires

180 days from completion date;

CBC 104.7 & 107.5,

H&S§19850, GC §34090

Building &

SafetyBL-007

California Building Code /

California Standard Code (12

Parts)

When

SupersededP P Mag, Ppr

Attorney preference for

reconstruction issues; GC

§50022.6

Building &

SafetyBL-008 Certificate of Occupancy (CofO) P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Building &

SafetyBL-009

Construction Notices /

Inspection Notices

(correction notices, compliance

orders, stop work notices, etc.)

2 years 2 years Mag, Ppr GC §34090

Building &

SafetyBL-010 Plan Check Comments

When

Finalled

When

FinalledMag, Ppr Preliminary Drafts; GC §34090

Building &

SafetyBL-011 Reports: Building Activity

When No

Longer

Required

When No

Longer

Required

Mag, PprPreliminary Drafts (the database

is the original); GC §34090

Building &

SafetyBL-012

Requests & Permissions to

Receive Copies of Plans (to and

from Architects)

2 years 2 years Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK

City Clerk CC-001

Agenda Packets: City Council,

Redevelopment Agency,

Successor Agency, Oversight

Board, Fire Protection District

Board, Public Safety

Commission, All

Subcommittees of the City

Council (Public Works

Subcommittee, etc.)

2 years P PMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference;

Includes final budget and final

audit reports / CAFR; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-002

Agreements & Contracts - ALL

(INFRASTRUCTURE, OR IF

IMAGED, JPAs, MOUs,

FRANCHISES)

Agreement or Contract

includes all contractual

obligations (e.g. Specifications

and Successful Proposal /

Scope of Work)

Examples of Infrastructure:

Architects, Buildings, bridges,

covenants, development,

environmental, Joint Powers,

MOUs, park improvements,

property & property restrictions,

redevelopment, reservoirs, sewers,

sidewalks, street & alley

improvements, settlement,

subdivisions, utilities, water, etc

Completion P PYes: Before

Completion

Mag, Mfr,

OD, PprS

Yes: Upon

Completion

Department Preference; All

infrastructure contracts

should be permanent for

emergency preparedness;

Statute of Limitations is 4

years; 10 years for Errors &

Omissions; land records are

permanent by law; CCP §337

et. seq., GC §34090;

Contractor has retention

requirements in 48 CFR

4.703

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-003

Agreements & Contracts - ALL

(NON-INFRASTRUCTURE,

Professional Services

Agreements - NOT IMAGED)

Agreement or Contract

includes all contractual

obligations (e.g. Specifications

and Successful Proposal /

Scope of Work)

Examples of Non-Infrastructure:

Consultants, Landscaping,

Painting, Slurry Seals (Paving),

Tree Trimming, Leases, Personnel,

Professional Services, etc.

Completion 10 years Completion +

10 years

Yes: Before

CompletionMag, Ppr

Department Preference;

Statute of Limitations is 4

years; 10 years for Errors &

Omissions; land records are

permanent by law; CCP

§§337. 337.1(a), 337.15, 343;

GC §34090, Contractor has

retention requirements in 48

CFR 4.703(a)

City Clerk CC-004 Articles of Incorporation P PMag, Mfr,

OD, PprS / I

Yes: After

QC &OD

Department preference; GC

§34090

City Clerk CC-005

Board & Commission /

Committee Maddy Act Lists /

Vacancy Notices

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-006

Board & Commission

Applications (Successful and

Unsuccessful)

2 years 2 years Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-007

Bonds (Performance Bonds,

Subdivision Bonds, Letters of

Credit)

Release of

Bond / Letter

of Credit

Release of

Bond / Letter

of Credit

Mag, Ppr

Securities (Performance

Bonds, Letters of Credit,

CD's, etc.) are normally

released after the Notice of

Completion is filed. Bond /

letter may be replaced with a

Warranty Bond, which is

usually released 1 year after

the Notice of Completion

date. GC §34090

City Clerk CC-008

City Council Subcommittees:

Agendas, Minutes

(Composed solely of less than

a quorum of the City Council)

2 years 2 years Mag, Ppr

All recommendations are

presented to the City Council;

GC §§34090, 60201 et seq.

City Clerk CC-009

City Council, Board &

Commission Historical List of

Members

P PMag, Mfr,

OD, PprS / I

Yes: After

QC &OD

Department preference; GC

§34090

City Clerk CC-044

Economic Interest Filings

(FPPC 700 Series Forms -

Statement of Economic

Interests):

ELECTRONICALLY FILED

10 years 10 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Statements filed electronically

are required for 10 years;

City maintains copies only;

original statements are filed

with FPPC; GC §81009(f)(g);

GC §84615

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-010

Economic Interest Filings

(FPPC 700 Series Forms -

Statement of Economic

Interests): ALL FILED N

PAPER FORMAT

7 years 7 yearsMag, Mfr,

OD, PprS / I

Yes: After 2

years

City maintains original

statements; GC

§81009(d)(e)(f)&(g)

City Clerk CC-011

Economic Interest Filings

(FPPC Form 602/635) -

Lobbyist Authorization

Reporting

2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090

City Clerk CC-012FPPC Form 801 (Gift to

Agency Report) 7 years 7 years Mag, Ppr S / I

Yes: After 2

years

Must post on website; FPPC

Opinion; GC §81009(e

City Clerk CC-013

FPPC Form 802 (Event Ticket

/ Pass Distributions Agency

Report)

7 years 7 years Mag, Ppr S / IYes: After 2

years

Should post on website for 4

years; GC §81009(e)

City Clerk CC-014FPPC Form 803 (Behested

Payment Report)7 years 7 years Mag, Ppr S / I

Yes: After 2

yearsGC §81009e

City Clerk CC-015FPPC Form 804 (Agency

Report of New Positions)P P

Mag, Mfr,

OD, PprS / I

Yes: After 2

years

FPPC Regulation 18734(c);

GC §81009e

City Clerk CC-016FPPC Form 805 (Agency

Report of Consultants)P P

Mag, Mfr,

OD, PprS / I

Yes: After 2

years

FPPC Regulation 18734(c);

GC §81009e

City Clerk CC-017

FPPC Form 806 (Agency

Report of Public Official

Appointments)

7 years 7 years Mag, Ppr S / IYes: After 2

years

Must post on website GC

§34090; GC §81009(e)

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ELECTIONS - CONSOLIDATED

City Clerk CC-018

Assessment District Ballots,

Protest Letters, & Envelopes -

Prop. 218 proceedings

2 years 2 years Ppr GC §53753(e)(2)

City Clerk CC-019

Campaign Filings (FPPC 400

Series Forms & Form 501):

SUCCESSFUL CANDIDATES

(Elected Officials)

All, whether filed electronically

or not

2 years P PMag, Mfr,

OD, PprS

Yes: After 2

years

For Electronic Filings, Data

that has been maintained for

at least 10 years may then be

archived in a secure format;

Paper must be retained for at

least 2 years; GC

§81009(b)&(g); GC §84615(i)

City Clerk CC-020

Campaign Filings (FPPC 400

Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES

Includes Unsuccessful

Candidates Without

Committees that Don't File

Electronically

5 years 5 yearsMag, Mfr,

OD, PprS

Yes: After 2

years

Candidates without

committees are not required

to file their statements,

reports or copies online or

electronically; Paper must be

retained for at least 2 years;

GC §81009(b)&(g); GC

§84615

City Clerk CC-020.1

Campaign Filings (FPPC 400

Series Forms, 501 Form):

UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED -

WITH or WITHOUT

Committees

10 years 10 years Mag, Ppr S/I

Statements filed electronically

are required for 10 years; GC

§81009(b)&(g); GC §84615

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-021

Campaign Filings (FPPC 400

Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK

(copies)

4 years 4 years Mag, Ppr

Paper must be retained for at

least 2 years; GC

§81009(f)&(g)

City Clerk CC-022

Campaign Filings (FPPC 400

Series Forms): OTHER

COMMITTEES (PACS - not

candidate-controlled)

7 years 7 years Mag, Ppr

Paper must be retained for at

least 2 years; GC

§81009(c)&(g)

City Clerk CC-023

Candidate File: Nomination

Papers, Candidate Statement

Forms, etc. - SUCCESSFUL

CANDIDATES

Term of

Office + 4

years

Term of

Office + 4

years

Mag, Ppr

Department Preference;

Statewide guidelines

proposes 4 years for

successful candidates, 2

years for unsuccessful; CA

law states term of office and 4

years after the expiration of

term and does not delineate

between the two; EC §17100

City Clerk CC-024

Candidate File: Nomination

Papers, Candidate Statement

Forms, etc. -

UNSUCCESSFUL

CANDIDATES

Election + 4

years

Election + 4

yearsMag, Ppr

Statewide guidelines

proposes 4 years for

successful candidates, 2

years for unsuccessful; CA

law states term of office and 4

years after the expiration of

term and does not delineate

between the two; EC §17100

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-025

Elections - GENERAL,

WORKING or

ADMINISTRATION Files

(Correspondence, Precinct

Maps, County Election

Services, Candidate

Statements to be printed in the

Sample Ballot, Polling

Locations and Precinct Board

Members, Notices, Postings,

etc.)

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-026

Elections - HISTORICAL

(copies of resolutions, final

results; Certificate of Election)

2 years P PMag, Mfr,

OD, PprS No

Retained for Historical Value,

GC §34090

City Clerk CC-027Elections - Petitions (Initiative,

Recall or Referendum)

Results + 8

months or

Final

Examination

+ 1 year after

petition

examination

if insufficient

Results + 8

months or

Final

Examination

+ 1 year

after petition

examination if

insufficient

Ppr

Not accessible to the public;

The 8 month retention applies

after election results, or final

examination if no election,

unless there is a legal or

FPPC proceeding. EC

§§17200(b)(3), 17400

(End of Elections Section)

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-028

Historical Records,

Photographs, & Historical

Projects (e.g. Incorporation,

City Seal, Awards of significant

historical interest, etc.)

P PMag, Mfr,

OD, PprS No

City Clerk determines

historical significance;

records can address a variety

of subjects and media. Some

media (e.g. audio and video

tape) may be limited because

of the media's life

expectancy; GC §34090

City Clerk CC-029

Minutes: City Council,

Redevelopment Agency,

Successor Agency, Oversight

Board, Fire Protection District

Board, Public Safety

Commission

P PMag, Mfr,

OD, PprS / I No GC §34090

City Clerk CC-030

Municipal Code

Administration, Distribution,

etc.

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-031Municipal Code History /

Supplements P P

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department preference

(retain one of each

supplement); GC §34090

City Clerk CC-032

Oath of Office: City Council,

Boards & Commission

Members

Term of

Office + 4

years

P PMag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department Preference; GC

§34090

City Clerk CC-033 Ordinances P PMag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-034

Petitions (submitted to Council

on any subject - Dog Parks,

Parking, Traffic Calming, etc.)

See Elections for Initiative,

Recall or Referendum Petitions

2 years 2 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department preference; only

1 year is required; GC

§50115

City Clerk CC-035Public Records Requests /

Request for Records 2 years 2 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §34090

City Clerk CC-036

Recorded Documents: ALL -

Deeds, Easements, Liens &

Releases, Rights of Way,

Notices of Completion,

Recorded Agreements /

Contracts, Certificate of

Compliance, etc.

P P Yes (all)Mag, Mfr,

OD, PprS No

Department preference; GC

§34090 et seq.

City Clerk CC-037

Recordings - AUDIO of City

Council, Redevelopment

Agency, Successor Agency,

Oversight Board, Fire

Protection District Board,

Public Safety Commission

2 years 2 years Mag, OD

Department preference; State

law only requires for 30 days;

GC §54953.5(b)

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-038

Recordings - VIDEO of City

Council, Redevelopment

Agency, Successor Agency,

Oversight Board, Fire

Protection District Board,

Public Safety Commission

Minimum 3

years

Minimum 3

years Mag, OD

Department Preference;

Video recording of meetings

are only required for 90 days;

GC §§34090.7, 34090

City Clerk CC-039Records Destruction

Authorization Forms, TransfersP P

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department preference; GC

§34090

City Clerk CC-040

Records Retention Schedules /

Amendments to Records

Retention Schedules

10 years P PMag, Mfr,

OD, PprS / I No GC §34090 et. seq.

City Clerk CC-046

Redistricting Web Page /

District Boundary Web Page

(Map, Redistricting Process,

Agendas, Calendars, Notice,

etc.)

10 years 10 years Mag, Ppr EC §21608(g); GC §34090

City Clerk CC-041

Resolutions: City Council,

Redevelopment Agency,

Successor Agency, Oversight

Board, Fire Protection District

Board, Public Safety

Commission

P PMag, Mfr,

OD, PprS / I No GC §34090

City Clerk CC-045

Secretary of State Statement

of Facts / Registry of Public

Agencies

2 years 2 years Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CC-042 Speaker Cards

When No

Longer

Required

When No

Longer

Required

PprPreliminary drafts used to

produce minutes; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER

City

ManagerCM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090

City

ManagerCM-001 Annual Reports / Strategic Plans P P

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department Preference; GC

§34090

City

ManagerCM-015

Art in Public Places (City Projects,

not Developer Projects)5 years P P

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference; GC

§34090

City

ManagerCM-016

Art In Public Places Committee

AGENDAS, AGENDA PACKETS

Minimum 2

years

Minimum 2

years Mag, Ppr

Brown Act challenges must be

filed within 30 or 90 days of

action; GC §§34090,

54960.1(c)(1)

City

ManagerCM-017

Art In Public Places Committee

MINUTES & BYLAWSP P

Mag, Mfr,

OD, PprS No GC §§34090

City

ManagerCM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090

City

ManagerCM-003 City Council Correspondence

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

City

ManagerCM-004

Council / Commission Contact

Forms

When No

Longer

Required

When No

Longer

Required

Mag, PprPreliminary documents; GC

§34090 et seq.

City

ManagerCM-005

Grand Jury Reports and

Responses (Regarding City

Operations)

5 years 5 years Mag, Ppr

Department Preference (the

Grand Jury keeps their reports 5

years); GC §34090

City

ManagerCM-006 Proclamations / Commendations 2 years 2 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §34090

City

ManagerCM-007

Projects, Programs, Subject &

Issues (Issues and/or projects will

vary over time)

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

City

ManagerCM-008 Public Comment Cards 2 years 2 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City

ManagerCM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq.

City

ManagerCM-010

Speech Notes / PowerPoint

Presentations2 years 2 years Mag, Ppr GC §34090 et seq.

Finance CM-011 Travel / Conferences

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag, PprInvoices are maintained by

Finance; GC §34090.7

City

ManagerCM-012

Videos (Public activity, etc. Not

City Council or Advisory Body

Videos, nor regular, ongoing

operations of the City)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Content does not relate in a

substantive way to the conduct

of the public's business; GC

§34090 et seq.

City

ManagerCM-013 Weekly Reports (News & Notes) 2 years 2 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §34090

COMMUNITY IMPROVEMENT

Community

Improve.CI-001 Citations

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

Community

Improve.CI-002

Code Enforcement / Abatement

Case Files (Includes appeals and

Code Enforcement Complaint

Letters)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes: Until

ResolutionMag, Ppr

Department preference; Case is

open until satisfactorily resolved

(some cases are not resolved);

CFC §104.3.4, GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY SERVICES

Risk

ManagementCS-001

Accident / Incident Reports

(Members of the Public)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag, Ppr GC §34090.7

Community

ServicesCS-002

Activity / Special Programs /

Special Event Files & Reports /

ABC Permits, where required

After School, Children's Programs,

Cultural Arts, Sports, Seniors,

Filming, Theatre Programs etc.

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, PprDepartment preference; GC

§34090

Community

ServicesCS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090

Community

ServicesCS-004

Art in Public Places / Artists in

Residence - Successful

Placements

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; GC

§34090

Community

ServicesCS-005

Art in Public Places / Artists in

Residence - Unsuccessful

Proposals

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, PprDepartment preference; GC

§34090

Community

ServicesCS-006

Artist Contracts

Includes Insurance Certificates and

Administration Records

Completion 5 years Completion +

5 years

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Upon

Completio

n

Department preference;

Statute of Limitations:

Contracts & Spec's=4 years;

CCP §337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-007 Attendance Tracking 2 years 2 years Mag, Ppr

2 years, unless it is a

preliminary draft; GC §34090

Community

ServicesCS-008

Capital Improvement Projects (CIP -

where Community Services is the

Lead): Administration File / NOT

Scanned

Project Administration, Certified

Payrolls, Community Outreach /

Notifications, Project Schedules,

Progress meetings, Punch Lists,

Real Estate Appraisals, RFIs &

Responses, Temporary Easements,

Construction Manager's Logs, Daily

Inspections, Daily Logs, etc.

Upon

Completion

10 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency

Audit, if

required,

whichever is

longer

Yes: Until

CompletedMag, Ppr

Department preference; Some

grant funding agencies require

audits; Statute of Limitations

for Errors & Omissions is 10

years; Statute of Limitations:

Contracts & Spec's=4 years,

Wrongful Death=comp. + 5

years, Developers=comp. + 10

years; Statewide guidelines

propose termination + 5 years;

CCP §337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-009

Capital Improvement Projects (CIP -

where Community Services is the

Lead): Permanent File / Scanned

Records

Specifications / RFP & Addenda,

Agreement / Contract (copy),

Successful Proposal, Change

Orders, Geotechnical Studies &

Reports, Operations & Maintenance

Manuals (O&M Manuals,) Materials

Testing Reports, Grading Permits,

Hazardous Materials Plans, Notice

of Completion, Photos, Soil

Reports, Studies, Submittals,

Surveys, etc.

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Complet.

+ 10

years

Department preference;

retained for disaster

preparedness purposes;

Statewide guidelines propose

Permanent for Infrastructure

plans; GC §34090

Community

ServicesCS-010

Class Instructors Contracts

Includes Insurance Certificates and

Administration Records

Completion 5 years Completion +

5 years

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Upon

Completio

n

Department preference;

Statute of Limitations:

Contracts & Spec's=4 years;

CCP §337 et. seq., GC §34090

Community

ServicesCS-011 Client / Provider Agreements Completion 5 years

Completion +

5 years

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Upon

Completio

n

Department preference;

Statute of Limitations:

Contracts & Spec's=4 years;

CCP §337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-012

Community & Arts Foundation

AGENDA PACKETS & AGENDAS

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

2 years

The Foundation obtained

operational independence as

of June 2019; Original Staff

Reports are filed in the project

file; Brown Act challenges must

be filed within 30 or 90 days of

action; GC §§34090,

54960.1(c)(1)

Community

ServicesCS-013

Community & Arts Foundation

AUDIO RECORDINGS of Meetings

/ Audio Tapes

2 years 2 years Tape

(Mag)

City preference; The

Foundation obtained

operational independence as

of June 2019 State law only

requires for 30 days; GC

§54953.5(b)

Community

ServicesCS-014

Community & Arts Foundation

MINUTES RESOLUTIONS &

BYLAWS

P P Yes

Mag,

Mfr, OD,

Ppr

S No

The Foundation obtained

operational independence as

of June 2019; GC §34090

Lead Dept. &

FinanceCS-015 Credit Card Receipts 2 years 2 years Mag, Ppr

City preference (not all detail is

sent to Finance); GC §34090

Community

ServicesCS-016

Customer Relations / Member

DatabaseIndefinite Indefinite Mag, Ppr

Data fields are inter-related;

GC §34090 et seq.

Lead Dept. &

FinanceCS-017

Deposits / Cash Receipts Detail /

Backup / Accounts Receivable

Detail / Refund Detail

2 years 2 years Mag, PprCity preference (not all detail is

sent to Finance); GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-018 Donations

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, PprDepartment Preference; GC

§34090

Community

ServicesCS-019 Evaluations / Surveys (of programs)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Content does not relate in a

substantive way to the conduct

of the public's business; GC

§34090

Community

ServicesCS-020

Event Service Agreements / ESS

Contracts / Special Event Contacts

/ Professional Service Agreements

(PSAs)

Includes Insurance Certificates and

Administration Records

Completion 5 years Completion +

5 years

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Upon

Completio

n

Department preference;

Statute of Limitations:

Contracts & Spec's=4 years;

CCP §337 et. seq., GC §34090

Community

ServicesCS-021

Facility Use Rental Contracts / Field

Use Contracts / Facility Use

Requests

2 years 2 years

Yes:

Before

Event

Mag, Ppr GC §34090

Community

ServicesCS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090

Lead Dept. &

FinanceCS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr

City preference (not all detail is

sent to Finance); GC §34090

Community

ServicesCS-024

House Reports / Program Files /

Event Files / Sponsored Vouchers /

Coupons (Theatre)

Includes Contract Billing

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-025

Lewis Family Playhouse

Memberships

Inactive + 5

years

Inactive + 5

yearsMag, Ppr

Department preference (meets

auditing standards); GC

§34090

Community

ServicesCS-026

Park and Recreation Commission

AGENDA PACKETS & AGENDAS

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

2 years

Original Staff Reports are filed

in the project file; Brown Act

challenges must be filed within

30 or 90 days of action; GC

§§34090, 54960.1(c)(1)

Community

ServicesCS-027

Park and Recreation Commission

AUDIO RECORDINGS of Meetings

/ Audio Tapes

2 years 2 years Tape

(Mag)

City preference; State law only

requires for 30 days; GC

§54953.5(b)

Community

ServicesCS-028

Park and Recreation Commission

MINUTES RESOLUTIONS &

BYLAWS

P P Yes

Mag,

Mfr, OD,

Ppr

S No GC §34090

Community

ServicesCS-029

Performance Contracts

Includes Insurance Certificates and

Administration Records

Completion 5 years Completion +

5 years

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Upon

Completio

n

Department preference;

Statute of Limitations:

Contracts & Spec's=4 years;

CCP §337 et. seq., GC §34090

Community

ServicesCS-030 Photo Waivers 2 years 2 years

Yes:

Before

Event

Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-031 Recreation Database (Active Net) Indefinite Indefinite Mag

Department Preference; data is

interrelated; GC §34090

Community

ServicesCS-032

Registration / Applications /

Liability Forms / Release of Liability

Forms / Permissions: Camps, Field

Trips, Authorization to give

Medicine, etc.

2 years 2 years

Yes:

During

Class or

Program

Mag, Ppr GC §34090

Community

ServicesCS-033 Safety Inspections 2 years 2 years

Yes:

Before

Event

Mag, Ppr GC §34090

Community

ServicesCS-034 Schedules / Hours

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained

in the ordinary course of

business; GC §34090

Community

ServicesCS-035 Scholarships 5 years 5 years Mag, Ppr

Department Preference (meets

auditing standards); GC

§34090

Community

ServicesCS-037

Senior Advisory Committee - All

Records (Members are not

Appointed by the City Council)

2 years 2 years Mag, Ppr GC §34090

Community

ServicesCS-039

Sign-in / Sign-Out Sheets for

classes and programs2 years 2 years Mag, Ppr GC §34090

Community

ServicesCS-040

Sports Advisory Committee - All

Records (Member are not

Appointed by the City Council)

2 years 2 years Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community

ServicesCS-041

Sports Organizations / Non-Profit

Organizations (Little League, etc.)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained

in the ordinary course of

business; GC §34090

Community

ServicesCS-042 Sports Score Sheets, Schedules

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts / Transitory

records - NOT made or

retained for the purpose of

preserving the informational

content for future reference,

GC §34090; 64 Ops. Cal. Atty.

Gen. 317 (1981))

Community

ServicesCS-043

Theatre Member Files / Patron Files

(Gym, etc.)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes:

Before

Event

Mag, PprDepartment Preference; GC

§34090

Community

ServicesCS-044 Ticket Stubs

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained

in the ordinary course of

business; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CS-045

Volunteer / Unpaid Intern

Applications & Agreements -

Unsuccessful or Pending

Applicants

3 years 3 years Ppr

Consistent with employee

personnel files (Courts treat

volunteers as employees);

EEOC/FLSA/ADEA (Age)

requires 3 years for promotion,

demotion, transfer, selection,

or discharge; 29 CFR 1602.31

& 1627.3(b)(1), 8 CCR

§3204(d)(1) et seq., GC

§§12946, 12960, 34090

Lead Dept. CS-046

Volunteer / Unpaid Intern

Applications & Agreements

(includes emergency contact

information) - Successful

Applicants

Inactive /

Separation +

3 years

Inactive /

Separation +

3 years

Mag,

Mfr, OD,

Ppr

SYes: 1

year

Courts treat volunteers as

employees;

EEOC/FLSA/ADEA (Age)

requires 3 years for promotion,

demotion, transfer, selection,

or discharge; State Law

requires 2 -3 years; 29 CFR

1602.31 & 1627.3(b)(1), 8

CCR §3204(d)(1) et seq., GC

§§12946, 12960, 34090; 29

USC 1113

Community

ServicesCS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

DEPARTMENT OF INNOVATION & TECHNOLOGY

Depart. of

Innovation

&

Technology

DOIT-001 Backups - DAILY

When No

Longer

Required

When No

Longer

Required

Yes Mag.

Used for Disaster Recovery

Purposes Only; Considered a

copy and can be destroyed

when no longer required; tapes

are in autochangers and are

overwritten; GC §34090 et seq.

Depart. of

Innovation

&

Technology

DOIT-002 Backups - WEEKLY

When No

Longer

Required

When No

Longer

Required

Yes Mag.

Used for Disaster Recovery

Purposes Only; Store off-site in

commercial storage for disaster

recovery; Considered a copy

and can be destroyed when no

longer required; retention based

on administrative value; recycle

tapes; GC §34090 et seq.

Depart. of

Innovation

&

Technology

DOIT-003Network Configuration Maps &

Plans2 years 2 years Yes Mag. GC §34090 et seq.

Depart. of

Innovation

&

Technology

DOIT-004

WORM / DVD-r / CD-r / Blue Ray-

R or other UNALTERABLE

MEDIA that does not permit

additions, deletions, or changes

P P OD

For legal compliance for

Trustworthy Electronic Records

(when the electronic record

serves as the official record); GC

60200, 12168.7, EVC 1550, 2

CCR 22620 et seq..

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY

Page ED-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: 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

Develop. /

RDA /

Successor

Agency

ED-001

Economic Development Projects,

Programs, Subject & Issues

(Issues and/or projects will vary

over time)

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

Economic

Develop. /

RDA /

Successor

Agency

ED-002 Mobile Home Accords P P Mag, PprDepartment Preference; GC

§34090

Economic

Develop. /

RDA /

Successor

Agency

ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr

Department preference, meets

municipal auditing standards;

GC §34090

City Clerk ED-004

Recorded Documents: ALL -

Deeds, Easements, Liens &

Releases, Rights of Way, Notices

of Completion, Recorded

Agreements / Contracts, etc.

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)Mag, Mfr,

OD, PprS No

Finals are maintained by City

Clerk; GC §34090 et seq.

Economic

Develop. /

RDA /

Successor

Agency

ED-005

Redevelopment Long Range

Property Management Plans,

Oversight Plans

Completion

+ 10 years

Completion

+ 10 yearsMag, Ppr

Department preference; GC

§34090

Economic

Develop. /

RDA /

Successor

Agency

ED-006 Redevelopment Plans P P Mag, PprDepartment Preference for

Historical Purposes; GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY

Page ED-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Economic

Develop. /

RDA /

Successor

Agency

ED-007

Redevelopment Projects & Project

Areas

(Ensure Planning has all

Environmental Documents,

Engineering has all CIP Projects,

and City Clerk has all Real

Property records for Permanent

retention)

Completion

+ 10 years

Completion

+ 10 yearsMag, Ppr

Planning, Building and

Engineering retains final

documents of construction

projects (transfer any CIP

project files to Engineering);

Covers various Statute of

Limitations; CCP §337 et seq.;

GC §34090

Economic

Develop. /

RDA /

Successor

Agency

ED-008 RelocationsCompletion

+ 5 years

Completion

+ 5 yearsMag, Ppr

Department preference, meets

municipal auditing standards;

CCP §337 et seq.; GC §34090

HOUSING

Housing ED-009Foreclosure Notices / Notices of

Defaults (NOD)

Disposition

+ 5 years

Disposition

+ 5 yearsMag, Ppr

City Attorney preference; GC

§34090

Housing ED-010

Housing Programs: Affordable

Housing Projects, Rehabilitation,

CDBG-funded Housing Projects,

etc.

WITH a Recapture / Resale

Restriction

Deeds are sent to City Clerk

5 years

After the

Affordability

Period

Terminates,

or the

Written

Agreement

Terminates,

Whichever

is Longer

5 years after

the

Affordability

Period

Terminates,

or the

Written

Agreement

Terminates,

Whichever

is Longer

Mag, Mfr,

OD, PprS / I

Yes: When

Inactive

HUD requires 5 years after the

project completion; documents

imposing recapture / resale

restrictions are 5 years after the

affordability period terminates;

Uniform Admin. Requirements

for Grants to Local Governments

is 3 years from expenditure

report; 2 CFR 200.333; 24 CFR

92.508(a)&(c) & 570.502(a)(16),

982.158, 884.214; 29 CFR

97.42, GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY

Page ED-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Housing ED-011

Housing Programs: Affordable

Housing Projects, Rehabilitation,

CDBG-funded Housing Projects,

etc.

WITHOUT a Recapture / Resale

Restriction

Deeds and Insurance are sent to

City Clerk

Loan Pay-off

OR

Forgiveness

+ 5 years

Loan Pay-off

OR

Forgiveness

+ 5 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

HUD requires 5 years after the

agreement terminates;

Consistent with Consolidated

Plan Requirements; Required for

3-4 years from expenditure or

performance report; 2 CFR

200.333; 24 CFR 92.508(a)&(c)

& 570.502(a)(16), 982.158,

884.214; 29 CFR 97.42, GC

§34090

Housing ED-012

Loan Applications / Potential

Buyers Denied, Cancelled or

Withdrawn (First Time Home

Buyers, Life/Safety, Rehabilitation,

HOME, etc.)

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 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING ADMINISTRATION (SEE CITY-WIDE)

CAPITAL PROJECTS

Engineering

Services /

Capital

Projects

ENG-001

Capital Improvement Projects

(CIP): Maintenance Projects -

Not Involving Professional

Design Professional Services

(All Records)

Examples of Maintenance

Projects: Painting, Pavement

Overlays, Repairs, Ramps, Re-

Roof, Sidewalk Repairs, Slurry

Seals, etc.

Upon

Completion

5 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

5 years or

After Funding

Agency

Audit, if

required,

whichever is

longer

Yes: Until

CompletedMag, Ppr

Department preference; Some

grant funding agencies require

audits; Statute of Limitations for

Errors & Omissions is not

applicable; Statute of

Limitations: Contracts &

Spec's=4 years; Statewide

guidelines propose termination

+ 5 years; CCP §337 et. seq.,

GC §34090

Engineering

Services /

Capital

Projects

ENG-002

Capital Improvement Projects

(CIP): Administration File / NOT

Scanned

Project Administration, Certified

Payrolls, Community Outreach /

Notifications, Project Schedules,

Progress meetings, Punch Lists,

Real Estate Appraisals, RFIs &

Responses, Temporary

Easements, Construction

Manager's Logs, Daily Inspections,

Daily Logs, Photos, etc.

Upon

Completion

10 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency

Audit, if

required,

whichever is

longer

Yes: Until

CompletedMag, Ppr

Department preference; Some

grant funding agencies require

audits; Statute of Limitations for

Errors & Omissions is 10 years;

Statute of Limitations: Contracts

& Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10 years;

Statewide guidelines propose

termination + 5 years; CCP

§337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Capital

Projects

ENG-003

Capital Improvement Projects

(CIP): Permanent File / Scanned

Records

Specifications & Addenda,

Agreement / Contract (copy),

Successful Proposal, Change

Orders, Geotechnical Studies &

Reports, Operations &

Maintenance Manuals (O&M

Manuals,) Materials Testing

Reports, Grading Permits,

Hazardous Materials Plans, Notice

of Completion, Soil Reports,

Studies, Submittals, Surveys, etc.

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Complet.

+ 10

years

Department preference;

retained for disaster

preparedness purposes;

Statewide guidelines propose

Permanent for Infrastructure

plans; GC §34090

Engineering

Services /

Capital

Projects

ENG-004Construction Inspection

DatabasesIndefinite Indefinite Yes Mag

Data Fields / Records are

interrelated; GC §34090

Engineering

Services /

Capital

Projects

ENG-005Design & Construction Standards -

Authored by the CityP P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Capital

Projects

ENG-006

Drawings, Maps, Plans and

Record Drawings, Large-Format

Drawings, Capital Improvement

Project "As-Built", Base Maps

P P Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Drafts should be destroyed;

Some maps are also retained

by Planning; Selected maps are

retained in Public Works for

administrative purposes; GC

§34090, 34090.7

ENVIRONMENTAL PROGRAMS

Engineering

Services /

Environment

al Programs

ENG-007 CCTV - Storm Drains 2 years 2 years Mag, PprDepartment preference

(Preliminary drafts); GC §34090

Engineering

Services /

Environment

al Programs

ENG-008Construction Diversion / Deposit,

Reimbursement, etc.10 years 10 years Mag, Ppr

Department preference; GC

§34090

Engineering

Services /

Environment

al Programs

ENG-009

FOG (Fats, Oil & Grease) / Source

Control / Pretreatment Annual /

Semi-Annual Reports

3 years 3 years Mag, Ppr

Department preference;

Monitoring records required for

3 years; POTW reports are

required for 3 years; 40 CFR

403.12; GC §34090

Engineering

Services /

Environment

al Programs

ENG-010

Household Hazardous Waste /

Recycling/Disposal / Participant

Logs

3 years 3 years Mag, Ppr14 CCR 18813.4; 22 CCR

66262.40 et seq.; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Environment

al Programs

ENG-011Sanitary Spills and Overflows

(SSOs)5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Required for a minimum of 5

years; 40 CFR 122.41(j)(2);

SWRCB Order 2006-03; 40

CFR 122.41(j)(2); GC §34090

Engineering

Services /

Environment

al Programs

ENG-012

Solid Waste Reduction /

Recycling / AB 939 Compliance /

Tonnage Reports

10 years 10 years Mag, PprDepartment preference; GC

§34090 et seq.

Engineering

Services /

Environment

al Programs

ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, PprDepartment preference; GC

§34090

Engineering

Services /

Environment

al Programs

ENG-014 Stormwater Illicit Discharges 5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes (after

2 years)

Required for a minimum of 5

years; 40 CFR 122.41(j)(2);

SWRCB Order 2006-03; 40

CFR §§122.21, 122.41, 122.44;

GC §34090

Engineering

Services /

Environment

al Programs

ENG-015Stormwater Monitoring / NPDES

Monitoring and Inspection5 years 5 years Mag, Ppr

Department Preference;

Monitoring records required for

3 years; 40 CFR §§122.21,

122.41, 122.44; CCP §337 et

seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Environment

al Programs

ENG-016 Stormwater: Business Inspections 5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Required for a minimum of 5

years; 40 CFR 122.41(j)(2);

SWRCB Order 2006-03; 40

CFR §§122.21, 122.41, 122.44;

GC §34090

Engineering

Services /

Environment

al Programs

ENG-017Stormwater: NPDES Annual

Reports 5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC

Department preference;

Monitoring records required for

3 years; 40 CFR §§122.21,

122.41, 122.44

Engineering

Services /

Environment

al Programs

ENG-018 Stormwater: NPDES Permits Expiration + 5

years

Expiration +

5 years

Yes: Until

ExpirationMag, Ppr

Department Preference;

Monitoring records required for

3 years; 40 CFR §§122.21,

122.41, 122.44; CCP §337 et

seq.

Engineering

Services /

Environment

al Programs

ENG-019Stormwater: TMDL Plan (Total

Maximum Daily Load) Plan5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; plans

must be updated every 5 years,

audits are required every 2

years; SWRCB Order 2006-03;

4§§122.21, 122.41, 122.44; GC

§34090

Engineering

Services /

Environment

al Programs

ENG-020

Water Quality Management Plans

(Commercial, Private

Development)

P

Land Use No

Longer

Applicable

P

Land Use No

Longer

Applicable

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

GENERAL ENGINEERING

Engineering

Services /

General

Engineering

ENG-021 Aerial Maps (Analog / Historical) P P

Mag,

Mfr, OD,

Ppr

S / I NoDepartment Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-022 Benchmarks P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-023

Correspondence - Regulatory

Agencies Not Related to a CIP

(State & Federal Agencies, EPA,

Health Department, etc.)

Minimum 2

years

Minimum 2

years

Yes: While

Active

Issues

Mag,

Mfr, OD,

Ppr

SYes: After

QC

Department preference; Some

correspondence from

Regulatory Agencies need to be

retained for long periods of

time; GC §34090

Engineering

Services /

General

Engineering

ENG-024

Encroachment Permits /

Excavation Permits: Temporary

(Street Permits, Temporary

Construction, Sidewalk Repairs,

Traffic Control, Utility Cuts etc.)

Includes Insurance Certificates

Final /

Completion +

2 years

Final /

Completion +

2 years

Yes: Until

CompletionMag, Ppr GC § 34090

Engineering

Services /

General

Engineering

ENG-025

Encroachments - Permanent

(Permanent structures in the City's

Right of Way)

P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-026 Engineering Permits Database Indefinite Indefinite Yes MagData Fields / Records are

interrelated; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

General

Engineering

ENG-027

Engineering Studies / Surveys -

Preliminary Studies / Project

Assessments

P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-028

Geotechnical and Soil Reports;

Hydrology Reports (Authored on

behalf of the City)

P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-029Grading Plans, Grading Plans &

Grading CertificatesP P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-030Lighting and Landscape Districts -

Formation and BoundariesP P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; GC

§34090

Engineering

Services /

General

Engineering

ENG-031

Master Plans: Bikeway, Park,

Pavement, Sewer, Traffic,

Transportation, Water Master

Plan, etc.

P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; Drafts

should be destroyed; GC

§34090

City Clerk ENG-032 Public Works Subcommittee

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag Ppr GC §34090.7

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk ENG-033

Recorded Documents: ALL -

Deeds, Easements, Liens &

Releases, Rights of Way, Notices

of Completion, Recorded

Agreements / Contracts, Certificate

of Compliance, etc.

Send all originals to City Clerk,

even if they are e-recorded.

Copies -

When No

Longer

Required

P P Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Even if documents are e-

recorded, send all finals to the

City Clerk; GC §34090 et seq.

LAND DEVELOPMENT AND TRANSPORTATION

Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq.

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-035

Private Land Development

Projects / Job Files:

Administration File

Construction Inspections,

Correspondence, Photos, Private

Lab Verifications, Testing Lab

Final Reports, etc.

Examples of Development

Projects: CUPs, Lot Line

Adjustments, Parcel Maps, Precise

Alignment, Specific Plans,

Subdivisions, Tract Maps, Tracts,.

TPMs, TSMs

Upon

Completion10 years

Completion +

10 years

Yes: Until

CompletedMag, Ppr

Statute of Limitations for Errors

& Omissions is 10 years;

Statute of Limitations: Contracts

& Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10 years;

CCP §337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-036

Private Land Development

Projects / Job Files: Permanent

Files

Drainage, Driveway, Grading

Plans, Rights of Way, Soil

Reports, Stormwater, etc.

Dedications, Easements,

Abandonments (City Clerk is OFR)

Examples of Development

Projects: CUPs, Lot Line

Adjustments, Parcel Maps, Precise

Alignment, Specific Plans,

Subdivisions, Tract Maps, Tracts,.

TPMs, TSMs

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department preference;

retained for disaster

preparedness purposes; GC

§34090

Police ENG-037 Traffic Collision Reports

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag Ppr copies; GC §34090.7

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-038Traffic Congestion Management

Plans / Transportation Plans10 years 10 years Mag Ppr

Department preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-039 Traffic Counts 10 years 10 years Mag PprDepartment preference; GC

§34090

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr

Department preference

(required every 5 years, but can

be extended to 7 or 10 years);

GC §34090

Engineering

Services /

Land Dev. &

Transportatio

n

ENG-043

Transportation Studies / Traffic

Studies / Warrants: Signals, Stop

Signs, Crossing Guards, etc.

P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department preference; GC

§34090

RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES

Engineering

Services /

RCMU

RCMU-001 Applications for Service 2 years 2 years Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: 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

RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090

Engineering

Services /

RCMU

RCMU-004

Bulk Power Log Sheets /

Purchasing / Suppliers

(Evaluations, Financial Data.

Reports or Studies)

10 years 10 years Mag, PprDepartment Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-005

Capital Improvement Projects (CIP

- RCMU): Administration File /

NOT Scanned (Electricity, Fiber or

Street Lights Only)

Project Administration, Certified

Payrolls, Community Outreach /

Notifications, Project Schedules,

Progress meetings, Punch Lists,

Real Estate Appraisals, RFIs &

Responses, Temporary

Easements, Construction

Manager's Logs, Daily Inspections,

Daily Logs, etc.

Upon

Completion

10 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency

Audit, if

required,

whichever is

longer

Yes: Until

CompletedMag, Ppr

Department preference; Some

grant funding agencies require

audits; Statute of Limitations for

Errors & Omissions is 10 years;

Statute of Limitations: Contracts

& Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10 years;

Statewide guidelines propose

termination + 5 years; CCP

§337 et. seq., GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

RCMU

RCMU-006

Capital Improvement Projects (CIP

- RCMU): Permanent File /

Scanned Records (Electricity,

Fiber or Street Lights Only

Specifications / RFP & Addenda,

Agreement / Contract (copy),

Successful Proposal, Change

Orders, Geotechnical Studies &

Reports, Operations &

Maintenance Manuals (O&M

Manuals,) Materials Testing

Reports, Grading Permits,

Hazardous Materials Plans, Notice

of Completion, Photos, Soil

Reports, Studies, Submittals,

Surveys, etc.

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Complet.

+ 10

years

Department preference;

retained for disaster

preparedness purposes;

Statewide guidelines propose

Permanent for Infrastructure

plans; GC §34090

Engineering

Services /

RCMU

RCMU-007Customer Information Service

(CIS) DatabaseIndefinite Indefinite Mag Data is interrelated; GC §34090

Engineering

Services /

RCMU

RCMU-008

Department of Energy (DOE) &

Federal Energy Regulatory

Commission (FERC) Licenses and

Regulatory Correspondence

P P

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-009

Department of Energy (DOE) &

Federal Energy Regulatory

Commission (FERC) Reports

P P Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk RCMU-010 Easements

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

SYes: After

QC(copies); GC §34090.7

Engineering

Services /

RCMU

RCMU-011Electricity Drawings / As-Builts /

Record DrawingsP P

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference

(Engineering has originals); GC

§34090.7

Engineering

Services /

RCMU

RCMU-012

Equipment Records (Manuals,

Tests, Inspections, Studies,

Reports)

Disposal of

Equipment +

2 years

Disposal of

Equipment +

2 years

Mag, PprDepartment Preference; CCP

§337 et. Seq., GC §34090

Engineering

Services /

RCMU

RCMU-013Facility Histories / Infrastructure

DesignP P

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference; GC

§34090

Lead Dept. RCMU-014

Generator Operation Logs &

Inspections - Fixed / Stationary

Generators

3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090

Lead Dept. RCMU-015

Generator Operation Logs &

Inspections - Portable /

Emergency Generators

5 years 5 years Mag, Ppr

AQMD Rule 1470; Form

400–E–13a instructions; GC

§34090

Engineering

Services /

RCMU

RCMU-016Joint Pole Agreements, History,

Maintenance (Card Files) P P

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-017Joint Pole Invoices / Accounts

Receivable5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference (meets

municipal government auditing

requirements); GC §34090

Engineering

Services /

RCMU

RCMU-018 Load Records 10 years 10 years Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

RCMU

RCMU-019Payments / Credit Card Receipts -

RCMU 5 years 5 years Mag, Ppr

Department preference (meets

auditing standards); GC §34090

Engineering

Services /

RCMU

RCMU-020Power Operations Reports /

Outage Reports10 years 10 years Mag, Ppr

Department Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090

Engineering

Services /

RCMU

RCMU-022Power Trading / Power Scheduling

(Check Out Worksheets)

Completion +

3 years2 years

Completion +

5 yearsMag, Ppr

Department Preference

(auditing standards are 5

years); GC §34090

Engineering

Services /

RCMU

RCMU-023Power Trading / Power Scheduling

(Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr

Department Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-024Power Trading / Power Scheduling

(Pathing Sheets)3 years 4 years 5 years Mag, Ppr

Department Preference; GC

§34090

Engineering

Services /

RCMU & Gas

RCMU-025

Regulatory Agency Audits:

CEC,CFTC, CPUC, EPA, FERC,

NERC, NPDES, WECC, etc.

10 years 10 years Mag, PprDepartment Preference; GC

§34090

Engineering

Services /

RCMU & Gas

RCMU-026

Regulatory Agency Compliance

Reports & Confirmations:

CEC,CFTC, CPUC, EPA, FERC,

NERC, NPDES, WECC, etc.

10 years 10 years Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Engineering

Services /

RCMU & Gas

RCMU-027

Regulatory Agency

Correspondence: CEC,CFTC,

CPUC, EPA, FERC, NERC,

NPDES, WECC, etc..

When No

Longer

Required -

Minimum 10

years

When No

Longer

Required -

Minimum 10

years

Mag, PprDepartment Preference; GC

§34090

Engineering

Services /

RCMU & Gas

RCMU-028

Regulatory Agency Inspections:

CEC,CFTC, CPUC, EPA, FERC,

NERC, NPDES, WECC, etc.

10 years 10 years

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference; GC

§34090

Engineering

Services /

RCMU & Gas

RCMU-029

Regulatory Agency Licenses:

CEC,CFTC, CPUC, EPA, FERC,

NERC, NPDES, WECC, etc.

P P

Mag,

Mfr, OD,

Ppr

S / IYes (after

QC)

Department Preference; GC

§34090

Engineering

Services /

RCMU

RCMU-030

SCADA Database (Electricity)

(Supervisory Control and Data

Acquisition)

Indefinite Indefinite Yes Mag

Data is interrelated; system

qualifies as a "trusted system";

GC §§34090, 12168.7

Engineering

Services /

RCMU

RCMU-031SCADA Printouts / Reports / Log

Books

When No

Longer

Required

When No

Longer

Required

Mag, PprPreliminary drafts - if not drafts,

then 2 years; GC §34090

Engineering

Services /

RCMU

RCMU-032Solar Power Production Operating

Data Logs / Diaries 10 years 10 years Mag, Ppr

Department Preference; GC

§34090

Lead Dept. RCMU-033Underground Service Alerts

(USA's) 3 years 3 years Mag, Ppr

Department Preference

(required for 3 years); GC

§§4216.2(d) & 4216.3(d), 34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division

Providing

Service /

Work

RCMU-034

Work Orders / Service Requests

CMMS DATABASE

(Computerized Maintenance

Management System)

Indefinite Indefinite Mag Data is interrelated; GC §34090

Division

Providing

Service /

Work

RCMU-035

Work Orders / Service Requests -

All Information Entered in CMMS

Database

(Paper drafts)

When No

Longer

Required

When No

Longer

Required

Mag PprPreliminary drafts (the database

is the original); GC §34090

Division

Providing

Service /

Work

RCMU-036

Work Orders / Service Requests -

NOT entered in CMMS Database

(or partial information entered into

CMMS Database)

(Division providing service retains

originals; Division requesting

service is considered a copy)

5 years 5 years Mag Ppr

City Preference; CCP §§338 et

seq., 340 et seq., 342, GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: 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

Finance /

Accounting

& Financial

Reporting

FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr

Department Preference; IRS: 4

years after tax is due or paid

(longer for auditing & contractor

delinquency); Ca. FTB: 3 years;

IRS Reg §31.6001-1(e)(2), R&T

§19530, GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-002

Accounts Payable / Invoices and

Backup

(Includes Invoices, Travel

Expense Reimbursements,

Warrant Request, etc.)

2 years 5 years 7 yearsYes: Until

Paid

Mag, Mfr,

OD, PprS / I

Yes: After 1

year

May contain Fire District

independent contractor's

compensation, expense

reimbursement, or District credit

card records; Meets municipal

government auditing standards;

Published articles show 3 - 7

years; GC §§60201(d)(12),

34090

Finance /

Accounting

& Financial

Reporting

FIN-003

Accounts Receivable -

Miscellaneous - Damage to

Public Property, Invoices to

Outside Entities, etc.

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference; Meets

auditing standards; GC §34090

et seq.

Finance /

Accounting

& Financial

Reporting

FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr

Department Preference (meets

municipal government auditing

standards); Statewide guidelines

propose audit + 4 years;

Published articles show 3 - 7

years; GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-005

Audits - Single Audits, Grant

Audits, IRS Audits,

Transportation Audits, PERS

Audit, etc.

2 years3 years after

Audit

5 years after

AuditMag, Ppr

Department Preference (meets

municipal government auditing

standards); Statewide guidelines

propose audit + 4 years;

Published articles show 3 - 7

years; GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-006

Bank Statements and Trustee

Statements, Fiscal Agent

Statements, Investment Account

Statements, Bank

Reconciliations, Bank Deposits,

Bank Transmittal Advice

2 years 5 years 7 years Mag, Ppr

Department Preference; meets

auditing standards; GC

§§60201(d)(12), 34090, 26 CFR

31.6001-1

Finance /

Accounting

& Financial

Reporting

FIN-007

Bonds (Revenue) Official

Statements / Transcripts /

Certificates of Participations

(COPs) - Includes Continuing

Disclosure Reports

See Bank Statements for

statement retention.

Fully

Defeased +

10 years

Fully

Defeased +

10 years

Yes: Until

MaturityMag, Ppr

Department Preference; Statute

of Limitations for bonds,

mortgages, trust deeds, notes or

debentures is 6 years; Bonds

issued by local governments are

10 years; There are specific

requirements for disposal of

unused bonds; CCP §§336 et

seq. 337.5(a); 26 CFR 1.6001-

1(e): GC §43900 et seq.

Finance /

Accounting

& Financial

Reporting

FIN-007.1Budget Appropriation Transfer

Requests2 years 5 years 7 years Mag, Ppr

Department Preference; meets

auditing standards; GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-008

CalPERS Reports - Annual

Valuation Reports, Actuarial

Valuation Reports

2 years 2 years 7 years Mag, PprDepartment Preference; GC

§34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-009

Cash Receipts / Daily Cash

Summaries / Cashiers Reports /

Cash Reports / Petty Cash

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference; Meets

auditing standards; GC §34090

et seq.

Finance /

Accounting

& Financial

Reporting

FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 yearsMag, Mfr,

OD, PprS

Yes: After

QC

May contain Fire District

independent contractor's

compensation, expense

reimbursement, or District credit

card records; Meets municipal

government auditing standards;

Published articles show 3 - 7

years; GC §§ 34090,

60201(d)(12)

Finance /

Accounting

& Financial

Reporting

FIN-011

Collections / Collection Agency

Case Files & Statements /

Delinquent Accounts

7 years 7 years Mag, Ppr

Department preference;

Delinquencies remain on credit

reports for 7 years; GC §34090

et seq.

Finance /

Accounting

& Financial

Reporting

FIN-012

DE-6, DE-7, DE-9, DE-43, W-3, &

DE-166, 941 Forms, IRS 5500

Forms (Employee Benefit Plans),

PERS / FICA & Medicare

Adjustments - Quarterly Payroll

Tax Returns / OASDI, Federal

Tax Deposits, Adjustments, etc.

5 years 2 years 7 years Mag, Ppr

Department Preference; IRS: 4

yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7

years; IRS Reg §31.6001-

1(e)(2), R&T §19530; 29CFR

516.5 - 516.6, 29USC 436, GC

§34090

Finance /

Accounting

& Financial

Reporting

FIN-013Deferred Compensation (City

Statements)2 years 5 years 7 years Mag, Ppr

Produced by Deferred Comp.

Provider; consistent with

proposed statewide guidelines;

published articles for bank

statements show 4 -7 years; GC

§304090, 26 CFR 31.6001.1

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-014Escheat (Unclaimed money /

uncashed checks)5 years 5 years Mag, Ppr

Department preference; All

tangible property held by

government agencies escheats

after 3 years; Statute of

Limitations is 1 year for seized

property; CCP §§340(d), 1519;

GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-015FEMA Reimbursement / OES

Reimbursements1 year 9 years 10 years Mag, Ppr

Department Preference; GC

§34090

Finance /

Accounting

& Financial

Reporting

FIN-016 Financial Services Database Indefinite Indefinite Yes MagData Fields / Records are

interrelated; GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr

Department Preference (bond

auditing purposes; IRS

regulations state, "…material

records should generally be kept

for as long as the bonds are

outstanding, plus 3 years after

the final redemption date of the

bonds"); 26 CFR 1.6001-1(e);

GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-018Journal Entries / Journal

Vouchers 2 years 5 years 7 years Mag, Ppr

Department Preference; meets

auditing standards; GC

§§60201(d)(12), 34090, 26 CFR

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 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-019

Payroll File (By Employee Name)

Includes W-4, other payroll forms

Separation +

2 years5 years

Separation +

7 yearsMag, Ppr

Department preference; W-4s

are required four years after the

due date of such tax for the

return period to which the

records relate, or the date such

tax is paid, whichever is the

later. 26 CFR 31-6001-1; GC

§60201(d)(12); GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-020 Payroll Reports - Annual Detail P PMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference for

SBCERA Buy-backs; GC

§34090

Finance /

Accounting

& Financial

Reporting

FIN-021

Payroll Reports - Periodic

(includes Deduction Registers,

Leave Registers, Time

Transaction Reports, etc.)

2 years 5 years 7 years Mag, Ppr

Department preference for Grant

Auditing Purposes; May contain

independent contractor's

compensation, expense

reimbursement, or District credit

card records; Meets municipal

government auditing standards;

Published articles show 3 - 7

years; GC §60201(d)(12); GC

§34090

Finance /

Accounting

& Financial

Reporting

FIN-022

Reports, Subsidiary Ledgers,

Reconciliations, Registers,

Transaction Histories, Balance

Sheets, Revenue & Expenditure

Reports, etc. (MONTHLY OR

PERIODIC)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Department preference (The

Financial System Database is

the original; reports are

considered drafts or copies); GC

§34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-023

Reports: Annual State or

Federal: State Controller's

Report, Local Government

Compensation Report, Gas Tax,

MOE (Maintenance of Effort)

Report, Street Report, etc.

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department Preference; Meets

auditing standards; GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, PprDepartment Preference; Meets

auditing standards; GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-025

Time Sheets / Time Cards /

Overtime Sheets / Overtime

Cards

2 years 5 years 7 yearsMag, Mfr,

OD, PprS

Yes: After 2

years

Department preference for Grant

Auditing Purposes; Meets

municipal government auditing

standards; Published articles

show 3 - 7 years; GC

§60201(d)(12); GC §34090

Finance /

Accounting

& Financial

Reporting

FIN-025.1Vehicle Titles (Pink Slips) - All

Vehicles

Sale or

Disposal

Sale or

DisposalMag, Ppr

Department Preference; GC

§34090

Finance /

Accounting

& Financial

Reporting

FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr

Department preference for Grant

Auditing Purposes; Meets

municipal government auditing

standards; Published articles

show 3 - 7 years; GC

§60201(d)(12); GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Accounting

& Financial

Reporting

FIN-027 W-9sMinimum 5

years

Minimum 5

years

Yes: Until

Paid

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department Preference (meets

municipal government auditing

standards); Statewide guidelines

propose audit + 4 years;

Published articles show 3 - 7

years; GC §34090

BUDGET MANAGEMENT

Finance /

Budget

Manage.

FIN-028

Budgets - Preliminary, Proposed,

Backup Documents

(The Final Budget is maintained

by the City Clerk)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr Preliminary drafts; GC §34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUSINESS LICENSE & REVENUE

Finance /

Business

License &

Revenue

FIN-029Business License & Permit

DatabaseIndefinite Indefinite Yes Mag

Data Fields / Records are

interrelated; GC §34090

Finance /

Business

License &

Revenue

FIN-030Business License & Permit

Applications and ChangesP P

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference (Used by

Planning for Zoning

Clearances); GC §34090 et seq.

Finance /

Business

License &

Revenue

FIN-031Business License & Permit

Renewals 5 years 5 years Mag, Ppr

Department preference (meets

municipal government auditing

requirements); GC §34090 et

seq.

SPECIAL DISTRICTS

Finance /

Special

Districts

FIN-032

Assessment Rolls / Lighting and

Landscape Districts / Special

District Assessment Rolls (to Tax

Assessor for Tax Rolls)

5 years 5 years Mag, Ppr

Department preference; Meets

auditing standards; GC §34090

et seq.

Finance /

Special

Districts

FIN-033

Community Parks and

Landscape Citizens’ Oversight

Committee (Landscape

Maintenance Districts / Special

Districts)

AUDIO RECORDINGS of

Meetings / Audio Tapes

2 years 2 years Mag, OD

Department preference;

Formerly Planned Communities

Citizens' Oversight Committee;

State law only requires for 30

days; GC §54953.5(b)

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Special

Districts

FIN-034

Community Parks and

Landscape Citizens’ Oversight

Committee (Landscape

Maintenance Districts / Special

Districts)

MINUTES

P P YesMag, Mfr,

OD, PprS No

Formerly Planned Communities

Citizens' Oversight Committee;

Send originals to the City Clerk;

GC §34090.7

Finance /

Special

Districts

FIN-035

Community Parks and

Landscape Citizens’ Oversight

Committee and Landscape

Maintenance Districts Citizens'

Oversight Committee

AGENDAS & AGENDA

Minimum 2

years

Minimum 2

years

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference;

Formerly Planned Communities

Citizens' Oversight Committee;

Original Staff Reports are filed in

the project file; GC §34090

TREASURY MANAGEMENT

Finance /

Treasury

Manage.

FIN-036 Bankruptcies - NOT pursued

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained in

the ordinary course of business;

GC §34090

Finance /

Treasury

Manage.

FIN-037Bankruptcies - Where a claim is

filed10 years 10 years Mag, Ppr

Department Preference

(negative information remains on

credit ratings for 7 years); GC

§34090

Finance /

Treasury

Manage.

FIN-038Investment Reports & Backup /

Treasury Reports2 years 3 years 5 years Mag, Ppr

Department Preference; GC

§34090

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /

Treasury

Manage.

FIN-039

Investments / Arbitrage /

Certificate of Deposit /

Investment Bonds (Receipts /

Advisor Reports / Trade Tickets /

LAIF (Local Agency Investment

Fund))

5 years 5 years Yes: Until

PaidMag, Ppr

Department Preference; Meets

auditing standards; Published

articles show disposal + 7 years

for security brokerage slips;

statewide guidelines propose

permanent; FTC Reg's rely on

"self-enforcement";

GC§§ 34090, 43900

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE ADMINISTRATION

Human

ResourcesFR-001

Career File: Equipment

Assignments (Turnouts, etc.)

Shred Upon

Separation

or Transfer

Shred Upon

Separation

or Transfer

Mag,

Ppr

City / District Preference (copies);

GC § 60200

Finance FR-002Billings - Fire Alarm Permits, Fire

Inspections, Fire Permits

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Finance keeps originals; GC §

§60201 60201

City Clerk FR-003

Fire District Board Agendas, Audio

or Video Recordings, Minutes,

Resolutions, Notices

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

City Clerk keeps originals; GC §

§60201 60201

Fire /

Admin.FR-004 ISO Insurance Ratings 15 years 15 years

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference (rated

every 10 years); GC §60201

Fire /

Admin.FR-005

Monthly Statistical Reports / Run

Statistics

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Considered a preliminary draft /

copy (the Fire database is the

original); GC §60201 et seq.

City Clerk FR-006Mutual Aid Agreements, Joint

Power Authorities

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Originals Maintained by City Clerk

or County Clerk of the Board

Permanently; GC §60201.7

Fire /

Admin.FR-007

Programs and Projects (e.g.

Explorer, CPR Program, Fire

Service Day, etc.)

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Department Preference; GC §

60201 et seq.

Fire /

Admin.FR-008

Requests for Fire Incident Reports

and Fire Investigation Reports2 years 2 years

Mag,

PprGC §60201

Fire /

Admin.FR-009 Ride-A-Long Waivers 2 years 2 years

Mag,

PprGC §60201

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Admin.FR-010

Standard Operating Procedures /

Policy & Procedure Manual

Superseded

+ 2 years

Superseded

+ 2 years

Mag,

Ppr

Statewide guidelines propose

superseded + 2 or 5 years; GC

§60201

Fire /

Admin.FR-011

Subpoenas (Personal Appearance -

Fire Personnel)2 years 2 years

Mag,

PprGC §60201

Fire /

Admin.FR-012 Telestaff Database Indefinite Indefinite Yes

Mag,

Ppr

Data is interrelated; GC §60201 et

seq.

Fire /

Admin.FR-013

Training Course Records / EMS

Continuing Education Training

(Attendance Rosters, Outlines and

Materials)

5 years Indefinite

Mag,

Mfr, OD,

Ppr

S

Yes:

When

Inactive

Department preference; Ethics

Training is 5 years; Statewide

guidelines propose 7 years; Calif.

Labor Division is required to keep

their OSHA records 7 years;

EEOC/FLSA/ADEA (Age) requires

3 years for promotion, demotion,

transfer, selection, or discharge;

State Law requires 2 -3 years for

personnel actions; 8 CCR §3203

et seq., 29 CFR 1627.3(b)(1), LC

§6429(c); GC §§12946, 60201,

53235.2(b), 53237.2(b)

Fire /

Admin.FR-014

Training Database / Log (Target

Solutions)Indefinite Indefinite

Mag,

Ppr

Data is interrelated; GC §60201 et

seq.

Fire /

Admin.FR-015

Underground Storage Tanks - ALL -

City or Privately owned)

Location, Soil Remediation,

Monitoring Well Records

10 years P P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After 1

year

Department Preference (required

for the life of the tank); 23 CCR

2712(b), H&S §25284.2(i); GC

§60201 et. seq.

COMMUNITY AFFAIRS

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Community

Affairs

FR-016 Community Outreach

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

Fire /

Community

Affairs

FR-017Public Information / Education

(when produced internally)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

Lead Dept. FR-018Volunteer Applications &

Agreements - Unsuccessful 3 years 3 years Ppr

Consistent with employee

personnel files (Courts treat

volunteers as employees);

EEOC/FLSA/ADEA (Age) requires

3 years for promotion, demotion,

transfer, selection, or discharge;

29 CFR 1602.31 & 1627.3(b)(1), 8

CCR §3204(d)(1) et seq., GC

§§12946, 12960, 60201

Lead Dept. FR-019

Volunteer Applications &

Agreements (includes emergency

contact information) - Successful

Applicants

Inactive /

Separation +

3 years

Inactive /

Separation +

3 years

Mag,

Mfr, OD,

Ppr

SYes: 1

year

Courts treat volunteers as

employees; EEOC/FLSA/ADEA

(Age) requires 3 years for

promotion, demotion, transfer,

selection, or discharge; State Law

requires 2 -3 years; 29 CFR

1602.31 & 1627.3(b)(1), 8 CCR

§3204(d)(1) et seq., GC §§12946,

12960, 60201; 29 USC 1113

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Community

Affairs

FR-020

Volunteer Historical Lists /

Extractions from Volunteer

Database

Minimum 10

years

Minimum 10

years

Mag,

Ppr

Department Preference; GC

§60201

COMMUNITY RISK

Fire /

Community

Risk

FR-021

Fire Construction Documents

(Submittals, Approved Plans,

Drawings, Applications, Alternate

Means & Methods, and Similar

Documents Necessary for Ongoing

Fire Code Compliance

Not Less

Than 180

days from

the date of

completion

of the

permitted

work

Life of the

Structure or

Activity, or

Minimum 5

years,

Whichever

is Longer

Life of the

Structure or

Activity, or

Minimum 5

years,

Whichever

is Longer

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

CFC §105.4 et seq. , 104.6 et

seq.; H&S §19850

Fire / Fire

Marshal &

Fire

Prevention

FR-022

Fire Inspections - Business

Inspection Files / Occupancy

Inspections (Approvals,

Inspections, Fires, Modification /

Alternative Methods or Materials)

Life of the

Structure or

Activity, or

Minimum 5

years,

Whichever

is Longer

Life of the

Structure or

Activity, or

Minimum 5

years,

Whichever

is Longer

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Required for the Life of the

Structure or Activity, or Minimum 5

years CFC §§ 104.6 – 104.6.4

Fire / Fire

Marshal &

Fire

Prevention

FR-023Fire Inspections - Citations /

Notice of Violations

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes:

Before

Event

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department Preference; GC §

60201 et seq.

Fire /

Community

Risk

FR-024

Approved Fire Suppression, Fire

Sprinkler, Fire Alarm, Private Fire

Underground, and High-Piled

Combustible Storage Plans.

P P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department preference (Building

keeps original); CFC 104.6 et seq.;

GC §§60200, H&S §19850

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Community

Risk

FR-025 Juvenile Fire Setter Program 15 years 15 yearsMag,

Ppr

Department Preference; GC

§60201 et seq.

Building FR-026 New Construction Plan Review

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Building keeps originals; GC

§§34090.7, 60201

Fire /

Community

Risk

FR-027Public Information / Education

(when produced internally)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

Fire /

Community

Risk

FR-028Weed Abatement / Vegetation

Abatement / Brush Clearance

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

EMERGENCY MANAGEMENT

Fire /

Emergency

Manage.

FR-029Community & Business Emergency

Response Training

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

Fire /

Emergency

Manage.

FR-030

Emergency Management Programs

(Ready RC, Mitigation,

Preparedness, etc.)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§60201

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Emergency

Manage.

FR-031

Emergency Response & Recovery

/ FEMA / OES Reimbursement

Claims / Strike Team

Reimbursements

10 years 10 years Yes (all)

Mag,

Mfr, OD,

Ppr

S/I NoDepartment Preference; GC

§60201

Fire /

Emergency

Manage.

FR-032EOC Activations, After Incident

Reports

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes (all)

Mag,

Mfr, OD,

Ppr

S/I NoDepartment Preference; GC

§60201

EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES

Fire / EMS FR-033

Controlled Substance Logs,

Inventories / Medic Monthly

Inventory Logs

3 years 3 years YesMag,

Ppr

Department Preference -

Controlled substances are

required for 2 years after inventory

or transaction; 21 CFR §1304.04,

1310.04

Fire / EMS FR-034Emergency Medical PCR

DatabaseIndefinite Indefinite Yes Mag

Data is interrelated; GC §60201,

60201 et seq.

Fire / EMS FR-035

EMS Complaints / CQI (Continuous

Quality Improvement) / Quality

Assurance

3 years 3 yearsMag,

Ppr

Statute of Limitations for health

providers is 3 years; 13 CCR

1100.7, UFC §104.3.2, §104.3.4,

GC §60201, 60201 et seq.

Fire / EMS FR-036

HIPAA Policies and Procedures

(Health Insurance Portability and

Accountability Act)

Superseded

+ 6 years

Superseded

+ 6 years

Mag,

Mfr, OD,

Ppr

S

Yes:

After 1

year

24 CFR 164.530(j)

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-037Paramedic Continuing Education

Rosters and Certificates

Separation +

4 years

Separation +

4 years

Mag,

Mfr, OD,

Ppr

S

Yes:

When

Inactive

Department preference;

Paramedic Continuing Education

is required for 4 years by DPH; 8

CCR §3204(d)(1) et seq., 8 CCR

§3203 et seq., 29 CFR

1627.3(b)(1), LC §6429(c); GC

§§12946, 12960, 60201

Fire / EMS FR-038

Patient Care Reports / PCRs /

Paramedic Release Forms (EMS

transportation) / Consent Form with

Assignment of Benefits: ADULTS

7 years 7 years

Mag,

Mfr, OD,

Ppr

S

Yes:

After 1

year

Department Preference; adults

required for 7 years; minors until 1

year after age 18, but not less than

7 years; 10 years is recommended

by AHIMA for "healthcare

providers"; Statute of Limitations

for health providers is 3 years;

CCP §340.5, GC §60201; H&S

§§1797.98(e) 123145; 42 CFR

482.24(b); 9 CCR 9444, 22 CCR

70751(c) & 71551(c); 22 CCR

70751(c), 71551(c), 73543(a),

74731(a), 75055(a), 75343(a),

77143(a), W&I 14124.1; CMS Pub.

100-4, Chapter 1, Section 110.3

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-039

Patient Care Reports / PCRs /

Paramedic Release Forms (EMS

transportation) / Consent Form with

Assignment of Benefits:

JUVENILES

Age of

Majority,

Minimum 7

years,

whichever is

longer

Age of

Majority,

Minimum 7

years,

whichever is

longer

Mag,

Mfr, OD,

Ppr

S

Yes:

After 1

year

Department Preference; adults

required for 7 years; minors until 1

year after age 18, but not less than

7 years; 10 years is recommended

by AHIMA for "healthcare

providers"; Statute of Limitations

for health providers is 3 years;

CCP §340.5, GC §60201; H&S

§§1797.98(e) 123145; 42 CFR

482.24(b); 9 CCR 9444, 22 CCR

70751(c) & 71551(c); 22 CCR

70751(c), 71551(c), 73543(a),

74731(a), 75055(a), 75343(a),

77143(a), W&I 14124.1; CMS Pub.

100-4, Chapter 1, Section 110.3

EMERGENCY RESPONSE / FIRE MARSHAL

Fire /

Emergency

Response /

Fire

Marshal

FR-040Alarm Installation Waiver Forms:

Smoke and Carbon MonoxideP P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department preference; CFC §§

104.6 – 104.6.4; GC §60201 et

seq.

Fire /

Emergency

Response /

Fire

Marshal

FR-041 Fire Incident RMS Database Indefinite Indefinite YesMag,

Ppr

Data is interrelated; GC §60201 et

seq.

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Emergency

Response /

Fire

Marshal

FR-042Fire Investigations - Arson &

Capital Crimes OnlyP P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department preference (Capital

Crimes have no statute of

limitations); GC §60201 et seq.

Fire /

Emergency

Response /

Fire

Marshal

FR-043Fire Investigations - OTHER Than

Arson & Capital Crimes

When No

Longer

Required -

Minimum 5

years

When No

Longer

Required -

Minimum 5

years

Mag,

Ppr

Department preference; GC

§60201 et seq.

Fire /

Emergency

Response /

Fire

Marshal

FR-044

Approved Fire Suppression , Fire

Sprinkler, Fire Alarm, Private Fire

Underground, and High-Piled

Combustible Storage Plans

P P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department preference (Building

keeps original); CFC 104.6 et seq.;

GC §§60200, H&S §19850

Fire /

Emergency

Response /

Fire

Marshal

FR-045Fireflow Testing (CVWD does

testing)

Life of the

Structure

Life of the

Structure or

Activity

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department preference; GC

§60201

Fire /

Emergency

Response /

Fire

Marshal

FR-046Hazardous Waste Manifests /

Certificates of Disposal5 years P P

Mag,

Mfr, OD,

Ppr

S / I

Yes:

After QC

& OD

Department Preference (City has

"cradle to grave" liability); 40 CFR

262.40, 8 CCR 3204(d)(1)(A), 22

CCR 66262.40

Fire /

Emergency

Response /

Fire

Marshal

FR-047 Response Planning

When No

Longer

Required

When No

Longer

Required

Mag,

PprPreliminary drafts; GC §60201

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /

Emergency

Response /

Fire

Marshal

FR-048

Special Event Permits / Fire Code

Permits / Operating Permits /

Explosives Permits / Fireworks

Permits / Burn Permits (assembly

permits, candle permits, tent

permits, open flame, etc.)

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Yes:

Before

Event

Mag,

Ppr

Department preference; GC

§60201 CFC §§ 104.6 – 104.6.4

STATION OPERATIONS / SUPPRESSION

Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 yearsMag,

Ppr40 CFR 70.6; GC §60201

Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years

Mag,

Mfr, OD,

Ppr

S

Yes:

When

Inactive

GC §60201

Fire / Ops FR-051

Daily Vehicle Inspections / Daily

Equipment Checks / Safety

Equipment Inspections

When No

Longer

Required -

Minimum 2

years

When No

Longer

Required -

Minimum 2

years

Ppr GC §60201

Fire / Ops FR-052

Fire Vehicle, Apparatus, &

Equipment History Files, Ladders,

etc.

Certifications, Maintenance,

Registrations, Safety Certifications,

etc.

Disposal of

Vehicle,

Apparatus,

or

Equipment +

2 years

Disposal of

Vehicle,

Apparatus,

or

Equipment +

2 years

Mag,

Ppr

Department Preference; If a motor

carrier, required for 18 months

after vehicle is sold; CHP requires

life of vehicle; OSHA requires 1

year; 8 CCR § 3203(b)(1); 49 CFR

396.21(b)(1); 49 CFR 396.3(c);

CCP §337 et. Seq., GC §60201

Lead Dept. FR-053

Generator Operation Logs &

Inspections - Fixed / Stationary

Generators

3 years 3 years Mag,

PprAQMD Rule 1470; GC §60201

Lead Dept. FR-054

Generator Operation Logs &

Inspections - Portable /

Emergency Generators

5 years 5 years Mag,

Ppr

AQMD Rule 1470; Form

400–E–13a instructions; GC

§60201

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11

Office of

Record

Records

Series #Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Ops FR-055 Pre-plan SheetsWhen

Superseded

When

Superseded

Yes:

Before

Event

Mag,

Ppr

Preliminary drafts; GC §60201 et

seq.

Fire / Ops FR-056Station Log Books / Red Books /

Log Books

Minimum 2

years

Minimum 2

years

Yes:

Before

Event

Mag,

Ppr

Department preference; GC

§60201 et seq.

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved

Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES

Human

ResourcesHR-001

Benefit Plan Documents

(CalPERS, Optical, Dental,

etc.)

Duration of

the Contract

and/or

disposition of

any

enforcement

action + 2 6

years

Duration of

the Contract

and/or

disposition of

any

enforcement

action + 2 6

years

Yes: For

Duration of

Contract

Mag, Ppr

EEOC / ADEA (Age) requires

1 year after benefit plan

termination; Federal law

requires 6 years after filing

date for retirement; State Law

requires 2 years after action;

29 CFR 1627.3(b)(2); 29 USC

1027; GC §§12946, 12960,

34090, 60201

Human

ResourcesHR-002

Classification / Reorganization

Studies (for employee

classifications and department

structures)

Minimum 3

years

Minimum 3

yearsMag, Ppr

Bureau of National Affairs

recommends 2 years for all

supplementary Personnel

records; Wage rate tables are

1 or 2 years; State requires 2

years; 29 CFR 516.6, 29 CFR

1602.14, GC §§12946,

12960, 34090, 60201

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-003

Compensation Surveys &

Studies

Minimum 3

years

Minimum 3

yearsMag, Ppr

Bureau of National Affairs

recommends 2 years for all

supplementary Personnel

records; Wage rate tables are

1 or 2 years; State requires 2

years; 29 CFR 516.6(2), 29

CFR 1602.14, GC §§12946,

12960, 34090, 60201

Human

ResourcesHR-027

COVID-19 Notifications to

Employees3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090

Human

ResourcesHR-004

Department of Fair

Employment & Housing (DFEH

or EEOC) Claims

Final

Disposition +

3 years

Final

Disposition +

3 years

Mag, Ppr

Department preference; All

State and Federal laws

require retention until final

disposition of formal

complaint; State requires 2

years after "fully and finally

disposed"; 2 CCR 7287.0; GC

§§12946, 12960, 34090,

60201

Human

ResourcesHR-005 DMV Pull Notices

2 years After

Superseded,

or Upon

Separation

2 years After

Superseded,

or Upon

Separation

Mag, PprDepartment 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 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-006

Drug & Alcohol Test Results

(All - Positives and Negatives)6 years 6 years Mag Ppr

Department preference;

D.O.T. Requires 5 years for

positive tests, 1 year for

negative tests;

EEOC/FLSA/ADEA (Age)

requires 3 years physical

examinations; State Law

requires 2 years; 29 CFR

1627.3(b)(1)(v), GC §§12946,

12960, 34090, 60201; 49

CFR 655.71 et seq.; 49 CFR

382.401 et seq. 49 CFR

653.71

Human

ResourcesHR-007 Employee Investigations

Minimum

Final

Disposition +

3 years

Minimum

Final

Disposition +

3 years

Mag, Ppr

Department preference; All

State and Federal laws

require retention until final

disposition of formal

complaint; State requires 2

years after "fully and finally

disposed"; 2 CCR 7287.0; GC

§§12946, 12960, 34090,

60201

Human

ResourcesHR-008

Ethics Training Certificates /

Harassment Prevention

Training Certificates

5 years 5 years Mag, PprGC §§53235.2(b),

53237.2(b), 34090, 60201

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-009 I-9s

Separation +

3 years

Separation +

3 yearsMag Ppr

Required for 1 year from

termination or 3 years from

hiring, whichever is later;

EEOC / FLSA / ADEA (Age)

requires 3 years for "any

other forms of employment

inquiry"; State Law requires 2 -

3 years; 8 CFR 274a.2; 29

CFR 1627.3(b)(1); GC

§§12946, 12960, 34090,

60201

Human

ResourcesHR-010

Job Descriptions /

Classification Specifications

Minimum

Superseded

+ 6 years

Minimum

Superseded

+ 6 years

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department preference;

EEOC/FLSA/ADEA (Age)

requires 3 years for

promotion, demotion,

transfer, selection, or

discharge; State Law requires

2 -3 years; retirement benefits

is 6 years from last action; 29

CFR 1602.31 & 1627.3(b)(1),

8 CCR §3204(d)(1) et seq.,

GC §§12946, 12960, 34090,

60201

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-011

Labor Relations Files

(Negotiation Notes,

Correspondence, Interpretation

of MOU Provisions,

Documentation, etc.)

5 yearsMinimum 5

years

Minimum 10

years

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department Preference; GC

§§34090, 60201 et seq.

Human

ResourcesHR-012

Personnel Files - Background

Files (Fire, Executives,

Information Technology)

Separation +

3 years3 years

Separation +

6 yearsMag, Ppr

Department Preference;

EEOC/FLSA/ADEA (Age)

requires 3 years for

promotion, demotion,

transfer, selection, or

discharge; State Law requires

2 -3 years; 29 CFR 1602.31

& 1627.3(b)(1), GC §§ 3105,

12946, 12960, 34090, 60201;

29 USC 1113

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-013

Personnel Files - Benefit File

Includes Application,

Evaluations, Policies, Oaths of

Office, PAFs (Personnel

Action Forms), etc.

Separation +

3 years3 years

Separation +

6 yearsMag, Ppr

Department Preference;

statute of limitations for

retirement benefits is 6 years

from last action;

EEOC/FLSA/ADEA (Age)

requires 3 years for

promotion, demotion,

transfer, selection, or

discharge; State Law requires

2 -3 years; 29 CFR 1602.31

& 1627.3(b)(1), GC §§ 3105,

12946, 12960, 34090, 60201;

29 USC 1113

Human

ResourcesHR-014

Personnel Files - Employee

File

Includes Application,

Evaluations, Policies, Oaths of

Office, PAFs (Personnel

Action Forms), etc.

Separation +

3 years3 years

Separation +

6 yearsMag, Ppr

Department Preference;

statute of limitations for

retirement benefits is 6 years

from last action;

EEOC/FLSA/ADEA (Age)

requires 3 years for

promotion, demotion,

transfer, selection, or

discharge; State Law requires

2 -3 years; 29 CFR 1602.31

& 1627.3(b)(1), GC §§ 3105,

12946, 12960, 34090, 60201;

29 USC 1113

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-015

Personnel Files - Medical File

(all employees)

Pre-employment Medical

Clearances, ADA

Accommodations, Respirator

Fit Tests, etc.

Separation +

6 years

Whichever

is Longer:

24 years, or

Termination

of Benefits

+ 5 years,

or Death of

Employee +

5 years

Whichever is

Longer:

Separation +

30 years, or

Termination

of Benefits +

5 years, or

Death of

Employee + 5

years

Yes: Until

Separation

Mag, Mfr,

OD, PprS

Yes: After

Separation +

1 year

Department preference; Files

maintained separately;

Claims can be made for 30

years for toxic substance

exposure; 8 CCR 5144, 8

CCR 15400.2; 8 CCR

§3204(d)(1) et seq., 29 CFR

1910.1020(d)(1)(i), GC

§§12946, 12960, 34090,

60201

Human

ResourcesHR-016

Personnel Files - Training File

Includes Application,

Evaluations, Policies, Oaths of

Office, PAFs (Personnel

Action Forms), etc.

Separation +

3 years3 years

Separation +

6 yearsMag, Ppr

Department Preference;

statute of limitations for

retirement benefits is 6 years

from last action;

EEOC/FLSA/ADEA (Age)

requires 3 years for

promotion, demotion,

transfer, selection, or

discharge; State Law requires

2 -3 years; 29 CFR 1602.31

& 1627.3(b)(1), GC §§ 3105,

12946, 12960, 34090, 60201;

29 USC 1113

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-027

Recruitment Database

(NeoGov)5 years 5 years Mag, Ppr

Department preference; Per

NeoGov Policy; 29 CFR

1627.3(b)(1), 29 CFR

1602.14; 2 CCR 11013(c);

GC §§12946, 12960, 34090,

60201

Human

ResourcesHR-017

Recruitment and Testing File

(Includes Advertisements,

Applications for Unsuccessful

Candidates, Interview Notes,

Job Brochures, Test Data,

Testing Analysis & statistical

Metric, Job Analysis, Rating

Sheets, Scantrons, etc.)

Hiring

Decision + 3

years

Hiring

Decision + 3

years

Mag, Ppr

Department preference;

EEOC / FLSA / ADEA (Age)

requires 1-3 years; State Law

requires 2 - 3 years; 29 CFR

1627.3(b)(1), 29 CFR

1602.14; 2 CCR 7287.0(c)(2),

GC §§12946, 12960, 34090,

60201

Human

ResourcesHR-018

Studies & Surveys Conducted

on Behalf of the City (Sick

Leave, Attrition, Benefits, etc.)

2 years 2 years Mag, Ppr

2 years, unless it is a

preliminary draft; GC

§§34090, 60201 et seq.

RISK MANAGEMENT

Risk Manag. HR-019

Accident / Incident Reports /

Injury Reports (Potential

Claims - medical and non-

medical that do not result in a

claim.)

2 years 2 years Mag, Ppr

Department preference; CCP

§340.5, GC §§34090, 60201

et seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Risk Manag. HR-020 Claim Runs 5 years 5 years PprDepartment Preference; GC

§§34090, 60201 et seq.

Risk Manag. HR-021Claims (Includes Litigated

Claims)Resolution 5 years

Resolution +

5 years

Yes: Until

Resolution

Mag, Mfr,

OD, PprS

Yes: After

Settled

Claim must be filed within 6

months, lawsuit within 2

years; complaints against

peace officers within 5 years;

Statute of Limitations for

contracts is 4 years; wrongful

death for construction is

completion + 5 years; CCP §§

337 et seq.; GC §§ 911.2,

34090, 34090.6, 60201

Risk Manag. HR-022Insurance Polices (City-owned

policies)P P

Mag, Mfr,

OD, PprS / I

Yes: After

QC & OD

Department Preference; GC

§§34090, 60201 et seq.

Risk Manag. HR-023

OSHA Logs - 200, 300, 301,

301A, OSHA Inspections or

Citations

5 years 5 yearsMag, Mfr,

OD, PprS

Yes: After

QC & OD

Calif. Labor Division is

required to keep their records

7 years; OSHA requires 5

years; State law requires 2

years; 8 CCR §3203(b)(1),

GC §§34090.7, 60200; LC

§6429c

Risk Manag. HR-024 Subpoenas / Summons 2 years 2 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC'd & ODGC §§34090, 60201 et seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human

ResourcesHR-025

Workers Compensation Claim

Runs / Monthly Reports5 years 5 years Mag Ppr

Meets auditing standards; GC

§§34090, 60201 et seq.

Human

ResourcesHR-026

Workers Compensation Claims

/ Long Term Disability Claims

(Includes all Accident, Incident,

or Injury Reports from

Employees)

Separation +

10 years

Whichever

is Longer:

20 years, or

Termination

of Benefits

+ 5 years,

or Death of

Employee +

5 years

Whichever is

Longer:

Separation +

30 years, or

Termination

of Benefits +

5 years, or

Death of

Employee + 5

years

Yes: Until

Separation

Mag, Mfr,

OD, PprS

Yes: After

QC & OD

Department preference; Files

maintained separately;

Claims can be made for 30

years for toxic substance

exposure; 8 CCR 5144, 8

CCR 15400.2; 8 CCR

§3204(d)(1) et seq., 29 CFR

1910.1020(d)(1)(i), GC

§§12946, 12960, 34090,

60201

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Off-site,

OD or Mfr)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

LIBRARY

Library LIB-001

Board of Library Trustees

AGENDA PACKETS & AGENDAS

P P YesMag, Mfr,

OD, PprS

Yes:

After 10

years

Brown Act challenges must be

filed within 30 or 90 days of action;

GC §§34090, 54960.1(c)(1)

Library LIB-002

Board of Library Trustees

AUDIO RECORDINGS of Meetings

/ Audio Tapes

2 years 2 years MagCity Clerk maintains these

Permanently; GC §34090.7

Library LIB-003

Board of Library Trustees

MINUTES

P P YesMag, Mfr,

OD, PprS

Yes:

After 10

years

GC §34090

Lead

Dept. &

Finance

LIB-004

Cash Receipts Report / Detail /

Backup / Accounts Receivable

Detail / Refund Detail

2 years 2 years Mag, PprCity preference (not all detail is

sent to Finance); GC §34090

Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090

Library LIB-006 Flyers for Library Programs

When No

Longer

Required

When No

Longer

Required

Ppr Preliminary Drafts; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Off-site,

OD or Mfr)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-007

Grants: LSCA (Library Services

and Construction), LSTA (Library

Services and Technology), SLRC

(State Literacy Resource Centers),

CLLS (California Library Literacy

Services); CLSA (California Library

Services Act) and PLF (Public

Library Foundation) ONLY. For all

others, follow City-wide Schedule.

(SUCCESSFUL Reports, and

Financial Information) Send copy

of application and award to Finance

2 years

Final

Expenditure

+ 3 years

Final

Expenditure

+ 5 years

Mag, Ppr

Per California State Library

Records Management Program

Requirements (April 27, 1998); GC

§34090

Library LIB-008 Library Card Applications

When No

Longer

Required

When No

Longer

Required

Mag, Mfr,

OD, PprS

Yes:

When

Inactive

Department preference (the

database is the original record);

GC §34090

Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090

Library LIB-010

Library Volunteer / Unpaid Intern

Applications & Agreements -

Unsuccessful or Waiting

2 years 2 years Ppr GC §34090

Library LIB-011Library Volunteer / Unpaid Intern

Logs (Hours)2 years 2 years Ppr GC §34090

Library LIB-012

Library Volunteers / Unpaid Intern

Applications & Agreements -

Successful

Inactive /

Separation +

3 years

Inactive /

Separation +

3 years

Ppr

Department preference (Courts

treat volunteers as employees);

EEOC/FLSA/ADEA (Age) requires

3 years for promotion, demotion,

transfer, selection, or discharge;

29 CFR 1602.31 and

1627.3(b)(1)(i)&(ii), GC §§12946,

12960, 34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Off-site,

OD or Mfr)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: 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 years Mag, Ppr GC §34090

Library LIB-014 Problem Patron FileMinimum 2

years

Minimum 2

years Mag, Ppr

Department preference; GC

§§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PLANNING

Planning PL-002Alcohol Beverage Control License

Applications (ABC Applications)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr (Non-Records)

Planning PL-003Annexations / Boundaries /

Consolidations / LAFCO1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & ODLand Records; GC §34090

Planning PL-006

Design Review Committee

(Subcommittee of Planning

Commission)

AGENDAS, AGENDA PACKETS,

MINUTES

Minimum 2

yearsP P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; Original

Staff Reports are filed in the

project file; GC §34090

Planning PL-031Entertainment Permits / Massage

Business Permits

Expiration + 2

years

Expiration +

2 years

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-009

Environmental Determinations:

Environmental Impact Reports

(EIRs), Negative Declarations,

etc.)

Inside City boundaries, Non-

Development Projects

1 year P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Usually filed in the project file;

Final environmental

determinations are required to

be kept a "reasonable period of

time"; 14 CCR §15095(c); GC

§34090

Planning PL-010

Environmental Determinations:

Environmental Impact Reports

(EIRs), Negative Declarations,

etc.)

Outside City boundaries

When No

Longer

Required

When No

Longer

Required

Ppr

Non-records; EIRs and

Negative Declarations within the

City Boundaries are with the

project file

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-011General Plan, Elements and

Amendments1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

City Clerk Maintains all Agenda

Packets Permanently; GC

§34090.7

Planning PL-012Historic Preservation Survey,

Evaluations and Designations1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-024 Historic Property Files 1 year P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-025 Large Family Day Care PermitsExpiration + 2

years

Expiration +

2 years

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-013Master Plans, Specific Plans, Land

Use Plans, etc.1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-014 Materials Boards

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained

in the ordinary course of

business; GC §34090

Planning PL-026 Mills Act Contracts 1 year P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-015

Planning and Historic Preservation

Commission

AGENDAS & AGENDA

PACKETS

1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; Original

Staff Reports are filed in the

project file; GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-016

Planning and Historic Preservation

Commission

AUDIO RECORDINGS of

Meetings / Audio Tapes

2 years 2 years Mag, OD

Department preference; State

law only requires for 30 days;

GC §54953.5(b)

Planning PL-017

Planning and Historic Preservation

Commission

MINUTES, BYLAWS &

RESOLUTIONS

P P Yes

Mag,

Mfr, OD,

Ppr

S No GC §34090

Planning PL-001 Planning Director Approvals 1 year P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; GC

§34090

Planning PL-018Planning Project Log of

Applications, Database Indefinite Indefinite Yes (all) Mag

Department Preference - Data

is interrelated; GC §34090, H&S

§19850

Planning PL-019

Planning Project Files -

Approved Entitlements

(Includes Associated CEQA

Noticing, Conditions of Approval,

Public Noticing, Environmental

Determinations, Staff Reports,

Plans & Maps)

Examples: Conditional Use Permits

(CUPs), Design Review, Parcel Maps,

Site Plans, Tentative Subdivisions,

Variances, Zone Changes, etc.

Project

Approved /

Final

Decision, or 1

year if Not

Approved /

No Final

Decision

P P Yes

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; Final

environmental determinations

are required to be kept a

"reasonable period of time"; 14

CCR §15095(c); GC§§34090,

34090.7

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-027

Preliminary Review / Courtesy

Review - PLANS, PROPOSALS,

other Documents belonging to

Applicant

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Applicant's proposals / plans

can be destroyed When No

Longer Required, as no

application has been submitted,

and they are not City records;

GC §34090

Planning PL-020

Preliminary Review / Courtesy

Review - APPLICATIONS, other

City Records

2 years 2 years Mag, Ppr

Applicant's proposals / plans

can be destroyed When No

Longer Required, as no

application has been submitted,

and they are not City records;

GC §34090

Planning PL-028 Sign Permits

Life of Sign,

Minimum 2

years

Life of Sign,

Minimum 2

years

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-022 Special StudiesMinimum 2

years

Minimum 2

years

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-029Street Name Assignments and

Changes1 year P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

Planning PL-021

Temporary Permits / Special Event

Permits / Temporary Entitlements

(Approved & Unapproved):

Christmas Tree Lots, Pumpkin

Lots, Banner Permits, Tree

Removal Permits, etc.

Minimum 2

years

Minimum 2

years

Yes:

During

Event

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

GC§§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning PL-030

Trails Committee (Subcommittee

of Planning Commission)

AGENDAS, & AGENDA

PACKETS, MINUTES

Minimum 2

yearsP P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; Original

Staff Reports are filed in the

project file; GC §34090

Planning PL-024Zoning Maps (Historically

Significant)1 year P P Yes (all)

Mag,

Mfr, OD,

Ppr

S NoDepartment Preference; GC

§34090.7

Planning PL-025Zoning Ordinance Amendments,

Reclassifications / Zone Change1 year P P Yes

Mag,

Mfr, OD,

Ppr

S / IYes: After

1 year

Department Preference

(copies); GC §34090.7

Planning PL-023 Zoning Verification Letters 1 years P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PROCUREMENT

Procure-

mentPUR-001

Procurement Database (Planet

Bids)Indefinite Indefinite Yes Mag

Data Fields / Records are

interrelated; GC §34090

Procure-

mentPUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years

Mag, Mfr,

OD, PprS / I No

Department Preference; meets

municipal government auditing

standards; Statute of Limitations

is 4 years; statewide guidelines

propose Audit + 5 years; GC

§34090, CCP § 337

Procure-

mentPUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr

Department Preference; GC

§34090

Procure-

mentPUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years

Mag, Mfr,

OD, PprS / I No

Department Preference; meets

municipal government auditing

standards; Statute of Limitations

is 4 years; statewide guidelines

propose Audit + 5 years; GC

§34090, CCP § 337

Procure-

mentPUR-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 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / MAINTENANCE / FACILITIES

Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090

Public Works

/ Maint. /

Facilities

PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090

Lead Dept. PW-003

Generator Operation Logs &

Inspections - Fixed / Stationary

Generators

3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090

Lead Dept. PW-004

Generator Operation Logs &

Inspections - Portable /

Emergency Generators

5 years 5 years Mag, Ppr

AQMD Rule 1470; Form

400–E–13a instructions; GC

§34090

Lead Dept. PW-005Operations & Maintenance

Manuals (O&M Manuals)

Life of Facility

or Equipment

Life of

Facility or

Equipment

Mag, PprDepartment Preference; GC

§34090 et. seq.

Division

Providing

Service /

Work

PW-006

Work Orders / Service Requests

CMMS DATABASE

(Computerized Maintenance

Management System)

Indefinite Indefinite Mag Data is interrelated; GC §34090

Division

Providing

Service /

Work

PW-007

Work Orders / Service Requests -

All Information Entered in CMMS

Database

(Paper drafts)

When No

Longer

Required

When No

Longer

Required

Mag PprPreliminary drafts (the database

is the original); GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division

Providing

Service /

Work

PW-008

Work Orders / Service Requests -

NOT entered in CMMS Database

(or partial information entered into

CMMS Database)

(Division providing service retains

originals; Division requesting

service is considered a copy)

5 years 5 years Mag Ppr

City Preference; CCP §§338 et

seq., 340 et seq., 342, GC

§34090

MAINTENANCE / PARKS & LANDSCAPE

Public Works

/ Maint. /

Parks &

Landscape

PW-009 Arbor Day / Tree City USA, etc. 2 years 2 years Mag, Ppr GC §34090

Lead Dept. PW-010Operations & Maintenance

Manuals (O&M Manuals)

Life of Facility

or Equipment

Life of

Facility or

Equipment

Mag, PprDepartment Preference; GC

§34090 et. seq.

Public Works

/ Maint. /

Parks &

Landscape

PW-011 Park Safety Checklist 10 years 10 years Mag, PprDepartment preference; GC

§34090

Public Works

/ Maint. /

Parks &

Landscape

PW-012Pesticide Use Permits &

Applications2 years 2 years Mag, Ppr

Department Preference

(agricultural pesticide records

are required for 2 years); GC

§34090; 3 CCR 6623, 40 CFR

171.11 et seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works

/ Maint. /

Parks &

Landscape

PW-013 Playground Inspections 10 years 10 years Mag, PprDepartment preference; GC

§34090

Public Works

/ Maint. /

Parks &

Landscape

PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, PprDepartment preference; GC

§34090

Public Works

/ Maint. /

Parks &

Landscape

PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090

Public Works

/ Maint. /

Parks &

Landscape

PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, PprDepartment preference; GC

§34090

Division

Providing

Service /

Work

PW-017

Work Orders / Service Requests

CMMS DATABASE

(Computerized Maintenance

Management System)

Indefinite Indefinite Mag Data is interrelated; GC §34090

Division

Providing

Service /

Work

PW-018

Work Orders / Service Requests -

All Information Entered in CMMS

Database

(Paper drafts)

When No

Longer

Required

When No

Longer

Required

Mag PprPreliminary drafts (the database

is the original); GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division

Providing

Service /

Work

PW-019

Work Orders / Service Requests -

NOT entered in CMMS Database

(or partial information entered into

CMMS Database)

(Division providing service retains

originals; Division requesting

service is considered a copy)

5 years 5 years Mag Ppr

City Preference; CCP §§338 et

seq., 340 et seq., 342; GC

§34090

MAINTENANCE / STREETS & FLEET

Public Works

/ Maint. /

Streets &

Fleets

PW-020

Aboveground Diesel Storage

Tanks (Agency Owned)

Spill Prevention Control and

Countermeasures (SPCC),

Inspections, Integrity Testing,

Maintenance, Repairs

20 years 20 years Mag, Ppr

Department Preference; applies

to both Tier I and Tier II Tanks;

(Tier II tanks are required to

have an integrity test every 20

years); GC §60201

Lead Dept. PW-021 AQMD Permits (Fuel Usage) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090

Public Works

/ Maint. /

Streets &

Fleets

PW-022Hazardous Waste Manifests /

Certificates of Disposal5 years P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference (City

has "cradle to grave" liability);

40 CFR 262.40, 8 CCR

3204(d)(1)(A), 22 CCR

66262.40

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. PW-023Operations & Maintenance

Manuals (O&M Manuals)

Life of Facility

or Equipment

Life of

Facility or

Equipment

Mag, PprDepartment Preference; GC

§34090 et. seq.

Lead Dept. PW-024

Pre-Trip Inspections / DOT

Program / CHP Inspections /

Vehicle Safety Checks / Daily

Vehicle Inspections / Daily

Equipment Checks

2 years 2 years Ppr GC §34090; 13 CCR 1234(c)

Public Works

/ Maint. /

Streets &

Fleets

PW-025Sidewalk Complaints - Right of

Way10 years 10 years Mag, Ppr

Department preference; GC

§34090

Public Works

/ Maint. /

Streets &

Fleets

PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090

Public Works

/ Maint. /

Streets &

Fleets

PW-027

Stormwater: Operation &

Maintenance (Catch Basins, Field,

General Cleaning, Open Channels,

Slots, Stormwater Treatment

Measures and Trash Cleaning)

5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department preference; plans

must be updated every 5 years,

audits are required every 2

years; SWRCB Order 2006-03;

4§§122.21, 122.41, 122.44; GC

§34090

Lead Dept. PW-028Underground Service Alerts

(USA's) / Dig Alerts 3 years 3 years Mag, Ppr

Required for 3 years; GC

§§4216.2(f) & 4216.3(d), 34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works

/ Maint. /

Streets &

Fleets

PW-029

Underground Storage Tanks (City-

Owned - Removed)

Location, Soil Remediation

10 years P P

Mag,

Mfr, OD,

Ppr

SYes: After

1 year

Department Preference

(required for the life of the tank);

23 CCR 2712(b), H&S

§25284.2(i); GC §34090 et. seq.

Public Works

/ Maint. /

Streets &

Fleets

PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr

22 CCR 66266.130(c)(5), H&S

§25250.18(b), 25250.19(a)(3) et

seq.

Public Works

/ Maint. /

Streets &

Fleets

PW-031

Vehicle & Equipment History Files

AQMD Certifications, Maintenance,

Registrations, Safety Certifications,

etc.

Disposal of

Vehicle or

Equipment +

2 years

Disposal of

Vehicle or

Equipment +

2 years

Mag, Ppr

Department Preference; If a

motor carrier, required for 18

months after vehicle is sold;

CHP requires life of vehicle;

OSHA requires 1 year; 8 CCR §

3203(b)(1); 49 CFR

396.21(b)(1); 49 CFR 396.3(c);

CCP §337 et. Seq., GC §34090

Division

Providing

Service /

Work

PW-032

Work Orders / Service Requests

CMMS DATABASE

(Computerized Maintenance

Management System)

Indefinite Indefinite Mag Data is interrelated; GC §34090

Division

Providing

Service /

Work

PW-033

Work Orders / Service Requests -

All Information Entered in CMMS

Database

(Paper drafts)

When No

Longer

Required

When No

Longer

Required

Mag PprPreliminary drafts (the database

is the original); GC §34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division

Providing

Service /

Work

PW-034

Work Orders / Service Requests -

NOT entered in CMMS Database

(or partial information entered into

CMMS Database)

(Division providing service retains

originals; Division requesting

service is considered a copy)

5 years 5 years Mag Ppr

City Preference; CCP §§338 et

seq., 340 et seq., 342, GC

§34090

SAFETY / ADMINISTRATION

Public Works

/ Safety

Admin.

PW-035Employee Training File (Training

Certificates)

Separation +

3 years

Separation +

3 yearsMag, Ppr

Department preference; GC

§34090

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020